Calendar

  OPEN BOARD OF TRUSTEE MEETING 

 

 

1.        Call To Order By John Gagliardi

2.          Roll Call by Lois M. Montgomery 

3.          Proof of Meeting Notice Statement by Lois Montgomery

4.          Approval of May 9, 2019 Open Meeting Minute

******  5.  Recycling Presentation by Judy Sherry / Jackson Township DPW     ******

6.          Trustee’s Report by Brian Lynn

7.          Financial Report by John Gagliardi

8.          Management Report by Lois M. Montgomery

9.          Homeowner Forum – Questions Regarding Board Action Items

10.        Board Action Items
              Vote to Accept May, June, July 2019Financial Statements 
              Vote to Accept May, June, July 2019 UBS Statements

 

              Vote on Contracts/Proposals/Agreements

              Vote on Policies / Regulations /Resolutions

11.      Open Homeowner Forum on Community concerns

12.     Adjournment

NOTE: Meeting agendas are subject to change.

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REVISIONS TO POLICIES & REGULATIONS

ENLARGED  = Removed   ~    Italizied & Red =  newly added

 

REGULATION #1030.01   7 pages        Board of Trustee Elections    Revised 01/18   8/19

                               I.  Election Supervision and Management

The association’s Community Manager (CM) shall be responsible for the overall supervision and management of the trustee election process. The Community Manager is charged to assure that the process is implemented in accordance with the association’s bylaws, all pertinent association policies and regulations and, any applicable laws.

The Community Manager may delegate certain operational tasks to other members of the management team.  However, final responsibility remains with the Community Manager.

The Community Manager is expected to solicit advice from her/his company’s senior management, legal counsel and other experts as deemed appropriate.

 

                             II.  Trustee Candidacy

To be an effective trustee, it is necessary to be available on-site for frequent meetings with management, other board members, contractors, committees and professional advisors. Therefore, in addition to requirements set forth in the bylaws, only full-time resident homeowners are encouraged to serve as a trustee.

 

                             III  Filing for Candidacy

 

The Community Manager shall issue an announcement calling for candidate applications via regular mail, an email blast, a posting on the community website and a posting in the clubhouse. The posting shall specify the procedures and deadline for filing a candidacy, a general description of trustee duties, and an approximation of the time required to fulfill those duties.

 

                             IV  Campaign Literature/Advertising/Endorsements

                                   A.  Flyers/Emails

1)  Each candidate who has filed an election application with the Community Manager may distribute create up to two election campaign flyers to be placed at the concierge desk in the Clubhouse for distribution to the residents.  Election flyers are not permitted to be placed in homeowner mailboxes.  residential mail post sleeves and two emails. Flyers shall be copied at association expense if they are copied on association machines.

 

Further, each candidate may prepare up to two election-related e-mails that must be approved by the Community Manager.  Once approved, the emails are to be distributed by  the Community Manager via the community website.  Personal e-mails may be sent by a candidate at the candidate’s discretion, but such e-mails must comply with all HOA election regulations.

 

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REGULATION # 5100.01  2 pages         Official Communications       Revised 11/16  8/19

 

                         A. Community Newspaper

                         B. Community Website and Mass Communications

                              1) Management

All website postings and mass communications shall be implemented or distributed by designated management staff or website administrators, who shall be appointed solely by the BOT. There shall be no designated term of service for website administrators.

 

                              2) Community Website

Only website administrators and approved management staff are authorized to post or delete material on the website. TheWebsite administrators may post event date information after receiving approval from the Resident Services Coordinator who has the sole authority to approve event dates for the website calendar. are not authorized to designate alternates or other administrators.  The Resident Services Coordinator, has the sole authority to post event dates on the website calendar.

 

                             3) Approved Contents

                                 a)  Website

Permitted website postings may include, but are not limited to: breaking news; resident directories; resident classified ads; association bylaws, policies, regulations, meeting agendas and minutes; committee rosters and calendars; upcoming events; various forms and “who to call” suggestions, etc.

 

**Website administrators are expected to use their best judgment when posting material. As a guide, they are expected to limit the posting of pictures and text to activities conducted by approved groups, and other activities that are of interest to a significant portion of the community.

 

                                  b)      Weekly Community Information

The primary purpose of the weekly Community Info email is to provide FSML residents with information provided by the clubs and activity groups about their upcoming events.  This includes events from both affiliated and non-affiliated FSML clubs and activity groups. Information about BOT sanctioned on-site vendor activities may be included.

 

                          4) Prohibited Contents

The following are strictly prohibited: political advertising, personal criticisms, articles or columns that promote commercial interests or potential personal gain, linkages to commercial websites, articles expressing views about political or social issues, religious beliefs, postings without attribution and, off-color material.

 

                          5)  Condolence notices will be distributed by FSML Management Staff.

 

                         6) Equal Access for Activity Groups

No single activity group shall be afforded preferential treatment in terms of the design, placement or amount of space that is afforded to the posting of material that is pertinent to that group.

 

                         7) Problem Resolution

Should the RSC be uncertain about the appropriateness of a request to post, they shall bring the matter to the Community Manager.

 

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REGULATION 5000.03 9 pages              Activity Group Guidelines   Revised 1/8/19 

Lottery/Lottery Procedure

a.       There will be no “line-up/sign-ups.”  All AG’s must run an event sign-up for a minimum of 12 hours.  Lottery rule goes into effect only if event is     oversubscribed.   EXCEPTION   Mixed Bocce is given a waiver to continue using their current “line up to sign up” system at the start of each season in lieu of the mandatory lottery system.   This process will take place in the Ballroom going forward.

 

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REGULATION #5300.01  14 pages       Architectural Standards and Guidelines   Revised 1 8/19

B) WALKWAYS, RAMPS, RAILINGS, RETAINING WALLS, PATIOS, DECKS

  (ACC APPROVAL REQUIRED PRIOR TO WORK BEING INITIATED) 

 

1) Front Entry Walkways and Additional Front Patio - Paver Stone and Stamped Concrete --The front entrance concrete walkway may be replaced with a paver stones or stamped concrete only with the expressed approval of the ACC. A concrete porch slab that is an integral component of the house foundation slab, and/or contains support or architectural columns, may not be removed.  Paver stones or stamped concrete may be placed on top of these porch slabs. Support and architectural columns may not be altered or removed. The landing can be no more than 8 ¼” below the top of the threshold of the front door. If paver stones are to be installed on the front porch, it is suggested that for safety reasons, a border (e.g. different colored paver stones) be created at the step up from the walk to the porch.  No additional porch is permitted in the front of the house.

 

The configuration of any replacement walk must remain the same as the established concrete walk.  Corners of the walkway may be curved. The replacement walkway needs to be the same level as the driveway (do not create a lip from the driveway to the sidewalk).  The pavers for the front walkway must have a durable flat surface; they cannot be a tumbled type.  Paver colors should be harmonious to the house color tones for esthetic purposes and be acceptable to the Architectural Control Committee.  The homeowner association and the homeowner association’s snow removal contractor, shall not be responsible for damage to the paver walkways due to maintenance or snow removal.

 

If a homeowner wishes to paint their concrete walkway, a Modification Request must be submitted to the ACC for review.  A neutral color sample must be provided.  A completed Hold Harmless will also need to be provided with the completed application.