Fontana Recreation Committee Charter

Fontana Recreation Committee Charter
(January 3rd, 2003)

The Recreation Committee is a standing Committee under the authority of the Fontana Owners' Association Incorporated (FOAI).

Purpose

The Recreation Committee has been established by the Board of Directors of FOAI to ensure that the clubhouse, swimming pool and tennis courts are maintained and managed in a manner that allows optimum utilization by the homeowners.

Organization

The Recreation Committee membership shall consist of a least three people appointed by the Board of FOAI. Each of these three people may have an alternate or assistant as available or deemed necessary.

Clubhouse Chairperson
Swimming Pool Chairperson
Tennis Court Chairperson

Each will be responsible for their area of responsibility. One of the three will be elected to serve as the overall Recreation Chairperson, with responsibility for coordination of the different functions as necessary. This individual will be a member of the Board of Directors of FOAI.

Duties and Responsibilities

CLUBHOUSE CHAIRPERSON

Prepare and submit a proposed annual budget for maintenance and operation of the clubhouse to the Board of Directors for approval and subsequent administration.
Visit the clubhouse often to review the state of maintenance. Note any problems and bring them to the attention of the Board. If the problem requires major effort, in excess of $250.00, obtain multiple quotes. Review these and make a recommendation to the Board. All minor maintenance such as replacing furnace filters, light bulbs etc., are to be completed on a regular basis (see attached Preventative Maintenance Schedule). Bills or receipts shall be presented to the Association treasurer for payment. As part of any repair or replacement of equipment, first determine if the item is covered by a warranty or maintenance contract.
On each regular visit, ensure that appliances are in place (e.g. stereo systems in weight room and in recreation room, TV, dvd player, microwave). Periodically check to see if in good working order.
Maintain a ledger and record any request for use of the clubhouse. This task can be assigned to an assistant who would provide quarterly reports to the Recreation Chairperson (or Clubhouse Chairperson in the absence of the Recreation Chairperson). Requests for bookings and/or rentals are to be in accordance with the "Fontana Pool & Clubhouse Information Rules & Regulations". Insure that the deposit money and the damage bond money are received on time. Avoid conflicts in the use of the clubhouse. Ensure bookings are promptly recorded on calender located on bulletin board on the lower level of the clubhouse. Inspect the clubhouse prior to any scheduled request to insure it is clean. Perform any minor cleaning, if required, to insure that it is presentable for renting. Return the day after the scheduled event to insure that the clubhouse was left in the same condition as prior to the event. Return the bond money or use it to clean the clubhouse as dictated by the after-event inspection.
Schedule the outside Cleaning Service to have the clubhouse cleaned at least twice a month. During the summer months it may be required that the clubhouse be cleaned more often. Designate the date of cleaning and inspect the clubhouse to insure proper cleaning was performed.
Insure that proper supplies for the bathrooms and kitchen are maintained and kept locked in the closet.
Put the trash container out for scheduled trash pickup and return it after pickup to its storage position.
Check installed alarm system at least every other month. Contact ADT Home Security, 1-800-238-5656, prior to performing a check of the system insure that we are not charged with a false alarm.
Submit a monthly report of the activity and maintenance performed in the clubhouse to the Board of Directors for FOAI. Identify any special long term maintenance or problems that will require the Board's action. Attend at least four Board of Director meetings to provide quarterly reports.
Inspect major items such as heating unit, air conditioning, plumbing, windows and doors, and perform preventative maintenance as required (see attached Preventative Maintenance Schedule).

SWIMMING POOL CHAIRPERSON

Prepare a seasonal budget for the pool and present it to the Board for approval and execution. Monitor the actual cost of maintaining the pool and make periodic reports to the Board of Directors of FOAI.
Prepare for the summer swimming season by evaluation the condition of the pool in sufficient time to allow for repairs or preventative maintenance prior to the scheduled opening of the pool. The pool opening is set for the Saturday of Memorial Day weekend and normally closes on Labor Day. If approved by the Board of Directors, the pool may stay open beyond Labor Day. If repairs or maintenance work is required, these must be contracted in a timely manner to insure that the pool schedule opens as scheduled. If the cost of these repairs exceeds $250.00, Board of Director approval is required and possibly multiple quotes.
Administer the contract with a qualified pool management company to remove the cover from the pool, prepare the pool for use and clean the area surrounding the pool prior to season opening. Oversee this effort and evaluate the initial water quality with the pool management people.
Assist in storing the pool cover and the preparation of the tables and pool chairs for use. During the season, monitor the water quality with the pool management people at least weekly.
Insure the padlocks are in place at the gates to the pump area, back door to the pool area and the front gate to the pool. Maintain the keys to these padlocks. Note: The padlock on the front gate will be removed during the season when the pool is open for use by the Fontana families and guests.
At the end of the season, make sure the pool is winterized and the pool cover is properly put in place. Insure that the tables, chairs and other equipment are stored for the winter.

TENNIS CHAIRPERSON (pending)

Prepare and submit a proposed annual budget for maintenance operation of the tennis courts to the Board of Directors and execute the approved budget.
Ensure rules and regulations for the tennis courts are administered.
Make a monthly report on the use and any problems concerning the tennis courts to the Board of Directors of FOAI.

Note: The lawn in front of the clubhouse, beside the parking areas and the grounds around the outside of the swimming pool are not included in this charter. This will be the responsibility of the Fontana Common Areas Committee.