Deerlake Village Community Association Policies
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Approving an Access Way Policy
Article VI, Section 30 of the DVCA Declaration of Covenants provides that “No driveway, road or access way may be constructed across any Lot to provide access to an adjacent property without the written consent of the Board.” These guidelines are to be followed by the Board of Directors when considering a request for approval of an access way. The Board will consider approval of an access way only if ALL the following conditions are met:
1. Both the lot in Deerlake Village and the adjacent property must have the same owner(s).
2. The sole purpose of the access way is to allow the property owner of the property upon which the access way shall traverse to travel between said property owner’s adjoining properties.
3. The access way shall not provide ingress and egress for the general public to the streets within Deerlake Village.
4. The access way is restricted for uses determined by the Board on a case by case basis including, but not limited to, ingress and egress to residential, single-family property.
The Board may deny any request that meets all the above criteria for any reason that it deems detrimental the best interests of DVCA and/or its members. This APPROVING AN ACCESS WAY POLICY was approved by the DVCA Board of Directors on the 12th day of July 2018.
The Deerlake Village Community Association sets aside Capital Reserve funds for anticipated future costs of designated items in order to prevent significant fluctuations in the annual assessment and assure that sufficient funding is available when needed. Establishment of a reserve fund is required by the covenants.
The Deerlake Village Community Association’s Board of Directors will prepare annually a separate capital budget. The budget will identify individual items to be repaired, replaced or added to the common amenities in future years. The estimated cost for each and the year the expense is anticipated will be included. A portion of the future cost for each item will be funded in the following years’ budgets and will be set aside each year in the reserve fund which is maintained as a separate account. Additional items may be added to the capital budget each year. The estimated cost, funding and timing of items from the previous year’s capital budget will be reviewed and revised, if necessary, before inclusion in the updated capital budget. Funding for each year’s capital contribution will be from the annual DVCA assessments.
• Only items of significant cost that do not recur annually will be included in the capital budget. Individual items are not required to meet the accounting definition of a capital expense.
• Surplus operating budget funds are transferred to the reserve contingency each year. Shortages in operating budget funds will be considered as an addition funding requirement in the next budget cycle.
• Surplus or shortages of funds from a capital project are recommended for reallocation in the following year’s budget by the Finance Committee.
The capital budget will contain a capital contingency fund equal to 10-20% of the total funded balance. The exact percentage of contingency will be approved by the Board with the recommendation of the Finance Committee as part of the budget process. The contingency fund is a reserve of funds set aside for possible unforeseen, unbudgeted future expenses. The role of the fund is to provide a “safety net” that the Association can use to fill emergency needs. Small items such as pool motors, pool drain covers, kitchen appliances, repairing bridges and tree removal costs not anticipated in the current budget year are charged to the Contingency account. Projects, whether in the year budgeted or to be charged as a Contingency expense in that budget year, that cannot be completed due to unforeseen circumstances beyond our control, (such as weather, back logs from contractor, etc.) can be charged to the Contingency Reserve account the following year, provided the project caused a surplus of funds to the following year of funds transferred to the Contingency account.
• Reserves will be maintained for projects planned to be completed within the next 10 years.
An exception can be made for high cost projects that are scheduled for more than 10 years
that exceed $35,000. Reserve items should not be funded for more than 20 years
• If the estimated total cost of a proposed new or revised, where the scope of the project has
changed from the original, reserve funded project is $65,000 or more, inflation
adjustments being the exception, the chair of the proposing committee will schedule and
brief the DVCA Board on the project prior to submission to the Finance Committee. This
requirement includes related projects, such as those to be performed on the same amenity
or common area (clubhouse, pool, picnic area, lake, Meadows Park, conservation
easement, etc.). After presentation and discussion, the board will determine if the
project(s) can be submitted to the Finance Committee, must be modified, requires
additional information or should be presented to the community at large at a special
meeting and / or described in the Deerlake Diary, before approval to submit to the Finance
Cost estimates should include a reasonable allowance for inflation. The estimated cost of items
that have been in the capital budget for more than five years should be re-examined two years prior
to the expenditure to verify the validity of the estimate. An adjustment to the funding level will
be made if needed. All expenses of a reserve project will be included. A surplus or shortage to the
project will be adjusted in the following year’s budget.
Committees responsible for the common amenities will be polled each year for identification of
additional items for consideration for the capital budget.
Funding for each item will generally be by equal annual installments to bring the reserve up to the
estimated cost in the year of anticipated expenditure. The Board may deviate from this approach
for valid reasons. For, example the five-year spending plan may indicate a significant
reduction in the total annual capital funding requirement, which might justify lower funding
of some long-term items in the early years.
A one-page summary of the status of the capital budget will be included with the annual budget
presented to the membership for ratification.
This Capital Reserves Policy was adopted and approved by the Board on March 9, 2023
Collection of Assessments Policy
Deerlake Village Community Association
This policy defines a process with a clear time frame and fee structure for collecting delinquent assessments.
• By January 1 each lot owner/DVCA member will receive an annual assessment notice with assessments due by January 31.
• If assessment payment(s) have not been received by January 31, a final notice will be sent no later than February 7 and the owner fined a $50 delinquent fee per lot.
• If the assessment is not paid within 30 days after the due date, an additional late payment charge will be added in the amount of ten percent (10%) on a monthly basis of any assessment installment unpaid with
interest and may, at the discretion of the Board, be turned over to our attorney for collection.
The 2017 Declaration of Covenants states:
ASSOCIATION: MEMBERSHIP, ASSESSMENTS AND RESPONSIBILITY
Section 7 Effect of Nonpayment of Assessments. Any assessments which are not paid when due as determined by this Declaration and the Board shall be delinquent. If the assessment is not paid within thirty (30)
days after the due date, the assessment shall bear interest from the date of the delinquency at the rate of eighteen percent (18%) per annum, and the Association may bring action at law against the owner personally obligated to pay the same, or foreclose the lien against his/her property, and interest, costs and reasonable attorneys’ fees of any such action for collection thereof shall be added to the amount of such assessment. Each such owner, by his/her acceptance of a deed to a lot, hereby expressly vests in the Association, or its agents, the right and power to bring all actions against such owner personally for the collection of such charges and liens as a debt and to enforce the aforesaid charge and lien by methods available for the enforcement of such liens. The available enforcement remedies include, but are not limited to, those rights stated under the Act. The lien provided for in this Section shall be in favor of the Association and shall be for the benefit of all members of the Association.
The Association, acting on behalf of its members, shall have the power to bid in an interest foreclosed at foreclosure sale and to acquire and hold, lease, mortgage and convey the same, and to subrogate so much of its
right to such liens as may be necessary or expedient. No owner of a lot may waive or otherwise escape liability for the assessments provided for herein by non-use of the Common Elements or abandonment of his/her lot. After
notice and opportunity to be heard as provided in the Bylaws, the Association may restrict the use of Common Elements by a lot owner who is delinquent in paying assessments.
The omission or failure of the Board to fix any of the above assessments or rates or to deliver or mail to each owner any assessment notice shall not be deemed a waiver, modification, or a release of any owner from the
obligation to pay assessments.
The remedies given herein are distinct, cumulative remedies and the exercise of any of them shall not be deemed to exclude the rights of the Association to exercise any or all of the others or those which may be permitted by law or equity. The failure to fix or levy any of the above assessments or to enforce any rights, restrictions or conditions contained herein, however long continued, shall not be deemed a waiver of the Association’s right to do so thereafter.
The Collection of Assessments Policy was approved by the DVCA Board of Directors on the 10th of June 2021
Board Approved 7/8/2021 Finance Committee
DVCA Board Votes by Email Policy
Occasionally, Board action is required on decisions in a timely fashion before the next scheduled work session. In these situations Board members may communicate and submit motions by email. In the event that an email vote is needed the following process will be followed: • Any Director can request an email vote.
• The President of the Board can table such vote to be discussed at the next Work Session.
• The email subject line will read “email motion re:…”.
• The motion will be clearly stated: “I move that …” and specific language will be used to provide clarity of intent. When appropriate the person making the motion will provide a rationale for the motion.
• Approval of contracts via e-mail vote must include all the support documents required for the Board members to review before beginning the voting process.
• The motion will require a second.
• Two full days will be allowed for discussion and voting before a decision is finalized.
• Members will clearly state their intentions: “I vote to approve …” or “I vote to deny…”.
• Members may change their vote anytime within the two day voting period.
• The acceptance of amendments to the motion under consideration automatically extends the voting period 24 hours.
• The Secretary will copy and paste email contents of the motion into a document which will become a matter of record with the Secretary.
• Board actions taken in this manner will be reported in the next Work Session Notes, in the Addendum to the Quarterly or Annual Meeting Minutes, and to the membership in the next Deerlake Diary President’s Message.
This BOARD VOTES BY EMAIL POLICY was approved by the DVCA Board of Directors on the 12th day of July 2018.
Emergency Action Plan
General Policy Regarding Clubhouse Usage
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Hearings Policy Procedure and 'Issue of Concern' form
DVCA Judicial Process Flow Chart:
-Violation reported to DVCA Board on Issue of Concern Form
-Board determines a violation(s) occurred and sends Warning Letter to resident
-Violation corrected by resident, ACTION TERMINATED
-If violation is not corrected, Board sends Violation Letter to resident with proposed fines / sanctions and offers a hearing before Hearings Committee.
-If resident agrees to sanctions / fines, ACTION TERMINATED
-If resident requests hearing, Board notifies Hearings Committee.
-Hearings Committee notifies resident of date / time and procedure for hearing
-Hearing conducted and Hearings Committee notifies resident and Board of findings
-If resident and Board agree on Hearings Committee findings, ACTION TERMINATED
-If resident disagrees with Hearings Committee findings, can request an appeal hearing before the Board
-Board conducts appeal hearing and reports findings and decision to resident
-Resident complies with any remaining sanctions / fines, ACTION TERMINATED
-If resident does not comply with Board decision, legal action(s) initiated
Voluntary Mediation: (In accordance with N.C. General Statute 7A-38.3F) Prior to the Board making a final decision, the resident may request mediation by a qualified third party with cost split between DVCA and resident. The parties do not have to concur with the mediator’s recommendations.
This Judicial Process Flowchart was approved by the DVCA Board of Directors on 24 July 2023
The DVCA funds investment policy will be conservative in nature. This will protect the Association’s funds while still earning interest
Deerlake Village Community Association’s investment objective is for the preservation of capital. Income is important but of secondary consideration. To further insure safety it will be prudent to maintain no more than the maximum insured by the FDIC (currently $250,000) at any one financial institution.
The Association will only invest in guaranteed investment instruments. This includes such investment instruments as Certificates of Deposits or Treasury Bills. Bank Money Market instruments will be used to provide available funds with interest for the Association. Internet investing is not advised due to the fact that two signatures are not required on an account for security measures and only one individual has access with passwords for withdrawals, etc.
Certificates of Deposit:
A CD is a timed deposit insured by the FDIC. Federal law requires a minimum penalty of seven days interest for early withdrawal on any account classified as a time deposit. However, there is not maximum penalty.
Treasury Bills, Notes, Bonds:
Treasury bills (or T-bills) are short-term securities that mature in one year or less from their issue date. T-bills are purchased for a price less than their par (face) value. At maturity, the par value is returned. . They can be bought and sold in the open market.
On the other hand, Treasury notes and bonds are securities that pay a fixed rate of interest every six months until the security matures. Treasury notes mature in more than a year, but not more than 10 years from their issue date. Bonds, on the other hand, mature in more than 10 years from their issue date.
Money Market Account:
A higher interest rate account than a standard savings account, usually requires a minimum balance and a minimum deposit checking account, limits check writing and often charges a monthly service fee if the minimum balance isn’t maintained. The FDIC insures these accounts.
IV. Investment Strategy
In any one year, most of DVCA’s income is from the annual assessment. The majority of our annual income is used to fund the Association’s operating expenses. These are the funds required and budgeted to run the day-to-day operations of the association. The remainder of the Association’s income is used to fund the reserves. Reserves are established to provide an orderly method to accumulate funds to maintain and replace the capital assets of the association.
When an investment nears maturity, the Finance Committee will research local financial institutions and evaluate the current rates and terms for the investment renewal.
When a CD is nearing maturity a cash flow projection should be prepared to determine the amount to be withdrawn for current operating expenses or current year reserve funding needs and the amount to reinvest in another CD. Future funding requirements need to be taken into consideration when determining the length of this new CD.
Any deviation from this investment strategy will require Board approval.
This policy was approved by the DVCA Board of Directors on the 9th of August 2018.
Deerlake Village residents have expressed interest in memorials to honor deceased residents. In fact, some trees have been planted for this purpose in the past. It has been suggested that other memorials such as gardens and benches would also be appropriate. It is important however, that Deerlake common areas not become a memorial park and that any memorial be kept strictly within the guidelines of the LRC Long Range Landscape Plan.
A resident or residents wishing to create a memorial should:
- Speak with the next of kin about their preferences for a memorial.
- Select a project in the LRC Long Range Landscape Plan or approved by the LRC.
- Obtain a cost, which includes purchase and installation of the memorial, from the Chair of the LRC.
- Place a short (two or three lines) announcement of the intent to create a memorial in the Deerlake Diary to give interested parties a chance to contribute. Send the announcement to the editor (preferably by email). Solicitation by email is permitted. However no phone or door-to-door solicitation for such funding is allowed. Collection of funds in excess of the cost of the memorial will not be accepted by the DVCA.
- Write a check payable to Deerlake Village Community Association for the total amount and mail or give it to the Treasurer. Include a note or copy of the Diary announcement so the Treasurer knows how to direct the check.
- Only one memorial per resident may be created in accordance with these guidelines adopted by the DVCA Board.
Upon receipt of a check, the memorial will be purchased and installed, will become a part of the landscaping of the Deerlake Common Elements, and will be cared for with other landscape elements.
The Donor will be notified by the LRC after the installation and may submit a brief announcement to the editor of the Diary. According to the wishes of the donor(s) and the family, a dedication may be held following the installation.
No plaque or other identifying marker may be placed on or beside the memorial.
This MEMORIALS POLICY was approved by the DVCA Board of Directors on the 12th day of July 2018.
DVCA Rules and Regulations Part 1 Article I Section 27 states:
27. VEHICLES. The term “vehicle” includes, but is not limited to, automobiles, motorcycles, mopeds, bicycles, golf carts, ATVs, dune buggies, farm equipment, motor homes, RVs, campers, boats, and trailers. No motorized vehicles of any type, except lawn mowers, are allowed to operate off the paved roads and surfaces within Deerlake Village. The Board in accord with Article VI, Section 26 of the Declaration, can grant exceptions. No improperly muffled vehicle may be operated within Deerlake Village.
For safety reasons, street parking is generally discouraged. Exceptions are allowed for:
(a) Trucks, commercial vehicles, or vehicles being utilized in connection with construction or repair of owner’s property, provided the vehicles do not obstruct traffic.
(b) Vehicles of visitors that may be parked on the street temporarily.
Resident’s vehicles should be parked in the garage except for temporary loading or unloading, and one additional (two additional in the mountain lots) vehicle beyond the garage capacity may be parked in resident’s driveway, except as noted in the paragraph below. (See Article VI Section 11 of the Declaration.)All new home construction must include a garage.
Vehicles such as motor homes, recreational vehicles, campers and trailers may not be parked at private residences where they are visible from any street or adjacent property, except temporarily for loading and unloading. Residents and/or overnight visitors with recreational vehicles will notify the Board of Directors of the intent to park temporarily in the paved common element behind the picnic area; such vehicles may not be occupied overnight. Non-operational vehicles will not be parked or stored outside of a garage in any circumstance.
Except for emergencies, the repair of vehicles is prohibited outside the resident’s garage.
No vehicles displaying advertising or For Sale signs may be parked within sight of any public street, common elements, or any adjacent lot without prior approval of the Board of Directors.
In the interest of improved community safety and security the following rules will be observed and enforced.
- Vehicles may be parked in the clubhouse parking lot for limited periods during the day. This includes commercial vehicles working in the community.
- No vehicle may be left in the parking lot overnight without a Deerlake Village resident notifying a member of the Board of Directors of the intent to park a vehicle there.
- The owner of the vehicle will leave, in a visible place (dashboard or window), either the Deerlake Village ID tag or a note with the duration of the parking, the name and address of the Deerlake resident to whom the vehicle belongs or where the guest is visiting, and a statement that he/she has notified Board of intent to park overnight, and the name of the Director contacted.
- Names, email addresses and phone numbers of Directors may be found on the website (www.deerlakevillage.org) and in The Diary.
- After repeated or prolonged offenses police may be notified of any vehicle parked overnight that is not in compliance with this policy.
This PARKING POLICY was approved by the DVCA Board of Directors on the 12th day of July 2018.
RECORDS RETENTION POLICY
DEERLAKE VILLAGE COMMUNITY ASSOCIATION
It is important to retain documents to provide historical background information; to facilitate the transition of new members to the Board of Directors and standing committees; and, to maintain transparency for the Deerlake community.
The elected members of the board retain the official files of the DVCA. Volunteer committee chairs and other volunteers supply important information for the DVCA files but are not required to maintain any official files.
File cabinets are provided in the Clubhouse to hold long-term documentation. (A Treasurer’s file is located in the ballroom, second closet, street side. All others are downstairs.) These files will be kept locked and only available to DVCA officers and committee chairs. DVCA property owners may request to review specific official files by making a request to the DVCA Board. The people listed below are responsible for maintaining the following records for the indicated retention times.
a) Reports of special or ad hoc projects (permanent)
b) Copies of his/her correspondence (two years)
c) Contracts with condo associations, renewable every 10 years (permanent)
a. Notes of work sessions in downstairs file cabinet (5 years)
b. Quarterly and Annual Meetings including minutes, Committee Reports, and the President’s and Treasurer’s Annual Reports—in the downstairs file (5 years) AND in the binder on upstairs armoire bookshelf (until the next meeting)
Current files to be kept in the upstairs file cabinet; files for previous years downstairs.
a. Service contracts (1 year after expiration)
b. Contracts for major additions (permanent)
c. Contracts for minor additions (5 years)
d. Financial reports/records (7 years)
e. Insurance policies (7 years)
f. Tax returns (forever)
g. December Accountant’s Financial and DVCA Reserve Analysis reports (forever)
will maintain a working file of information regarding the activities of their liaison committees. Notes and background material of all major projects are to be permanently filed upon completion.
5. All Committee Chairs
will pass a copy of the following files to their DVCA Board Liaison for filing:
a. Minutes of all meetings (2 years)
b. Records of activities and/or projects (2 years)
6. Committee Chairs with budgets and/or fining responsibility (Maintenance, Lake, Pool, Clubhouse, Conservation Easement, Architectural and Landscape Review)
a. All documents (invoices, warranties, etc.) related to the purchase of durable goods (furniture, appliances, electrical, carpet/flooring, etc.) must be given to the DVCA Treasurer to file in Financial files in the clubhouse basement. Said documents will be retained until the item is disposed of.
b. ARC/LRC—documentation for new construction and modifications (5 years)
c. Lake—all State, committee, and engineer inspection reports re: dam inspections and dredging (permanent)
d. Pool—all reports for maintenance and modifications especially with regard to new safety requirements (permanent)
e. Newsletter/Secretary—two permanent files of all back issues of the Deerlake Diary (one for the Clubhouse library and one in the downstairs file.)
1. Our website (deerlakevillage.org) also serves as a valuable resource for the wider community (see “Website Policy”). All Governance Documents (Covenants, Bylaws, Rules & Regulations, Charters and Policies), forms for voter registration, new construction, modifications, contact information for Directors and Committee Chairs as well as other information about the community are available.
2. To help provide better access and awareness of what documentation exists, Tables of Contents are provided in the front of each file drawer.
3. Committee chairs are requested to maintain a continuity and transition file, containing the information a new chair will need to maintain operations after a position change. The DVCA will supply flash drives to any chair wishing to retain their files in digital format. When a continuity file is presented to a new chair, a copy should also be passed to the committee’s DVCA Board Liaison.
This Records Retention Policy was approved by the DVCA Board of Directors on the 11th of October 2018.
Resident Identification Policy
DEERLAKE VILLAGE COMMUNITY ASSOCIATION
RESIDENT IDENTIFICATION POLICY
In the interest of improved community safety and security for the Pool, Lake, Picnic Grove,
Conservation Easement, and the clubhouse parking lot, the following rules will be observed and enforced.
The Welcome Committee Chair will issue each lot owner a simple colored tag with a printed number and the Deerlake Village logo. The Welcome Committee Chair will keep record of the tags issued.
The tags will be numbered consecutively with no duplicate numbers.
No more than two tags will be issued to each lot owner.
Replacement tags with a new number may be purchased at a cost of $5.
Tags are not transferable and misuse of tags to circumvent the intent of DVCA Rules and Regulations will result in a significant fine or the denial of the right to use the amenities.
In addition, the Pool Committee designee will issue wristbands embossed with the words “DEERLAKE VILLAGE” to pool users. A maximum of two wristbands per household will be issued. (Because children must be accompanied by a parent or registered care giver, they do not need wristbands.) Pool users MUST be wearing their wristbands anytime they are at the pool. Owners will only receive two wristbands which must be assigned to tenants using the pool. Replacement wristbands may be purchased at a cost of $5.
Residents are expected to display their DVCA ID tag (or wrist band) when using the Picnic Grove, Lake or Conservation Easement. The tag may also be placed on the dashboard of a vehicle if that vehicle is being left overnight in the parking lot below the clubhouse. (see Parking Policy) Bearers of tags may still be asked to identify themselves and provide their Deerlake address while using DVCA common elements.
Normally one tag will be distributed to each lot owner. Owners may request up to two tags. Homeowners with more than one property would not receive additional tags unless a property is a house or condo that is occupied by tenants. Both owners and tenants of one property shall not have tags or wristbands.
Owners will be given the opportunity to pick up and sign for their tag(s) four times a year: at the end of the Annual Meeting and at each Quarterly Meeting. Condo owners will be invited by their Association Presidents to pick up tags immediately after each Quarterly Meeting of the DVCA. Upon written request, one tag will be mailed to an out of town owner or owner unable to attend a specified meeting.
Wrist bands will be available only from the designated Pool Committee member responsible.
Upon sale of a property, owners should return their tag(s) to a member of the Board and wristbands to a member of the Pool Committee.
This Resident Identification Policy was adopted and approved by the Board on August 13, 2020
Spending and Invoice Approval Process
All operating expense accounts are assigned a Committee Chair and/or the Treasurer as the person responsible for reviewing all spending requests and invoice approvals
A Board member is assigned as a Liaison for each Committee.
The Committee Chair responsible will consult the assigned Board Liaison for all major expenditures, budgeted or otherwise. Committee Chairs responsible for budgets will be given a monthly financial report and are responsible for confirming that the billings to their account(s) are accurate and notify the Treasurer immediately of any error(s).
At the beginning of the calendar year, each Committee Chair will complete an AUTHORIZATION TO REIMBURSE form, listing Committee members authorized to spend and the maximum amount that may be spent and reimbursed without the Chair’s written approval. The committee chair must approve invoices for spending of amounts greater than those pre-approved on the AUTHORIZATION TO REIMBURSE before the Treasurer will process payment.
PROCESSING A PAYMENT
- The Committee Chair (or authorized designee) will:
complete a Request for Check form;
sign for approval;
date the form;
assign an account number;
indicate amount to be paid;
list payee and address, if necessary;
attached the invoice;
provide a description of service or item(s);
submit form with attached bill to the Treasurer.
- The Treasurer will:
confirm the account number;
initial and date all invoices before submitting them to the accountant for payment.
Request for Check forms can be obtained from the ballroom file cabinet. Completed forms must be placed in the Treasurer’s folder in the same file cabinet.
E-mails sent to the Treasurer to request payment much have attached copies of the completed Request for Check form and the invoice.
For standard recurring charges from contracts, the applicable committee chair may authorize the Treasurer to pay the recurring contractual charge each month. The authority can be written on an AUTHORIZATION TO PAY form stating the monthly amount, the applicable time period and the maximum approval amount for each invoice submitted.
The Board is responsible for approving all expenditures from the Capital Reserve or any non-budgeted requests. Expenditures must conform to the requirements of the Vendor and Contract Process Policy for On Site Work. Unless previously approved by the Board, all expenditure requests for non-budgeted items (contracts, suppliers, estimates for purchase) will be forwarded to the Board from the Committee chair via the liaison.
If this procedure is not followed, DVCA may not accept responsibility for paying the invoice
This Spending and Invoice Approval process was approved by the DVCA Board of Directors on the 10th day of May 2018.
Vendor and Contract Process Policy for On Site Work
A contract protects both parties to the transaction.
• Improvements and/or modifications to the Association’s fixed assets and common areas (clubhouse, pool, grounds, etc.) require a contract. Any exception would be stated in the “WORK NOT REQUIRING A CONTRACT” section of this document.
• All major routine maintenance expenses must also be provided by contract.
• Expenditures for non-fixed assets should have a written cost estimate for the purchase with warranty and other provisions (for example appliances, furniture, etc.).
• The Board can make exceptions to this policy. The Work Session Notes, Meeting Minutes and/or written statement of the Board’s decision will be filed with the Secretary.
• Approval: All contracts (new and renewals) must be approved by the Board then executed by the President with an attest by the Secretary. (Bylaws, Article VI, section 6.8 and Article V, section 514, g.). No contracts are to be sent to the contractor first. • Length: Contracts will normally be for a duration of no more than three years, four (4) years under a contract renewal, unless a cancellation clause is part of the contract. This clause should allow the Association to cancel the contract within a reasonable time period and without penalty.
• Reviews: For a new, large, and detailed project, it is recommended that the contractor(s) meet with the entire Board for questions, explanation of scope of work, etc.
• Certificate of Insurance: All contracts or project estimates to be recommended and sent to Board for final approval must include a Certificate of Insurance from the contractor. (See INSURANCES for coverage requirements.) Deerlake Village Community Association, PO Box 2186, Brevard, NC 28712 must be listed as the Certificate Holder.
• An EIN, TIN or SS number must be provided to the Treasurer (unless previously on file with the Treasurer) from any unincorporated independent contractor that is sole proprietor or member of a partnership or LLC. The DVCA must file a 1099 tax form for these contractors though our accountant.
• Terms and Conditions of a Contract: The Board shall determine when a contract should be reviewed with the Association’s attorney.
• Filing: Copies of signed contracts and required insurance documents must be given to the Treasurer and retained in the DVCA files.
• Contractors/vendors must specify any subcontractors to be included on the job. All subcontractors will be required to submit their own insurance and workers compensation.
• Contracts that are to be approved by the Board via e-mail vote must contain all the necessary documents required for the Board members to review before beginning the voting process.
• This policy covers on site estimate work. Vendors should be asked in advance if they have required insurance before obtaining an estimate of services. The actual insurance certificates are not required at that time.
A minimum of two (2) bids should be obtained and submitted for review for the project. If only one bid
can be obtained, a written statement will be attached describing why the contractor is recommended
and/or why a second bid was not obtained. The contract, a statement (if required) and the Certificate of
Insurance (providing evident of insurance is required) showing coverage Commercial General Liability
Insurance, Workers’ Compensation and Employee Liability and automobile coverage (if required) must
be attached to the new contract proposal. These documents will be submitted to and reviewed by the
Board before approval.
• If it is decided to stay with the current contractor, a written statement will be attached to the new
contract summarizing DVCA’s past experience with the contractor and rationale for the
• If there is a rate (price) increase, the contractor will submit a written statement explaining why
the increase was necessary.
• These items are attached to the contract to be reviewed by the Board before approval.
• However, no contract will be renewed for more than four (4) years without opening the contract
to additional bids. A minimum of two (2) bids will be obtained and submitted.
WORK NOT REQUIRING A CONTRACT
Any vendor service work under the amount of $500.00 with pre-approved insurance requirements on file
and is a current year budgeted operating expense does not require a contract or Board approval. Only
emergency on-site work with pre-approved insurance requirements on file will not need Board approval.
The contractor shall provide and maintain:
• Commercial General Liability, on an occurrence basis in the minimum amount of $1,000,000
combined single limit.
• Automobile Liability Insurance, to include liability coverage, all owned, hired, and non-owned
vehicles used in connection with the contract. The minimum combined single limit shall be
$150,000 bodily injury and property damage, $150,000 uninsured/underinsured motorist, and
$1,000 medical payments. Proof of automobile insurance will be required of only onsite ongoing
service providers with vehicles (e.g. landscaping, pool maintenance) or jobs requiring the use of
• Workers’ Compensation and Employers Liability Insurance with a minimum limit of $100,000
• A subcontractor working for the hired contractor will also be required to present the necessary
insurance coverages as stated above.
This Vendor and Contract Process Policy for On Site Work was approved by the DVCA Board of
Directors on March 9, 2023
DEERLAKE VILLAGE COMMUNITY ASSOCIATION
• To provide information about Deerlake, the governance and activities thereof, to residents, prospective buyers, local real estate agents, and others interested in our community.
• To keep the community information accurate, up to date, and to assure that Deerlake management is as transparent as possible. However, DVCA does not assume liability for accuracy of all information on the website.
• Website developed by Katy Rosenberg of Think It Studio, Brevard, NC
• Substantive changes in philosophy, format or content of the website must be approved by the DVCA Board of Directors.
• A Deerlake resident, appointed by the Board to manage the website, has the authority to edit “day to day” content. The manager will be advised of and provided documents to be posted on the website by either the President or Secretary of the Board of Directors and/or announcements from residents. (See General Guidelines below.)
• Either the website manager or an assistant will maintain the Community Calendar on the website with information provided by the chair of the Clubhouse Committee and/or the President or Secretary of the Board.
- Home – an overview of the community
–Rules and Forms
–For Sale or Free
-Annual & Quarterly Reports
- Architecture and Landscape – documents for new construction and modifications to existing architecture and landscape
- Weather – links to current, monthly, and annual Deerlake weather data
– Weather Folklore
- Calendar – DVCA community events, events held in the clubhouse, and private parties scheduled at the clubhouse.
- Contact – phone and email information for Directors, Committee Chairs and the website manager.
• Only DVCA residents and/or property owners may submit information for the website.
• Deerlake properties may be for sale by owner or a real estate agency or broker. The resident/property owner’s name and phone number must be listed. The real estate agent’s name and phone number may be listed.
• All announcements/listings should be emailed to the website manager.• Those without access to a computer may submit an announcement in writing to Deerlake Village Community Association, Attn: Website Manager, PO Box 2186, Brevard, NC 28712.
• Due to space limitations, residents may be restricted in the number of announcements submitted each month.
• The website manager has the right to refuse to publish any announcement not following these guidelines.
• The DVCA does not assume liability for accuracy of information contained in the announcements or in the Area Links.
This Website Policy was approved by the DVCA Board of Directors on the 10th of October 2019.
Revised September, 2019 2 Kris Fulmer, Deerlake; Policies
*Real Estate For Sale Sign Policy
(See also: Covenants, Article VI, Section 17)
The DVCA Declaration of Covenants states:
Article VI, Section 17, Signs and Flags “In general, no sign for advertising or for any other purpose shall be displayed on any lot or on a building or a structure on any lot. Exemptions to this prohibition include (1) the standard Board approved real estate “for sale”; (2) temporary (only until completion of work) construction or contractor signs signs not greater than nine (9) square feet in size…”
The following regulations will be followed to comply with the Covenants.
Real estate for sale signs will meet the following criteria shown at right:
Example of Approved Sign
18″ wide X 12″ high
Dark green and gold
Deerlake Village logo only
Deerlake Village Logo
Name of Real Estate Company or “By Owner”