OAK RUN HOMEOWNERS ASSOCIATION

OAK RUN HOMEOWNERS ASSOCIATION

POLICIES and PROCEDURES

2010

TABLE OF CONTENTS

Introduction
ORHA Organization.
     Standing Committees
     Service Committees
ORHA Board Meetings
Neighborhood Representatives
ORHA Funds Handling
     BINGO Committee Procedure
Check Disbursement
Petty Cash
Purchasing
Lost & Found
Senior Living (55+) Committee
The Ambassadors
Oak Run Travel
Use of Recreational Facilities
Scheduling Facilities
Bulletin Boards
Channel 12
Bus Trip Parking
ORHA Website
“Cubby” Policy
Elections
Invited Participation by outside guests

Rules of Order

Roberts Rules of Order, most recent edition, as revised by Henry M. Roberts, III, shall govern questions of procedure and protocol for all ORHA situations, except those for which specific rules are dictated by the Articles of Incorporation, the By-Laws, and Statutes of the State of Florida.

ORHA Records

Rules governing books and records are set forth in By-Laws Article X.

Copies of current records are kept in the Oak Run Library. Originals of all records are kept in a locked storage room. All records must be examined at their stored location.

INTRODUCTION

Contained in this document are the Policies and Procedures of the Oak Run Homeowners Association (ORHA) as developed by its Board of Directors. These policies and procedures relate to the ORHA Board, Standing Committees, Appointed positions, the scheduling of the DECCA owned Facilities and the clubs, organizations and private individuals using the Oak Run facilities governed by the ORHA Board.
In addition, the ORHA Board, along with the Neighborhood Representatives, are available for guidance and assistance to all residents of Oak Run. Following is the ORHA Board of Directors organization, which is updated by the Board, when necessary. Chairpersons or Heads of Standing Committees are appointed by the ORHA Board each year. Standing Committees are invited to suggest names of interested volunteers.

ORHA/BOARD OF DIRECTORS ORGANIZATION

Officers: President and Vice-President
Directors: Six Directors, plus one DECCA Representative
Non-Voting Officers: Treasurer; Assistant Treasurer; Purchasing Agent; Scheduler;
Sargent-At-Arms.
Recording Secretaries for General Meeting and Neighborhood Rep Meeting.
Standing Ambassadors: Bingo: Oak Run Travel: Past Directors: Regional Awareness:
Committees: Senior Living Committee (55+): Telephone Directory.
Service Committees: Blood Mobile: Bulletin Board: Bus Scheduler: C.E.R.T.: Christmas Decorations: Copy Machine: Donut Drop-in: Lost & Found: Medical Equipment Loan Program: Medical Team: Name Tags: NAP: Pancake Breakfast: ORHA Webmaster: Recycling: Sunshine.

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ORHA BOARD MEETINGS

Policy

The only items that will be discussed at ORHA Board meetings will be those listed on the Agenda for that meeting, except for items of an emergency nature. Homeowners are urged to attend the Board meetings. They are encouraged to participate in discussing the community issues and concerns after the Board has completed its Agenda, or as recognized by the Chair.

Procedure

Anyone wishing to have an item on the Agenda of an ORHA Board meeting must submit the item at least three days prior to the meeting, in order to allow ample time for the President to include all items on the Agenda, as well as to produce and deliver a formal Agenda to the monthly General meeting. All Neighborhood Representatives will be recognized for reports at Board meetings.

NEIGHBORHOOD REPRESENTATIVE JOB DESCRIPTION

Function
Serve as liaison between the Residents of their neighborhood, the ORHA Board and DECCA.
Duties and Responsibilities
1. Discuss with the residents of their neighborhood the desires of the residents which pertain to the purpose of ORHA.
2. Attend monthly scheduled meetings with the ORHA Board in order to:
a. to communicate the views and desires of the residents of their neighborhoods;
b. to discuss matters of mutual interest;
c. to be knowledgeable of the business conducted by the ORHA Board.
1. 3. If needed, serve on committees formed by the ORHA Board.
1. 4. Encourage the residents of their neighborhood to uphold the rules and regulations for the use of the recreational facilities and to abide by the covenants and deed restrictions.
1. 5. As required, deliver informational material authorized by the ORHA Board to the residents of their neighborhood, such as the monthly newsletter.
1. 6. Assist with distribution of Oak Run phone directories to the residents of their neighborhood.
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ORHA FUNDS HANDLING

Policy

It is the policy of the ORHA Board that all funds generated by Standing Committees be handled in a prudent manner.

Procedure

For all Standing Committees except BINGO

The most desirable form of payment is by check, payable to ORHA. These checks should be promptly deposited in the ORHA account and a report forwarded to the ORHA Treasurer by the chairperson of the committee. A receipt should be brought to the Treasurer directly after balancing to the committee report.

Cash payments associated with the ticket sales are appropriate, provided that a record of the number of tickets issued is made part of the report to the ORHA Treasurer. All cash generated by ticket sales and any other activities should be balanced by two members of the committee under the direction of the chairperson. Funds should be promptly deposited in the ORHA account and a receipt forwarded to the ORHA Treasurer.

Copy machine receipts should be collected by an ORHA Board appointed individual and deposited in the ORHA account and a report forwarded to the ORHA Treasurer.

Procedure for the BINGO Committee

Due to the cash operation of Bingo, it is appropriate that specific procedures apply. Sales records of the number of units sold will be maintained as part of the Bingo operation. The cash register will be balanced by two members of the committee under the direction of the chairperson. Cash register shortages and surpluses will be part of the records maintained.

Cash receipts should be promptly deposited in the ORHA BINGO account and a report (including bank deposit receipt) forwarded to the ORHA Treasurer. A backup sheet will be maintained for the Bingo records.

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CHECK DISBURSEMENT

Policy

Checks will be issued by the Treasurer as required to conduct the authorized activities of ORHA.

Procedure

No check will be issued without proper support documentation. No check will be issued without the proper signatures. All checks drawn on the ORHA checking account will be signed by the Treasurer and the President, or Vice President, of the ORHA Board.

ORHA PETTY CASH FUNDS

Policy

In order to facilitate transactions, particularly those of a minor dollar amount, petty cash funds may be established.

Procedure

When a Standing Committee, Officer, or Appointee has a petty cash fund established for their use in performing their duties, it will be their responsibility to maintain the funds. These funds will be used for miscellaneous purchases.

When an expenditure is made, a proper receipt will be obtained. In requesting funds replacement from the ORHA Treasurer, an original (or, when necessary, a copy) receipt will be provided the Treasurer along with supporting documentation.

The President, or Vice-President, may authorize spending or reimbursement for legitimate ORHA related necessities in an amount not to exceed $250.00.

The petty cash fund will be kept in balance by the sum of cash on hand and expenditure receipts.

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ORHA PURCHASING

Policy

The Purchasing Agent for the ORHA Board will be appointed at the beginning of each Board term. The Purchasing Agent may serve as many consecutive terms as the Board wishes.

Responsibilities

The Purchasing Agent will obtain, whenever practicable, three prices for any item being considered for purchase with a price in excess of $250.00. Bids obtained will include complete specifications or detailed description as appropriate. This information will be provided to the ORHA Board for purchase consideration.

ORHA LOST & FOUND

The ORHA Board has set up a Lost & Found service operated by a resident volunteer. This volunteer reports the status of Lost & Found at the monthly General meeting.

The purpose of this service is to have a central location for items lost in the Oak Run community, and a place for residents to be able to drop off found articles and claim lost articles.

After approximately three months all items which are deemed by the board to be of minimal value may be disposed of either by sale or donation to an appropriate charity. Items considered to have either high dollar or sentimental value will be held for at least one year. All items will be either disposed of or donated, all decisions at the discretion of the ORHA Board.

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SENIOR LIVING (55+) COMMITTEE

Policy

Senior Living (55+) is a Standing Committee of the Oak Run Homeowners Association (ORHA). It is authorized to act for ORHA to assure continuous qualification of Oak Run as a 55+Senior Living Community under Title 42, Section 3607, of the Federal Fair Housing Act, as implemented by the Housing for Older Persons Act of the State of Florida.

The original vote and survey of the 55+ regulations found that the community desired a 100% fifty-five plus (55+) community. As this desire was endorsed by ORHA, the Committee shall strive to uphold the fifty-five plus (55+) regulations.

The Committee shall have standing authority to act for the Association on all matters necessary to maintain and enforce all Local, State and Federal regulations pertaining to Oak Run's 55+ status, excluding the filing of litigation proceedings and governmental correspondence.

The Committee shall meet not less than once every other month. A majority of members of the Committee will constitute a quorum.

The Committee shall consist of not less than five (5) members. The Committee shall elect a Chairperson, who will be submitted to ORHA for approval. The Committee shall elect a Vice-Chairperson who shall assist the Chairperson in the discharge of all his duties.

Statements issued in the name of the Committee must be made by majority consent.

The Committee will nominate and select new or replacement members.

One Director shall be named by the Board to serve as liaison to the Committee.

The Senior 55+ Committee is an on-going Committee which needs assurance of stability in its operation and procedure guidelines. It is understood and agreed that no changes will be made to these policies and procedures, either by the ORHA Board or the Committee, unless mutually agreed upon.

Procedure (55+ Committee)

Sub-committees may be established to facilitate the duties of the Committee.

The Committee shall be responsible for maintaining records necessary for continued qualification of Oak Run as a senior (55+) community.

The Committee shall review all residencies, current and prospective, and take appropriate measures to ensure that:
until ORHA has received satisfactory verification that the age of at least one proposed resident is in compliance with the requirements of the Supplemental Amendment to the Declarations of Oak Run filed June 16, 2004.

All complaints of violations of residency must be made in writing. The Committee will review and/or investigate all allegations of violations of the Declarations of Oak Run. When necessary, a written report of its findings shall be submitted to the ORHA Board for appropriate action.

The Committee shall advise the Board of Directors regarding current filing requirements for re-certification as a Senior Living 55+ community and changes or amendments to applicable statutes and regulations.

The Committee shall inform the ORHA Board of any unusual occurrence or incident relating to the fifty-five (55+) amendment to Oak Run's Protective Deeds and Restrictions.

The Committee shall remind the residents and owners periodically of the conditions required by Governmental Statutes and the Declarations of Oak Run to maintain the community's exemption as a Senior Living 55+ Community.

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THE AMBASSADORS

Policy

As a Standing Committee of the ORHA Board, The Ambassadors are headed by the Chairperson and staffed by resident volunteers for the purpose of promoting entertainment events for Oak Run residents and their guests. An ORHA Director is designated as liaison to the Ambassadors.

Procedure

The Ambassadors will formulate an annual calendar of activities. The Chairperson will present this to the ORHA Board during the first quarter of the year preceding the “planned event” in order that the required dates are made available. After approval by the ORHA Board, contracts, ticket sale dates and Room Requests will be coordinated. The calendar will detail:
The ORHA Board will generally approve Ambassadors schedule, unless the ORHA Board rules the event is not in the best interests of the Residents.

Ambassadors' Chairperson, or designated Coordinator, is responsible for the following:
Advanced ticket sales may only be sold to Officers and Committee members as follows:
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OAK RUN TRAVEL

Policy

As a Standing Committee of the ORHA Board, Oak Run Travel was formed to arrange trips for the residents of Oak Run. Oak Run Travel is comprised of an Executive Committee of 4 operating groups, all volunteers, each with specific responsibilities. The ORHA Board will appoint a liaison to serve as Meeting Coordinator and Facilitator. The 4 operating groups are as follows:
Procedure

The Executive Committee shall:

1. Coordinate scheduling of activities of the four operating groups.
2. Ensure that certificates of insurance from each contracted transportation carrier are secured naming Oak Run Homeowners Association as an additional named insured.
3. Submit Contracts to the ORHA Board President for execution on behalf of ORHA.
4. Require that all personal bills with appropriate descriptive backup and original receipts be submitted to the Treasurer promptly but no longer than 60 days after the cost is incurred.
5.Require each operating group to provide the Treasurer with a financial report for each trip by the end of the third week of the month the trip was completed. In the event a trip overlaps into or starts in the last week of a month the report is due within the first two weeks of the following month.
6. Submit an annual report of the Executive Committee’s activities to the ORHA Board by January 31 of the following year.
7. Require each operating group to produce an operations guide describing how it operates in planning and executing trips.
8. Ensure open and transparent communications between the operating groups and the host volunteers.
9. Be equitable in how hosts are assigned to trips by allowing hosts to request assignment to each available trip and where multiple hosts show interest have a blind selection mechanism to determine actual assignment.
10. Encourage clubs in Oak Run to suggest future trips to the Executive Committee which will consider how such trips fit into overall planning and financing.
11. Not write checks or in any other way provide funds to enable Oak Run Clubs to plan, schedule and promote trips for the exclusive benefit of the members of a club.
12. Allow an Oak Run Club to be a part of an Oak Run Travel trip as long as all residents of Oak Run may participate. Every effort will be made to allow a club to travel together on such trips. Any rebates or other surplus funds for such trips will be returned to Oak Run Travel, not to a participating club.

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USE OF RECREATIONAL FACILITIES

Policy

All common areas and recreational facilities serving any homeowners association shall be available to parcel owners and their invited guests for the uses intended for such common areas and recreational facilities. The entity responsible for the operation of the common areas and recreational facilities may adopt reasonable rules and regulations pertaining to the use of such areas and facilities. No entity shall unreasonably restrict any parcel owner's right to peaceably assemble in common areas and recreational facilities.

Any unoccupied rooms may be used by residents, groups or clubs. However, the facility/room must be vacated for a scheduled user and/or event.

The Developer's Policy (DECCA) is published in “Recreational Facilities Rules” in the Oak Run Residents Directory.

Procedure

Clubs, organizations, parties, groups, and individuals accept certain responsibilities with each approval for use of a recreational facility, as follows:
Failure to restore a facility to its “as you found it” condition will be remedied by the ORHA Board, the cost of which shall be an expense of the non-complying user. Repeated failure to restore a facility to its “as you found it” condition by a club, group or individual shall result in suspension of 'use privileges' as outlined in the Developer's rules until re-approved by the ORHA Board.

Use of Oak Run facilities are gained by filling out, signing and submitting a Room Request form. There is a Conditional Use Statement for Kitchen Facilities on the back of the Room Request. This outlines the duties and obligations of the users.

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SCHEDULING FACILITIES

Policy

Scheduling use of recreational facilities has been delegated to the Oak Run Homeowners Association (ORHA) by the Developer, subject to the Developer's final authority. It is the policy of the Developer that activities and programs shall be open to all residents, except private activities cleared by ORHA.

The ORHA Scheduler is a non-voting officer of the ORHA Board of Directors organization and is appointed by the ORHA Board. The Scheduler may name as many assistants as the Scheduler deems necessary. These assistants must be approved by the ORHA Board.

The goal of scheduling is to enable maximum use of facilities by groups, clubs, organizations, and individuals and to prevent exclusion of new users. The ORHA Board reserves the right to preempt use of a facility at any time for business of the Association, for Oak Run Health Fairs, Flu Shot Clinic. Special consideration is given to performing arts groups in the two weeks prior to their event.

Clubs, groups and organizations may make an annual request to meet once every other month.

Clubs, groups and organizations which involve physical activities, cards, games, crafts, or music may make an annual request to meet more frequently (daily, weekly, bi-weekly). Groups that meet more than once a month may be preempted in favor of a single event (private party/special event). It is the goal of the ORHA Board to limit any preempting to no more than once a month.

Neighborhood groups may request a facility reservation twice each year.

Oak Run residents may request a facility reservation for private activities, providing that use is for the Oak Run homeowner or resident and not for an outside entity.

All clubs, groups and organizations are required to submit a Room Request on an annual basis.

Additional room reservations for all clubs, groups, organizations, neighborhoods, and residents are handled on a first-come, first-scheduled basis, after all Oak Run established clubs, groups and organizations have been scheduled.

Procedure

Requests for use of a facility are made on the Room Request form, provided by the Scheduler.

Facilities are scheduled for ORHA Board meetings and ORHA/Ambassador events prior to other requests.

Priority shall then be given to annual requests for same room assignments as in the prior year, first to Standing Committees, and thereafter to other clubs, committees and activities, but not for more than the prior year's approved assignments. Room Requests may be submitted at any time after May 1^st for the following year. Failure to submit annual requests for facilities could result in the facility being scheduled for other users.

A special room request by a private party or by a club that would preempt another group may be approved by the Scheduler only if the group being preempted agrees to give up their meeting or activity.

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BULLETIN BOARDS

Policy

The ORHA Board will coordinate the use of the Bulletin Boards at the Orchid Club, the Island Club, the Aquatic Club and the Palm Grove Auditorium.

Procedure

Wall hanging Bulletin Boards in the Orchid Club Lobby:

The Ambassadors will have use of one wall-hung bulletin board to publicize their events.

Oak Run Travel will have use of one wall-hung board to publicize their travels/trips.

No other activity may use the wall-hung boards.

Movable Bulletin Boards

One side of this bulletin board will be used by Oak Run residents to advertise, by use of 3x5 index cards, items for sale, lost and found, services provided by residents for residents, Oak Run properties for rent or sale.

Items will be listed for 2 weeks only, except by special permission of the ORHA Board. Bulletin boards are only for the use of Oak Run residents, clubs, organizations and neighborhoods.

Blank 3x5 index cards located in the Card Room are to be filled out, signed on the back with a phone number and printed name. Signed 3x5 card can then be placed in the locked box available, A picture no larger than the 3x5 card may be attached, one per each item for sale.

When space is limited, postings will be limited to one per household in each 2 week period. Postings will be changed at the discretion of the ORHA volunteer in charge of the Bulletin Boards.

The other side of the Orchid Club Bulletin Board is to be used for ORHA information and Oak Run Club posters. Posters can be no larger than 8-1/2x11” in size. The posting is for a 2-week period. All Club posters will state that the function is for “Members & Guests” only.

No permanent posters are permitted, unless by special permission of the ORHA Board.

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CHANNEL 12

Channel 12 is the DECCA owned local channel and all requests for advertising are submitted to DECCA for approval. A printed form is located in the Orchid Club lobby or you can submit requests via e-mail to www.oakrunchannel12@deccacable.com.

BUS TRIP PARKING

Policy

Scheduling outgoing and returning transportation for ORHA clubs and activities has been delegated to the ORHA Board by the Developer.

Procedure
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ORHA WEBSITE

The ORHA Website (www.orha-ocala.com) has been set up to improve and facilitate communication within the Oak Run Community.

Procedure
MAILBOX "CUBBY" USE POLICY

The "CUBBY" located at each homesite may be used for delivery to the homesite of materials of the following nature:
- Information for the entire community as provided by the developer. An example of such material would be the monthly Oak Run newsletter
- ORHA Board approved informational material. Some examples of such materials are voters registration information, Marion County Commission items or other matters of interest to the entire community.
- Information of interest to the members of a specific organization, distribution to be limited to the enrolled membership. Some examples of these organizations would be political clubs, state clubs and AARP.
At no time will the "CUBBY" be used for the community wide solicitation notices for any business, service company or any community wide distribution of any flyers, notices, pamphlets or cards by any club or organization within Oak Run that have not received approval by the ORHA Board of the Homeowners Association.

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ELECTIONS

Policy

Elections will be held in an appropriate location in Oak Run on the date and hours designated by the ORHA Board and in conjunction with all the rules of the ORHA By-Laws.

Procedure

Qualified residents may vote in the designated location, at the time announced, by obtaining a ballot from their Neighborhood Representative at the time of the election and indicating their selections on the ballot by either an "X" or a check mark in the box adjacent to the candidate's name. The person voting may also insert the name of a "Write In" candidate for that position. Only the correct amount of selections, as directed on the ballot, may be made for the positions available.

Tellers Duties:

Tellers any representative from each neighborhood. Two Representatives should be available for teller duties during the election. They may appoint other persons to assist them during an election. There should always be at least two (2) tellers on duty at all times at each station during the election process.

Tellers will be responsible for identifying legitimate homeowners and issuing a ballot to each household and insuring there is only one ballot cast for each household. Tellers will have a listing of residents in their neighborhood and will use this list for identification purposes.

A receipt for the number of blank ballots issued to them will be kept by the tellers for accounting purposes, so that a proper tally can be conducted at the conclusion of the election. Upon conclusion of the election, the tellers will open their ballot box and tally the vote for their neighborhood. The result of their tally and the used and unused ballots as well as any voided ballots will be given to the head teller.

Head Teller's Duties

There shall be a Head Tellers for each election. The Head Tellers will be responsible for a select group of neighborhood ballot locations during the election, and shall be responsible for assisting the Neighborhood Representatives with any procedural questions and generally be responsible for resolving any problems that may arise during the course of the elections.

Upon the completion of the voting at the election, the Head Teller will pick up the ballots from the Neighborhood Representatives . He/She will compile a result of the voting from the neighborhoods and give the list to the Election Chairperson. A final tally of all votes will be conducted by the Head Teller and the Election Chairperson within 24 hours after the election.

Election Chairperson

The Election Chairperson (Normally the Vice-President unless running for reelection) shall have over-all responsibility for the election. He/she shall ensure that the election is conducted in a fair and equitable manner for all candidates. He/she shall resolve any and all questions during the course of the election: Regarding voting rights, residency, and procedures, etc.

The Election Chairperson shall report the results of the election upon completion of the election to the current President of the ORHA Board, who will notify the victorious candidates.

The Election Chairperson will also be responsible for the safeguarding of all ballots, before and after the election. The final tally of votes, as conducted by the Head Tellers and the Election Chairperson, will be given to the current Secretary of ORHA for insertion in the minutes of a subsequent ORHA Board meeting.

Security of Ballots

After all candidates have been announced, the Election Committee shall have the ballots for the election printed. Upon delivery, the ballots shall be in the custody of the Chairperson and be distributed to the appropriate Head Tellers for distribution to the Neighborhood Representatives on the day of the election. A receipt for the amount of ballots will be kept by the Head Tellers for subsequent accounting.

The ballots used during the voting process will be placed in a secure box and shall only be opened at the conclusion of the election in the presence of the Head Tellers.

Upon the completion of the tally by the Neighborhood Representatives, the used and unused ballots shall be given to the Head Tellers with their accounting of the ballots used, unused and voided, which should total the amount of ballots originally issued to those Neighborhood Representatives. They will also submit the results of the election at that time to their appropriate Head Teller.

When the final tally of the election has been conducted by the Head Tellers and the Election Chairperson, all ballots from each neighborhood shall be placed in a sealed container with a copy of the final tally. A copy of the final tally will be given to the President of the ORHA Board by the Election Chairperson, He/she shall take the sealed container and delver it to the Secretary of the ORHA Board. The Secretary shall keep the tally and the ballots for thirty (30) days after the election and if there are no objections to the results of the election, the ballots and the tally sheers may be destroyed at that time.

Absentee Ballots

Any homeowner who wishes to cast an absentee ballot in an election may do so by obtaining an absentee ballot from the Chairperson of the election committee. The ballot can be cast by mailing it to the ORHA Post Office Box 76028, Ocala, FL 34481-0028. All ballots for the current election will be picked up at the post Office on the day of the election at approximately 4:40 pm and will be counted by the tellers from each neighborhood at the conclusion of the election and they will be added to the tally of votes for the neighborhood.

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INVITED PARTICIPATION BY OUTSIDE GUESTS

Policy

The recreation facilities in Oak Run are provided for all residents and their bonafide (over night) guests. As the community has evolved, so has the interest and need placed on Oak Run clubs participating in inter-community activities.

In developing this policy and procedure, emphasis has been placed on maintaining security for the community and keeping the various facilities available to all residents and bonafide guests.

This policy shall apply to any club whose membership is open to participation by all Oak Run residents (non-restrictive). Additionally, only Oak Run residents shall comprise the group hosting the event (for example the Oak Run group may not be comprise of Oak Run and other residents of neighboring communities).

Procedure

The Oak Run host must designate a person who assumes responsibility for all incoming visiting group members. Should any problem be incurred including those identified below, it is understood that the host (group) will no longer be afforded the privilege of inter-community activities.
1. A complete list of visitors must by provided to Security at each gate.
2. "Special Guest" tags will be issued by security and the designated host captain will be required to return the exact number of tags issued to the visiting guest to Security immediately following the designated event.
3. No guest is permitted to use any other facility in Oak Run such as: pools, showers, etc.
4. The visiting guest must be advised to car-pool and be informed where parking is permitted - NO PARKING IS PERMITTED AT THE SALES AND INFORMATION CENTER. The host captain assumes the responsibility of directing them to the designated location. Under no circumstances should any visiting member be wandering around the facilities in search of their destination.
5. A club may not host a visiting group more than twice in any given month and the number of invited guests should not exceed 15, unless prior written approval has been received from the ORHA Board.