Board S.O.P.

Standard Operating Procedures

 Preamble for S.O.P 

The Board of Directors has established the attached Standard Operating Procedures for the operation of the Officers of the Association.  The procedures insure that Association business is conducted uniformly and fairly without regard to race, religious beliefs, or economic status.  The procedures further insure that critical areas of operation will be completed and describe who is responsible to complete particular tasks.   

The Officers of the Pheasant Run Homeowner's Association shall comply with the Standard Operating Procedures. 

Board of Directors
September 4th, 2021

 Amanda Muncy - President

 - Vice President

Vickie Venier - Treasurer

Joe Camilleri - Secretary

Renee Spears - Trustee

 - Trustee

Dawn Vaughn - Trustee

Code of Conduct

        A. Preamble

The Association Officers of the Pheasant Run Homeowner's Association Monroe (the Association) represent the Association and shall maintain a respectable demeanor at all times. The Officers shall conduct all Association business in a courteous, impartial, and honest manner, always treating others the way they would expect to be treated.  The Officers shall conduct themselves in a manner that will not discredit the Association Officers or the Association members.   

A formal complaint must be signed and filed for the Board to pursue deed restriction violations.

1. Complaints

 Officers receiving a complaint from another Association member shall neither agree nor disagree with the complainant about their complaint, but shall advise the complainant of the proper procedure for filing their complaint. Association Officers shall never argue with another member of the Association while conducting Association business.   

1. Suggestions/Comments

 Officers receiving comments/suggestions from other members of the Association shall not submit the suggestion/comment as their own, but shall advise the member of the proper procedure to register their comment/suggestion, thereby giving credit for the suggestion/comments where due. A Officer may file a complaint but will not be allowed to review or vote on a course of action for that complaint.

1. Confidentiality

 Association Officers are in a position of trust within the Association. At times the Officers will learn information about other members of the Association because of their position in the Association.  The Officers shall not talk to others about said information unless there is a "need to know" by the other person.    

Complaints

1. Filing a complaint

 When any member of the Association desires to file a complaint he/she shall be instructed by an Association Officer to complete a complaint form.  The Officer may provide the complainant with a form or shall instruct the complaint that he/she can obtain a form by requesting it through email to the Association email address or U.S. Mail.  A copy of the Association Complaint Form can be viewed and /or downloaded by clicking here

The Officer receiving the complaint shall inform the complainant of the procedure for addressing the complaint.  

1. Receipt of a complaint

All complaints received by Officers shall be presented for review at the next scheduled meeting of the Officers.  Should a complaint demand immediate attention, the Officer receiving the complaint shall notify the president of the Association of the urgency of the complaint.  The President may call a special meeting of the Officers to decide on a resolution for the complaint. 

1. Disposition of complaints

 After the Officers review a complaint and decide on a course of action, the Officers will inform the complainant of their decision, in writing.  

1. Receipt of Deed restriction violation complaints

 Upon receiving deed restriction violation complaints against an Association member, the officers will investigate the complaint for validity.  If the Officers determine that the violation is valid, the Officers shall send a letter to the homeowner notifying the homeowner of the number of complaints the Officers received, the nature of the complaints, and request that the homeowner voluntarily corrects the deficiency.  The Officers shall give a date by which the homeowner should correct the violation.  The letter shall include the right to a hearing where the homeowner may make an appeal of the Officers' decision or request additional time to correct the violation. 

1. Unresolved deed restriction complaints

If, after the time period allotted, the homeowner does not repair the violation of the deed restriction, the Officers shall advise the homeowner that fines, leins and/or civil action shall be imposed.    

NOTE:  All complaints must be signed.  Your name and address will not be voluntarily given out.

Mail To: PRHOA at Post Office Box 302 Newport, MI 48166 

 Finance and Accounting

1. Treasurer Duties

The Treasurer of the Association shall maintain the Association financial records, the checking account, and shall provide a monthly financial report to the Association Officers.  The report shall be submitted at the regularly scheduled meeting for approval.  See appendix A for a sample financial report.

The monthly financial report shall provide the beginning months balance of the Association funds, revenue deposited during the month, expenditures during the month, and the end of month balance.  End of month balances will become the next month's beginning balance.  The description of revenue and expenditures shall also be included on the report, i.e. yearly dues or lawn maintenance. The Treasurer shall keep specific, detailed records of all revenues and expenditures of the Associations money and shall provide those records to any association member upon request.

All payments will be made by check only and require two Officer's signatures.  Cash income shall be deposited forthwith.  All disbursements of funds shall require a prior majority approval by the Association Officers, except payments for budgeted items unless the payment exceeds the budgeted amount.  

2. Purchases

The Association Officers shall require bids from not less than three different sources for purchases of a service or items over $50.00 each.  If there are not three sources meeting the criteria of the request for bid, then less than three may be considered.  The Association Officers shall review the bids at a regular meeting. The Officers may approve the purchase based on the best value for the Association, which may not necessarily be the lowest price.  However, should the service or item selected not have been the lowest bid, a detailed reason shall be placed in the minutes of why it was chosen.

3. Vice President duties

The Vice President of the Association shall audit the financial records at least once a year at a date of his/her choosing.  The Vice President shall give the Treasurer one month's notice that he/she will conduct the audit. 

Association Fees

1. Budget

Per the by-laws of the Pheasant Run Homeowner's Association Monroe, the Board of Directors (BOD) shall establish an annual budget in advance for each fiscal year.  The BOD shall provide the Association Officers with the budget not later than December 31, for the next fiscal year.   

2. Computation of annual Association Fee.

Based on the budget total amount, the Officers will determine the annual fee for each Association member.

3. Vice President Duties

The Association Vice President is responsible for contacting Berlin Township Assessor during the second week of January for a list of names and address of the homeowners in the Subdivision

4. Secretary Duties

The Association Secretary shall mail out a copy of the budget and a statement on or before February 1, to every Association member.  The statement shall be addressed to the name and address of the lot owner listed on the assessor's list.  The statement will advise the member that their Association fee is due on or before March 1, of that year and that the payment must be made with check or money order made payable to Pheasant Run Homeowner's Association Monroe.  

5. Recording the receipt of Association fees.

The Association Treasurer shall record the date the fee is received, the document number, the lot number and address of the fee, the maker of the check, and the amount received.  The Treasurer shall include the document number and amount on the deposit slip. The Treasurer shall deposit the revenue that day or the first business day following receipt of the payments.

F. Delinquent Accounts

The Officers shall send a second notice to homeowners who do not pay the Association fee by March 1, of the year it is due. The notice shall be mailed within the first week of March advising the homeowner their Association Fee was not received and is due by April 1, of the same year.  If paid after April 1, then they will be responsible for a fifteen-dollar late fee. 

If the fee remains unpaid by April 1, the Association Officers will complete the following:  

If the lots are owned by individuals, the Officers will turn the delinquent account including the fifteen dollar late fee and a fifteen dollar service to the Monroe County Credit Bureau System.  They shall send a letter to the lot owner as listed on the Berlin Township Assessor's record advising the owner that the yearly fee including the fifteen-dollar late fee was turned over to the Monroe County C.B.S. for collection.  

The Association must notify the Credit Bureau of any fees paid directly to the Association.

If the Credit Bureau is unable to resolve the delinquency or if the lot is owned by a business, e.g. a bank or finance company, then the Association Officers will comply with Article V Section 4 of the Pheasant Run Homeowner's Association, Monroe, by-laws. See appendix A & B for examples of the lien notification and NOTICE OF LIEN FOR DELINQUENCY to be filed at the office of the Monroe County Clerk.