Twin Lakes Standard Operating Procedures
AMENDED - July 2012
Secretary/Treasurer
1. The secretary/treasurer is authorized to pay all monthly bills, including electricity, propane, telephone, gasoline, caretakers wages, office
supplies,equipment repairs, vehicle license tags and other pre-approved order expenditures.
2. The Board will have available, in the office, after the 10th of each month, a packet including minutes, financial statements, budget, and committee
reports.
3. The Secretary/Treasurer is authorized to maintain a petty cash fund of $50.00; the maintenance chairperson, $100.00; and the sales office, $25.00.
4. The Board of Directors will retain an Office Assistant. The office shall be open to the Members of Twin Lakes for a minimum of 2 hours on Saturday
to perform any and all matters of business associated with Twin Lakes. Weekday office hours shall be set at the Board of Director's discretion.
(July 2010)
5. The Board of Directors will annually designate a budget committee to suggest a budget for the following fiscal year. Said budget will be approved or
revised and approved by the Board. The President shall, at least monthly; review income and expenditures compared to the budget, and
recommend any necessary actions to the Board of Directors.
6. The Treasurer shall be responsible to ensure a balance of no more than $12,000 be retained on a monthly basis in the General Checking Account.
(July 2008).
7. The minutes, income and expense summary and balance sheet will be posted monthly in the clubroom and in the office.
8. Approved minutes of the Regular Board of Directors Meetings shall be published in the Newsletter. (July 2008).
9. When a letter for delinquent assessments is sent on property under Contract for Transfer of Lease, a letter will also be sent to the leaseholder.
General Employee Policies
1. Hiring and/or terminating help, full-time, temporary or part-time must have prior approval of the Board of Directors.
2. Any employee must be covered by Twin Lakes Workman's Compensation. Any contractor must have proof of Workman's Compensation Insurance
forwarded by their insurance carrier or they must be covered by Twin Lakes Workman's Compensation. Contractors must furnish a separate invoice
for labor.
3. Twin Lakes Sports Club Association, Inc., is an equal opportunity employer. The "Equal Employment Opportunity Policy" will be part of Twin Lakes
standard operating procedures and will be attached to all employment applications.
Maintenance
1. Chairman will approve expenditures up to $250.00 per incident. Emergency expenditures over $250.00 and less than $1,000.00 must be approved by
the President.
2. Chairperson is authorized to dispose of obsolete and/or worn-out equipment after Board approval. All discarded equipment must be recorded by the
maintenance chairperson for inventory purposes.
3. When Association equipment is used to pull stuck or stranded vehicles, there will be no charge if the vehicle is in a designated roadway. If the
vehicle was not in an area designated as roadway, there will be a charge of $60.00. Twin Lakes shall not tow any vehicle, south of the cattle guard,
from the river area. Members must sign a liability waiver releasing Twin Lakes from body or vehicle damage from hook chain or other towing
instrument to the vehicle.
4. Mockingbird Lane between Owl Road and Lark Lane is vacated. Scissortail will remain an Association maintained roadway.
5. There will be a deposit of $25.00 on each card for use by temporary service people. Full time utility people may install a lock for their use on the
west entrance gate.
6. The circuit breaker box for the automatic entrance gate will be kept locked. The restaurant lessees may open the gate during restaurant hours.
7. No one other than maintenance personnel may use the tractor or any other maintenance equipment without written approval by the Board of
Directors.
8. The maintenance service - equipment and operator is available to lessees for $50.00 per Yz hour, with a minimum of Yz hour.
Community Center
1. Chairperson will approve expenditures up to $250.00 per month.
2. The committee chairperson, who will submit a signed bill to the Secretary/Treasurer, authorizing payment, will determine frequency of cleaning the
clubhouse.
3. Clubhouse Rental:
The committee chairperson is authorized to rent the club room for a one-time use, as follows:
A rental fee of $200.00 for non-members and $50.00 for members will be charged for private parties, plus a $100.00 deposit for cleaning. In cases
where all members of Twin Lakes are invited, the rental fee will be waived. The committee chairperson will assure that no other events are
scheduled for date and time of rental. (July 2011)
4. The cleaning deposit for the restaurant lease will be $250.00
Swimming Pool, Fire Department And Civil Defense
1. The Board will support the Fire Department by underwriting the cost of Workman's Compensation Insurance and the caretaker's pager rental.
2. Annually the pool committee chairperson will propose rules governing operations of the pool, the pool area and the pool equipment. The Board of
Directors will accept, or revise and accept these rules for publication and enforcement.
Sales Office
1. When transferring a lease which does not meet the requirements for square footage, running water, or a working toilet and septic tank, the
following will be included in the transfer papers and signed by all concerned parties:
"Buyer and seller are aware that failure to comply with the terms of the attached building permit dated for
Lot(s) may cause Twin Lakes Board of Directors to cancel the lease for those lots "
The building permit must be approved by the Board of Directors and include corrections to be made to the property, any temporary living conditions
allowed, and the date by which the corrections must be complete.
a. Require verification that the title and license of a mobile home is in the name of the current leaseholder before any transfer of lease is complete.
b. All address changes of lessees must be accompanied by a signed address form and such forms kept current and in the lessees file.
c. Article II, Section 3 of the Twin Lakes Bylaws names the Board of Directors as the membership committee, therefore the Board requests that
every new applicant for membership appear before the Board at the regular board meeting when his/her membership is to be considered.
2. Only property owned by Twin Lakes Association will be sold by the Lot Sales Committee. All lot sales paperwork will be the responsibility of the Lot
Sales Committee.
3. To transfer property not listed with the Association:
a. Buyer must complete an application for membership form and sign an authorization form to investigate credit and obtain O.S.B.I. Reports.
Membership Applications must be submitted to the Twin Lakes Office no later than 10 days prior to the regular Board Meeting.
b. Each applicant will be required to pay a $50.00 fee to cover the cost of obtaining reports. (July 2010)
c. The cost to seller is $250.00, to be paid when closing. The cost of a member-to-member transfer is $35.00. d. The application for membership
must be accompanied by a signed Offer to Purchase and an Acceptance of Offer form, before being presented to the Board
4. Contracts for transfer of lease:
a. Check lot list file to assure everything is in order, name of owner, co-owners, and etc.
b. All contracts for Lease, Lease Agreement, and Quit Claim forms are on computer. Both legal descriptions are included on the forms i.e. (NW/4)
and (N/2 of the NE/4). The inappropriate description should be deleted from the form. Use the description (NW/4) for lots west of Owl. Use
(N/2 of the NE/4) for lots east of Owl.
c. Buyers will be furnished a copy of the lease.
d. There is a membership fee determined by the Board to cover the cost of obtaining information. This fee will not be refunded to any applicant
even if the board does not accept them.
e. The sale price of Association lots will be $1600.00 each. A lesser price may be approved by a two-thirds vote of the Board with a minimum of
$1,000.00. A cash discount of $100.00 may be allowed if approved by the Board. Lots may be purchased for $100.00 down and $50.00 per
month. There will be a $10.00 per month fee for all late payments. All new members must purchase at least two (2) shares of stock.
f. The assessment for one lot will be $26.74 per month and $13.37 per month for each additional lot. There will be a $4.17 per month sanitation
fee. If there is an additional house that is unoccupied, there will be no additional sanitation fee. (July 2011)
g. There will be a penalty of $30.00 on all returned checks. (July 2012)
h. There will be a monthly charge of one dollar ($1.00) for Booster Club dues and the newsletter. The charge will be added to the quarterly
assessment statement.
5. All buyers must complete an application for membership form and sign an authorization form to investigate credit and obtain criminal history reports.
a. At application, buyers will receive a copy of Rules and Regulations and a form letter to sign stating they have read the Rules and Regulations and
will abide by them if they are accepted.
b. The Board of Directors will send a letter of acceptance or decline within 10 days after Board Meeting.
General Operations
1. There will be a Board approved operating procedural manual for each committee to be used for the day-to-day management of Twin Lakes
operations.
a. All Twin Lakes business will be conducted at a Regular Monthly Meeting or a Special Meeting of Board Members. This will guarantee the
presence of a quorum for the transaction of business, duly record the subject matter in the minutes and alleviate the minutes and alleviate the
potential for mis- representation of the Board's decision. (July 2010)
2. Fees and charges will be annually adopted by the Board of Directors. Some of these fees can be subject to change during the year. The Secretary
will publish a dated fee schedule and make it available in the clubhouse and in the office.
3. The Secretary/Treasurer is authorized to post a list of delinquent assessments of lessees/lease holders in the Twin Lakes Office and Twin Lakes
Clubhouse.
Secretary/Treasurer
1. The secretary/treasurer is authorized to pay all monthly bills, including electricity, propane, telephone, gasoline, caretakers wages, office
supplies,equipment repairs, vehicle license tags and other pre-approved order expenditures.
2. The Board will have available, in the office, after the 10th of each month, a packet including minutes, financial statements, budget, and committee
reports.
3. The Secretary/Treasurer is authorized to maintain a petty cash fund of $50.00; the maintenance chairperson, $100.00; and the sales office, $25.00.
4. The Board of Directors will retain an Office Assistant. The office shall be open to the Members of Twin Lakes for a minimum of 2 hours on Saturday
to perform any and all matters of business associated with Twin Lakes. Weekday office hours shall be set at the Board of Director's discretion.
(July 2010)
5. The Board of Directors will annually designate a budget committee to suggest a budget for the following fiscal year. Said budget will be approved or
revised and approved by the Board. The President shall, at least monthly; review income and expenditures compared to the budget, and
recommend any necessary actions to the Board of Directors.
6. The Treasurer shall be responsible to ensure a balance of no more than $12,000 be retained on a monthly basis in the General Checking Account.
(July 2008).
7. The minutes, income and expense summary and balance sheet will be posted monthly in the clubroom and in the office.
8. Approved minutes of the Regular Board of Directors Meetings shall be published in the Newsletter. (July 2008).
9. When a letter for delinquent assessments is sent on property under Contract for Transfer of Lease, a letter will also be sent to the leaseholder.
General Employee Policies
1. Hiring and/or terminating help, full-time, temporary or part-time must have prior approval of the Board of Directors.
2. Any employee must be covered by Twin Lakes Workman's Compensation. Any contractor must have proof of Workman's Compensation Insurance
forwarded by their insurance carrier or they must be covered by Twin Lakes Workman's Compensation. Contractors must furnish a separate invoice
for labor.
3. Twin Lakes Sports Club Association, Inc., is an equal opportunity employer. The "Equal Employment Opportunity Policy" will be part of Twin Lakes
standard operating procedures and will be attached to all employment applications.
Maintenance
1. Chairman will approve expenditures up to $250.00 per incident. Emergency expenditures over $250.00 and less than $1,000.00 must be approved by
the President.
2. Chairperson is authorized to dispose of obsolete and/or worn-out equipment after Board approval. All discarded equipment must be recorded by the
maintenance chairperson for inventory purposes.
3. When Association equipment is used to pull stuck or stranded vehicles, there will be no charge if the vehicle is in a designated roadway. If the
vehicle was not in an area designated as roadway, there will be a charge of $60.00. Twin Lakes shall not tow any vehicle, south of the cattle guard,
from the river area. Members must sign a liability waiver releasing Twin Lakes from body or vehicle damage from hook chain or other towing
instrument to the vehicle.
4. Mockingbird Lane between Owl Road and Lark Lane is vacated. Scissortail will remain an Association maintained roadway.
5. There will be a deposit of $25.00 on each card for use by temporary service people. Full time utility people may install a lock for their use on the
west entrance gate.
6. The circuit breaker box for the automatic entrance gate will be kept locked. The restaurant lessees may open the gate during restaurant hours.
7. No one other than maintenance personnel may use the tractor or any other maintenance equipment without written approval by the Board of
Directors.
8. The maintenance service - equipment and operator is available to lessees for $50.00 per Yz hour, with a minimum of Yz hour.
Community Center
1. Chairperson will approve expenditures up to $250.00 per month.
2. The committee chairperson, who will submit a signed bill to the Secretary/Treasurer, authorizing payment, will determine frequency of cleaning the
clubhouse.
3. Clubhouse Rental:
The committee chairperson is authorized to rent the club room for a one-time use, as follows:
A rental fee of $200.00 for non-members and $50.00 for members will be charged for private parties, plus a $100.00 deposit for cleaning. In cases
where all members of Twin Lakes are invited, the rental fee will be waived. The committee chairperson will assure that no other events are
scheduled for date and time of rental. (July 2011)
4. The cleaning deposit for the restaurant lease will be $250.00
Swimming Pool, Fire Department And Civil Defense
1. The Board will support the Fire Department by underwriting the cost of Workman's Compensation Insurance and the caretaker's pager rental.
2. Annually the pool committee chairperson will propose rules governing operations of the pool, the pool area and the pool equipment. The Board of
Directors will accept, or revise and accept these rules for publication and enforcement.
Sales Office
1. When transferring a lease which does not meet the requirements for square footage, running water, or a working toilet and septic tank, the
following will be included in the transfer papers and signed by all concerned parties:
"Buyer and seller are aware that failure to comply with the terms of the attached building permit dated for
Lot(s) may cause Twin Lakes Board of Directors to cancel the lease for those lots "
The building permit must be approved by the Board of Directors and include corrections to be made to the property, any temporary living conditions
allowed, and the date by which the corrections must be complete.
a. Require verification that the title and license of a mobile home is in the name of the current leaseholder before any transfer of lease is complete.
b. All address changes of lessees must be accompanied by a signed address form and such forms kept current and in the lessees file.
c. Article II, Section 3 of the Twin Lakes Bylaws names the Board of Directors as the membership committee, therefore the Board requests that
every new applicant for membership appear before the Board at the regular board meeting when his/her membership is to be considered.
2. Only property owned by Twin Lakes Association will be sold by the Lot Sales Committee. All lot sales paperwork will be the responsibility of the Lot
Sales Committee.
3. To transfer property not listed with the Association:
a. Buyer must complete an application for membership form and sign an authorization form to investigate credit and obtain O.S.B.I. Reports.
Membership Applications must be submitted to the Twin Lakes Office no later than 10 days prior to the regular Board Meeting.
b. Each applicant will be required to pay a $50.00 fee to cover the cost of obtaining reports. (July 2010)
c. The cost to seller is $250.00, to be paid when closing. The cost of a member-to-member transfer is $35.00. d. The application for membership
must be accompanied by a signed Offer to Purchase and an Acceptance of Offer form, before being presented to the Board
4. Contracts for transfer of lease:
a. Check lot list file to assure everything is in order, name of owner, co-owners, and etc.
b. All contracts for Lease, Lease Agreement, and Quit Claim forms are on computer. Both legal descriptions are included on the forms i.e. (NW/4)
and (N/2 of the NE/4). The inappropriate description should be deleted from the form. Use the description (NW/4) for lots west of Owl. Use
(N/2 of the NE/4) for lots east of Owl.
c. Buyers will be furnished a copy of the lease.
d. There is a membership fee determined by the Board to cover the cost of obtaining information. This fee will not be refunded to any applicant
even if the board does not accept them.
e. The sale price of Association lots will be $1600.00 each. A lesser price may be approved by a two-thirds vote of the Board with a minimum of
$1,000.00. A cash discount of $100.00 may be allowed if approved by the Board. Lots may be purchased for $100.00 down and $50.00 per
month. There will be a $10.00 per month fee for all late payments. All new members must purchase at least two (2) shares of stock.
f. The assessment for one lot will be $26.74 per month and $13.37 per month for each additional lot. There will be a $4.17 per month sanitation
fee. If there is an additional house that is unoccupied, there will be no additional sanitation fee. (July 2011)
g. There will be a penalty of $30.00 on all returned checks. (July 2012)
h. There will be a monthly charge of one dollar ($1.00) for Booster Club dues and the newsletter. The charge will be added to the quarterly
assessment statement.
5. All buyers must complete an application for membership form and sign an authorization form to investigate credit and obtain criminal history reports.
a. At application, buyers will receive a copy of Rules and Regulations and a form letter to sign stating they have read the Rules and Regulations and
will abide by them if they are accepted.
b. The Board of Directors will send a letter of acceptance or decline within 10 days after Board Meeting.
General Operations
1. There will be a Board approved operating procedural manual for each committee to be used for the day-to-day management of Twin Lakes
operations.
a. All Twin Lakes business will be conducted at a Regular Monthly Meeting or a Special Meeting of Board Members. This will guarantee the
presence of a quorum for the transaction of business, duly record the subject matter in the minutes and alleviate the minutes and alleviate the
potential for mis- representation of the Board's decision. (July 2010)
2. Fees and charges will be annually adopted by the Board of Directors. Some of these fees can be subject to change during the year. The Secretary
will publish a dated fee schedule and make it available in the clubhouse and in the office.
3. The Secretary/Treasurer is authorized to post a list of delinquent assessments of lessees/lease holders in the Twin Lakes Office and Twin Lakes
Clubhouse.