Pheasant-Run

Menu

BOARD STANDING COMMITTEES AND KEY COMMITTEE FUNCTIONS

Building Committee (Standing)

  • An assigned board member functions as the standing committee’s chairperson.
  • Reviews and investigates building-related homeowner service requests that have been received and processed through the Property Management Company.
  • Prepares and presents a monthly committee report to the board as part of the agenda.
  • Provides an annual HOA’s building infrastructure preventative maintenance plan (PMP).
  • Acts as the on-site liaison with the selected contractors for the Building Committee’s work.
  • Acts as the board’s liaison to established chartered sub-committees.
  • Develops the Building Committee’s annual zero-based operating and reserve fund budgets. (Includes the standing committee, and any chartered sub-committee’s fiscal need for its programming)
  • Develops applicable Request for Proposals (RFPs) when necessary, reviews submitted contractor’s bids, prepares a spreadsheet summary for Board discussion, and makes a recommendation and initiates a motion for approval. This process is done and facilitated in collaboration with the HOA’s Property Management Company.
  • Drafts and summits articles for the Pheasant Run newsletter when requested.
  • Maintains all pertinent Building Committee records and documents.
  • Adheres to the HOA’s adopted “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Presents the Building Committee’s annual state of the union at the annual homeowner’s meeting.
  • Acts as the Building Committee’s chairperson and oversees the following building’s infrastructure components through the various contractual agreements:
    • Building painting
    • Building siding/fascia boards/trim repairs and maintenance
    • Window Replacement Program (50/50)
    • Privacy fence repairs and maintenance
    • Garage door repairs and maintenance
    • Wood deck repairs and maintenance (elevated and @ grade)

Grounds Committee (Standing)

  • Assigned board member who functions as the standing committee’s chairperson.
  • Reviews and investigates grounds-related homeowner service requests that have been received and processed through the Property Management Company.
  • Prepares and presents a monthly committee report to the board as part of the agenda.
  • Provides an annual HOA’s grounds infrastructure preventative maintenance plan (PMP).
  • Acts as the on-site liaison with the selected contractors for the Grounds Committee’s work.
  • Acts as the board’s liaison to established chartered sub-committees.
  • Develops the Grounds Committee’s annual zero-based operating and reserve fund budgets. (Includes the standing committee, and any chartered sub-committee’s fiscal need for its programming)
  • Develops applicable Request for Proposals (RFPs) when necessary, reviews submitted contractor’s bids, prepares a spreadsheet summary for Board discussion, and makes a recommendation and initiates a motion for approval. This process is done and facilitated in collaboration with the HOA’s Property Management Company.
  • Drafts and summits articles for the Pheasant Run newsletter when requested.
  • Maintains all pertinent Grounds Committee records and documents.
  • Adheres to the HOA’s adopted “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Presents the Ground Committee’s annual state of the union at the annual homeowner’s meeting.
  • Acts as the Grounds Committee’s chairperson and oversees the following ground’s infrastructure components through the various contractual agreements:
    • Concrete Driveways
    • Concrete Driveway Coating Overlays
    • Concrete Sidewalks
    • Concrete Patios
    • Mailbox Stations
    • Lamp posts

Landscaping Committee (Standing)

  • An assigned board member functions as the standing committee’s chairperson.
  • Reviews and investigates landscape-related homeowner service requests that have been received and processed through the Property Management Company.
  • Prepares and presents a monthly committee report to the board as part of the agenda.
  • Oversees and manages the multi-year Landscape Service contractual agreement to ensure the scope of work and other contractual add-ons are followed per the contract requirements.
  • Provides an annual HOA’s landscaping infrastructure preventative maintenance plan (PMP).
  • Acts as the on-site liaison with the landscape services contractor for the Landscaping Committee’s work.
  • Acts as the board’s liaison to established chartered sub-committees.
  • Develops the Landscaping Committee’s annual zero-based operating and reserve fund budgets. (Includes the standing committee, and any chartered sub-committee’s fiscal need for its programming)
  • Develops applicable Request for Proposals (RFPs) when necessary, reviews submitted contractor’s bids, prepares a spreadsheet summary for Board discussion, and makes a recommendation and initiates a motion for approval. This process is done and facilitated in collaboration with the HOA’s Property Management Company.
  • Drafts and summits articles for the Pheasant Run newsletter when requested.
  • Maintains all pertinent Landscaping Committee records and documents.
  • Adheres to the HOA’s adopted “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Presents the Landscaping Committee’s annual state of the union at the annual homeowner’s meeting.
  • Acts as the Landscaping Committee’s chairperson and oversees the following landscaping’s infrastructure components through the contractual agreement:
    • Turf management
      • Mowing
      • Trimming
      • Fertilization
      • Weed control
      • Restoration
      • Aerifying
    • Bed mulching
    • Snow removal
    • Shrub bed maintenance and plant replacements
    • Tree removal selection, and planting
    • Tree maintenance:
      • Trimming/pruning
      • Removal
      • Stumping and turf restoration
      • Ash tree management program (disease control)
    • Stonewall repairs
    • Oversee Irrigation system and MLS contractual agreement (Seasonal):
      • Start-up
      • Seasonal repairs and maintenance
      • Daily operation
      • Shut-down
    • Drainage control (grading, etc.)

Roads Committee (Standing)

  • An assigned board member who functions as the standing committee’s chairperson.
  • Reviews and investigates roadway service requests that have been received and processed through the Property Management Company.
  • Prepares and presents a monthly committee report to the board as part of the agenda.
  • Provides an annual HOA’s grounds infrastructure preventative maintenance plan (PMP).
  • Acts as the on-site liaison with the selected contractors for the Roads Committee’s work.
  • Acts as the board’s liaison to established chartered sub-committees.
  • Develops the Roads Committee’s annual zero-based operating and reserve fund budgets. (Includes the standing committee, and any chartered sub-committee’s fiscal need for its programming)
  • Develops applicable Request for Proposals (RFPs) when necessary, reviews submitted contractor’s bids, prepares a spreadsheet summary for Board discussion, and makes a recommendation and initiates a motion for approval. This process is done and facilitated in collaboration with the HOA’s Property Management Company.
  • Drafts and summits articles for the Pheasant Run newsletter when requested.
  • Maintains all pertinent Roads Committee records and documents.
  • Adheres to the HOA’s adopted “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Presents the Roads Committee’s annual state of the union at the annual homeowner’s meeting.
  • Acts as the Roads Committee’s chairperson and oversees the following roadway’s infrastructure components through the various contractual agreements:
    • Roadways (Pavement, Gutter lines, Catch Basins):
      • Annual roadway sweeping
      • Annual on-site engineering inspection and report (with KSingh Engineering)
      • Pavement (asphalt) repairs and crack filling maintenance
      • Curb line (gutter) repairs and maintenance
      • Catch basin (storm inlets) vacuuming, repairs, and rehab maintenance

Roofs & GutterCommittee (Standing)

  • An assigned board member who functions as the standing committee’s chairperson.
  • Reviews and investigates roof and gutter-related homeowner service requests that have been received and processed through the Property Management Company.
  • Prepares and presents a monthly committee report to the board as part of the agenda.
  • Provides an annual HOA’s grounds infrastructure preventative maintenance plan (PMP).
  • Acts as the on-site liaison with the selected contractors for the Roofs and Gutter Committee’s work.
  • Acts as the board’s liaison to established chartered sub-committees.
  • Develops the Roofs and Gutter Committee’s annual zero-based operating and reserve fund budgets. (Includes the standing committee, and any chartered sub-committee’s fiscal need for its programming)
  • Develops applicable Request for Proposals (RFPs) when necessary, reviews submitted contractor’s bids, prepares a spreadsheet summary for Board discussion, and makes a recommendation and initiates a motion for approval. This process is done and facilitated in collaboration with the HOA’s Property Management Company.
  • Drafts and summits articles for the Pheasant Run newsletter when requested.
  • Maintains all pertinent Roofs and Gutter Committee records and documents.
  • Adheres to the HOA’s adopted “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Presents the Roofs and Gutter Committee’s annual state of the union at the annual homeowner’s meeting.
  • Acts as the Roofs and Gutter Committee’s chairperson and oversees the following roofs and gutter’s infrastructure components through the various contractual agreements:
    • Annual Roof and Gutter Repairs and Maintenance
    • Annual Tear-Off Roof and Gutter Replacement Program:
      • Complete roof system replacements
      • Gutter and downspout replacements
      • Complete chimney rehabs