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COMMUNICATION COMMITTEE
CHARTER 1. INTRODUCTION 1.1. The Communication Committee is an operations committee of The Sea Ranch Association. Its purpose is to advise and assist the Community Manager on communication within and outside The Sea Ranch community. 1.2. The Committee advises the Community Manager on the following matters: 1.2.1. Compliance of The Bulletin, The Sea Ranch Soundings, and other official Association communications with the policies and procedures approved by the Board. 1.2.2. Editorial policies pertaining to official Association publications. 1.2.3. Additional avenues, methods, and techniques for improving communication. 1.2.4. Activities and programs to educate members about the Association. 2. COMMITTEE FUNCTIONS 2.1. To serve as a link to all official Sea Ranch communication vehicles. On a regular basis, the Committee shall perform the following tasks: 2.2. Advise the Community Manager on communication strategy, style, content, editorial policy, and compliance of official Association communications with policies and procedures established by the Board and the Community Manager. 2.3. Monitor Association communications so as to encourage consistency and avoid redundancy. 2.4. Assist the Community Manager in establishing editorial policies and procedures. 2.5. Advise the Community Manager on additional avenues, methods and techniques for improving The Sea Ranch Association communications. 2.6. Assist with activities and programs to educate members about The Sea Ranch Association. 2.7. Analyze proposed changes in editorial policies and procedures and make recommendations to the Community Manager and Board. 3. COMMITTEE OPERATIONS 3.1. The Committee shall perform specific tasks or studies as requested in writing by the Board or Community Manager. 3.2. The Committee may on its own initiative recommend that specific tasks or studies be performed by the Committee or staff. If the Community Manager agrees with the recommendation, the Community Manager shall take action to implement the task or study, seeking approval of the Board when appropriate. 3.3. Voting may be done by roll call or ballot. 3.3.1. A quorum must be present to conduct business. 3.3.2. Votes of a majority of those present are required to pass any motion. 3.3.3. The Chair may declare a motion passed “without objection” if no member is in opposition. 3.4. The Committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, and other committee chairs, as well as for posting on the web site. 3.5. Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.6. If Board action is required to implement recommendations of the Committee, the Chair shall draft an implementing resolution/recommendation which shall be presented to the Community Manager, who will forward it to the Chair of the Board of Directors for Board action/ implementation. 3.7. All Committee business shall be conducted in meetings open to the membership. 3.8. The Committee shall work through the Community Manager or his/her designee to utilize Association staff and resources in carrying out its responsibilities. 3.9. The Committee Chair may request that a member of the Association staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.10. The Committee shall meet monthly or as required by its workload, but not less than quarterly. 4. COMMITTEE MAKEUP 4.1. The Committee members shall appoint the Chair of the Committee for a one-year term. 4.1.1. If the committee desires, the Chair may be appointed for succeeding one-year terms. 4.2. The Committee shall consist of at least 3 members who shall be appointed by the Community Manager in consultation with the Chair, for three-year terms on a staggered basis, or to complete terms left vacant or if no prospective committee member volunteers for a shorter term. 4.2.1. The Committee Chair may nominate members of the Committee, but appointment shall be confirmed by the Community Manager. 4.2.2. If the Community Manager and the Committee Chair desire, a Committee member may be reappointed for a second term. 5. ATTENDANCE 5.1 If a Committee member is absent without being excused by the Chair for two consecutive meetings, or for a total of four meetings during a single administrative year, the member shall be considered as having resigned. Revised May 21, 1994 and December 10, 2005 1. GENERAL 1.1. With input from the Community Manager and concurrence of the Board of Directors, the Chair of The Sea Ranch Association Board of Directors and the Community Manager shall appoint a Board Election Committee each year to implement procedures for the annual election of members of the Board of Directors of The Sea Ranch Association in accordance with its Bylaws. The Election Committee shall consist of not less than three members of the Association, and no member may serve more than two consecutive years on this Committee. 1.2. The overall goal of the Election Committee is to locate, educate and assist members willing to be candidates for Board membership and to work with the Inspector of Election to insure that the campaign and the election is carried out in accordance with all applicable rules and procedures. To this end, the Community Manager and the Board shall cooperate in the election procedure and education process for Board candidates. The specific duties of the Election Committee shall include the following: 2. COMMITTEE FUNCTIONS 2.1. Review the Election Procedures, and recommend revisions, as needed, to the Community Manager, and establish the election calendar. 2.2. Review candidates' information packet prepared by The Sea Ranch Association staff. This material will be presented by the Election Committee Chair at the candidates' briefing. 2.3. Encourage full communication between each candidate and the Community Manager, Board and Association staff as appropriate to insure that candidates receive full information on Association matters, subject only to reasonable restrictions as to confidential legal and personnel matters. 2.4. Review with candidates the purpose and scope of the candidates’ first and second statements. 2.5. Counsel candidates on the Association’s expectations as to the factual accuracy of candidate statements, providing fair comments on the issues, and above all to reflect a positive community spirit that is a hallmark of life at The Sea Ranch. Candidates are expected to base their campaign on issues rather than personalities. 2.6. Work with the Inspector of Election to insure the Implementation of all election procedures, including supervision of ballot counting and the certifying those candidates elected to serve as Directors.
FINANCE COMMITTEE CHARTER 1. INTRODUCTION 1.1 The Finance Committee serves in an advisory capacity as a Policy Committee to the Board of Directors. The Finance Committee monitors all financial affairs of the Association. 1.2 The Committee makes recommendations concerning the Association’s budgets and finances to the Board, Treasurer and Community Manager. 1.3 The Committee reviews the financial actions of the Water Company as they may affect rates paid by Association members and involve capital projects financed by the Association 1.4 The Committee shall also monitor the financial affairs of The Sea Ranch Water Company, and shall make recommendations concerning The Water Company’s budgets and finances to the Community Manager and to the Treasurer and Board of the Water Company. 1.5 The Finance Committee shall review the investment of the Association’s funds. 1.6 The Chair of the Finance Committee shall attend Audit Committee meetings for both the Sea Ranch Association and The Sea Ranch Water Company as a non-voting member. The Chair may not delegate this role to another member of the Committee. The entire Finance Committee may attend Audit Committee meetings for The Sea Ranch Association and The Sea Ranch Water Company as observers. 2. COMMITTEE FUNCTIONS 2.1 The Committee shall perform the following tasks relating to The Sea Ranch Assocation: 2.1.1 Review monthly the financial statements; capital budget; procedures and financial performance of the Association. 2.1.2 Review the long-range capital and operating budget plan, and participate in the development of the annual budget. 2.1.3 Advise the Board and the Treasurer of the need to change policies and procedures and adopt new policies and procedures. 2.1.4 Develop policies and guidelines to insure that the Association’s funds are invested in a prudent manner. (Guidelines Attached). 2.2 The Committee shall perform the following tasks relating to The Sea Ranch Water Company: 2.2.1 Review monthly the financial statements, capital budget procedures and financial performance of the Water Company. 2.2.2 Review the long-range capital and operating budget plan and participate in the development of the annual budget. Review the Water Company annual budget jointly with the Utilities Committee and make recommendations to the Community Manager and to the Treasurer and Board of Directors of the Water Company as appropriate. 2.2.3 Provide counsel on the financing of capital projects financed by the Association or the Water Company consistent with the budget and financial goals of the Association and the Water Company as adopted by the Boards of Directors. 2.2.4 Review proposals for Water Company rate increases in a joint Utilities Committee/Finance Committee subcommittee and provide recommendations regarding these to the Board of Directors of The Water Company. 2.3 The Committee shall perform specific tasks or studies as requested by the Board. 2.4 The Committee may, on its own initiative, recommend to the Board that a specific task or study be performed by the Committee. If the Board agrees with the recommendation, it will take an action approving the recommendation. Board approval of a proposed task or study, however, may be conveyed by the Board Chair after having polled the Board. 2.5 If the Committee becomes concerned about a financial matter of which it believes the Board should be aware it shall communicate its concern to the Board. 3. COMMITTEE OPERATIONS 3.1 The Board Treasurer shall be appointed as Ex Officio to the Committee. 3.1.1 The Board Treasurer shall attend the meetings of the Finance Committee. 3.1.2 The Board Treasurer shall act as a channel of communication between the Board of Directors and the Finance Committee, and shall communicate the Board’s wishes to the Committee. 3.2 When required by its work, the Chair may request that a member of the staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.2.1 The Finance Committee shall work through the Community Manager or his designee to utilize the Association staff and its resources in carrying out responsibilities. 3.3 The Finance Committee shall meet on a regularly scheduled basis and a quorum of the Committee must be present to conduct business. 3.4 Voting may be done by roll call or by ballot. 3.5 The Finance Committee shall keep minutes of all its meetings and shall furnish copies to the Board and to the Community Manager. 3.6 Upon completion of a task or study, the Finance Committee shall submit a final written report to the Board of Directors. If requested by either the Board or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.7 If action is required to implement recommendations of the task or study, the Finance Committee shall draft an implementing resolution which will be presented to the Board by the Treasurer or by the Committee. 3.8 All business of the Finance Committee shall be done in open meetings. 4. COMMITTEE MAKEUP 4.1 The Chair of the Finance Committee shall be selected by the Committee members for a one-year term, starting at the beginning of the fiscal year. If the Committee members desire, the Chair may be appointed for succeeding one-year terms. 4.2 The Committee shall consist of at least five (5) members, with no maximum, who shall be nominated by the Committee Chair, or the Board of Directors, and confirmed by the Board of Directors, for three-year terms on a staggered basis. Terms start on May 1. A Committee member may be reappointed for a second three-year term and may seek reappointment after a break of one year or more following a second three-year term. 5.0 ATTENDANCE 5.1 If a Committee member is absent for two (2) consecutive meetings or for a total of four (4) meetings in any 12 month period without being excused by the Chair, the Board will appoint a replacement to serve the remainder of the term. 6.0 SPECIAL COMMITTEES 6.1 A Special Committee when referred to in this section means a Committee appointed by and composed of members of the Finance Committee (Subcommittee). A Special Committee may perform such duties as requested by the main Committee within the restrictions of this charter. 6.2 A Special Committee also means a Committee composed of members of The Sea Ranch who are not necessarily members of the Finance Committee. Such a Special Committee may perform such duties to assist the main Committee as outlined in Section 6.0. 6.3 With the consent of the Board of Directors, the Finance Committee may appoint Special Committees to address specific issues within its charter. 6.4 SPECIAL COMMITTEE MAKEUP 6.4.1 The Finance Committee shall designate the life of the Special Committee. 6.4.2 In an open meeting the Finance Committee shall appoint the members of the Special Committee for terms commensurate with the task(s) to be performed. Special Committee members may be reappointed for additional terms. 6.4.3 In an open meeting the Finance Committee shall appoint the Chair of the Special Committee for a term not to exceed one year. The Special Committee Chair may be reappointed for succeeding terms. 6.4.4 The Special Committee may make suggestions as to members of the Special Committee, but appointment is the prerogative of the Finance Committee. 6.5 SPECIAL COMMITTEE FUNCTIONS 6.5.1 The Special Committee shall work through the Community Manager to utilize the Association staff and its resources in carrying out its responsibilities. 6.5.2 Contacts with outside agencies or entities required by the project approved by the Board must be through the Community Manager.
GARDENS COMMITTEE CHARTER 1. INTRODUCTION 1.1. The Gardens Committee is an Operations Committee of The Sea Ranch Association and serves in an advisory capacity to the Community Manager regarding the development and maintenance of the Del Mar Center and Ohlson Ranch Center Gardens (Gardens). 2. COMMITTEE FUNCTIONS 2.1. The Committee shall perform specific tasks or studies as requested, in writing, by the Community Manager. 2.2. The Committee advises the Community Manager on the following matters: 2.2.1. Activities and programs to inform members about the Gardens. 2.2.2. Preparation of and implementation of a master landscape plan for the Gardens. 2.2.3. Recruitment of volunteers to assist with the development and maintenance of the Gardens. 2.3. The Committee may, on its own initiative, recommend to the Community Manager that a specific task or study be performed by the Committee. 2.4. If the Committee identifies an issue or a situation that it believes the Community Manager should be aware of, it shall communicate its concern by memorandum to the Community Manager. 2.5. Contacts with outside agencies or entities required by the work of the Committee shall be made only by the Community Manager. 3. COMMITTEE OPERATIONS 3.1. When required by the work of the Committee, the Chair may request that a member of the Association staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.1.1. The Committee shall work through the Community Manager or his designee to utilize Association staff and Association resources in carrying out its responsibilities. 3.2. The Committee shall meet monthly or as required by its workload but not less than quarterly. A quorum of the Committee must be present to conduct business. 3.3. Voting may be done by roll call or ballot. 3.3.1. The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.3.2. The chair may declare a motion passed “without objection” if the chair determines no member of the Committee is in opposition. 3.4. The Committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, and other committee chairs. 3.5. Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.6. If action is required to implement recommendations of the Committee, the Chair shall draft an implementing resolution/recommendation which shall be presented to the Community Manager for Board action/ implementation. 3.7. All Committee business meetings shall be open to the membership. 4. COMMITTEE MAKEUP 4.1. The Committee members shall elect the Chair of the Committee for a one-year term. 4.1.1. If the committee desires, the Chair may be reappointed for succeeding one-year terms. 4.2. The Committee shall consist of at least 3 members who shall be appointed by the Community Manager in consultation with the Chair, for three-year terms on a staggered basis. 4.2.1. The Committee Chair may make nominations as to members of the Committee, but appointment shall be confirmed by the Community Manager. 4.2.2. If the Community Manager and the Committee Chair desire, a Committee member may be reappointed for one (1) additional three-year term. 5. ATTENDANCE 5.1 If a Committee member is absent without being excused by the Chair for two consecutive meetings, or for a total of four meetings during a single administrative year, the member shall be considered as having resigned.
PLANNING COMMITTEE CHARTER 1. INTRODUCTION 1.1. The Planning Committee is a policy committee and serves in an advisory capacity to the Board of Directors. 1.1.1. The Planning Committee advises the Board of Directors on matters affecting land use and environmental protection, including but not necessarily limited to issues of landscape management, facilities, transportation, the siting of public services, and other matters that the Board of Directors deem to affect the environment and quality of life on The Sea Ranch. 2. COMMITTEE FUNCTIONS 2.1. Periodically the Planning Committee shall report to the Board of Directors on the following tasks: 2.1.1. Development, monitoring and amendment of a Comprehensive Environmental Plan for The Sea Ranch. 2.1.2. The condition of the land, including steps to protect and nurture the natural Environment for The Sea Ranch. 2.1.3. Issues affecting the interface between the natural and built environment on The Sea Ranch, including proposals for development on The Sea Ranch or adjacent lands. 2.1.4. Environmental, demographics, social, and economic forces likely to affect the quality of life at The Sea Ranch during the next five to ten years. 2.2. The Planning Committee shall perform specific tasks or studies as requested by the Board of Directors; these shall be communicated in writing to the Board of Directors. 2.3. The Planning Committee may, on its own initiative, recommend to the Board of Directors that a specific task or study be performed by the Committee. The Board will notify the Committee in writing of its approval or disapproval. If the Board agrees with the recommendation, it will take an action to implement the task or study. 2.4. If the Planning Committee identifies an issue or a situation that it believes the Board of Directors should be aware of it, it shall communicate its concern to the Board of Directors by a memorandum. 2.5. Contact with outside agencies or entities required by the project, approved by the Board, must be through the Community Manager. 3. COMMITTEE OPERATIONS 3.1. A member of the Board of Directors shall be appointed as Ex Officio to the Committee. 3.1.1. The Board Ex Officio shall attend the meetings of the Planning Committee. 3.1.2. The Board Ex Officio shall act as a channel of communication between the Board of Directors , and the Planning Committee, and shall communicate the Board’s wishes to the Committee. 3.2. When required by its work, the Chair may request that a member of the staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.2.1. The Planning Committee shall work through the Community Manager or his designee to utilize the Association staff and its resources in carrying out its responsibilities. 3.3. The Planning Committee shall meet on a regularly schedule monthly basis, or more frequently if required, and a quorum of the Committee must be present to conduct business. 3.4. Voting may be done by roll call or by ballot. 3.5. The Planning Committee shall keep minutes of all its meetings and shall furnish copies to the Board and to the Community Manager. 3.6. Upon completion of a task or study, the Planning Committee shall submit a final written report to the Board of Directors. If requested by either the Board or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.7. If action is required to implement recommendations of the task or study, the Planning Committee shall draft an implementing resolution which will be presented to the Board by the Board Ex Officio or by the Committee. 3.8. All Committee business of the Planning Committee shall be done in open meeting. 4. COMMITTEE MAKEUP 4.1. The Committee members shall appoint the Chair of the Planning Committee for a one year term. If the Committee desires, the Chair may be Appointed for succeeding one year terms. 4.2. The Committee shall consist of at least five (5) members, with no maximum, who shall be nominated by the Committee Chair and confirmed by the Board of Directors for three-year terms on a staggered basis. Terms to start on a calendar year, beginning in January. A Committee member may be reappointed for a second three year term. 5. ATTENDANCE 5.1. If a Committee member is absent for two consecutive meetings or for a total of four meetings in any 12 month period without being excused by the Chair, the Board will appoint a replacement to serve the remainder of the term. 6. SPECIAL COMMITTEE 6.1. A Special Committee when referred to in this section means a Committee appointed by and composed of members of the Planning Committee. A Special Committee may perform such duties as requested by the main committee within the restrictions of this charter. 6.2. A Special Committee when referred to in this section refers to a committee composed of members of The Sea Ranch who are not necessarily members of the Planning Committee. Such a Special Committee may perform such duties to assist the main committee as outlined in Section 6. 6.3. With the consent of the Board of Directors, the Planning Committee may appoint Special Committees to address specific issues within its charter. 6.4. Special Committee Makeup 6.4.1. The Planning Committee shall designate the life of the Special Committee. 6.4.2. In an open meeting the Planning Committee shall appoint the Chair of the Special Committee for staggered terms not to exceed three years. Special Committee members may be reappointed for additional terms. 6.4.3. In an open meeting the Planning Committee shall appoint the Chair of the Special Committee for a term not to exceed one year. The Special Committee Chair may be reappointed for succeeding terms. 6.4.4. The Special Committee may make suggestions as to members of the Special Committee, but appointment is the prerogative of the Planning Committee. 6.5. Special Committee Functions 6.5.1. The Special Committee may, on its own initiative, recommend to the Planning Committee that a specific task or study be undertaken by the Special Committee. The implementation of such task or study requires the approval of both the Planning Committee and the Board of Directors. 6.5.2. The Special Committee shall work through the Community Manager to utilize the Association staff and its resources in carrying out its responsibilities. 6.5.3. Contacts with outside agencies or entities required by the project, approved by the Board, must be through the Community Manager.
THE SEA RANCH ASSOCIATION 2006-2007 BOARD OF DIRECTORS
NATIVE PLANT COMMITTEE CHARTER
1. INTRODUCTION 1.1 The Native Plant Committee is an Operations Committee of The Sea Ranch Association and serves in an advisory capacity to the Community Manager and Design Committee regarding the development and maintenance of Demonstration Gardens of Native Plants on The Sea Ranch and in the development of programs to educate Sea Ranchers about appropriate landscaping of private lots in accordance with the Guidelines of the 2004 Comprehensive Environmental Plan Section 3.0 Landscaping, the Design Manual & Rules, the CC&Rs, and under the supervision of the Department of Compliance and Environmental Management. Special attention will be made to the education of Sea Ranchers on the use of indigenous plants and the topic of fire retardant plantings. 2. COMMITTEE FUNCTIONS 2.1 On a periodic basis, the Committee shall meet and perform the following tasks: 2.1.1 Oversee the development and maintenance of the Demonstration Gardens of Native Plants with labeled plants from the current approved list in identified zones and recruit volunteers to assist in the maintenance. The Community Manager shall be provided with a current list of Demonstration Garden Volunteers. 2.1.2 Develop programs to educate Sea Ranchers about the use of indigenous species and appropriate fire retardant landscaping of private lots including, but not limited to providing tours, forums, work shops, plant information, and articles in the Soundings and the Bulletin. 2.1.3 Cooperate and assist the Vision Interpretive Program Committee with their project to provide landscape design guidance, on line information, and to update the approved plant list. 2.1.4 Assist in the eradication of invasive exotic species within The Sea Ranch Landscape. 2.2 The Committee shall perform specific tasks or studies as requested, in writing, by the Community Manager or Design Committee. 2.3 The Committee may, on its own initiative, recommend to the Community Manager or the Design Committee that the Committee perform a specific task or study. If the Community Manager or Design Committee agrees with the recommendation, it shall take action to implement the task or study. 2.4 If the Committee identifies an issue or a situation that it believes the Community Manager should be aware of, it shall communicate its concern by memorandum to the Community Manager. 2.5 Contacts with outside agencies or entities required by the work of the Committee must be through the Community Manager. 2.6 Changes in the design of the existing Demonstration Garden at the Ohlson Ranch Center or the development of any additional Demonstration Gardens shall be approved by the Design Committee. 3. COMMITTEE OPERATIONS 3.1 When required by the work of the Committee, the Chair may request that a member of the Association staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.1.1 The Committee shall work through the Community Manager or his/her designee to utilize Association staff and Association resources in carrying out its responsibilities. 3.2 The Committee shall meet quarterly or as required by its workload. A quorum of the Committee must be present to conduct business. 3.3 Voting may be done by roll call or ballot. 3.3.1 The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.3.2 The chair may declare a motion passed “without objection” if the chair determines no member of the Committee is in opposition. 3.4 The Committee shall keep minutes of all its meetings and furnish copies to the Board of Directors, the Community Manager, and other committee chairs. 3.5 Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager and the Design Committee. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.6 If action is required to implement recommendations of the Committee, the Chair shall draft an implementing resolution/recommendation, which shall be presented to the Community Manager for Board action/implementation. 3.7 All Committee business meetings shall be open to The Sea Ranch membership. 4. COMMITTEE MAKEUP 4.1 The Committee members shall elect the Chair of the Committee for a one-year term. 4.1.1 If the Committee desires, the Chair may be reappointed for succeeding one-year terms. 4.2 The Committee shall consist of at least three members, who shall be appointed by the Community Manager in consultation with the Chair, for three-year terms on a staggered basis. 4.2.1 The Committee Chair may make nominations as to members of the Committee, but the Community Manager shall confirm appointment. 4.2.2 If the Community Manager and the Committee Chair desire, a Committee member may be reappointed for a second three-year term, or the Community Manager and Chair may reappoint qualified candidates as required for additional terms. 5. ATTENDANCE 5.1 If a Committee member is absent for a total of four meetings during a single administrative year, the member shall be considered as having resigned SECURITY COMMITTEE CHARTER 1 INTRODUCTION 1.1 The Security Committee is an Operation/Management Committee of The Sea Ranch Association and serves in an advisory capacity to the Community Manager. 1.2 The Committee advises the Community Manager on matters affecting the overall security of The Sea Ranch Association, the effectiveness of the Security Department and the impact of public accesses and related security activities. 2 COMMITTEE FUNCTIONS 2.1 On a periodic basis, the Committee shall meet and perform the following tasks: 2.1.1 Review Security Department operations and performance, and make recommendations for needed improvements. 2.1.2 Assess the impact of public access on The Sea Ranch. 2.1.3 Proactively communicate The Sea Ranch security issues to local rental agencies for dissemination to renters. 2.1.4 Ensure the I.D. Pass System and associated violation procedures are in keeping with The Sea Ranch rules regarding trespass on The Sea Ranch. 2.1.5 Aid other Sea Ranch committees in security related issues. 2.1.6 Communicate security related issues to new and potential Sea Ranch owners. 2.1.7 Assist the Security Department in attracting and organizing volunteers to patrol our trails, commons and higher-volume bluff-access and forest-access parking areas. 2.2 The Committee shall perform specific tasks or studies as requested in writing by the Community Manager. 2.3 The Committee may, on its own initiative, recommend to the Community Manager, that a specific task or study be performed by the Committee. If the Community Manager agrees with the recommendation, he shall take action to implement the task or study. 2.4 If the Committee identifies a security related matter that it believes the Community Manager should be aware of, it shall communicate its concern by memorandum to the Community Manager. 2.5 Contacts with outside agencies or entities required by any approved project must be through the Community Manager. 3 COMMITTEE OPERATIONS 3.1 When required by the work of the Committee, the Chair may request that a member of the staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.1.1 The Committee shall work through the Community Manager or his designee to utilize the Association staff and its resources in carrying out its responsibilities. 3.2 The Committee shall meet monthly or as required by its workload but not less than quarterly and a quorum of the Committee must be present to conduct business. 3.3 Voting may be done by roll call or by ballot. 3.3.1 The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.3.2 The Chair may declare a motion passed “without objection” if the Chair determines no member of the Committee is in opposition. 3.4 The Committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, staff liaisons, and other committee Chairs. 3.5 Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board of Directors 3.6 If action is required to implement recommendations of the Committee, the Chair shall draft an implementing resolution/recommendation which shall be presented to the Community Manager for Board action/implementation. 3.7 All Committee business shall be conducted in meetings open to the membership. 4 COMMITTEE MAKEUP 4.1 The Committee members shall appoint the Chair of the Committee for a one-year term. 4.1.1 If the Committee desires, the Chair may be appointed for succeeding one-year terms. 4.2 The Committee shall consist of at least 3 members who shall be appointed by the Community Manager in consultation with the Chair, for three-year terms on a staggered basis. 4.2.1 The Committee Chair may make nominations as to members of the Committee, but appointment shall be confirmed by the Community Manager. 4.2.2 If the Community Manager and the Committee Chair desire, a Committee member may be reappointed for additional three-year terms. 5 ATTENDANCE 5.1 If a Committee member is absent without being excused by the Chair for two consecutive meetings, or for a total of four meetings during a single administrative year, the member shall be considered as having resigned.
TRAILS COMMITTEE CHARTER 1 INTRODUCTION 1.1 The Trails Committee is an Operation/Management Committee of The Sea Ranch Association and serves in an advisory capacity to the Community Manager. 1.2 The Committee advises the Community Manager on matters affecting the use and maintenance of The Sea Ranch Association Trails System per the policies and goals of CEP Subsection 4.1 Trails System, and on the implementation of Long-Range Trail Plan. Policy matters are the concern of the Planning Committee. 2 COMMITTEE FUNCTIONS 2.1 On a periodic basis, the Committee shall meet and perform the following tasks: 2.1.1 Monitor the Trails System and make recommendations for needed maintenance and signage. 2.1.2 Monitor the impact of trail use by various groups (i.e., bicyclists, equestrians, hikers, etc.). 2.1.3 Assist with some trail maintenance with approval of Community Manager and under the direction of the Director of Facilities & Resources. 2.2 The Committee shall perform specific tasks or studies as requested in writing by the Community Manager or Board. 2.3 The Committee may, on its own initiative, recommend to the Community Manager, that a specific task or study be performed by the Committee. If the Community Manager agrees with the recommendation, he shall authorize the Committee to implement the task or study. 2.4 If the Committee identifies a trail-related matter that it believes the Community Manager should be aware of, it shall communicate its concern by memorandum to the Community Manager. 2.5 Contacts with outside agencies or entities required by any Committee project must be through the Community Manager. 2.6 Any additional or revised trails, change in trail use, or actions in conflict with policies in CEP Subsection 4.1 Trails, shall be reviewed by the Planning Committee. The Planning Committee shall hold a public hearing on the proposal after which they shall make recommendations to the Board of Directors regarding the feasibility and suitability of any new or revised trails. 3 COMMITTEE OPERATIONS 3.1 When required by the work of the Committee, the Chair may request that a member of the staff be designated by the Community Manager to act in an advisory/liaison capacity to the Committee. 3.1.1 The Committee shall work through the Community Manager or his designee to utilize the Association staff or Association’s resources in carrying out its responsibilities. 3.2 The Committee shall meet monthly or as required by its workload but not less than quarterly, and a quorum of the Committee must be present to conduct business. 3.3 Voting may be done by roll call or ballot. 3.3.1 The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.4 The Committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, staff liaisons, and other committee chairs. 3.5 Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.6 If Board action is required to implement recommendations of the Committee, Community Manager shall draft an implementing resolution/recommendation which shall be presented by the Community Manager to the Board for consideration. 3.7 All Committee business shall be conducted in meetings open to the membership. 4 COMMITTEE MAKEUP 4.1 The Committee members shall select the Chair of the Committee for a one-year term. 4.1.1 If the committee desires, the Chair may be appointed for succeeding one-year terms. 4.2 The Committee shall consist of at least three members, who shall be appointed by the Community Manager in consultation with the Chair, for three-year terms on a staggered basis. 4.2.1 The Committee Chair may make nominations as to members of the Committee, but appointment shall be confirmed by the Community Manager. 4.2.2 If the Community Manager and the Committee Chair desire, a Committee member may be reappointed for a second three-year term. 5 ATTENDANCE 5.1 A Committee member is expected to attend regularly scheduled Trails Committee meetings. If a Committee member is absent for five meetings during a single administrative year, the member shall be considered as having resigned. It is the Committee member’s responsibility to contact the Chair if circumstances require that the Chair grant a leave of absence from the Committee to said member. Such a leave of absence shall not exceed one year.
UTILITIES COMMITTEE CHARTER 1. INTRODUCTION 1.1 The Utilities Committee is a Policy Committee of The Sea Ranch Association and serves in an advisory capacity to the Board of Directors. 1.2 The Utilities Committee advises the Board of Directors on matters affecting water company operations, wastewater management, cablevision, propane, telephony, data services, and refuse collection. 2. COMMITTEE FUNCTIONS 2.1 The Committee shall perform the following tasks: 2.1.1 Review the water company annual budget jointly with the Finance Committee. 2.1.1.1 Make recommendations to the Board of Directors and Community Manager on the annual budget. 2.1.2 Review annually the accuracy of the water company 25-year plan and other projected capital expenditures. 2.1.3 Review the long-range capital plans of the County as they apply to The Sea Ranch’s wastewater and sanitation Zone. 2.1.4 Advise the Board on matters pertaining to the Zone. 2.1.5 Review matters pertaining to services provided by other utilities for The Sea Ranch. 2.1.6 Review and advise the Board on reports, technical studies, and design documents prepared by staff or consultants that pertain to improvements or replacements of Sea Ranch utilities’ infrastructure. 2.2 The Committee shall perform specific tasks or studies as requested by the Board. 2.3 The Committee may, on its own initiative, recommend to the Board that a specific task or study be performed by the Committee. The Board will notify the Committee in writing of its approval or disapproval. If the Board agrees with the recommendation, it will take an action to implement the task or study. 2.4 If the Committee becomes concerned about an issue or a situation that it believes the Board should be aware of, it shall communicate its concern through memorandum to the Board. 2.5 The Committee shall, as necessary, hold hearings on various matters pertaining to Sea Ranch utilities.. 2.6 Contacts with outside agencies or entities required by the project approved by the Board must be through the Community Manager. 3. COMMITTEE OPERATIONS 3.1 A member of the Board shall be appointed as Ex Officio to the Committee. 3.1.1 The Board Ex Officio member shall perform their responsibilities as defined in the Committee Liaison Job Description policy. 3.2 When required by its work, the Chair may request that a member of the staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.2.1 The Utilities Committee shall work through the Community Manager or his designee to utilize the Association staff and its resources in carrying out responsibilities. 3.3 The Utilities Committee shall meet on a regularly scheduled monthly basis or more frequently if required and a quorum of the Committee must be present to conduct business. 3.4 Voting may be done by roll call or by ballot. 3.4.1 The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.4.2 The Chair may declare a motion passed “without objection” if the Chair determines no member of the Committee is in opposition. 3.5 The Utilities Committee shall keep minutes of all its meetings and shall furnish copies to the Board, the Community Manager and other Committee Chairs. 3.6 Upon completion of a task or study, the Utilities Committee shall submit a final written report to the Board of Directors. If requested by either the Board or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.7 If action is required to implement recommendations of the task or study, the Utilities Committee shall draft an implementing resolution which will be presented to the Board by the Ex Officio or by the Committee Chair. 3.8 All business of the Utilities Committee shall be done in open meetings. 4. COMMITTEE MAKEUP 4.1 The Chair of the Utilities Committee shall be selected by the Committee members for a one-year term. If the Committee members desire, the Chair may be appointed for succeeding one-year terms. 4.2 The Committee shall consist of at least five (5) members, with no maximum, who shall be nominated by the Committee Chair, or the Board of Directors, and confirmed by the Board of Directors, for three-year terms on a staggered basis. Terms to start on a calendar year, beginning in May. A Committee member may be reappointed for a second three-year term. 5.0 ATTENDANCE 5.1 If a Committee member is absent for two (2) consecutive meetings or for a total of four (4) meetings in any 12 month period without being excused by the Chair, the Board will appoint a replacement to serve the remainder of the term. 6.0 SPECIAL COMMITTEES 6.1 With the consent of the Board of Directors, the Utilities Committee may appoint Special Committees to address specific issues within its charter. 6.2 A Special Committee when referred to in this section can mean a Committee appointed by and composed of members of the Utilities Committee (Subcommittee). A Special Committee may perform such duties as requested by the main Committee within the restrictions of this charter. 6.3 A Special Committee when referred to in this section may also mean a Committee composed of members of The Sea Ranch who are not necessarily members of the Utilities Committee. Such a Special Committee may perform such duties as requested by the main Committee within the restrictions of the Charter. 6.4 SPECIAL COMMITTEE MAKEUP 6.4.1 The Utilities Committee shall designate the life of the Special Committee. 6.4.2 In an open meeting the Utilities Committee shall appoint the members of the Special Committee for terms commensurate with the task(s) to be performed. Special Committee members may be reappointed for additional terms. 6.4.3 In an open meeting the Utilities Committee shall appoint the Chair of the Special Committee for a term not to exceed one year. The Special Committee Chair may be reappointed for succeeding terms. 6.4.4 The Special Committee may make suggestions as to members of the Special Committee, but appointment is the prerogative of the Utilities Committee. 6.5 SPECIAL COMMITTEE FUNCTIONS 6.5.1 The Special Committee may, on its own initiative, recommend to the Utilities Committee that a specific task or study be undertaken by the Special Committee. The implementation of such task or study requires the approval of both the Utilities Committee and the Board of Directors. 6.5.2 The Special Committee shall work through the Community Manager to utilize the Association staff and its resources in carrying out its responsibilities. 6.5.3 Contacts with outside agencies or entities required by the project approved by the Board must be with concurrence of the Utilities Committee and through the Community Manager.
VISION INTERPRETIVE PROGRAM Adopted by the Board of Directors on October 26, 2002 THE SEA RANCH ASSOCIATION 1. INTRODUCTION 1.1 The Vision Interpretive Program Committee (VIP Committee) is an operations committee of The Sea Ranch Association and serves in an advisory capacity to the Community Manager. 1.2 The VIP committee shall assist TSRA staff in implementing the plan and work program prepared by the VIP task force and adopted by the TSRA Board of Directors on June 28, 2003. 2. COMMITTEE FUNCTIONS 2.1 The committee shall undertake the following tasks: 2.1.1. Guide preparation of materials to educate prospective and current Sea Ranchers, real estate agents, architects and designers and contractors about The Sea Ranch concept and its implementation. 2.1.2 Help staff organize and conduct annual meetings of real estate agents, architects and designers, and contractors. 2.1.3 Organize and conduct a docent program to provide guided tours of The Sea Ranch for prospective buyers and visitors. 2.1.4 Undertake such other tasks, as assigned by the Community Manager, to improve awareness of The Sea Ranch design concepts and responsibilities of becoming part of The Sea Ranch community. 2.2 The committee shall perform specific tasks or studies as requested by the Community Manager. 2.3 The committee may, on its own initiative, recommend to the Community Manager, that a specific task or study be performed by the committee. 2.4 If the committee identifies an issue or a situation that it believes the Community Manager and/or Board should be aware of, it shall communicate its concern through a memorandum to the Community Manager. 2.5 Contacts with outside agencies or entities required by the project must be approved by the Community Manager. 3. COMMITTEE OPERATIONS 3.1 The Community Manager shall designate a member of the staff to act in an advisory capacity to the committee. 3.1.1 The committee shall work through the Community Manager or his/her designee to utilize the Association staff and its resources in carrying out its responsibilities. 3.1.2 The committee shall coordinate with other TSRA committees as appropriate. 3.2 The committee shall meet monthly or as required by its workload, but not less than quarterly, and a quorum of the appointed committee members must be present to conduct business. 3.3 Voting may be done by roll call or by ballot. 3.3.1 The number of votes required to pass a motion is that which represents the majority of the committee present. 3.3.2 The chair may declare a motion passed “without objection” if the chair determines no member of the committee is in opposition. 3.4 The committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, and committee chairs. 3.5 Upon completion of a task or study, the committee shall submit a final written report to the Community Manager. 3.6 If action is required to implement recommendations of the task or study, the committee shall draft an implementing resolution which shall be presented to the Community Manager or Board by the committee chair. 3.7 All committee business, except the appointment of special committee members, shall be conducted in meetings open to the membership. 4. COMMITTEE MAKEUP 4.1 The committee members shall select the chair of the VIP Committee for a one-year term. The VIP Committee may choose to select the same person as chair for successive terms. 4.2 The VIP committee shall consist of at least 5 members appointed by the Community Manager for three-year terms on a staggered basis. 4.2.1 The committee chair may make suggestions as to members of the committee, but appointment is the prerogative of the Community Manager. 4.2.2 If the Community Manager desires, a committee member may be reappointed for a second three-year term. 5. ATTENDANCE 5.1 If a committee member is absent without being excused by the chair for two consecutive meetings, or for a total of four meetings during a single administrative year, the member shall be considered as having resigned.
WEB SITE COMMITTEE CHARTER 1. INTRODUCTION 1.1. The Web Site Committee is an Operations/Management committee of The Sea Ranch Association that serves in an advisory capacity to the Community Manager and as a working committee responsible for the ongoing maintenance and enhancement of the Associations’ Web site. 1.2. The Committee advises the Community Manager on the following matters: 1.2.1. Addition of publications, reports, documents and external Internet links to the Associations’ Web site which will enhance the site’s content and facilitate the flow of information between the association and its members. 1.2.2. Technical aspects of Web site maintenance to include the selection of a Web site hosting service and the acquisition of appropriate Web development and publishing software as deemed necessary. 1.2.3. Methods to automate routine functions and the distribution of documents to and from the membership and office staff, such as on-line forms or applications and electronic publishing. 1.2.4. Addition of content which will improve communications between the membership, the Board, and the Community Manager. 1.2.5. Development of new Web-based content to educate members, renters and potential new members about the association and The Sea Ranch philosophies. 2. COMMITTEE FUNCTION 2.1. On a regular basis, the Committee shall perform the following tasks: 2.1.1. Maintain an up-to-date events calendar and announcements section to assist the Community Manager and Board of Directors in communicating late-breaking news to the membership. 2.1.2. Maintain current and archived editions of the Associations’ official publications, such as The Bulletin and The Sea Ranch Soundings. 2.1.3.Post Board meeting agendas and summaries of actions while maintaining both current and archived Board meeting minutes. 2.1.4. Post current meeting minutes and reports as supplied by the chairs of various committees and task forces to the Associations’ offices. 2.1.5. Maintain up-to-date contacts and forms sections of the site with information as supplied by the Associations’ office staff. 2.1.6. Update content as new information and documents are made available to the Committee for other existing sections of the Web site such as Trails & Maps, History and Other Information. 2.1.7. Review and update the Q&A section of the Web site as new procedures are implemented by the Community Manager or new policies or resolutions are adopted by the Board of Directors. 2.1.8. Maintain digital photographs representative of the natural beauty of The Sea Ranch to be interspersed with text content throughout the Web site, encouraging member submissions of such photographs. 2.1.9. Complete a periodic review of the Web site to insure compliance with the Associations’ Web Site Policy. 2.2. The Committee shall perform specific tasks or studies as requested in writing by Board of Directors or the Community Manager. 2.3. The Committee may, on its own initiative, recommend to the Community Manager a specific task or study be performed by the Committee. If the Community Manager agrees with the recommendation, he shall take action to implement the task or study. 2.4. If the Committee identifies an issue or a situation that it believes the Community Manager should be aware of, it shall communicate its concern by memorandum to the Community Manager. 2.5. Contacts with outside agencies or entities required by the work of the Committee must first be authorized by the Board of Directors and then made by the Community Manager. 3. COMMITTEE OPERATIONS 3.1. When required by the work of the Committee, the Chair may request that a member of the Association staff be designated by the Community Manager to act in an advisory capacity to the Committee. 3.1.1. The Committee shall work through the Community Manager or his designee to utilize the Association staff and Association resources in carrying out its responsibilities. 3.2. The Committee shall meet quarterly or as required by its workload but not less than annually and a quorum of the Committee must be present to conduct business. 3.3. Voting may be done by roll call or ballot. 3.3.1. The number of votes required to pass a motion is that which represents the majority of the Committee present. 3.3.2. The chair may declare a motion passed “without objection” if the chair determines no member of the Committee is in opposition. 3.4. The Committee shall keep minutes of all its meetings and furnish copies to the Board, the Community Manager, and other committee chairs. 3.5. Upon completion of a task or study, the Committee shall submit a final written report to the Community Manager. If requested, by the Community Manager or the Committee, an oral report may be made to the Board by the Committee at a regularly scheduled meeting of the Board. 3.6. If action is required to implement recommendations of the Committee, the Committee Chair shall draft an implementing resolution/recommendation which shall be presented to the Community Manager, and if applicable to the Board of Directors, for Board action/implementation. 3.7. All Committee business shall be conducted in meetings open to the membership. 4. COMMITTEE MAKEUP 4.1. The Committee members shall elect the Chair of the Committee for a one-year term. 4.1.1. If the Committee desires, the Chair may be appointed for succeeding one-year terms 4.2. The Committee shall consist of at least three (3) members who shall be appointed by the Community Manager in consultation with the Committee Chair, for three-year terms on a staggered basis. Appointments for shorter terms may be made under special circumstances with the consent of the Community Manager. 4.2.1. The Committee Chair may make nominations of members to the Committee, but appointments shall be confirmed by the Community Manager. 4.2.2. If the Community Manager and the Committee Chair desire, a Committee member may be re-appointed for a second three-year term. 5. ATTENDANCE 5.1 If a Committee member is absent without being excused by the Chair for two consecutive meetings, the member shall be considered as having resigned.
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 Last Updated: 03/19/07 |
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