Park Village HOA Board Meeting Thursday, March 23, 2017 Park Village Clubhouse 7:00 PM. Meeting Minutes

Transcription

1 Park Village Homeowners Association of Directors, Meeting Minutes March 23, :00 p.m. Park Village HOA Meeting Thursday, March 23, 2017 Park Village Clubhouse 7:00 PM Meeting Minutes 1. Call to order. Meeting called to order at 7:00 PM. 2. Roll Call, Establish Quorum A. Present: Karen Michailo, Linda Yoquelet, Brian Zeyak, Lee Klimek. Quorum established. 3. Amend agenda if needed [reference attachment 1, Agenda] A. Add to New Business at item 9a below: A motion to establish process for estimates. B. Insert into agenda between existing item 10 and item 11, to become item 11 and move existing item 11 as being item 12: A closed meeting of to discuss violations. C. Insert into agenda prior to item 4 a report on work items. Insertion pushes each successive item one position. D. MOTION: Accept these changes (4a-4c) and adopt the agenda. Motion made by Karen, Second by Lee. Vote result: PASSED (unanimous). 4. Work Items Spreadsheet Report A. Presentation of Park Village Work List spreadsheet. Description of spreadsheet details, columns, rows and similar was provided to the. A status of each item in the spreadsheet was reviewed. B. MOTION: Approve repair of the lifeguard shack (item 12), to be accomplished by J&S Cleaning and Repair in the amount of $3, and as specified in the vendor s estimate #1785, PV Estimate 12A. Motion made by Karen, Second by Brian. Vote result: PASSED (unanimous). [reference attachment 2, Lifeguard Shack Estimate]. C. MOTION: Approve cleaning of Park Village vinyl white fence (item 14), to be accomplished by Blue Wave Pressure Washing in the amount of $ and as specified in the vendor s estimate #1836 (PV Estimate 14A. Motion made by Karen, Second by Lee. Vote result: PASSED (4 in favor, 1 against). [reference attachment 3, Fence Cleaning Estimate]. 5. Management Report. A. Report delivered by Hayley White. 6. Treasurer s Report A. Report delivered by Hayley White. Page 1 of 3

2 Park Village Homeowners Association of Directors, Meeting Minutes March 23, :00 p.m. 7. Committee reports A. Neighborhood Watch Committee report delivered by Karen Michailo. Committee is testing, Dial My Calls. An innovative method of communicating expediently among members of the committee. 8. Old Business A. Action Items list Update. Report delivered by Hayley White. B. Update. Report delivered by Lee Klimek. C. MOTION: Adopt Process for The Park Village. Motion made by Lee, Second by Brian. Vote result: PASSED (unanimous). [reference attachment 4, Adopt HCRC Process] and [attachment 4A HCRC Process]. Discussion ensured on scheduling initial meeting and publicizing. Suggestions included: NextDoor, Yahoo Group, Sending surface mail letter, flyer on mailbox. MOTION: Send a letter to all homeowners notifying them of the, first meeting, importance, participation. Motion made by Lee, Second by Brian. Vote result: PASSED (unanimous). D. Pool Repairs (Votes Needed) i. (Pool) Leak. Discussion: Vendor has been selected for repair as previously approved by : PV Estimate 2A, AquaTech, $4, Awaiting commencement of repair. ii. (Concrete) Pool Deck. Discussion: Vendor has been selected for repair as previously approved by. PV Estimate 9B, Jay s Lawn and Landscape, $4, Awaiting commencement of repair. iii. Erosion. Discussion: Work has been completed by vendor as had been previously approved by. PV Estimate 19A, Sweetwater Landscaping, $1, iv. Kiddie pool. Discussion: Vendor has been selected for repair as previously approved by. PV Estimate 3A, AquaTech, $1, v. Lifeguard stand. Discussion: Vendor has been selected for repair/replacement as previously approved by. PV Estimate 11A, AquaTech, $1, E. Pool Bathroom remodel (review quotes). Quotes received to-date reviewed. Discussion ensured. decided to seek more information and evaluate further. 9. New Business A. Establishment of estimate process. Discussion on value of instituting process for cost estimates. MOTION: Establishment of Estimate Process. Motion made by Linda, Second by Karen. Vote result: PASSED (unanimous). [reference attachment 5, Estimate Process]. B. Washing of fence along Davis Drive. Discussion ensued. See agenda item 4c above. C. Cut-through across from the playground. Discussion ensued. D. Bell Arthur Pond clean-up. Discussion ensued. Page 2 of 3

3 Park Village Homeowners Association of Directors, Meeting Minutes March 23, :00 p.m. E. Reserve Study Quotes. Discussion ensured. 10. Homeowner Input A. Overall Commons Area Appearance including lack of landscaping along Davis Drive, Common Lawns and Tree Replacement. Discussion ensued. 11. Executive closed session 12. Adjournment MOTION: Adjourn. Motion made by Lee, Second by Karen. Vote result: PASSED (unanimous). MOTIONS PASSED 1. MOTION: Accept the agenda as amended. Motion made by Karen, Second by Lee. Vote result: PASSED (unanimous). [reference attachment 1, Agenda] 2. MOTION: Approve repair of the lifeguard shack (item 12), to be accomplished by J&S Cleaning and Repair in the amount of $3, and as specified in the vendor s estimate #1785 (PV Estimate 12A. Motion made by Karen, Second by Brian. Vote result: PASSED (unanimous). [reference attachment 2, Lifeguard Shack Estimate] 3. MOTION: Approve cleaning of Park Village vinyl white fence (item 14), to be accomplished by Blue Wave Pressure Washing in the amount of $ and as specified in the vendor s estimate #1836 (PV Estimate 14A. Motion made by Karen, Second by Lee. Vote result: PASSED (4 in favor, 1 against). [reference attachment 3, Fence Cleaning Estimate] 4. MOTION: Adopt Process for The Park Village. Motion made by Lee, Second by Brian. Vote result: PASSED (unanimous). [reference attachment 4, Adopt HCRC] and [reference attachment 4A, Adopt HCRC Process, and HCRC Process] 5. MOTION: Send a letter to all homeowners notifying them of the, first meeting, importance, participation. Motion made by Lee, Second by Brian. Vote result: PASSED (unanimous). 6. MOTION: Establishment of Estimate Process. Motion made by Linda, Second by Karen. Vote result: PASSED (unanimous). [reference attachment 5, Estimate Process] 7. MOTION: Adjourn. Motion made by Lee, Second by Karen. Vote result: PASSED (unanimous). Page 3 of 3

4 1. Call to order. (7:00 PM) 2. Roll Call, Establish Quorum. 3. Amend agenda if needed. (7:05 PM) 4. Management Report. (Hayley 7:10 PM) 5. Treasurer s Report. (Brian 7:15 PM) 6. Committee reports. a. As needed. (7:20 to 7:35 PM) 7. Old Business Park Village HOA Meeting Thursday, March 23, 2017 Park Village Clubhouse 7:00 pm Agenda a. Action Items list Update. (Hayley 7:35 PM) b. Update. (Lee 7:50 PM) c. Pool Repairs (Votes Needed). (8:10 PM) i. Leak ii. Deck iii. Erosion iv. Kiddie pool v. Life guard stand d. Pool Bathroom remodel (review quotes). (Hayley 8:30 PM) 8. New Business a. Washing of fence along Davis Drive (Review Quotes, discuss, votes needed). (8:50 PM) b. Cut through across from the playground (Review Quotes, discuss, votes needed). (8:55 PM) c. Bell Arthur Pond clean up (Review Quotes, discuss, votes needed). (9:00 PM) d. Reserve Study Quotes (Review Quotes, discuss, votes needed). (9:10 PM) 9. Homeowner Input: Overall Commons Area Appearance including lack of landscaping along Davis Drive, Common Lawns and Tree Replacement. (Jason Moos 9:20 PM) 10. Adjournment. (9:25 PM)

5 J & S C le a n in g a n d R e p a ir L L C Strickland Road Suite Raleigh, NC Date Estimate Estimate # Phone # jscleaningandrepair@gmail.com 1/26/ Fax # jscleaningandrepair.com Name / Address Park Village HOA P.O. Box1117 Apex, NC Project Description Qty Rate Total The following estimate for renovations to the lifeguard room at 201 Park Village Drive,Cary Remove carpet and racks. Place them on covered deck for reinstall of racks. Patch and paint walls and ceiling. 1 1, , Furnish and install new indoor/ outdoor carpet. 1 1, , Thank you for your business. Total $3,211.00

6 ESTIMATE Blue Wave, Inc. PO Box Raleigh, NC (919) ADDRESS Hayley White R.S Fincher & Company PO Box 1117 Apex, NC ESTIMATE # 1836 DATE 03/14/2017 DATE ACTIVITY QTY RATE AMOUNT 03/14/2017 Commercial Fence Cleaning Power washing white vinyl fencing at entrance of Park Village Community - Davis Dr. and Park Village Dr. Cary, NC to remove mold, mildew, dirt and debris (low pressure wash and rinse) Estimate includes provision and transportation of metered water from the City of Raleigh - Estimate pricing includes on-site water source. TOTAL $ Estimate includes all equipment, labor and incurred expenses - References furnished upon request. Accepted By Accepted Date Blue Wave, Inc.

7 Park Village Homeowners Association of Directors Meeting of the of Directors March 23, 2017 Motion Adopting Process for The Park Village Whereas the task of the Park Village (HCRC) is to review and submit changes of the covenants of Park Village; Whereas the task requires comprehensive address; and Whereas the accomplishment of the task is to be done no later than October 1, 2017; now, therefore, be it Resolved, the of Directors of the Park Village Homeowners Association: 1. hereby approves the process titled, Park Village Homeowners Covenants Review Committee Process ; 2. the Park Village Homeowners Covenant Review Committee Process shall be used by the HCRC as a general guide to complete its task; and 3. changes of significant substance to the Park Village Homeowners Covenant Review Committee Process are to be submitted to and considered for disposition by the Park Village Homeowners Association of Directors. Motioned by: Lee Klimek Seconded by: Brian Zeyak Page 1 of 1

8 Park Village Definitions and Process The purpose of this document is to provide detailed definition of the process for the Homeowners Covenants Review Committee (HCRC) to be used in the execution of that committee s charge. This document defines responsibilities of the HCRC and tasks for the HCRC to accomplish. Contents 1.0 Background Authorization Commission of Commission Objective Participation Reporting Structure of HCRC General Membership of the HCRC Leadership of the HCRC Leadership Duties Voting Meetings Quorum Assistance Project Process and Description Initialization Development Finalization Distribution Voting Disposition Process Flowcharts, List of Tasks and Sample Project Process Flowchart Project Process Flowchart Sequential List of Tasks Sample Review of Covenant Sample Review of Covenant - Repeal Sample Review of Covenant - Change Park Village Homeowners Association of Directors Submitted March 23, 2017

9 1.0 Background Current Park Village Covenants titled, Declaration of Master Covenants, Conditions and Restrictions for Park Village Subdivision were recorded with the Wake County Register of Deeds on October 7, Park Village homeowners have recently expressed concern about the applicability and enforcement of the same, and many are asking for a contemporary review. 2.0 Authorization Authorization for change of covenants is established in existing covenants under Article XII, Section 2, Amendment; (reading in part),... this Declaration or any Supplemental Declaration may be amended or modified at any time by a vote of sixty six and two-thirds percent (66 2/3%) of the total eligible votes of the membership of the Association Commission of 3.1 Commission The HCRC is an ad hoc committee commissioned until a final vote is cast by homeowners on the final changes submitted, or until October 1, 2017, whichever occurs first. 3.2 Objective The objective of the HCRC is to assemble homeowners into an organized group that will objectively and fairly review the existing Master Covenants of Park Village and report recommendations for changes to the Park Village Homeowners of Directors. 3.3 Participation The HCRC shall consist of all Park Village homeowners expressing a desire to participate. Participation is to be encouraged at every opportunity. 3.4 Reporting The HCRC shall report to the Park Village Homeowners Association of Directors. Note: Revision of the covenants is a very detailed process, extensive and may be cumbersome. It is of the upmost importance that members be objective and considerate of varying opinions and concerns during deliberations at all times. 4.0 Structure of HCRC The HCRC will consist of a General Membership of homeowners and a Leadership of three homeowners. 4.1 General Membership of the HCRC By default, all homeowners are eligible for General Membership of the HCRC. 4.2 Leadership of the HCRC The Leadership of the HCRC shall consist of a Chair, Vice-Chair and a Secretary. Any member of the HCRC can nominate any other member of the HCRC to a leadership position. Any member of the HCRC can self-identify to the HCRC and nominate themselves. Any member of the HCRC can self-identify via to the of Directors at PVHOA@PARKVILLAGE.ORG. Exceptions to consideration for Leadership are members and all Chairs of any Park Village committee, either current or serving in such capacity within the last two years, i.e., 2015 to present. The HCRC shall forward the names of Leadership nominees to the of Directors. The shall consider nominations from the HCRC, self-nominations, and input received via . 2

10 Confirmation of appointment to Leadership of the HCRC will be accomplished through majority vote of the of Directors. 4.3 Leadership Duties The HCRC Chair shall set the timing of the HCRC meetings, establish the agenda for HCRC meetings, assign duties among the membership of the HCRC, monitor the progress of the review and updating of the covenants, and report the progress of the HCRC to the of Directors. The HCRC Vice-Chair shall assist the Chair in performing his or her duties and shall fulfill the Chair s duties if he or she is unable or fails to perform these duties; The HCRC Secretary shall record and keep adequate minutes of the meetings and coordinate the performance of any duties or work assigned by the Chair to members of the HCRC. The Secretary shall provide reports to the Chair and Vice-Chair. 4.4 Voting General Membership of the HCRC will participate at the same level of significance as the Leadership Panel in examining, reviewing, and updating the covenants. In all circumstances the vote of every member of the HCRC, including each member of the Leadership, will have the same weight. The HCRC will make recommendations of proposed changes to the Master Covenants and report same to the of Directors. Because changes to the covenants require approval of sixty six and two thirds percent (66 2/3%) of homeowners, it is recommended that all changes to the covenants be advanced by the HCRC through a near unanimous decision. This approach considers the two-thirds requirement of all homeowners, and encouragement of HCRC membership comprising a diverse cross-section of Park Village homeowners. 4.5 Meetings The HCRC shall meet at least once a month and as determined by its Chair. Notice of meetings and agendas shall be published at least 7 days in advance of the subject meeting by posting on parkvillage.org and on Yahoo Groups. 4.6 Quorum A quorum is required for the HCRC to transact any business of the HCRC at all meetings. A quorum of the HCRC is defined as the lesser of 50 percent (50%) of HCRC membership or 5 members of the HCRC. 5.0 Assistance Assistance to the HCRC is available at any time from the of Directors and any member of the of Directors. The HCRC will be provided a liaison to the Park Village of Directors, to be determined by the of Directors. 6.0 Project Process and Description The development of the work product of the HCRC includes, but not limited to HCRC review and editing of existing covenants, recommendations to the of Directors of information for distribution to homeowners, regular reporting of project status to the of Directors, final presentation to of Directors. This description provides definition of six steps within this Homeowners Covenants Review Process: Initialization, Development, Finalization, Distribution, Voting, and Disposition. These steps are described here. Greater detail is provided in sections 7.0, 7.1, 7.2, 8.0. These steps correspond to the process flowcharts on subsequent pages of this document. 3

11 6.1 Initialization To start the project of covenants review several actions must be accomplished: The of Directors must commission a covenants review committee, state the objective(s) of the committee, publicize the creation of the committee, solicit participation of homeowners and form the membership of the committee, set a date for the initial meeting of the committee. 6.2 Development Development is the core step in review of the covenants. Among the tasks to be accomplished, but not limited to, are: Initial meeting and formation of Leadership Panel, Review this HCRC process and submit any proposed changes to this process to the of Directors for consideration, Publicize the HCRC, Review each existing covenant and process proposals for change to those covenants, Report and review with the of Directors, Record all changes. The development of the work product of the HCRC is to be accomplished in a manner that is conducive to ensuring all homeowners are aware of the efforts addressing the review of the covenants, and in promoting the inclusion of opinions, suggestions, initiatives of every homeowner. 6.3 Finalization Finalization follows development and completion of the work product of the HCRC. This is accomplished by the of Directors. The HCRC reports the final version of the changes to the of Directors. The of Directors will review and through a vote decide to proceed with distribution to homeowners or send back to the HCRC for further consideration.. The of Directors will determine date(s) for voting by all homeowners. 6.4 Distribution Once the has finalized the work product of the HCRC, the will work in conjunction with the HCRC in preparing the final version of changes for distribution to all homeowners in anticipation of voting by all homeowners. 6.5 Voting All homeowners will be notified of the date(s) of voting on the updated covenants. The date(s) of voting will be determined by the of Directors and notification of the same will be included in distribution of the final work product to the homeowners. Execution, recording and notification of results will be managed by R.S. Fincher in coordination with the full of Directors. All homeowners shall be provided the opportunity to vote on the submitted changes that have been finalized and distributed. Homeowners shall be entitled to one (1) vote for each dwelling unit or site in which they hold the required ownership interest within Park Village. 6.6 Disposition The voting results will be reported to and confirmed by the Park Village of Directors. If the vote achieves a positive affirmation of sixty six and two-thirds percent (66 2/3%) of the total eligible votes of the membership of the Association of the Park Village Homeowners, the covenants shall be recorded and registered with the appropriate Wake County governmental office. If the vote does not achieve a positive affirmation no further actions are required. In both cases, after determination of the vote results (pass or fail) and any subsequent actions if required, the HCRC is dissolved. 4

12 7.0 Process Flowcharts, List of Tasks and Sample Defining the project process is done so to ensure greatest probability of understanding and, therefore, likelihood of success. There a three elements provided here: Project Flowcharts, Sequential List of Tasks, and Sample Covenant Review. Project Flowcharts are found on the following pages. A flowchart is a graphical representation of the sequence of events of execution starting with initiation and ending with disposition. The flowcharts in this document use several symbols defined as follows. Oval - Terminator indicating a start, stop, or end A F Square or Rectangle - Process, any processing function Diamond - Decision point Please note that there are circled numbers used as consistent reference across all flowcharts. That is, a circled number one, e.g., on one flowchart is a reference to the same on all other flowcharts. Sequential List of Tasks is offered as a template to be considered by the and the HCRC. It is very important that a list of tasks be established and that all be cognizant of achieving the goals and objectives set by this list. The template is based on composition of the process presented here. It can very well be considered a workable and realistic list while being receptive to adjustment with the consent of the of Directors. Sample Covenant Review is an example of one way for the HCRC to address the review of covenants. It is a workable method for approaching the objective of the HCRC. It is offered as a way to achieve what needs to be achieved. 5

13 7.1 Project Process Flowchart 1 This first flowchart of the covenants review project is a sequential and general overview of the steps from the start of the process to the end of the same. Each process block in this flowchart is expanded upon on the following pages. The intent of this flowchart is to provide an overview of each key step in the process. Start j INITITALIZATION k DEVELOPMENT l FINALIZATION m DISTRIBUTION n VOTE o DISPOSITION End Figure High level flowchart of process steps 6

14 7.2 Project Process Flowchart 2 This flowchart expands upon each of the general areas in the sequence presented in the preceding flowchart (figure 7.1). Note the reference numbers (circled numbers) which correspond to the same on the preceding flowchart. Start INITIALIZATION j INITIALIZE Introduction, Objective and Formation of HCRC ( of Directors) DISTRIBUTION TO HOMEOWNERS Distribute final version to all homeowners (HCRC & of Directors) DISTRIBUTION m DEVELOPMENT Covenants Review, Editing, Record, Confirm, Report (HCRC) VOTE Vote of homeowners on final version REVIEW (HCRC & of Directors) (Homeowners) Pass? N VOTE n Y DEVELOPMENT k Changes? N Y DISPOSITION Registration ( of Directors) REVIEW Distribute draft to and solicit input from homeowners (HCRC & of Directors) DISPOSITION o Changes? N Y DISPOSITION Dissolution of HCRC ( of Directors) FINALIZATION l REVIEW and FINALIZATION ( of Directors) End Figure Flowchart process steps expansion 7

15 8.0 Sequential List of Tasks List of tasks to be accomplished. STEP WHO TASK j INITIALIZATION Create (HCRC). Set date for initial meeting of HCRC. Solicit participation from all homeowners to be on the Committee and for Leadership Panel. k DEVELOPMENT HCRC Publicize to all homeowners, solicit participation from all homeowners. Initial meeting or HCRC (note: this is the only meeting at which members of the of Directors will be attending in the capacity of a members). Introduction of HCRC by of Directors Explain that an ad hoc committee has a limited and defined purpose and is of finite duration Present objective of HCRC Define Membership qualifications (Homeowner) (weight of each vote is equal) Define General Membership responsibilities and stature Define Leadership Team responsibilities, purpose and stature Determine names of three members as recommendations for Leadership Team to of Directors Distribute hardcopy of recorded Park Village Covenants to members Establish outline of work and how to address covenants as a whole or each covenant individually Determine lead person responsible for publicizing Provide contact with webmaster and others to assist in publicizing Post reference to recorded Park Village Covenants on PV website Create meeting schedule and publicize review of and vote on Leadership Panel. HCRC Commence first pass of work. HCRC Review each existing covenant individually Determine: Change, No Change, Repeal Examine compatibility with other covenants Repeat until all covenants addressed HCRC & Prepare status report and present review of work product with. Make changes if applicable. Review with covenants attorney. Post HCRC and reviewed changes for access by all homeowners. Notify homeowners of work, current status, and solicit homeowners final input. 8

16 STEP WHO TASK DEVELOPMENT (Continued) HCRC Review and assess homeowners input, make additional changes if required. HCRC Prepare final version report. HCRC Report status to and review with. HCRC Review of all covenants as a complete and single document. Execute reading of single document of covenants, ensure completeness of document Determine minor changes if required Prepare report of final version to HCRC Present final HCRC approved version to. meet with HCRC and attorney for final review. HCRC Make additional adjustments if necessary. l FINALIZATION Accept work product of HCRC through formal motion. Notify all homeowners of status of final version. Review any additional input, adjust as necessary. Formalize final version (motion). m DISTRIBUTION Set date(s) for homeowners voting on finalized covenants. Distribute final version hardcopy to every homeowner. n VOTE Notify all homeowners of voting date(s). & Fincher Execute vote polling, compile results, deliver to. & Fincher Report vote results. o DISPOSITION If passed by homeowners, register new document with appropriate government entities and provide approved updates to all homeowners. HCRC is dissolved. Project concludes. 9

17 9.0 Sample Review of Covenant A suggested method of review of covenants is to examine each section and subsection individually while considering continuity between that being reviewed and the Master Covenants as a whole. Consider each section, if changed, review the change(s) to the covenant for consistency and conformance. There are three possible dispositions of the review of each section: No Change, Change, Repeal. The following three examples of review for each are displayed here. Covenant Review Review item: 001 Review of: Article VI (Use Restrictions); Section 2 (Use of Properties); subsection (a) Current reading: Outside clothes lines shall not be permitted upon any Lot at locations where they can be viewed from any street. Review recommendation: ý No Change o Repeal o Change Recommended change: Figure Sample review, No Change 10

18 9.1 Sample Review of Covenant - Repeal Covenant Review Review item: 002 Review of: Article VI (Use Restrictions); Section 2 (Use of Properties); subsection (j) Current reading: No satellite dishes or any camouflaged version thereof for the purpose of receiving satellite transmissions are allowed in any Lot or dwelling thereon without the prior written approval of the ACC. Review recommendation: o No Change ý Repeal o Change Recommended change: Figure Sample review, Repeal 11

19 9.2 Sample Review of Covenant - Change Covenant Review Review item: 003 Review of: Article VI (Use Restrictions); Section 3 (Parking Rights) Current reading: Adequate off-street parking shall be provided by the Owner of each Lot for the parking of motor vehicles owned by such Owner, and Owners of Lots shall not be permitted to park their automobiles on the streets in the development. Owners of Lots shall not be permitted to park boats, trailers, campers and all other similar property on the streets in the development, and such property shall be parked in a garage or area screened from the street and adjoining lot view and approved by the ACC. In no case shall recreation vehicle parking be allowed in front of or beside a house unless adequately screened from view of the street and adjoining lots. No inoperative or abandoned vehicle, of any type, shall be parked or stored on any Lot or on the streets in the development. Review recommendation: o No Change o Repeal ý Change Recommended change: Adequate off-street parking shall be provided by the Owner of each Lot for the parking of motor vehicles owned by such Owner, and Owners of Lots shall not be permitted to park their automobiles on the streets in the development. Owners of Lots shall not be permitted to park boats, trailers, campers and all other similar property on the streets in the development, and such property shall be parked in a garage or area screened from the street and adjoining lot view and approved by the ACC. In no case shall recreation vehicle parking be allowed in front of or beside a house unless adequately screened from view of the street and adjoining lots. No inoperative or abandoned vehicle, of any type, shall be parked or stored on any Lot or on the streets in the development. Figure Sample review, Change 12

20 BLANK PAGE END OF DOCUMENT

21 Park Village Homeowners Association of Directors Meeting of the of Directors March 23, 2017 Motion: Establishment of Estimate Process Whereas the Park Village Homeowners Association of Directors is responsible for the management and expenditures of Homeowners funds; Whereas these expenditures often require the authorization of funds greater than $500.00; and Whereas it is incumbent upon the of Directors to seek cost effective contracts when vendor contracting is required; now, therefore, be it Resolved, the of Directors of the Park Village Homeowners Association: 1. requires all expenditures requiring authorization by the of Directors in contracting for services, products, supplies, or similar with an initially estimated cost greater than $ shall require the submission of a Request For Price (RFP); 2. notes exceptions to this requirement are safety or security issues requiring immediate attention and resolution; 3. specifies that a Request For Price (RFP) shall include a Description of Work when applicable; 4. requires that the author of the Request For Price (RFP) with a Description of Work shall deliver the same to both the and the Management company; 5. specifies that the Management company shall distribute the Request For Price (RFP) with a Description of Work to multiple potential vendors at the same date and shall record the date of distribution; 6. requires that the RFP shall specify a general title of the work needed; appropriate details that accurately reflect the work being requested (Description of Work); a date indicating the deadline for return of the estimate from vendors; a date indicating the date that work completion is required; a specification of materials and/or other criteria that may be required; a specification of line item details that may be required; a specification that vendor is to provide an estimated cost; a specification that the vendor is to provide estimate of applicable estimated taxes and related fees; a specification that the vendor is to provide a time-frame Page 1 of 2

22 Park Village Homeowners Association of Directors Meeting of the of Directors March 23, 2017 Motion: Establishment of Estimate Process for delivery of service(s) or product(s); a specification that the vendor is to provide any other applicable information or details; a specification that the vendor is to specify applicable guarantee/warranty of service(s) or product(s) to be provided; and 7. specifies that the Management company shall record the estimates returned from vendors, and shall copy each member of each returned estimate as each estimate is received. Motioned by: Linda Yoquelet Seconded by: Karen Michailo Page 2 of 2