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BEACH HOUSE COMMITTEE CHARTER

AUTHORIZATION The Beach House Committee is authorized by the Winding River Plantation Community Association Board of Directors (WRPCA BOD) as permitted under Article 7.5 of the Amended and Restated By Laws of the Winding River Plantation Community Association, Inc. and is subject to the Mission, Responsibilities, Goals and By-Laws as stated below.

 

MISSION To manage and maintain the Beach House so that all Winding River users will have a pleasant and comfortable experience.

 

RESPONSIBILITIES

  •  Set and work within our budget to maintain these facilities.

  •  Recommend changes and additions when appropriate.

  •  Oversee any and all projects ensuring they are completed in a timely fashion and as specified.

  •  Encourage residents, guests, and visitors using the facilities to observe the standards set by the committee.

  •  Maintain good communications with the Winding River Board of Directors and the Community to be able to address and respond quickly and appropriately to any situation or problem.

 

GOALS In conjunction with directives and communications from the Winding River Board of Directors, the Committee will develop annual plans and goals to promote the maintenance and efficient operation of the Beach House.

 

 

BY-LAWS, POLICIES AND PROCEDURES

ARTICLE ONE: MEMBERSHIP

  • 1.1 Inclusion: All property owners of Winding River Plantation in good standing (i.e., non-delinquent in assessments or not under sanction from WRP for some infraction of approved community rules) and their resident family members over the age of 18 are eligible for membership on this Committee.

  • 1.2 Exclusion: Membership is not available to members of the WRP Board of Directors or any group or affiliate contracted to perform services for Winding River Plantation.

  • 1.3 Specific Qualifications: Individuals with an interest in the Beach House and facilities.

  • 1.4 Confidentiality Agreement: The Board may require that members of certain committees that deal with sensitive and/or confidential information agree to and sign a Confidentiality Agreement.

 

ARTICLE TWO: COMMITTEE COMPOSITION

  • 2.1 Size: The Beach House Committee will be composed of nine (9) voluntary members. This membership size may be increased or decreased at any time by a simple majority vote of the active Committee Members. At least one resident of Seaside is to be considered for Committee membership. 1 Beach House Charter March 2024

  • 2.2 Other Meeting Participants: Property owners who may be asked to meet with the Committee or attend meetings on their own volition are not to be considered as active or ex-officio members of the Committee.

 

ARTICLE THREE: OFFICERS, DUTIES AND RESPONSIBILITIES

  • 3.1 Officers: The Committee shall have as standing officers: Chairperson, Vice or Co-Chairperson and Secretary. The officers shall be elected annually by a majority vote of Committee members during a meeting to be held in November. Their terms will be for one year and begin following the annual general meeting of the Board of Directors.

  • 3.1.1 Term of Office - Chair: The Chair shall serve no more than two consecutive years in office after which a new Chair will be elected as described in Section 3.1.

  • 3.1.2 Chair Term Exception: If in the normal conduct of business, a two-year rotation cycle is not attainable, the Chair will develop together with the Committee officers a succession plan that ensures continuity and at the same time creates the opportunity for rotation of leadership positions. This plan should be included as part of the Committee’s annual report addressed in Section 3.3.

  • 3.2 Duties of Officers: The duties of the officers shall be as follows: 3.2.1 Chair: The Committee Chair shall: (a) Schedule and conduct Committee meetings in accordance with Article Six below. (b) Provide an agenda to all Committee members beforehand. (c) Call the meeting to order and preside over the session. (d) Ensure voting is conducted when the issue calling for such a process is identified. (e) Ensure that agreed to action items are properly assigned and accepted. (f) Summarize the conclusions of the meeting. (g) Organize and manage the operations of the Committee in accordance with its Mission, Goals and Responsibilities stated above. 3.2.2 Vice Chair: The Committee Vice Chair shall: (a) Function as the Chair in his or her absence. (b) Assist the Chair in the operation and management of the Committee. 3.2.3 Secretary: The Committee Secretary shall: (a) Keep a record and file of all proceedings of the Committee. (b) Ensure Committee communications are prepared and distributed in accordance with Article Six below. This shall include notices, notes and summaries of each meeting.

  • 3.3 Reporting: The Chair, working with Committee members, shall compile quarterly and annual reports of Committee activities and accomplishments. These reports shall include the following as appropriate: (a) Accomplishments, challenges and/or goals achieved to date. (b) Shortfalls, incomplete and carry-over projects (annual report). (c) Next year’s goals (annual report).

 

ARTICLE FOUR: MEMBERSHIP SERVICE AND SELECTION

  • 4.1 Term: All new Committee members will serve a maximum three (3) year term. Members may extend their terms by one year on a case-by-base basis. Member terms should be staggered on a three-year rotation so approximately one third (1/3) of the members are appointed each year.

  • 4.2 Communication: In the month of September, the Committee Chairperson works with the Community Support Committee to alert property owners about vacancies on the Committee and solicit names of volunteers to fill those positions. Interested property owners will be expected to provide a written statement of interest and qualifications to the Committee Chairperson. 2 Beach House Charter March 2024

  • 4.3 Selection of Members: Upon receipt of the nominees’ statements, the Chairperson shall convene the Committee in Working Session (reference Article 6.4 of this document) to consider the candidates and (a) either vote on the members at that time, or (b) if considered appropriate, request interviews in which all candidates will be dealt with in a consistent manner with voting conducted immediately after all interviews have been completed.

  • 4.4 Term Schedule: The term of service for each new member of the Committee will begin following the annual meeting of the Board of Directors in December and will run in accordance with Article 4.1 above.

  • 4.5 Limits: A Committee member who has missed three consecutive unexcused meetings may be asked to resign from the Committee.

 

ARTICLE FIVE: VACANCIES

  • 5.1 Announcement: All Committee vacancies are to be announced to the community at large as per Article 4.2.

  • 5.2 Short Terms: Vacancies occurring outside the normal schedule of elections may be filled by appointment of the Chairperson of the Committee, subject to consultation with the Committee. In this case, the appointee will serve out the unexpired term.

 

ARTICLE SIX: MEETINGS AND COMMUNICATIONS

  • 6.1 Open Meetings: Committee meetings shall be held at the call of the Chair and no less than once in each quarter. These meetings shall be open to all property owners, but they may not participate in deliberations unless recognized by the presiding chair person.

  • 6.2 Public Commentary: Association members who wish to address the Committee shall contact the Chairperson in advance of the scheduled meeting stating the subject and nature of intended comments.

  • 6.3 Quorum: For the transaction of regular business, a simple majority of current members shall constitute a quorum.

  • 6.4 Working Sessions: The Committee may meet on an impromptu or informal basis to address the status of work in process or specific assignments. While a quorum is desired this may not be required or necessary at the judgment of the Chair.

  • 6.5 Place of Meetings: Meetings shall be held on the properties of Winding River Plantation.

  • 6.6 Notice of Meetings: The time and place of all Open Meetings shall be posted on the Community Calendar section of the WRP website.

  • 6.7 Special Meetings: When at least three members of the Committee request a special meeting, the Chairperson shall schedule such meeting in a timely manner.

  • 6.8 Votes: Each member shall have one equal vote. Representatives of various WRP Committees who may be assigned to meet with the Committee are not to be considered as members of the Committee.

  • 6.9 Summaries: Summaries of each meeting are to be completed and posted in a timely manner by the Secretary on the Winding River website.

 

ARTICLE SEVEN: AMENDMENTS

7.1 Process: These By-Laws, Policies and Procedures may be amended in three ways:

  • 7.1.1 The Board of Directors may propose a change in consultation with the Committee.

  • 7.1.2 The Committee may propose a change approved by a two-thirds affirmative vote of the Committee when there is a quorum of three-quarters of the current members present. 3 Beach House Charter March 2024

  • 7.1.3 The amendment shall be submitted to the Board of Directors who shall approve or modify within sixty (60) days. If no action is taken by the Board, the proposed amendment shall be considered disapproved.

7.2 Publication: These documents and any approved amendments shall be published on the WRP POA website.

 

ARTICLE EIGHT: BUDGET AND CONTRACTED SERVICES

  • 8.1 Budget: Should the Committee require Association funds to carry out its mission, it shall comply with the rules and procedures for budget development and administration approved by the WRP BOD in conjunction with the Finance Committee and Property Management Office.

  • 8.2 Contracted Services: Should the Committee seek to utilize outside contracted services it shall comply with rules and procedures approved by the WRP BOD in conjunction with the Finance Committee and the Property Management Office

©2026 Winding River Plantation Community Association, Inc. All rights served.

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