Document Naming Protocol

Protocol: Topic Gneral (all Caps) - Topic Specific (First letter Cap) - Editor (first Initial-Last Name) -Version & Date (Alpha version-date code = month,date,year)

Example(s):

  • Timeline Master DBrown B092724

  • Timeline LandscapeRSimmons C902924 

Bonito Ocaso Home Owner Association Board Member:

The Bonito Ocaso Board is comprised of five members elected by a year-end general all-Bonito Ocaso resident majority vote. The elected members serve a staggered two-year term. Roles and responsibilities are decided during the first Board meeting of the year. The five primary elected members have Voting privileges. Other board volunteer roles do not have voting Privileges.

5 Board Members Elected by residents; Board positions decided by Board members

  •    President - 1

  •   Board voting status: Yes

  • Time in office: 2 year term

  • Responsibilities

  • ·        Hold Board meetings

  • ·        Primary legal contact

  • ·        Schedule and conduct all Board meetings

  •    Vice President - 2

  •   Architecture Committee Chair - 3

  • Landscape Committee Chair - 4

  • Member at Large – 5  … SPECIAL NOTE: This position can hold any of the remaining appointed positions and retain Board voting status

 

Board positions Appointed by the current Board.  If not serving an elected term, then Non-voting Board positions

  •   Recording Secretary

  •   Board voting status: No

  • Time in office: Board decision

  • Responsibilities

  • XYZ

  •   Treasurer 

  •   Master HOA Representative

  •   Webmaster

  •   Zoom Coordinator

c   Current Subscriptions, Processes, and Management:

  •    Communications

  • Board meeting notes

  • ·        Purpose:

  • ·        Managed by:

  • ·        Subscription:

  • ·        Process:

  • ·        Action Requirements:

  • Committee chairs respond to specific committee issues

  •   Legal communications

  • Notes To Resident updates

  •   Response to homeowner questions/issues

  •    E-Mail Accounts:

  •   Master BO HOA Account

  •   Landscape Account

  •    Finances:

  •   Audit protocol

  •   Bank Account

  •   PO Box

  •   Quicken

  •   Record Retention

  •   TurboTax

  •    Small PDF:

  •    Timelines:

  •   Annual Meeting timeline

  •   Landscape Committee timeline

  •   Master timeline

  •   Treasurer timeline

  •    Website:

  • General Management and Updating:

 

  Architectural Committee:

  • Template for Active Working Copy – Add description or qualifiers here

·        FILE

  • Active Working copy: Current edition of document [Word, PowerPoint, Excel, Etc.], editable for next edition updating

·        FILE

  • CURRENT LIVE PDF of Active Working Copy

·        FILE

  • Action: Specific action required at a designated time

·        Action 1:

·        Action 2:

  • Archive: Previous versions of posted PDF editions

·        FILE

·        FILE

  • Community Lot No Trespassing Signage:

  •    Contact List:

  •    Finances

  •   Hospitality Committee: includes Welcome Letter

  •    Landscape Committee:

  •    Master HOA Notes:

  •    Meeting Notes: Includes New Term Initial January meeting agenda template

  •    Notes to Residents:

  •  

  •    Resident List:

  •    Resident Map:

  •   Special Events:

  •    Special Project Documentation:

  • Timeline: