Villas of Wake Forest

Clubhouse
Charter:	click appropriate box on the right
Chairperson:	Nanette Hill
Liaison:	Pam Alig
Members:	Kathee Bailey-Social; Marlene Barnes- Clubhouse Rental; Beverly Burwell-At Large; Wanda Dale-Decorating; Marvin Etheridge-At Large; Mary Harris-Purchases/First Aid; Kathy Holland-Library;
Notes:

Communications
Charter:	click appropriate box on the right
Chairperson:	co-chaired by Barbara, Bob, and Karen
Liaison:	Shelley Welch
Members:	Kathee Bailey, Barbara Newnam, Bob Turnage, Karen Zack
Notes:

Elections
Charter:	click appropriate box on the right
Chairperson:	Barbara Newnam
Liaison:	Linda Coffey
Members:	Marvin Etheridge, Suzanne Hawley, Judy Link, Fran Leiblein, Joan Major, Rich Pike, Terry Pike, Mary Rivers
Notes:

Facilities
Charter:	click appropriate box on the right
Chairperson:	Chris Jones
Liaison:	Shelley Welch
Members:	Ray Barnes, Norm Bell, Jeff Csire, Woody Fryar, David Nelson, Chris Jones, Pat Pearce, Mark Rogers, Bill Spaker, Al Zack
Notes:

Finance	Disbanded in 2021-Q4.

Insurance
Charter:	click appropriate box on the right
Chairperson:	TBA
Liaison:	Dan Becker
Members:	TBA
Notes:


Landscaping
Charter:	click appropriate box on the right
Team Leader:	Marlene Barnes
Liaison:	Pam Alig
Members:	Shirley Thompson, Carol Noble, Carol Smith, Becky Tucci, Mary King, Lynn Woodard
Notes:	Until further notice, please contact Marlene Barnes if you have any issues or you wish to submit and Landscape Variance Request form. Select these links for Landscape Variance Request forms (Form A or Form B) and Appendix A
	The building supervisors are as follows: Buildings 1-8 Shirley Thompson 9-16 Mary King 17-22 Carol Smith 23-29 Carol Noble 30-36 Lynn Woodward, Becky Tucci

Pool
Charter:	click appropriate box on the right
Chairperson:	Rich Pike
Liaison:	Pam Alig
Members:	Nancy Books, Marvin Etheridge, Terry Pike
Notes:	Technical Advisors: Mark Rogers, Al Zack

Private to Public Streets	Disbanded in 2021-Q4
	On May 16, 2022, the Town of Wake Forest accepted the community streets, sidewalks, streetlights, and street signs to be part of city. Future maintenance activities will be the town's responsibility.

Social & Recreation
Charter:	click appropriate box on the right
Chairperson:	Kathee Bailey
Liaison:	Linda Coffey
Members:	Nancy Brooks; Tricia Emery-Bingo; Karen Kirshner, Carol Noble, Sue Etheridge, Susan Hoekstra, Nanette Hill-Clubhouse Chair; Terry Pike, Cynthia Rizzo, Marti Spaker, Sandra Sullivan, Donna Turnage; Karen Zack-Welcome Hostess;
Notes:
Current Activities:

Theatre SubCommittee	(This is part of the Social Committee.)
Charter:	N/A
Chairperson:	N/A
Liaison:	N/A
Members:	Kathee Bailey, Shirley Neal, Cynthia Rizzo, Sonia Giscombe
Notes:
Current Activities:

Clubhouse Committee Charter

Appointment:
Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the BOD.

Responsibilities: The Clubhouse Committee will have the following responsibilities, all with the approval of the Board of Directors.

Manage Clubhouse Rentals per the approved procedure. Recommend modifications and improvements as needed.
Manage the Clubhouse Cleaning contract. Prepare/modify annual contract documentation to adapt to identified needs.
Monitor Clubhouse equipment status. For example:
- Kitchen Equipment
- Gym
- Clubhouse Rooms
- Rest Rooms
- Furniture /Fixtures (including pool and outdoor furniture)
Manage the décor and decorations within the Clubhouse
Oversee the overall condition of the Clubhouse. Make recommendations to the Board
Work with the board to shape and communicate policies related to use of Clubhouse.
Prepare an annual budget for the Committee proper and ensure that any specific expense requirements that need to be included in the Facilities, Landscape or Social and Recreation budget are communicated with and agreed on by those Committees. This should be complete by the beginning of the fourth quarter.

Note: Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the BOD.

_{(updated 05-14-2018)}

Communications Charter

Appointment:
Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the BOD.

Responsibilities: The Communications Committee will have the following responsibilities, all with the approval of the Board of Directors.

Organize and conduct orientation for new residents with a board approved Welcome Packet
Prepare, update, and distribute a community directory of residents.
Promote community events through monthly paper and electronic calendars, the website, and informational community emails as needed.
Identify, and advocate for Web needs and services. Promote the integration of the Web into the community and social life of the Villas of Wake Forest.
Make suggestions to the Board of Directors as to effective means of communication with the Members and relevant topics the membership would like the Board of Directors to address

Note: Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the BOD.

_{(updated 05-14-2018)}

Elections Committee Charter

Appointment: Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the Board of Directors.

Responsibilities: The Elections Committee shall have the following responsibilities, subject to the direction of the Board and in compliance with the current bylaws of the association:

Solicit volunteers to serve on the Board of Directors. Provide slate of Board member nominees to the Board at least five days prior to the annual meeting for ballot printing.
Additional nominations can be submitted up to and including from the floor at the meeting prior to the voting process. Nominees names can then be hand written on the ballots.
Report to Board on all activities, progress, and requests. Organize, prepare for and conduct association elections with the assistance of the property manager.

Note: The Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the BOD.

_{(updated 05-15-2018)}

Facilities Charter

Appointment:
Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the BOD.

Responsibilities:

To routinely monitor the Common Elements of the condominium land and identify facilities areas in need of attention.
Collect internal work orders from the community residents/owners. Create formal work orders with the Property Manager to effect repair.
Track formal work orders to completion.
Monitor and assess the performance of the individual contractors for cost and quality.
Bring any matters in need of immediate attention to the attention of the Property Manager.

Furnish a written report to the Board of Directors quarterly. Document facilities requirements for follow on year and help the board prepare an annual overall facilities budget.

NOTE: the Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the Board of Directors' representative.

_{(updated 05-14-2018)}

Insurance Mandate

Purpose: The Insurance Committee will work under the Boards direction to
review submitted claims against the Master Policies, review and submit current
Master Policies for renewal quotes and work with Towne Properties as needed
on claims and policy issues.

Mandate: The Insurance Committee will be charged with the following duties
and will at no time represent themselves as a Board Member(s) or Act with any
Authority as a Board Member(s).

Review claims the Board assign to the committee and carry out such and report back all findings to the Board in a timely manner.
Work with the current Master Policy Insurance Broker to review claims, clarify insurance issues and to annually request renewal quotes for the COA Policies by 30 days before renewal date, ask for and carry out at least one meeting with Insurance Broker before quotes.
Report to the Board all information received on renewals and ask the Board for any changes they wish to have quoted.
Submit request to Broker for Annual Renewal Quotes with a given deadline and work with the Board, Management Company and Broker to choose the best Master Policies for the COA and turn over to the Board for them to complete renewal with Broker.

Authority: Work with the Board, Management Company and Insurance Broker
to manage claims and renewals on Master Policies and report all findings back
to Board for them to take all actions.

updated 23 July 2020

Landscaping Charter

Appointment:

Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the BOD.

Responsibilities:

• Routinely walk the common element of the condominium land and identify landscaping areas in need of attention.

• Review the requirements of the association’s landscaping contract and monitor the performance of the contractor.

• Any matters in need of immediate attention should be brought to the attention of the landscape contractor.

• The Committee has the authority to approve or deny all Landscape Variance Requests. (LVR)

• The Committee has the authority to recommend Landscaping rules and regulations with approval of the Board.

• ~~The Committee and its volunteers will note any Rules and Regulations compliance matters in the limited common areas and relay this information to the Chair of Committee.~~

Note: Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the BOD.

Note: Last bullet above stricken per request of Villas Board 2025-03-12

^2024-04-22

Pool Committee

Appointment:
Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the Board of Directors. The Pool Committee will have no more than 6 members including the Chairman.

Responsibilities:

Pool committee members will meet in the Spring of each year to review pool rules, capacity and any necessary repairs for the upcoming pool season.
Present to the Board the results of the above meeting for approval.
Meet as necessary during the pool season and notify the Board of any developments.
Serve as the contact with the pool service company during the pool season. However, the Pool Committee has no authority to spend HOA funds at anytime without prior approval of the BOD.

Note: The pool committee chairman will have authority to and shall interact with the pool contractor or its employees concerning pool maintenance and supplies during the pool season.

_{(updated 07-28-2021)}

Social & Recreation Charter

Appointment:
Committee members will be appointed by the Board of Directors (BOD) and will serve terms at the discretion of the BOD.

Responsibilities:

Stress fellowship by organizing activities for the Villas of Wake Forest residents to enhance the good-life experiences in our community.
Conduct ongoing inquiry within the community and its Members to identify the social and recreational interests and needs of the community and report the same to the Board of Directors.
Propose events and programs to address such interest and needs to the Board of Directors. (Proposals shall contain as much detail as reasonably possible, and when applicable, shall be accompanied by a proposed budget of expenses.)
Implement the events and programs approved by the Board of Directors in accordance with budgetary limitations and such other conditions, procedures and criteria imposed by the Board of Directors.

Note: Committee members will not have any authority to and shall not interact with any contractor or its employees unless first authorized by the BOD.

_{(updated 05-14-2018)}

Pavilion
Charter:	click appropriate box on the right
Chairperson:	Becky Coltrane
Liaison:	Norm Bell
Members:	Joan Majors, Peggy McNaughton, Ron Thompson, Ray Barnes
Notes:

Future Committee
Charter:	click appropriate box on the right
Chairperson:	T.B.A.
Liaison:	T.B.A.
Members:	T.B.A.
Notes:
Current Activities: