Policies

These are binding and legal rules by which the association operates. The difference from the Covenants is that these rules are generally written by and adopted by the Committee. They address matters that are not specifically addressed in the Covenants. These policies will not conflict with the Covenants. They simply identify procedures by which the board will act so as to uphold the purposes of the Covenants. At times, policies may be brought to a vote by the community if deemed necessary and expedient.

Competitive Bid Process: January 28, 2006

Rationale for the policy: Open accounting and financial controls provide our community one side of financial protection. The other side is the way by which funds are spent. We asked the question, "How can we provide a measure of confidence to the community that the monies are spent the most effective, profitable way." We adopted the following policy to set parameters for making decisions when it comes to contracting the services/products of others. 

The policy: When the community seeks to engage in a given project, the following conditions shall be met:

  • If the project exceeds $1,000, then at least two written estimates for said project must be secured.
  • If the project exceeds $5,000, then at least two written estimates for said project must be secured and presented to the community for a vote unless the project has been budgeted.
  • If a friend, relative or individual with whom a current officer or committee member is given an opportunity to bid on a project, then that officer or committee member is to suspend his/her voting privileges on said issue.

Enforcing Violations: January 28, 2006

Rationale for the policy: The Covenants were designed to create a harmonious atmosphere and to maintain property values. Enforcing the Covenants requires a mixture of proactive and reactive attention. Their enforcement also deserves a high degree of reasonableness. Therefore, we are giving advance notice that the Committee will proactively inspect for violations. These inspections will neither violate the privacy of homes, nor will they be so regular that they are cumbersome. We adopted the following policy to give due notice to the community that they are to inspect their own properties and make the necessary corrections by the following dates.

The policy: We will proactively enforce violations by inspecting properties from the street on a biannual basis. The dates are the last Saturdays in April and August.

Officers: Qualifications, May 6, 2006

  • Must be a resident of Chestnut Hills Subdivision for at least 1 year (2 years for President)
  • Must be current with association dues
  • Must be of reputable character
  • Must be a US citizen

Community Meetings: Date and Nomination Procedures, May 6 2006

The board will determine the date for an annual meeting. The date should generally be held during the month of October.

At the annual meeting, the following are to be presented to the community for vote and approval.

  • Budget for the following year
  • Election of Committee members due for the filling of terms expired
  • Any board approved business

Neither nominations nor new business will be taken from the floor

Nominations for committee members must be submitted in writing to the Board 3 weeks prior to the annual meeting.

All new business must be presented to the Board before it is brought to the meeting.

The only motion to be accepted from the floor is a “no confidence” motion.

At all meetings twenty percent (20%) of association members present will constitute a quorum.

A simple majority vote of those present shall apply to all matters except as otherwise specified in the bylaws.

All matters of voting shall be by ballot.

Special meetings may be called by the Board.

Due notice of special meetings shall be given to the community of at least two weeks prior to the date

The president shall preside at all meetings. If he is unavailable the Vice-President shall preside.

Recognizing Vote Worthy Matters: June 19, 2006

  • Signed petition with no less than 10 other households. Limit one signature per address.
  • Petition available for download online
  • Petition question must be clearly stated and approved by the Board (for clarity purposes) before circulated.