QUAIL RUN CONDOMINIUM TRUST

VOLUNTEERS WANTED

As in any community, more can be accomplished through the contributions of many rather than just a few. The Trustees would like to foster owner participation at Quail Run. It lowers costs for all of us, and it improves our quality of life and property values.We prepared this section of the web site so that you can learn more about the different types of volunteer opportunities, how to volunteer, and what to expect when you do volunteer. There are three types of opportunities:

• As a member of a special committee
• As an individual contributor offering your particular expertise
• As a trustee.

In 2002, the trustees surveyed unit owners for volunteers and received a gratifying response. Those volunteers served on committees that accomplished many things, such as selection of vinyl siding for the entire community, selection of window replacements, and establishing new deck specifications for the original 77 units of Quail Run. Several owners took on the financial analysis and modeling of the replacement siding project for the original five clusters that enabled the Association to pay for this extensive project without a special assessment.

Unit owners may approach the trustees at anytime to express their interest in volunteering, or the Trustees may put out a call for help to all unit owners. The Trustees would like to know of owners interested in volunteering and their expertise. Whether you would like to volunteer today or for the future when a need arises, please complete the Volunteering Form.

The Trustees form a special committee when a specific need exists. The committee is given a charter that outlines the need, expected results, scope of the project, the time line the committee needs to follow, and the Trustee who is the committee's sponsor and liaison to the Board. Depending on the specific need, some committees are short term, since the committee disbands once the goals are met, for example the vinyl siding selection committee. Other committees will be on-going, like the landscaping and communications committees. For these committees we ask volunteers for a one-year commitment.

The committee presents its analysis and recommendations to the Trustees. The Trustees review the recommendations and the process used to reach them. Once the Trustees approve the recommendations, the committee may be asked to implement them or assist in their implementation, as appropriate.

Landscaping. This very active and important committee is in the process of constructing an inventory of all trees, shrubs, and other plantings. The committee is also prioritizing the work that must be done to bring all Quail Run landscaping (estimated to be worth more than one million dollars!) to optimal health and beauty and to maintain it properly. The committee is being assisted by our management property company and by consultants from Bartlett Tree Company. It needs more people to help now. If you can help, please use the Volunteering Form.

Communications. The goal of this committee is to ensure that Quail Run owners are provided in a timely fashion all the information they need and want about matters important to them as well as about activities that are occurring within our community. This committee is responsible for constructing and maintaining this web site and the quarterly Quail Runner. During the past few years the committee has surveyed owners' electronic addresses and their willingness to share them. The response was excellent. Half of Quail Run owners gave permission to publish a directory, available through the web site, of their e-mail addresses and telephone numbers. If you have interest or expertise in the areas of, writing or copy editing, desktop publishing, or photography and graphics, please use the Volunteering Form..

The Trustees of the Quail Run Condominium Association are charged with overseeing the financial and physical operation of the entire complex. They have the responsibility and authority to: make all decisions about the operation, maintenance, and cleaning of the common areas and facilities; assess and collect fees from owners; prepare budgets; hire and fire necessary personnel; promulgate and enforce rules and regulations for the common good; open and maintain banking and investment accounts; obtaining insurance and necessary utilities for the common areas; hiring and firing managers and such legal, financial, engineering, architectural and other consultants they deem necessary for the conservation of the property. Practically speaking, the day-to-day operation and the implementation of many of these responsibilities are delegated to our management company, American Properties Team, Inc. (APT). Our property manager is Mr. James Boyle.

There are five Trustees, who meet monthly with the property manager and individual consultants to conduct business. Any agenda and materials needing review are distributed the week prior to each meeting, which usually last two to three hours. The agenda includes review of financial statements, reports from consultants and committee representatives, report of the property manager, review of maintenance and repair reports, review of old business, new business, review of unit owners' requests and concerns, and other business.

Much of the business of the Trust takes place between the regularly scheduled meetings by means of e-mail and phone calls. In the midst of special projects, extra meetings may be necessary. For instance, during the time the Trustees and special committees were investigating the details of the roofing/siding/window replacement project, one or occasionally two extra meetings a month were required to meet the Trustees' self-imposed deadlines.

A Trustee who is a sponsor for a committee may or may not be the chair, but usually attends that committee's meetings.

Trustees are elected for a term of three years, with one or two positions opening each year Elections are held at our fall Annual Unit Owners' Meeting. A new Trustee's term begins at the regular meeting of the Trustees the following January. Candidates may be nominated by any unit owner or may be self-nominated. Nominations may be made in advance of the Annual Meeting or from the floor at the time of the Annual Meeting

Here is the process for trustee nomination and election.

1. Our property management company mails to all unit owners an announcement of our Annual Meeting and a call for trustee nominations.
2. Anyone desiring to be a candidate must complete and return the "Candidate Profile for Trustee" form to our property management company, which will be distributed to owners prior to the Annual Meeting. Click to download the Trustee Candidate Form in the form you can use best.
3. Prior to the Annual Meeting, candidates may wish to disseminate to unit owners materials with an overview of what they feel are the most pressing issues they intend to influence, their background, and the expertise they could bring to the Trustees. Candidates are also given the opportunity to speak to the Annual Meeting.
4. Voting occurs at the Annual Meeting, and the results are announced prior to adjournment.

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