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POA Governance

From the Board

Big Canoe Policies

BIG CANOE POLICIES

Policies 001-049 Nature and Environment

001 Preserve and Protect the Natural Beauty of Big Canoe

I. POLICY

Preserve and protect the natural beauty of Big Canoe.

Preserve and protect the scenery, the natural and historic objects, and the wild life in Big Canoe. in a manner that leaves them unimpaired for the enjoyment of future generations.

II. RESPONSIBILITIES

III. SCOPE

This policy governs all who enter Big Canoe.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: December 15, 2004

Pages: 1

BIG CANOE POLICY

002 Deer Population Management

I. POLICY

The deer herd will be managed to control population and preserve and protect the environment of Big Canoe.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

001 Preserve and Protect the Natural Beauty of Big Canoe

Issued: November 16, 2011

Supersedes: May 2004 Policy Manual

Pages: 1

BIG CANOE POLICY

Policies 050-099 General Big Canoe Policies

050 Policy and Procedure

I. POLICY

The Board will create Policy and approve Procedures.

The Board is responsible for implementing Policy and the General Manager is responsible for implementing Procedure.

II. RESPONSIBILITIES

III. SCOPE

POA Board

IV. DEFINITIONS

Policy: Defines the “what” or “why” of a major association position and may change over time by approval of the Board.

Procedure: Detailed action(s) necessary to fulfill a Policy and usually defines the “when”, “who” and “how.” Board defined and approved procedures are likely to be firm over time in contrast to staff-defined procedures which will change as operations may require.

Note: The General Manager defines and maintains Administrative Policies, which are different than the Board Policies. In addition, the POA develops and maintains Rules and Regulations that derive their authority from Board Policy, Articles of Incorporation, Bylaws or the Covenants. These documents can be found on the POA website:

Board Policy:

Add website when policies placed on website

Articles of Incorporation:

http://www.bigcanoepoa.org/index.php?option=com_docman&;task=doc_view&gid=106&tmpl=component&format=raw&Itemid=59

Bylaws:

http://bigcanoepoa.org/index.php?option=com_docman&;Itemid=100147

Covenants:

http://bigcanoepoa.org/index.php?option=com_docman&;Itemid=100148

Rules and Regulations:

http://bigcanoepoa.org/index.php?option=com_docman&;Itemid=100149

V. RELATED POLICIES AND DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

051 Property Owner Satisfaction

I. POLICY

The POA Board, General Manager and staff are dedicated to property owner satisfaction with the Amenities, services, facilities and common area maintenance at Big Canoe.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

053 Communications

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

052 Ethics Guidelines

I.POLICY

All POA employees, board members, committee members and volunteers will conduct POA business in an ethical manner.

II. RESPONSIBILITIES

III. SCOPE

This policy governs all Big Canoe employees, board directors, committee and volunteers.

II. DEFINITIONS

Ethical manner:

1) To act as good stewards of the resources and information entrusted to our care.

2) Treat fellow employees, owners and the public with dignity and respect.

3) Comply with all applicable laws, rules, regulations and professional standards.

4) Protect human health and safety and the environment in all Big Canoe operations and activities.

5) Disclose and avoid improper conflicts of interest.

6) Refrain from accepting gifts of value in those instances prohibited by law or POA policy.

IV. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

053 Communications

I. POLICY

Procedures will be established.

II. RESPONSIBILITIES

III. SCOPE.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

Policies 100-149 Board

BIG CANOE POLICY

100 Governance Model

I. POLICY

The Big Canoe POA Board and Management operate in accordance with the Big Canoe Governance Model. This model provides for Board governance through policy and oversight of operations, making extensive use of advisory committees at the board and management level. Management of the POA is delegated to the General Manager.

The Board and General Manager shall be responsible for assuring that the Big Canoe Governance Model is being used effectively and that necessary revisions are formally adopted.

The POA will conduct an annual review of the Governance Model Implementation.

II. RESPONSIBILITIES

III. SCOPE

This policy covers all aspects of Big Canoe POA board and management operations, including relations and communications with Big Canoe property owners.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

101 Hiring of New General Manager

I. POLICY

The Board will select and hire a new POA General Manager when required.

The Board will appoint a special General Manager Search Committee of the Board, as described under Procedures. The board will appoint one of the Board Members as chair of this committee of the board. The board will through an Executive Session of the Board vote to make the final decision and selection of a new POA General Manager when required.

II. RESPONSIBILITIES

III. SCOPE

This policy covers the process used to hire a new General Manager.

IV. DEFINITIONS

This is a special committee of the Board which requires a Board member to chair the committee and other Board members may populate the committee. Property Owners may also be members of the committee.

V. RELATED POLICIES OR DOCUMENTS

103 Preparation for Board Decisions

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

102 Open Board Meetings

I. POLICY

POA members may attend all meetings where the Board is scheduled to meet on Association business, except for Executive Sessions.

The Board's regular meetings will not exceed two per month (the scheduled monthly Board meeting on the third Wednesday after the first Monday of each month and an optional Work Session meeting when deemed as being necessary by the consensus of the Board). Minutes of all Board Meetings will be posted on the POA website after approval by the Board. Minutes of all Board Meetings will be posted on the POA website after approval by the board.

Executive sessions are excluded from the Open Meetings policy.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

Executive Sessions: These will be held only when the Board needs to retain confidentiality on highly sensitive issues that may cause individual embarrassment to employees or property owners, or that otherwise dictate confidentiality. Examples of these highly sensitive issues include, but are not limited to the following:

a.All matters relating to individual employee discipline or terms and conditions of employment. Preliminary discussions relating to terms and conditions of employment for POA employees in general. (Final decisions to be approved/announced in open session.) All matters relating to individual job performance evaluations and individual performance bonus awards. (The General Manager’s annual compensation will be announced “appropriately.)
b.All matters relating to real estate planning, negotiations and transactions.
c.All matters relating to the identity of delinquent property owners.
d.All matters involving attorney/client privilege.
e.Exploratory sessions involving discussions/negotiations pertaining to joint Company-Association issues

V. RELATED POLICIES OR DOCUMENTS

VI. Board Decision Reference

Board minutes August 17, 2011, Action 08.17.11-03.

Board minutes October 19, 2011, Action 10.19.11-03. Delay implementation until January 2012.

Issued: November 16, 2011

Supersedes: New

Pages: 1

103 Board Financial Controls

I. POLICY

The Board will require effective controls to help perform its financial duties.

II. RESPONSIBILITIES

III. SCOPE

This policy covers all spending, borrowing and revenue collected by the POA.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: May 25, 2004

Pages: 1

BIG CANOE POLICY

104 POA Records Policy

I. POLICY

The POA will retain, at a minimum, those records required by law. Records will be maintained for ready access and research at an economical cost. Critical records, as a minimum, will have reliable off-site back-up maintained in the event of fire or other disaster. Unless meeting the definition of ‘Confidential’ and specifically excluded from release, records may be made available or released to property owners in good standing, according to procedures adopted and according to Georgia law. Confidential records will not be open to property owners except by special circumstances approved by the General Manager.

III. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

Confidential Records: Any POA record, of any type or form, that is of a sensitive nature that would cause individual embarrassment to employees or property owners, or, as an example, include the following:

a.All Personnel Records.

b.All matters relating to the identity of delinquent property owners.

d.All matters involving attorney/client privilege.

e.Exploratory sessions involving discussions/negotiations pertaining to joint Company-Association issues

V. RELATED POLICIES OR DOCUMENTS

Issued: June 20, 2012

Supersedes: New

Pages: 1

BIG CANOE POLICY

105 Performance Evaluation Policy

I. POLICY

The Board will self-evaluate its performance once a year

The Board will evaluate the performance of the General Manager twice a year

II. RESPONSIBILITIES

III. SCOPE

POA Board

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: June 20, 2012

Supersedes: New

Pages: 1

BIG CANOE POLICY

106 POA Lot Ownership

I. POLICY

The POA may accept Warranty Deeds for lots that cannot support septic system requirements. The Board will determine if title to any Big Canoe property is eligible for transfer to the POA.

II. RESPONSIBILITIES

III. SCOPE

This policy applies to all Big Canoe property.

IV. DEFINITIONS

V. RELATED POLICY

VI. Board Decision Reference

Board minutes January 17, 2007, Action 01.17.07-09.

Issued: November 16, 2011

Supersedes: May 2004

Pages: 1

BIG CANOE POLICY

107 No Smoking in POA

I. POLICY

Smoking is not permitted in POA facilities nor on any exterior common property areas where posted.

II. RESPONSIBILITIES

III. SCOPE

This policy governs everyone who enters Big Canoe

IV. DEFINITIONS

This policy applies to property owners, guests, employees, visitors, workers, and everyone else.

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: June 22, 1998, May 2004 Policy Manual

Pages: 1

BIG CANOE POLICY

108 External Relations

I. POLICY

The POA will establish and maintain relationships with local media, elected officials, community leaders and public/private organizations.

POA Board directors will be involved in developing and maintaining external relations.

II. RESPONSIBILITIES

III. SCOPE

This policy governs POA relationships and activities with other organizations, groups and entities outside of Big Canoe.

IV. DEFINITIONS

External Relations: Any relationship, informal or formal, with organizations, groups and entities that are external to Big Canoe. For purposes of this policy, it does not include business relationships that are managed by the General Manager.

Advocacy: Support for or against a cause or proposal; Attempt to influence public opinion or resource allocation decisions; Protection of assets of interest. This can include position papers, media campaigns, public speeches, etc. Unless otherwise decided by the POA board, it does not include legislative lobbying efforts.

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

109 Charitable Contributions

I. POLICY

The POA does not make monetary contributions to charities or other external organizations seeking non-business contributions

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Approved: November 16, 2011

Issued: October 22, 2003 Board meeting

Supersedes: None

Pages: 1

BIG CANOE POLICY

110 Relationship with Property Associations within Big Canoe [Defer approval until Covenants approved]

I. POLICY

All Property Associations within Big Canoe must insure they meet their obligations under the Big Canoe Covenants, report annually to the Board on the status of their Liability Insurance and provide timely updates of the name and contact information for the Property Association primary contact.

II. RESPONSIBILITIES

III. SCOPE

POA and other property associations within Big Canoe

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

111 Budget

I. POLICY

The Board will approve an Annual Financial Plan..

II. RESPONSIBILITIES

III. SCOPE

This policy covers all revenues and expenses of the POA.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

112 POA Is Official Association of All Property Owners

I. POLICY

The POA will place a statement on Big Canoe POA communications that indicates that the POA is the Official Association of all property owners in Big Canoe..

II. RESPONSIBILITIES

III. SCOPE

This policy covers external communications issued by the POA.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

VI. Board Decision Reference

Board minutes October 19, 2011, Action 10.19.11-07

Issued: November 16, 2011

Supersedes: October 19, 2011

Pages: 1

BIG CANOE POLICY

113 POA Voting and Results Announcement

I. POLICY

Elections will be conducted in accordance with POA By-Laws..

II. RESPONSIBILITIES

III. SCOPE

POA Elections including Director elections and proposals requiring Property Owner votes.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Third Amended and Restated By-Laws, Article III

Issued: October 17, 2012

Policies 150-199 Management

BIG CANOE POLICY

150 Hire and Maintain a Capable and Qualified Staff

I. POLICY

The POA will hire and maintain a capable and qualified staff.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS OR DOCUMENTS

Approved: November 16, 2011

Issued: April 24, 1995 (Policy Manual Tab 4; Food and Beverage – Automatic Gratuity)

Supersedes: None- New

Pages: 1

BIG CANOE POLICY

151 Amenities

I. POLICY

The POA will maintain Amenities for the Property Owners consistent with the requirements of the association’s legal documents.

The annual total amenity performance must be profitable, excluding depreciation.

II. RESPONSIBILITIES

III. SCOPE

This policy governs all POA property.

IV. DEFINITIONS

Amenities are activities and facilities funded by the POA for the enjoyment of the property owners.

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: New

Pages: 1

BIG CANOE POLICY

152 Procurement of goods, services and capital assets

I. POLICY

The Association will establish and maintain procedures which specify the manner in which the Association procures goods, services and capital assets.

Any purchases made are subject to detailed scrutiny by the Director of Finance and the General Manager.

Goods, services and capital equipment purchased by the POA are intended to provide services to the Association.

Goods, services or capital expenditures purchased by the Association for personal use are precluded unless approved by the Board of Directors

Capital expenditure proposals for new, expanded or refurbished buildings and facilities (i.e., excludes repairs and replacements) in excess of $50,000 require majority POA Board approval (ref. Procedure 152.1). Exception: The General Manager may authorize up to $100K in any emergency, but must advise the POA Board of this action as soon as practicable. A business case document must be prepared, signed by the General Manager, and submitted to the Board for review as soon as practicable but not later than 30 days prior to each request for final approval. Documentation must be included according to the table attached.

The General Manager will provide a quarterly capital activity summary to the POA board.

Management will assure that goods and services provided are delivered according to contract.

II. RESPONSIBILITIES

III. SCOPE

This policy governs POA operations.

IV. DEFINITIONS

VI. Board Decision Reference

Board minutes January 20, 2010, Action 01.20.10-03.

Issued: September 19, 2012

Supersedes: December 9, 2009 and November 16, 2011

Pages: 1

BIG CANOE POLICY

153 Maintenance of Common Properties

I. POLICY

The POA will maintain a community wide standard of maintenance for common properties and rights of way.

II. RESPONSIBILITIES

III. SCOPE

This policy governs all POA property.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

VI. Board Decision Reference

Board minutes September 22, 2010. Action 09.22.10-05

Issued: November 16, 2011

Supersedes: September 22, 2010

Pages: 1

BIG CANOE POLICY

154 Employee Use of POA Facilities

I. POLICY

Use of POA facilities is a privilege extended to full and part time employees.

II. RESPONSIBILITIES

III. SCOPE

This policy governs all POA employees.

IV. DEFINITIONS

IV. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Supersedes: April 22, 2009, Big Canoe POA Policy Statement – Activities (#47, 48, 61, 110 & 76 May 2004)

Pages: 1

BIG CANOE POLICY

155 Food and Beverage Service Outside of Big Canoe

I. POLICY

This policy permits the Food & Beverage Department to enter into agreements to provide food and beverage, and related services, to venues and individuals without regard to the site where the services will be provided.

The Director of Food and Beverage may enter into agreements to provide food, beverage and related services with approval of the General Manager.

II. RESPONSIBILITIES

III. SCOPE

This policy covers provision of all Food and Beverage Department services outside of Big Canoe.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

VI. Board Decision Reference

Board minutes October 19, 2010. Action 10.19.11-06

Issued: November 16, 2011

Supersedes: October 19, 2011

Pages: 1

BIG CANOE POLICY

156 Capital Expenditure Policy

I. POLICY

Capital funds shall not be used for a single capital project of more than $1,000,000 (as adjusted per the CPI beginning in 2010) unless the project is approved by more than fifty percent (50%) of the votes cast by Members. The $1,000,000 amount will include the cost of planning and design and all construction costs including a reasonable contingency. For the purposes of this policy, projects costing more than $1,000,000 shall not be broken up into smaller projects so as to avoid a vote cast by Members. This restriction shall not apply to dams, roads, or bridges.

II. RESPONSIBILITIES

III. SCOPE

This policy provides consistency with the intent of Article VI of the Big Canoe Covenants regarding projects of more than $1,000,000 in cost, as adjusted

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Article VI, Section 13(c) Big Canoe Covenants, Capital Reserve Fund

Approved: September 19, 2012

Issued: September 19, 2012

Policies 200-249 Amenities

BIG CANOE POLICY

200 Amenity Membership

I. POLICY

All Property Owners have access to all the Amenities at Big Canoe. Annual Membership Plans are available to provide discounts to frequent users.

Complimentary memberships are awarded annually by the General Manager to people in the following categories:

1.Memberships for Individual and Spouse
1. a.POA Board Members
2. b.POA Board Members one year post retirement
3. c.Senior Staff
4. d.Recreational Amenity Head Professionals or Directors
5. e.Golf Superintendent
6. f.Developer members per transition documents

2.Fitness individual memberships for employees and volunteers who must pass physical agility tests to maintain firefighter certification.
1. a.Big Canoe Public Safety employees
2. b.Big Canoe Volunteer Fire Department active members

II. RESPONSIBILITIES

General Manager

III. SCOPE

This policy governs all property owners

IV. DEFINITIONS

Complimentary memberships will normally not include clubhouse lockers and golf bag storage when those facilities are near capacity.

V. RELATED POLICIES

Issued: June 20, 2012

Issued: November 16, 2011

Issued: September 28, 2004

Supersedes: May 2004 Policy Manual

Pages: 1

BIG CANOE POLICY

201 Marina Slip Leases

I. POLICY

When a lessee releases a boat slip lease, it must revert to the POA.

II. RESPONSIBILITIES

III. SCOPE

This policy applies to anyone who leases a marina slip.

IV. DEFINITIONS

Marina slip: Any marina space leased by the POA, whether in the marina docks or for storage of canoes or other water craft.

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Issued: May 2004 Policy Manual

Supersedes: June 18, 2003

Pages: 1

BIG CANOE POLICY

202 Storage Lot Lease

I. POLICY

When a lessee releases a storage lot space lease, it must revert to the POA.

I. RESPONSIBILITIES

III. SCOPE

This policy applies to anyone who leases space in the Big Canoe Storage Lot.

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

VI. Board Decision Reference

Issued: November 16, 2011

Supersedes: New

Pages: 1

Policies 250-299 AECD/AECC

BIG CANOE POLICY

250 AEC Guidelines

I. POLICY

The AECC shall be responsible for the establishment of guidelines, processes, fee schedules, and enforcement procedures, subject to the approval of the POA Board of Directors.

II. RESPONSIBILITIES

III. SCOPE

The AECC's powers are limited and may not be expanded on its own motion. The applicable guidelines and restrictions are likewise set, and the AECC and the AECD are without power to expand these restrictions through enactment directly or indirectly by interpretation or administrative rule making. The scope of its powers is set forth in the Declaration of Covenants and Restrictions and in any applicable Board resolutions.

The AECC must submit to the Board any proposed substantive or procedural change in the design process it believes appropriate. The Board will consider and make a determination on such recommendation. Until the Board acts, no proposed change shall be effective and may not be applied to any applicant.

IV. DEFINITIONS

AECC: Architectural and Environmental Control Committee

AECD: Architectural and Environmental Control Department

V. RELATED POLICIES OR DOCUMENTS

251 AECC review of all POA projects

Issued: November 16, 2011

Issued: May 2004 Policy Manual

Supersedes: July 17, 1998

Pages: 1

251 AECC review of POA projects

I. POLICY

The AECC shall review final plans for POA projects involving building and facility additions or exterior modifications.

II. RESPONSIBILITIES

III. SCOPE

AECC has review responsibilities but no approval responsibilities.

IV. DEFINITIONS

AECC: Architectural and Environmental Control Committee

AECD: Architectural and Environmental Control Department

V. RELATED POLICIES OR DOCUMENTS

250 POA and property owners follow AECD guidelines

Issued: November 16, 2012

Issued: October 17, 2007 Board Meeting

Supersedes: same as Policy Numbers 97 and 103 from May 2004

Pages: 1

BIG CANOE POLICY

252 Road Impact Fee

I. POLICY

A Road Impact Fee will be charged for trucks and equipment entering Big Canoe in conjunction with property owner construction projects.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Issued: May 2004 Policy Manual

Supersedes: June 3, 1996

Pages: 1

BIG CANOE POLICY

253 In Memoriam Naming

I. POLICY

No POA property will be named or renamed in memorial.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Issued: October 17, 2007

Supersedes: May 2004 Policy Manual

Pages: 1

BIG CANOE POLICY

300 Committees

I. POLICY

The Board will appoint chairs of committees that are advisory to the Board. The General Manager will appoint the chairs of committees that are advisory to the General Manager

Manager.

II. RESPONSIBILITIES

III. SCOPE

IV. DEFINITIONS

V. RELATED POLICIES OR DOCUMENTS

Issued: November 16, 2011

Issued: August 18, 2004

Supersedes:

Pages: 1

Board of Directors 2012 Calendar

POA Board Meetings	Dogwood Room-Clubhouse at Lake Sconti - 9:00 a.m.
January 18, 2012	July 18, 2012
February 22, 2012	August 22, 2012
March 21, 2012	September 19, 2012
April 18, 2012	October 17, 2012
May 23, 2012	November 28, 2012
June 20, 2012	No Meeting in December
Town Hall Meetings	Big Canoe Chapel - 10:00 a.m.
April 21, 2012	August 25, 2012
Annual Meeting	Big Canoe Chapel - 10:00 a.m.
December 1, 2012
New Property Owner Orientation	Dogwood Room-Clubhouse at Lake Sconti 3:30 p.m. till 5:30 p.m.
February 10, 2012	August 20, 2012
May 18, 2012	November 2, 2012

Board Responds to Property Owner's Board Goal Suggestion

At the February open board meeting a property owner made a request of the entire board. We think the request was made in good faith and deserves a response.
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