sun city oro valley active health committee · the ambassador in a timely manner phone call when...

CHARTER Sun City Oro Valley

Active Health Committee (Service & Support Committee)

Approved by the General Manager on June 6, 2019 Reviewed by the Board on October 22, 2019

OBJECTIVES Identify and develop health and wellness programs in conjunction with the SCOV staff for the active adult community of SCOV that the committee will recommend to the staff. Once the committee’s recommendation is accepted by the staff, the committee will implement or assist with implementation of the program and encourage participation by the SCOV members.

ORGANIZATION 1. Organization & Chair - The Committee will be formed and coordinated by staff,

including the appointment of the chair. 2. Membership - The Committee shall consist of 5–7 members with appropriate technical

skills and experience when available. Exception may be made if it is deemed that the committee will benefit from a larger or smaller number of members.

3. Reporting - The Committee will report to the General Manager who will include such information as appropriate in his/her monthly report. The Committee will report to the Board as needed.

4. Meetings - The Committee will meet on regular basis. All meetings shall be open to the residents.

5. Minutes - The Committee will keep Minutes of its meetings and submit for posting to the website within one week of committee approval.

6. Charter Review - Annually prior to April 1 the Committee will review its Charter and, with its Staff Liaison, report to the General Manager with recommended changes, if any.

7. Community Presentations - When requested by the Board, Committee will present to the community. The Board will provide guidance on the nature of the community presentation.


Activity Center Renovation Committee (ACRC) (Ad Hoc)

Approved by the Board of Directors on November 14, 2019

MISSION Develop a design and plan that, when implemented, would bring the Activity Center up to Sun City quality standards and will best serve the current and future needs of our residents. OBJECTIVES To develop a plan or proposal to update and renovate the Activity Center under the following guidelines;

1. The proposal should provide for a professionally designed facility to complement existing buildings and reflect the lifestyle of our residents.

2. The Committee will evaluate and determine whether to include in the proposal the

13 short term recommendations included in the SPC report dated April 2014.

3. The Committee will limit its evaluation for modification to the footprint of the Activity Center plus the area up to 17 feet from the Auditorium west wall, the Kiva Patio Area, the Lions Head Fountain Area, and (northward from the Navajo Rooms.)

4. The Committee will evaluate all features in the current Activity Center (AC) and

propose changes as necessary, to reflect current and future requirements of the AC. The Committee will use, but not be limited to, the following criteria.

a. Current usage statistics provided by SCOV staff b. Usage growth trends from reliable sources c. Anticipated future needs provided by Marketing and Long Range Planning

Committees d. The use of professional, independent services such as Architectural and

Engineering firms e. Cost and feasibility to implement the project with assistance from the

Property and Finance & Budget Committees f. Resident input through ACRC committee meetings and open forums

5. Provide periodic reports to the Board and Residents

6. The final proposal and / or recommendations will be subject to a HOA vote prior to

implementation

Activity Center Renovation Committee (ACRC)

ORGANIZATION

1. The President of the Board of Directors shall appoint the Committee Chairperson, subject to final approval by the Board.

2. The President shall appoint a Director to serve as Board Liaison to the committee

3. The Chairperson shall recommend Committee members for Board approval

4. The Committee shall consist of no less than 3 members.

5. The Committee will meet on a regular basis, meetings scheduled on the SCOV

Calendar, all meetings to be open to SCOV residents.

6. The Committee will take and maintain minutes of each meeting and submit the minutes for posting to the website within one week of committee approval.

7. The Committee may create sub committees consisting of residents and outside

Professionals. The sub committees shall make recommendations to the Committee

8. Voting members of the Committee shall include all members of the Committee excluding staff, Board liaisons and sub committee members.

9. The Committee shall be sunsetted by the Board at the completion of the project. GENERAL

1. CHARTER REVIEW – Annually, the Board will review the ACRC charter and recommend any changes.

2. COMMUNITY PRESENTATIONS - The Board will provide guidance on the nature

of the community presentation.


Ambassadors (Service & Support Committee)


OBJECTIVES 1. Provide a service to potential or new residents that is a warm, personal, friendly and relaxed tour of

the community. 2. Ambassadors are “the face” of SCOV and are dedicated to maintaining the reputation of SCOV in a

positive and active light. The Ambassador understands that fact versus opinion must be relayed to potential/new residents so as to not reflect any negativity on the community.

3. From Monday – Friday, three tours will be available at 9 AM, 11:30 AM and 2 PM (Oct – April). Two tours will be available at 8 AM and 11 AM (May – Sept) due to summer temperatures (some exceptions may apply). Weekend tours are by appointment. Ambassadors will sign up on the Volunteerspot.com website ahead of time for any tour time slot (s)he is available. Staff will contact the ambassador in a timely manner via email or phone call when a tour is scheduled. When an ambassador signs up for a time slot, they must be available from one half-hour prior to and fifteen minutes after the time slot.

4. An Ambassador will make every attempt to advise the administration office ambassador coordinator when they are unavailable to give tours (i.e., vacation, illness, injury, guests in town, etc.).

5. The Ambassadors will work in coordination with the Administration office and the Marketing Committee.

6. Training – Conduct a refresher training session once a year using the Marketing Committee’s established Most Important Promises and Ambassador Tour and Talking Points script.

ORGANIZATION 1. Organization & Chair - The Committee will be formed and coordinated by staff, including the

appointment of the chair.

2. Membership - The Committee shall consist of 5–7 members with appropriate technical skills and experience when available. Exception may be made if it is deemed that the committee will benefit from a larger or smaller number of members.







Aquatic and Fitness Centers (AFC) (Advisory Committee)


OBJECTIVES: 1. To provide a means for those using the Aquatic & Fitness Center, including the pool at

Desert Oasis, to communicate their interests, suggestions and needs to the Board of Directors and the Staff.

2. To research potential opportunities with regard to our current facilities, events, classes and programs for the users of the Aquatic and Fitness Center & the Desert Oasis pool.

3. To provide recommendations to the General Manger and the BOD regarding maintenance, scheduling.

4. Provide recommendation to the Board of Directors regarding improvements and projects.

5. To assist in long range planning, as requested by the Board of Directors. ORGANIZATION:

1. The Board President, shall, by consultation with and approval of a majority of the Board, select a qualified association member to serve as Chairperson. The President, subject to approval of a majority of the Board, shall designate one Board member as liaison to this Committee.

2. The Committee Chair shall select a slate of four to six Association committee members. The Committee Chair shall submit the committee membership selections to the Board for approval.

3. The Committee shall consist of the following members: a. Chair b. Secretary c. Three to Five additional Association committee members d. Fitness Supervisor e. General Manager f. Board Liaison

4. Of these members, only the chair and association committee members shall have voting rights. (Excludes the General Manger, Board Liaison and the Fitness Supervisor).

5. Of the voting members, the Chair shall serve a maximum term of two years. The Association committee members shall serve a maximum term of three years.

6. In compliance with Bylaws, the Committee will serve at the pleasure of the Board; will observe the term limits for service on the Committee; will keep Minutes of its meetings and submit the minutes for posting to the website within one week of committee approval and report on its activities either directly or through a Board member at each regularly scheduled meeting of the Board; provide notice of its meetings to the Membership.

General:

CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and through its Board Liaison report to the Board with recommended changes, if any.

COMMUNITY PRESENTATIONS: When requested by the Board, Committee proposals that require Board approval should be presented to the community prior to Board action. The Board will provide guidance on the nature of the community presentation.


Architectural Compliance Team

(Service and Support) Approved by the General Manager – October 21, 2019 Review by the Board of Directors on October 22, 2019

OBJECTIVES 1. Perform property inspections (courtesy, listing, escrow and re-inspections) to document

violations. 2. Courtesy inspections, if requested by a homeowner, will only be given to the homeowner. 3. Conduct a mandatory listing inspection at the time of listing by realtor or for sale by owner. 4. Conduct a mandatory escrow inspection if the property was not inspected at the time of

listing. Violations will be disclosed to buyer at the time of escrow. 5. Re-inspections

a. Listing inspections expire after a 90-day period. The home will be re-inspected at the request of the owner or realtor if they advise home is still on the active market.

b. An Owner can request a re-inspection when corrections have been made and the home has not entered escrow. Once a home enters escrow a home will not be re-inspected until a minimum of 30-days after close of escrow.

c. All homes with outstanding violations at the close of escrow will be inspected a minimum of 30 days after closing.

6. If a home needs painting in its entirety, or a driveway needs to be re-coated, the Co-Chair of the Architectural Compliance Team or the Community Services Coordinator must confirm the condition exists.

ORGANIZATION 1. Organization & Chair - The Committee of at least 4-7 members will be formed and

coordinated by staff including the appointment of the chair. 2. Membership - The Committee shall consist of members with appropriate technical skills

and experience when available. Exception may be made if deemed the Committee will benefit from a larger or smaller number of members.


4. Meeting - The Committee will meet on regular basis. All meetings shall be open to the public.


GENERAL 1. Charter Review - Annually prior to April 1 the Committee will review its Charter and through

the Board Liaison report to the Board with recommended changes, if any. 2. Community Presentations - When requested by the Board, Committee proposals that

require Board approval should be presented to the community prior to the Board action. The Board will provide guidance on the nature of the community presentation.

Charter - Architectural Review Committee

CHARTER

Sun City Oro Valley Community Association, Inc.

Architectural Review Committee

(Standing Committee) Approved by Board of Directors October 22, 2019

OBJECTIVES

1. Perform committee functions as defined in the Sun City Oro Valley Declaration.

2. Maintain the aesthetic harmony of Sun City Oro Valley in keeping with the desert environment and architectural character of the Sonoran Desert Southwest.

3. Follow the Declaration and Sun City Oro Valley Development Standards as the standards to be used in rendering decisions and developing rules.

4. When deemed necessary inspect residential and commercial properties for completion of alterations, changes and/or additions that have been approved by the Committee.

5. Adopt procedural rules and regulations for the performance of committee duties including procedures for the preparation, submission and determination of the application for approvals required by the Declaration, Development Standards or appropriate Tract Declarations.

6. Name a subcommittee every ten years, beginning in 2015, to evaluate the approved house (body) and accessory (trim) and door paint color choices used in the Association as stipulated in the current Development Standards. A not to exceed Light Reflection Value (LRV) of 65 should be used as a guideline when selecting body colors. No more than 35% of the current approved colors should be eliminated. Also within the scope of the subcommittee, would be the review of the color options for Aluminum Patio Covers and Patio Enclosures. This subcommittee would be chaired by a member of the ARC and be made up of additional members other than those who serve on the ARC. The subcommittee members will be approved by the ARC Committee Chair but not subject to Board approval. All recommendations from this subcommittee will be approved by ARC Committee prior to presentation to the Board for final approval.

7. Identify, along with input from the Neighborhood Pride Committee and the Architectural Compliance Team, changes to the Development Standards that will maintain and continue to update the appearance of the community. Review, approve and make recommendations to the Board for changes to the Sun City Oro Valley Development Standards.

Charter - Architectural Review Committee

ORGANIZATION

1. The President, subject to approval of a majority of the Board, shall designate Co-Chairs of the Committee one of whom will be a Board Member and who will also serve as Committee liaison. The member of the ARC who has served as Vice-Chair during the past year will be given priority consideration for appointment as an ARC Co-Chair.

2. The Co-Chairs shall select the other members of the Committee subject to the approval by the Board.

3. The Committee shall consist of not less than 7 Members with such alternates as the Committee may deem necessary. Members shall have appropriate technical skills and experience when available. The Committee shall also include the Chairs, or designee, of the Architectural Compliance Team and the Neighborhood Pride Committee as ex officio members. Ex officio members may attend Committee meetings, participate in Committee discussions, and suggest agenda topics. Ex officio members are not included in quorum determinations and do not have a vote in matters brought before the Committee.

4. If an Architectural Compliance Team inspection complaint or a Neighborhood Pride Committee complaint is appealed to ARC, any Architectural Compliance Team or Neighborhood Pride Committee members who are also ARC members shall recuse themselves from the appeal hearing if they were involved in the subject inspection/complaint.

5. The Committee will meet on a regular basis. All meetings shall be open to the public.

6. In compliance with Bylaws, the Committee will serve at the pleasure of the Board; will observe the term limits for service on the Committee (except for ex officio members); will keep minutes of its meetings and submit the minutes for posting to the website within one week of committee approval, submit them for posting within one week of approval and report on its activities either directly or through a Board member at each regularly scheduled meeting of the Board; provide notice of its meetings to the Membership.

GENERAL

CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and through the Board Liaison report to the Board with recommended changes, if any.

COMMUNITY PRESENTATIONS: When requested by the Board, Committee proposals that require Board approval should be presented to the community prior to the Board action. The Board will provide guidance on the nature of the community presentation.


Community Assistance Committee (Service & Support Committee)


OBJECTIVES

1. To identify humanitarian and other helpful needs of the community generally comprised of suitable medical appliances and resources for residents.

2. To identify and inventory appropriate equipment for visiting family and friends of residents.

3. To develop and establish resources, facilities, and volunteers to address and or provide for the disbursement and collection of the inventory.

4. To administer the inventory of the various appliances and equipment and to maintain both the quality and the quantity of the equipment. Decisions to update and add to the inventory are made by vote of the majority of members of the Committee.

5. To make the inventory available at no charge to residents in a fair and responsible manner.

6. To raise the funds necessary for equipment and minor facility needs, receive donations from appreciative residents and to process funds raised through the SCOV accounting department.

7. Facilitate an aluminum can collection program for the Association.

ORGANIZATION 1. Organization & Chair - The Committee will be formed and coordinated by staff,

including the appointment of the chair. 2. Membership - The Committee shall consist of 5–7 members with appropriate technical








Community Directory (Service & Support Committee)

Approved by the General Manager on September 24, 2019 Reviewed by the Board of Directors on October 22, 2019

OBJECTIVES 1. Maintain database of owner information for the Community Directory by using the monthly Resale

Report, Tipster’s Memoriam and Welcome New Neighbors lists, and information submitted by residents (Wufoo online forms and “orange cards” in New Owner packets).

2. Monthly: a. Provide updated directory file, formatted for the website, to Marketing & Technology

Coordinator to be uploaded to website. b. Provide New Residents and Changes Report to Marketing & Technology Coordinator to be

uploaded to website; copy Facilities Coordinator. c. Provide updated Posse List (addresses, owners, and phone numbers) to Administrative

Coordinator to be printed out for Posse; copy Posse Chair. d. Provide backup copy of entire database to Communications Coordinator.

3. As needed: a. Prepare specific sets of data for Administration and various Unit and State parties as

requested. 4. Annually:

a. Contact publisher SWB Group LLC (Dan Poppe, principal) to confirm they will publish the paper directory at no cost to SCOV.

b. Work with Communications Coordinator and SWB Group on details related to the paper directory.

c. Provide updated directory file, formatted for the paper directory, to SWB Group per publisher’s production schedule.

d. Review and update Helpful Information pages and provide to SWB Group per publisher’s production schedule.

e. Work with Communications Coordinator to manage Photo/Art Contest for cover. f. Work with SWB Group and Facilities Supervisor to coordinate shipping, receiving, and

storing of directories. g. Request Facilities Coordinator to schedule room for residential delivery day. h. Muster the Army of Volunteers to deliver directory to residents. i. ALSO: Begin preparing for when SWB Group decides to no longer publish the paper

directory. 5. Educate community about various aspects of the directory, especially the website and how to

request changes: a. Write monthly entry for Tipster Association Committee section. b. Host a table at community events such as Club Fair, Health Fair, Courtyard Sale, etc., when

the Committee Chair is available. 6. Manage and monitor Community Directory Google account, which includes:

a. Email address [email protected] b. Contacts list to track SCOV liaisons, book delivery volunteers, publisher people, etc. c. Calendar to track directory events, deadlines, etc.

ORGANIZATION


2. Organization & Chair - The Committee will be formed and coordinated by staff, including the appointment of the chair.

3. Membership - The Committee shall consist of 5–7 members with appropriate technical skills and experience when available. Exception may be made if it is deemed that the committee will benefit from a larger or smaller number of members [Community Directory committee currently has 1 member].


5. Meetings - The Committee will meet on regular basis. All meetings shall be open to the residents [Community Directory committee has one member and thus is exempt from regular meetings].




CHARTER

Sun City Oro Valley Community Association, Inc.

Compensation Audit Committee of the Board of Directors

Approved by Board of Directors November 14, 2019 MISSION STATEMENT: Provide annual audit of most recent performance appraisals and compensation plans for Department Managers reporting to the General Manager of SCOV. Provide audit of Department Managers functional descriptions and the Department Manager compensation pool for the coming year. OBJECTIVES: The Committee will meet each year to:

Audit the most recent job performance and compensation plans of Department Managers against the industry standards

Audit the Department Manager structure and functional descriptions Audit the Department Manager compensation pool recommended by the GM for the upcoming budget Perform these three functions in a manner that will balance the Department Managers performance and compensation with SCOV long term financial interests. ORGANIZATION: The committee will have three voting Members. The General Manager; the SCOV President; and the SCOV Treasurer. The non-voting staff liaison to this committee is the HR representative for SCOV. This individual is responsible for keeping and maintaining records of all meetings and activities. Professional consulting assistance may be employed by the GM or the Board Members All compensation information disclosed within this committee is confidential and is not to be shared with other Board Members or any other parties. Meetings of this committee will be held in Executive session.


Consumer Referral Committee (Service & Support Committee)


OBJECTIVES

1. To establish and maintain a listing of reputable businesses who: a. are properly licensed and have a Certificate of Liability Insurance on file with the Association

i. The committee will communicate with vendors whose certificate has expired and requested updated Certificate of Liability.

b. provide references to the Consumer Referral Committee 2. To provide residents with an opportunity to register satisfaction or dissatisfaction with vendors or

contractors on the list. 3. To maintain a bulletin board in a designated location where members can place an

advertisement to sell, rent, give away, to seek lost or wanted items, and personal ads or services.

ORGANIZATION








CHARTER

Sun City Oro Valley

Election Committee Approved by the Board of Directors on October 22, 2019

MISSION To ensure a valid election or vote on an Issue or Issues is conducted. In support of this mission, the committee will:

1. Conduct an initial organizational meeting prior to December 1 of each year.

2. Meet with the Board Candidates to provide information about the election process, including a detailed timeline for all steps in the process.

3. Organize and conduct at least two (2) community candidate forums, one (1) evening and one (1) day, when the number of candidates exceeds the number of positions to be filled. Both forums are to be videotaped and posted to the website. If the number of candidates is equal to or less than the number of open positions, the Election Committee has the option to not conduct candidate forums.

4. Ensure that the Board of Directors election is completed by the fourth Monday in March.

5. Determine eligibility of all voters and begin the vote/election no less than thirty (30) nor more than sixty (60) days prior to the return date.

6. Ensure that only one vote per household is cast and validate that the voter is a title holder.

7. Ensure the quorum is met for a vote by the Membership.

8. Review online voting process.

9. Certify the results of the election and report those results at the March Board meeting.

10. Assure that all ballots are preserved in conformance with Arizona law.

11. Devise ways to encourage voting by the membership.

ORGANIZATION

1. The President shall appoint members of this Committee after consultation with and approved by a majority of the Board of Directors. No Director or any member of a Director’s family shall serve on the committee.

2. The Committee shall consist of a minimum of seven (7) members. The Chairman shall be elected from among its members at the first meeting.

3. Committee members shall serve a term of one (1) year. Unless otherwise approved by the Board of Directors, members shall serve no more than three (3) consecutive years, and Chairpersons shall serve as such no more than two (2) consecutive years.

4. In compliance with the SCOVCAI Bylaws, the Committee, among other duties, will:

a. Serve at the pleasure of the Board.

b. Meet on a regular basis.

c. Provide notice of its meetings to the Membership seven days prior to meeting by electronic communication, posting on the Association’s website or by other reasonable means as determined by the Board.

d. Be open to all residents (excluding executive sessions as outlined in the Bylaws).

e. Keep Minutes of its meetings and submit the minutes for posting to the website within one week of committee approval.

f. Report to the Board as needed.

GENERAL

CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and report to the Board with recommended changes, if any.


Finance Budget Committee

(Standing Committee) Approved by the Board of Directors on November 14, 2019

MISSION Make recommendations to the Board of Directors concerning the Associations’ financial performance, policies and budgets. GOAL Participate in developing the annual budget and long-range financial plans; review and assess the financial stability of the Association. OBJECTIVES The Finance-Budget Committee will study and make recommendations to the Board of Directors regarding: 1. financial policies 2. annual budget prepared by administration to be presented at the April Study Session of the

Board of Directors 3. source of funds to meet the authorized budget 4. review of monthly financial statements including the Asset Reserve Fund activity 5. review of Association investment policies 6. long range financial projections 7. meeting with the auditor for a detailed annual review of the auditors’ report 8. annually, as part of the budget preparation process, the asset reserve schedule shall be

reviewed paying particular attention to any change that is equal to or greater than $50,000 in accordance with Policy FIN-002

9. periodic review (3-5 years) of the Asset Reserve Projection Summary 10. periodic review (3-5 years) of potential auditors 11. periodic review (3-5 years) employee medical insurance plan proposed by the General

Manager 12. special assignments from the Board of Directors to the Finance-Budget Committee 13. provide financial projections and support to the Long-Range Planning Committee ORGANIZATION 1. The President shall, by consultation with and approval of a majority of the Board, select a

qualified resident to serve as Chairperson of the Committee. The Chairperson may serve for two consecutive one-year terms.

2. The Committee shall consist of 7 members plus an alternate. The alternate shall be a nonvoting member except at those meetings where one or more regular members are absent. The Chair shall select the other members of the Committee subject to approval by the Board. Members of the Committee may serve one, two or three years, with terms staggered to provide membership continuity.

3. In accordance with Section 7.5 of the Bylaws, the Treasurer of the Board shall be an ex-officio voting member of the Finance-Budget Committee.

4. Unless otherwise provided, members of the Finance-Budget Committee shall serve no more than three (3) consecutive years and the Chairperson shall serve no more than two (2) consecutive years.

5. The term of any committee member may be extended by the Board of Directors when deemed beneficial for the operation of the committee.

6. In compliance with the SCOV Bylaws, the Committee, among other duties, will: a. serve at the pleasure of the Board


b. meet on a regular basis c. keep minutes of meetings d. provide notice of, and submit the minutes for posting to the website within one week

of committee approval e. report on its activities either directly or through a Board member.

GENERAL




Food and Beverage (Service and Support)


MISSION STATEMENT Advise Food and Beverage Director (F&BD) to further develop a quality full-service restaurant/lounge amenity for benefit of SCOV residents and their guests. Provide ideas to increase revenues and expand services as defined by requests/feedback from residents. OBJECTIVES 1. General - Advise F&BD how to improve restaurant atmosphere, continuing “meets or

exceeds expectations” customer ratings in food and service, while maintaining competitive pricing.

2. Communication a. Communicate a positive impression of The Views Restaurant/Lounge through

words and actions to stimulate prospective customers. b. Provide advice to F&BD on updating the restaurant website, announcements &

communications, to promote new customer usage, while retaining the current resident base.

c. Advise on how overall communication between restaurant management and staff, administrative staff, the Marketing Committee and residents can be improved by two-way feedback, with the goal of retaining highly skilled staff and repeat customer business.

3. Long Range Planning - Provide F&BD with recommendations in development of long-range direction for the facility by providing feedback on objectives and plans.

4. Benchmarking - Provide F&BD with quarterly competitive comparison pricing analysis. 5. Limits: The F&B Committee will be limited to an advisory capacity to the F&BD and the

General Manager and shall not intervene in the operations of the restaurant/lounge. 6. Friends of Restaurant (FOR) – A subsection of the Food and Beverage Committee as

outlined below. a. Purpose – Provide a process for donations to fund projects not included in the

current budget. b. Organization – Membership includes a steering committee, chaired by a member

of the Food and Beverage Committee, including the F&BD. Number of members to be determined.

c. Meetings – Meetings will be separate from F&B, as needed, with recorded agendas and minutes posted on the website. Tipster articles published as appropriate.

d. Projects i. Project identified through input from residents, F&B or referred to FOR.

Projects must be submitted in writing and include the project concept, benefits, estimated costs, suggested vendors, how funded, desired date of installation, storage (when not in use), who sets up and takes down, impact on building, plumbing, electrical, network and other relevant information.

ii. Approval Process - All projects of the FOR require a three-step approval process. First by the Food and Beverage Committee, then by the Food and Beverage Director and finally by the General Manager.

iii. Fundraising – Fundraising for approved projects. If items are to be sold, the following must be identified: cost, who is selling, where it will be sold, dates of sale, where items are stored, who is accountable for the money raised. Staff will not be involved in selling of any fundraising items, nor will fundraising items be processed through the point of sale system.

iv. All funds raised will be deposited through SCOV finance department within 3 business days.

ORGANIZATION









Gift Shop Committee (Service & Support Committee)


MISSION As a valuable asset to the Sun City Oro Valley Community, and as a benefit that helps attract new residents to the Community, the Gift Shop provides an outlet and an incentive for all residents to produce quality arts and crafts that can be sold in a professional, friendly, and effective manner. OBJECTIVES 1. Ensure the highest quality outlet for arts and crafts made by members of the Community,

and encouraging participation: a. Establish an effective and consistent merchandising policy that includes a fair and

knowledgeable jury process for items sold in the shop. b. Attract new consignors and volunteers. c. Ensure that the window displays are of the highest quality. d. Improve and continually update the overall look of the shop.

2. Ensure a positive, well-run, and efficient shop operation: a. Maintain good communications with all consignors, gift shop board members, and

with the SCOV management team. b. Continually update and improve written procedures and policies. c. Establish and maintain a trained management team to run all aspects of the shop. d. Provide initial and ongoing training to Consignors and Volunteers. e. Recruit Volunteers and Consignors to participate in the shop. f. Maintain close and effective relationships with SCOV administration, especially in

the area of financial matters. g. Maintain and improve documentation (e.g., the Policy and Procedures Manual, the

Train the Trainer Manual, the Advisory Committee and member job descriptions, the Who’s Who in the Gift Shop Book, and the shop’s web site).

3. Support and enhance the value and visibility of SCOV and the Gift Shop: a. Sponsor special events (e.g. the Arts and Crafts Festival, November Open House,

and Monday Madness sales). b. Increase the sales volume of the shop, which in turn increases the amount that flows

to the SCOV community. c. Maintain our support of non-profit and charity organizations that contribute to the

welfare of SCOV residents and residents of the larger communities of Pima County, Oro Valley, Tucson, and Catalina.

d. Communicate the shop’s accomplishments and value (e.g. the Tipster, Board Meeting Reports, and the web site).

ORGANIZATION









Golf Advisory Committee (Standing Committee)

Approved by the Board of Directors November 14, 2019

OBJECTIVES: 1. To serve as a focal point for golfers to express their needs, concerns and desires. 2. To provide information to resident golfers on golf concerns and projects related to the

development of the golf program. 3. To provide recommendations to the General Manager and the Board on golf programs,

maintenance, playability, scheduling, improvements, projects and cost structure. 4. To provide short range planning for golf operations as needed and to nominate members of the

Committee or Association to serve on all Association Long Range Planning Committees and/or golf sub-committees as requested by those committees.

5. To provide representation to other Association committees as may be requested from time to time.

6. To assess the extent of outside participation needed to generate adequate revenue. ORGANIZATION:

1. The Board President shall, by consultation with and approval of a majority of the Board, select a qualified association member to serve as Chairperson to this Committee. The President, subject to approval of a majority of the Board, shall designate one Board member as liaison to this Committee.

2. The Committee Chair shall select a Vice Chair, a non-golfing Association member to be a Member at Large and an alternate for the Member at Large. Each Golf Club president shall recommend to the Committee Chair for Committee membership a member and an alternate of for his/her respective club. The Committee Chair shall submit the Committee membership selections to the Board for approval.

3. The Committee shall consist of the following members; a. The Chair and Vice-Chair b. Representatives of the men’s and women’s 18 hole golf club and their alternates c. Representatives of the men’s and women’s 9 hole clubs and their alternates d. A Member at Large and his/her alternate (this is a non-golfing SCOV resident) e. The General Manager f. The Director of Golf g. The Golf Course Superintendent h. The Board Liaison (non-voting)

4. Of these 15 members, 7 are voting members; the four club members, the Member at Large, the Chair and the Vice-Chair. In event of a club member being absent the club alternate may vote. In the event of the Member at Large being absent, the Member at Large alternate may vote.

5. All appointments to this Committee shall be for a maximum period of two years except for the non-voting members.


6. For purposes of continuity the club representatives should serve for two consecutive years with the 9-hole club representatives being replaced in May of odd years and the 18-hole club representatives being replaced in May of even years.


8. The Committee shall meet on a regular monthly basis. The Committee, at its own election, can suspend meetings. All meetings shall be open to the public.

9. Service as an alternate will not be considered in connection with term limits. 10. In compliance with Bylaws, the Committee will serve at the pleasure of the Board; will observe

the term limits for service on the Committee; provide notice of its meetings to the Membership; will keep Minutes of its meetings and submit the minutes for posting to the website within one week of committee approval; report on its activities either directly or through the Board Liaison.

General:




Government Affairs Committee (Advisory Committee)

Scrivener Update as per Governing Documents, March 2016 MISSION STATEMENT To organize events to facilitate communication and interaction between our residents and town, county, state or federal political candidates, elected officials, government officials as well as groups within Sun City Oro Valley with differing opinions. We generally take unbiased positions on political candidate and issues, but have the latitude to support or oppose candidates or issues that are deemed to have a direct and significant effect on the Community as directed by the Board of Directors. OBJECTIVES In conformance with SCOV governing documents, including BOD policies, and IRS guidelines for a 501 (c) (4) corporation, to assist residents with gathering information about and gaining access to local, county, state, and federal governmental plans and operations including but not limited to:

• government and politically oriented activities • legislation • taxes • meetings with candidates • voter registration • health and safety • utilities • land use, planning and zoning

The Committee may program and secure political and special interest speakers on topics applicable to the list above and other community concerns. To conduct and supervise forums called for voicing of opposing opinions as outlined in Board Policy COM-003. ORGANIZATION 1. The BOD President shall, by consultation with and by approval of the Board, select a qualified

resident to serve as Chairperson to this Committee. 2. The Chair shall select the other members of the Committee subject to approval by the Board. 3. The Committee shall consist of 5-12 members and up to 5 alternates with appropriate

knowledge and/or experience when available. The Chair shall select the other members of the Committee subject to approval by the Board. Members of the Committee may serve one, two or three years, with terms staggered to provide membership continuity. The chair shall serve as such no more than two (2) consecutive years.


5. The Committee will meet on regular basis. All meetings shall be open to the public. 6. The BOD President shall designate one Board member as liaison to this Committee.

CHARTER Sun City Oro Valley 7. In compliance with SCOV Bylaws, the Committee will serve at the pleasure of the Board; will

keep Minutes of its meetings and report on its activities either directly or through a Board member at each regularly scheduled meeting of the Board; provide notice of its meetings to the Membership.

8. Declare a member of the committee to be vacated in the event such member has three consecutive unexcused absences as determined by the chair.

GENERAL




Long Range Planning Committee (LRPC) (Advisory Committee)

Approved by the Board of Directors on October 22, 2019

MISSION STATEMENT

Develop and recommend to the Board of Directors a rolling 5- to 10-year plan to maintain and further enhance the quality of life for current residents, while ensuring Sun City Oro Valley remains competitive in attracting additional active, involved people to our community.

OBJECTIVES

To provide a vision for the future of the community. To create a plan that incorporates prior planning efforts in conjunction with

projecting and addressing future needs/desires of both our residents and the marketplace.

To engage residents in development of the plan.

TACTICS

Develop a current and projected situation analysis of Sun City Oro Valley including demographics, resident activities, home sales and values, resident needs/desires expressed in surveys/forums, etc.

Benchmark with competitive active adult communities.

Study available information (realtors, internet, other media, marketing data, CAI, etc.) about the requirements and desires of current and future active adult home buyers.

Develop a deficiency analysis to identify areas in which we are not meeting residents’ expectations and/or are not competitive.

Define those initiatives that will contribute most to the well-being of our residents and our competitiveness in the marketplace.

Recommend priorities for proposed initiatives based on criteria to be established by the LRPC and used to evaluate each recommendation.

Work collaboratively with the Finance & Budget committee to develop financial alternatives and potential timelines for recommended initiatives.

Partner with professional services consultants to provide updated Sun City Oro Valley land and facilities planning.

Make fact-based recommendations to the Board of Directors.

ORGANIZATION

The Board President shall, in consultation with and approval of a majority of the Board Members, select and appoint a qualified resident to serve as Chair of the Committee.

The Chair shall select the other members of the Committee, subject to approval by the Board.

The Committee shall consist of 5 members and any number of alternates necessary to fulfill its mission. In the absence of any regular member, an alternate will be appointed to vote on issues brought before the Committee. Alternate members will participate in Committee discussions and activities in the same manner as regular members.

The Board President shall, subject to approval of a majority of the Board Members, designate one Board Member as liaison to the Committee.

In compliance with the SCOVCAI Bylaws, the Committee, among other duties, will serve at the pleasure of the Board; meet on a regular basis; provide notice of its meetings to the Membership; be open to all residents (excluding executive sessions as defined in the Bylaws); keep minutes of its meetings and submit the minutes for posting to the website within one week of committee approval; and report on its activities, either directly or through the Board liaison.

GENERAL

CHARTER REVIEW Annually prior to April 1 the Committee will review its Charter and through its Board Liaison report to the Board with recommended changes, if any.

COMMUNITY PRESENTATIONS When requested by the Board, Committee proposals that require Board approval should be presented to the community prior to Board action. The Board will provide guidance on the nature of the community presentation.


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Marketing Committee (Advisory Committee)

Approved by the Board of Directors on June 8, 2017 MISSION: Continue to evolve SCOV as an active adult community by designing marketing strategies that target the next generation of SCOV home buyers and by marketing SCOV as a community rich in the amenities desired by active adults seeking a healthy, dynamic lifestyle, including a championship golf course. Promote our community to the Tucson area and beyond, for the express purpose of attracting new residents, increasing golf and -restaurant revenues and enhancing property values. Support effective communication processes within SCOV in order to develop and maintain a strong culture of trust, respect and credibility. Promote and support multiple opportunities for residents to express themselves constructively, to easily get factual and timely information regarding SCOV affairs and have their questions answered. In support of this mission, the committee will

1. Provide advice to staff in the preparation of an annual marketing/advertising plan. 2. Provide advice to staff in the development of recommended budgets and report

to the Board. 3. Provide advice to staff in the development of informational brochures and

packets for public dissemination and report to the Board. 4. Support a resident ambassador program. 5. Send news releases, as appropriate, to the local media; maintain close relations

with local Realtors. 6. Conduct any special tasks assigned by the Board of Directors.

7. Propose improvements for the SCOV website with a focus on ease of use and

those components that benefit the community.

8. Upon request by a committee or by Board directive the Marketing Committee will

provide assistance to the Board and committees with communications projects.

ORGANIZATION: 1. The Board President shall consult with the former Committee Chair(s) and members,

Staff and other Board members, to select and appoint a qualified resident to serve as Chairperson of this committee, subject to approval of a majority of Board members.

2. The Board President shall, subject to approval of a majority of the Board members, designate one Board member to serve as liaison to this committee.


OVER

3. The Committee shall consist of no less than seven permanent members. 4. The Ambassador chair will serve as an ex officio member. 5. The committee will meet on a regular basis. All meetings will be open to the public. 6. In compliance with the Bylaws, the committee will serve at the pleasure of the Board

of Directors; will observe term limits for service on the Committee; will keep minutes of its meetings and post them on the Website; report on the activities either directly or through a Board member at each regularly scheduled meeting of the Board of Directors; and provide notice of its meetings to the membership.

GENERAL:

CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and

through its Board Liaison report to the Board with recommended changes, if any.


Motor Vehicles

Motor Vehicles (Ad Hoc Committee)

Approved by the Board of Directors January 28, 2020

OBJECTIVES 1. Identify the concerns related to Master Declaration sections 4.20 – 4.22.

a. Section 4.20 Trucks, Trailers, Recreational Vehicles, Campers and Boats b. Section 4.21 Motor Vehicles c. Section 4.22 Parking

2. Identify any federal, state or local statute or code that needs to be included in any recommendation.

3. Make recommendations for any amendments to the Master Declaration. 4. Identify areas of enforcement that may be needed as a result of the amendment. 5. If possible, make a final report, including recommendations, to the Board by February 1,

2020, to allow inclusion of any Master Declaration amendments on March 2020 ballot. If not possible, consult with the Board on an alternative date.

ORGANIZATION

1. Membership – The Board President, with approval of the Board, will appoint a committee of 3-6 members, with one designated as Chair. The General Manager may, at his discretion, designate a staff member to serve as Staff Liaison.

2. Reporting - The Committee will report to the Board as needed. 3. Meetings - The Committee will meet on a regular basis. All meetings shall be open to

the residents. 4. Minutes - The Committee will keep Minutes of its meetings and submit for posting to

the website within one week of committee approval. 5. Sunset - The committee will sunset upon presentation of its final report to the Board.

Mountain View Plaza Task Force 1 January 238, 2020


Mountain View Plaza Task Force (Ad Hoc)

Approved by the Board of Directors on January 28, 2020

The Board of Directors, as a result of the Land Use Study, desires to explore the ramifications of the purchase of the Mountain View Plaza. OBJECTIVES

1. The Mountain View Plaza Task Force (MVPTF) shall complete a comprehensive “Due Diligence” study evaluating factors related to purchasing, owning, and operating the Mountain View Plaza (MVP) as outlined in these objectives and report findings to the Sun City Oro Valley (SCOV) Board of Directors (Board) in mid-April 2020.

2. The MVPTF shall deliver a comprehensive report to the Board detailing the following: a. Physical property details and specifications; b. Summary of existing tenants and leases to include annual lease revenue; c. American Land Title Association (ALTA) search results; d. Environmental (existence of gasoline storage tanks and soil testing) research; e. Existing building, zoning, Oro Valley PAD restrictions, research results; f. Summary of operating expenses including property management expenses; g. Summary of historical utilities, insurance, taxes, and maintenance costs; h. Results of building, mechanical, electrical, parking lot, and other inspections; i. Cost estimate(s) to repair building or other deficiencies; j. Recommendations for the property management and operation of the MVP; k. Methodology used and determination of recommended purchase price; l. Long-Range Planning Committee (LRPC) recommendations as to the potential uses for

the MVP; m. A “pros and cons” list for the SCOV purchase, ownership, and operation of MVP; n. Forecasted impacts to the SCOV Operating Budget (building and grounds

maintenance); o. Forecasted impacts to the Asset Reserve Fund; p. Financing recommendation for the purchase of MVP; q. Forecasted Capital Fund requirements for three (3) years; and r. A “Next Steps” recommendation to include proposed ballot and resident communication

plans.

Mountain View Plaza Task Force 2 January 238, 2020

3. The MVPTF shall utilize Board committees (LRPC, Finance Budget Committee, Properties

Committee, and others), and outside consultants and advisers as may be appropriate to properly complete the MVPTF Objectives. The MVPTF may, from time to time, request Board approval of the funds required to meet the Objectives.

ORGANIZATION

1. The task force will consist of five or more members. It is desirable, but not required, that Members have expertise and experience in the construction field, commercial real estate, property management, or finance. The Board will approve the members of the task force.

2. Agendas & Minutes - The task force will post agendas to the website prior to the meeting, will keep minutes of its meetings and submit the minutes for posting to the website within one week of committee approval.

3. Reporting - The task force will report to the Board at the monthly meetings. 4. The President will appoint a Board member to serve as Chair. The General Manager will be

the staff liaison to the task force. 5. The task force will select experts to call upon when the need arises. 6. The task force will sunset when the report is presented in mid-January.

GENERAL

1. CHARTER REVIEW - Annually prior to April 1 the Committee will review its Charter and through the Board Liaison report to the Board with recommended changes, if any.

2. COMMUNITY PRESENTATIONS - When requested by the Board, Committee proposals that require Board approval should be presented to the community prior to the Board action. The Board will provide guidance on the nature of the community presentation.


Neighborhood Pride Committee (Service & Support Committee)


OBJECTIVES To promote compliance with the governing documents by homeowners, in order to maintain property and aesthetic values. In support of this mission, the committee will:

1. On a rotational basis, regularly tour assigned sections of the community; 2. Identify lots which appear to be out of compliance; 3. Report violations promptly to the Community Services Coordinator; 4. Coordinate with the Architectural Review Committee when appropriate; 5. Attend periodic training and technical assistance sessions; 6. Assist the Community Services Coordinator in matters related to the mission stated above.


appointment of the chair. 2. Membership - The Committee shall consist of at least 15 members with appropriate technical








Nominating Committee

Submitted for Board Approval on November 14, 2019

MISSION: To identify, solicit and qualify candidates for positions on the Board of Directors and to continually encourage Board candidacy in the community. In support of this mission, the committee will:

• Provide information packets to prospective candidates on the responsibilities and expectations associated with being a Board member.

• Hold a public informational meeting for prospective candidates prior to November 1. • Review all prospective candidate applications received prior to December 1. • Ensure that all prospective candidates are Voting Members in good standing. • Conduct personal interviews to ensure that the prospective candidate is fully aware of the

commitment required of a Board member and is prepared to meet that obligation. In some cases, prospective candidates might be better advised to defer running for the Board until they had greater familiarity and/or experience with SCOV operations, e.g. through serving on SCOV committees, attendance at Board meetings, etc.

• Prepare and post, prior to December 22, a slate of candidates with the goal of having at least 2 people for each vacant Board position.

• Review candidate petitions for eligibility and add those certified to the slate of nominees prior to January 8.

• Produce a summary report and a list of potential candidates for future consideration.

ORGANIZATION: The President shall, by consultation and approval of a majority of the Board, appoint members of this Committee. No Director or any member of a Director’s family shall serve on the committee.

The Committee shall consist of no less than five (5) members. The Chairman shall be elected from among its members at the first meeting. The first meeting shall be help prior to October 21. Committee members shall serve a term of one (1) year. Unless otherwise approved by the Board of Directors, members shall serve no more than three (3) consecutive years, and Chairpersons shall serve as such no more than two (2) consecutive years. In compliance with the SCOV Bylaws, the Committee, among other duties, will:

• Serve at the pleasure of the Board. • Meet on a regular basis. • Provide notice of its meetings to the Membership. • Be open to all residents (excluding executive sessions as outlined in the Bylaws). • Keep Minutes of its meetings and submit the minutes for posting to the website within one week

of committee approval. • Report on its activities in writing or through a report delivered in person by a Committee member

at regularly scheduled meetings of the Board.

GENERAL: CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and report to the Board with recommended changes, if any.

GENERAL: CHARTER REVIEW: Annually prior to April 1 the Committee will review its Charter and report to the Board with recommended changes, if any.


Posse Committee (Service & Support Committee)


OBJECTIVES

1. To patrol the Sun City Oro Valley area during the specified hours seven days a week. 2. To provide traffic and/or parking control when requested and available. 3. To work in coordination with the Oro Valley Police Department. 4. To assist the Oro Valley Police Department with traffic control as requested. 5. To coordinate all outside activities with the General Manager.


appointment of the chair. 2. Membership - The Committee shall consist of 5–7 members with appropriate technical skills

and experience when available. Exception may be made if it is deemed that the committee will benefit from a larger or smaller number of members.







Task Force to Preserve and Enhance Lifestyle and Property Values (Ad Hoc)


Objective The Task Force will develop a proposed amendment to SCOV governing documents to address negative impacts that proposed modifications of an existing property might have on nearby properties, and assist in development of implementation language for the Development Standards that will ensure consideration of such negative impacts during the ARC approval process. Such negative impacts could include impairment of views, excessive encroachment into surrounding spaces, or other factors that would negatively affect the value and enjoyment of these nearby properties. Examples of proposed modifications that would be considered include new construction, additions or reconstruction of existing primary or appurtenant structures, or major changes to landscaping. The final recommendation is intended to be an amendment proposal for the Board to present to Association members for their approval. It will empower the Board to enact policies that will enable the continued enjoyment by members of their property and promote harmony among neighbors. It is preferred, but not essential, that the final recommendation be available in time to be placed on the ballot for the March election. Organization 1. The Board President, by consultation with and approval of a majority of the Board, shall

select a qualified Association member to serve as Chairperson. 2. The Board President shall also designate one Board member as liaison to this Committee. 3. No less than four Association members will be selected by the chair to comprise the

Committee subject to approval by the Board. 4. The committee will sunset once it provides its final recommendation to the Board, and after

implementation language for the Development Standards has been submitted to the Board. 5. Reporting - The Committee will report to the Board as needed. 6. Meetings - The Committee will meet on regular basis. All meetings shall be open to the

residents. 7. Minutes - The Committee will keep Minutes of its meetings and submit for posting to the

website within one week of committee approval.


Charter - Properties 2019-1114 TRACKED Page 1 of 2

Properties Committee (Standing Committee)


MISSION Make recommendations to the Board of Directors and the staff regarding the condition of and improvements to our facilities and assets OBJECTIVES 1. Provide regularly scheduled facility and ground inspections to identify the condition and

maintenance needs in accordance with the Bylaws. 2. Assist the Finance and Budget Committee in monitoring and updating the asset inventories

when requested. 3. Assist in space utilization when requested. 4. Assist in evaluating and determining the need, cost and feasibility for modifications and new

construction projects. 5. Assist in reviewing construction estimates, designs, contractors, and monitor construction

progress and contractor performance when requested. 6. The committee will recommend action and assist the General Manager and the Board when

requested. 7. Assist in monitoring imminent replacement of assets and determining cost of replacing for

budget purposes, when requested. 8. Make recommendations and monitor improved energy efficiencies including, but not limited

to, solar, water, natural gas and electrical power for common area and Association facilities. 9. Inspect Chalk Creek twice annually to determine the condition of the creek and identify any

potential threats to the surrounding properties. At the discretion of the Board and General Manager, additional inspections may be conducted. The Committee shall assist in recommending action to protect the creek and surrounding properties.

ORGANIZATION 1. The President shall, by consultation with and approval of a majority of the Board, select a

qualified resident to serve as Chairperson to this Committee. 2. The Chair shall select the other members of the Committee, with appropriate technical skills

& experience when available, subject to approval by the Board. 3. The Committee shall consist of five to nine members. Four members are required for a

quorum. 4. The term of any committee member may be extended by the Board of Directors when deemed

beneficial for the operation of the committee. 5. The Committee will meet on regular basis. All meetings shall be open to the public. 6. The President, subject to approval of a majority of the Board, shall designate one Board

member as liaison to this Committee. 7. In compliance with Bylaws, the Committee will serve at the pleasure of the Board; will

observe the term limits for service on the Committee; provide notice of its meetings to the Membership, will keep Minutes of its meetings and submit the minutes for posting to the website within one week of committee approval, report on its activities either directly or through the Board Liaison at each regularly scheduled meeting of the Board.


Tipster Editorial Committee (Service & Support Committee)

Approved by the General Manager on October 3, 2019 Reviewed by the Board on October 22, 2019

OBJECTIVES

1. To assist in the development and application of Tipster Article Standards and the implementation and compliance with of SCOV Board Policy COM-001, Tipster.

2. Review all submissions, except paid advertisements to ensure that all articles published in the Tipster submitted by SCOV, its organizations, clubs, groups, recreation and craft activities and outside sources promote the general welfare and are of interest to the residents of Sun City Oro Valley.

3. Work with staff to enhance and improve the quality and relevance of the Tipster to residents and make recommendations to the SCOV Board.


appointment of the chair. 2. Membership - The Committee shall consist of 12-18 members with appropriate technical skills

and experience when available. Exception may be made if it is deemed that the committee will benefit from a larger or smaller number of members.





7. Community Presentations - When requested by the Board, the Committee will present to the community. The Board will provide guidance on the nature of the community presentation.