SECURITY & MAINTENANCE COMMITTEE CHARTER
Approved: July 26, 2022
WHEREAS, the Board of Directors deems it desirable to establish a committee of homeowners to advise the Board of Directors, and the Kensington Square Homeowners Association (HOA) Property Manager, in a reasonable and productive manner, on issues affecting HOA common area security, related maintenance, and safety issues;
NOW THEREFORE, BE IT RESOLVED THAT a Security & Maintenance Committee (SMC) shall be established, and that the following procedures for this committee be adopted and implemented herewith:
A. RESPONSIBILITIES
The primary responsibility of the SMC is to advise the Board of Directors, in a reasonable and productive manner, on issues affecting common area security, related maintenance, solicitors, and safety services. In accomplishing this goal, the Board of Directors shall assign the committee with tasks from time to time that may include, but not be limited to:
Providing the Board of Directors with recommendations regarding:
- Specifications and proposals for common area security services and maintenance such as community light poles, camera surveillance systems, recommended sign repair and placement, tot lot, basketball court/multi-purpose facility, and picnic area maintenance including trash cans, etc., which are part of the common area, and dedicated and controlled by the HOA.
- Recommend enhanced improvements and present to Board of Directors for consideration for security, maintenance, and safety of the community.
- Work with all of the HOA’s committees and the Board of Directors to develop a security plan for the community to lower the possibility of illegal activity, such as breaking and entering of resident homes or vandalism through improved lighting, monitoring technology and community involvement.
- The Committee shall, through its Chairperson, submit directly to the Board of Directors and Property Manager written reports of its activities and highlight any security risks and or events that would involve local law enforcement.
B. ELIGIBILITY
Committee candidates and members shall be property owners in good standing. Good standing shall be defined as the absence of any liens, privilege penalty, assessment delinquency, architectural or covenants violation, or pending legal action with the HOA.
C. APPOINTMENT AND TERMS
The Board of Directors shall encourage as many as five (5) member residents to serve on the SMC. The Board of Directors shall invite interested candidates to express their desire to serve on the committee. Recruitment of candidates may be done through the internet (email and web site), newsletter, word of mouth, announcement at the annual meeting, or by any other means deemed appropriate by the Board of Directors. Committee members in good standing are eligible for reappointment. A good mix of Kensington Square, Kensington Parc, and Kensington Manor representatives on the SMC is desired. The Board of Directors, at its discretion, may appoint a Board Member to serve as Chairperson until the Board determines the SMC is fully operational and has reached its desired membership. An appointed Board Member Chairperson will be recused from voting on SMC (non-standard request) by the Board of Director to avoid any conflict of interest. Interested candidates should submit a written request for appointment to the SMC Chairperson including any personal or professional information (e.g., related experience or training, service on other committees, etc.), which might assist in the appointment process. The SMC Chairperson should keep the Board of Directors advised of the SMC membership roster. Until such time as the SMC is firmly established with representatives from Kensington Square, Kensington Parc, and Kensington Manor, SMC Committee term limits will not be imposed.
D. REMOVAL
The Board of Directors may remove any committee member, including the Chairperson, at any time. The Board of Directors may disband this committee at any time, with or without cause. The Committee may make recommendations to the Board of Directors regarding the removal of committee members. A committee member may be removed, upon written notice from the Committee Chairperson, for failure to attend three consecutive committee meetings without notice or explanation.
E. ELECTION OF OFFICERS
The Board shall approve the Chairperson of the SMC. Members of the SMC may make recommendations to the Board of Directors for the appointment of a Chairperson. Other officers of the Committee may be elected by the Committee membership as deemed necessary and appropriate. The SMC Chairperson, or his or her designee, shall be responsible for chairing meetings of the Committee. In the interest of ensuring strong communications between the Board of Directors and the Committee, it is expected that the Committee Chairperson or his or her designee will attend each regularly scheduled business meeting of the Board of Directors or, in lieu thereof, to submit a written report to the Board, via the HOA Property Manager, in advance of the Board of Directors meeting. The Committee Chairperson will present Committee recommendations, update the Board of Directors on the status of pending Committee tasks, request assistance from the Board as needed and answer any questions the Board of Directors may have regarding Committee assignments. Any committee recommendations which require formal Board of Directors action should be submitted to the HOA’s Property Manager in advance of the Board of Directors meeting for inclusion in the meeting agenda. Finally, the Chairperson, or his or her designee, shall be responsible for checking, logging and responding to all Committee correspondence and emails.
F. MEETINGS
All committee meetings shall be open to the membership in good standing. In order for the membership to be reasonably informed of committee meetings, the Committee Chairperson shall ensure that all regular committee meeting dates of the committee are listed on the HOA’s web site, in the newsletter, and publicized through any other means of posting that the Board of Directors deems appropriate. If it is necessary for the committee to reschedule or cancel a meeting, the Committee Chairperson shall notify the management staff at the earliest possible time so that the membership can be reasonably notified. The Committee Chairperson shall be responsible for contacting the members of the committee regarding rescheduled or canceled meetings. The Committee Chairperson shall designate a limited time period on each meeting agenda for resident input at the beginning of each meeting. A majority of the members either in-person or virtually as may be required shall be three (3) with a five-person committee or at least 51% of the overall SMC membership. A majority vote of members while a quorum is present, in person or virtually as may he required, shall constitute a decision of the Committee. All Committee meetings shall be conducted generally in accordance with Robert’s Rules of Order. Some SMC review requirements, to be determined by the simplicity of the request, may be decided via an email exchange to facilitate a quick turnaround without the need for an actual meeting. An email vote can be conducted and considered approved so long as it is unanimous amongst all the members of the committee. This decision would then come to the Board of Directors for final approval. These will be on a case-by-case basis as determined by the SMC Chairperson. These decisions will be submitted to the Board of Directors in the same matter as used for normal committee meetings and reporting via the HOA’s Property Manager. The SMC will work closely with the HOA’s Architectural Review Committee, the Grounds Committee, and the Communications Committee to ensure issues which cross over responsibility lines are properly reported to the to the Board of Directors for action and copied to HOA’s management company.
G. COMMUNICATIONS
In the interest of ensuring strong communications between the Board of Directors and the Committee, it is expected that the Committee Chairperson, or his or her designee, will attend each regularly scheduled business meeting of the Board of Directors. The Committee representative will present committee recommendations, update the Board of Directors on the status of pending committee tasks, request assistance from the Board of Directors, as needed, and answer any questions the Board of Directors may have regarding committee assignments. The Committee is expected to maintain regular communications with the Board of Directors and copied with the HOA’s Property Manager. It is expected that the Committee will provide accurate and timely information about its activities for publication in the newsletter, on the web site and other communication vehicles of the Association. It is the responsibility of the Committee to ensure that this information is updated on a regular basis.
H. SUB-COMMITTEES
The Committee may designate volunteer sub-committees to work on specific projects on behalf of, and at the direction of, the Committee. Sub-committee volunteers are not voting members of the Committee unless they have been appointed as such in accordance with Paragraphs B & C of this resolution.
- Sub Committees:
- Security Camera Sub-committee.
- Basketball Court / Multi-Purpose Facility Sub-committee