Del Tura H.O.A. Inc. Policies and Procedures Guide · 2019-04-09 · 6 Del Tura HOA, Inc. Policy...

1 Del Tura HOA, Inc.

Policy and Procedures

Approved June 2016

Del Tura H.O.A. Inc.

Policies and Procedures Guide



Approved June 2016

Index

SECTION 1 - BOARD OF DIRECTORS

DUTIES OF DIRECTORS

President…………………………………………………………………………………….4

Vice President…………………………………………………………………………….…4

Secretary…………………………………………………………………………………….5

Treasurer…………………………………………………………………………………….5

Additional Duties of the Board of Directors………………………………………………...6

Board Certifications…………………………………………………………………………7

ELECTION PROCEDURES

Election Procedures Board of Directors…………………………………………………….8

Ballot and Voting Procedures……………………………………………………………...10

Counting Ballots…………………………………………………………………………...12

Confirming a Quorum of Member Voters…………………………………………………13

Oath of Directors…………………………………………………………………………..14

SECTION 2 - HOA OFFICE PRODECURES

General Office …………………………………………………………………………….15

Copier Usage………………………………………………………………………………15

Key Log……………………………………………………………………………………16

Del Tura Telephone Books………………………………………………………………...16

Bulletin Boards…………………………………………………………………………….16

Scheduling/Reservation of Ballrooms……………………………………………………..17

Scheduling Single Use of Ballroom……………………………………………………….17

Scheduling Recurring use of Ballroom……………………………………………………17

Clubhouse Security Deposits and Rental Fees…………………………………………….18

Scheduling use of grill area(s)/North Pool Tennis Room…………………………………19

HOA Owned Property for Events…………………………………………………………20

SECTION 3 - HOA SPONSORED COFFEE HOUR

Daily Tasks (Monday, Tuesday, Thursday or Friday)…………………………………….21

Coffee Hour Emcee………………………………………………………………………..23

Advertising at Coffee Hour………………………………………………………………..24



Approved June 2016

SECTION 4 - PROCEDURES FOR NEW EVENTS

HOA Sponsorship other Events/Activities………………………………………………..25

SECTION 5 - HOA SPONSORED EVENTS

Entertainment Committee

Professional Shows and Dances………………………………………………………….27

Ticket Sales………………………………………………………………………………30

Special Events Committee…..…………………………………………………………...29

Other Social Committees

Bingo……………………………………………………………………………………..35

Del Tura Repertory Company……………………………………………………………38

Holiday Food Baskets……………………………………………………………………39

International Food Fair…………………………………………………………………...44

Membership………………………………………………………………………………46

Memorial Service…………………………………………………………………………47

Tower Publication………………………………………………………………………...48

Tower Distribution………………………………………………………………………..48

Tower Editing/Production………………………………………………………………...49

Video Library……………………………………………………………………………..50

Welcome Committee……………………………………………………………………...51

SECTION 6 - FORMS



Approved June 2016

BOARD OF DIRECTORS

The duty of the Officers and Directors of the HOA is to mold the Association character, help enhance the lifestyle of the

Homeowners, protect and preserve the Association’s assets, both tangible and intangible, and to promote social harmony.

Officers and Directors must make business decisions yet preserve the social integrity of the Association.

Duties of the President

Include but are not limited to:

a. Perform all duties and obligations as required by Association By-laws.

b. Review and update as necessary all Association documents for compliance with Florida Statutes, Chapter 723,

Chapter 617 and other pertinent laws.

c. Prepare and execute a master plan, goals, annual events budget, meetings; i.e., set agendas, publicize events, obtain

help and accomplish plans/goals.

d. Develop a Team; i. e., assign duties, delegate responsibilities, coordinate activities between Board, Committee

Members, Park Management and HOA Members.

e. Oversee all financial responsibilities, insurance special funds, etc.

f. Insure member participation through committee projects and/or social activities.

g. Coordinate dissemination of HOA and/or management information at weekly Tuesday Coffee Hour.

h. Develop, with input from Board Directors, agendas for monthly, management, quarterly, annual and special

meetings as needed.

i. Proof read all Association minutes prior to distribution.

j. Contribute or assign monthly HOA and/or Board of Directors articles for The Tower.

k. Serve as the Board of Directors liaison to The Tower.

l. Serve and/or chair committees as needed, such as finance, welcome, etc.

m. Chair the Executive Committee

n. Represent the HOA and Board of Directors in a professional manner.

Duties of the Vice-President



b. Act in the absence of the President of the HOA.

c. Serve as Assistant Treasurer and Assistant Social Director.

d. Serve on the Executive Committee.

e. Coordinate committee functions as needed or as scheduled.

f. Handle special tasks as assigned by the President and/or the Board of Directors.

g. Contribute, as assigned, HOA and/or Board of Director articles for The Tower.

h. Represent the HOA and Board of Directors at weekly Tuesday Coffee Hour as needed.

i. Participate in HOA activities through special projects, etc. as needed.

j. Represent the HOA and Board of Directors in a professional manner.



Approved June 2016

Duties of the Secretary



b. Serve on the Executive Committee.

c. Take minutes of all board, membership and management meetings.

d. Post minutes of board and membership meetings in a timely fashion as required by the Association By-laws.

e. Keep Association’s minutes and corporate records for a minimum of seven years.

f. Correspond and keep track of all outgoing and incoming corporate records and publications.

g. Obtain and maintain any northern (summer) addresses, telephone numbers and email addresses of officers and

directors of the HOA.

h. Maintain a separate book outlining motions made by the Board of Directors on an annual basis.

i. Develop draft of changes to the Association’s “Policy and Procedures Guide” based on meeting discussion and

recommendations to be presented to the President and Board of Directors.

j. Circulate “Motions Book” and “Policy and Procedures Guide” for signatures of all of the Board of Directors.

k. Contribute, as assigned, HOA and/or Board of Directors article for The Tower.

l. Participate in other HOA activities through special projects, etc., as needed.

m. Represent the HOA and Board of Directors in a professional manner.

Duties of the Treasurer



b. Serve on the Finance Committee.

c. Serve on the Executive Committee.

d. Implement bookkeeping procedures as required.

e. Maintain financial reports and circulate as needed.

f. Recommend annual budget and monitor compliance.

g. Invest association savings and reserve monies to maximize returns.

h. Co-act with financial experts and accountants to maintain fiscal solvency.

i. Monitor collection of dues.

j. Oversee all HOA sponsored ticket pricing and/or sales to insure compliance with established policies.

k. Insure safety of association funds and key records.

l. File corporate reports and tax returns.

m. Insure adequate insurance is maintained.

n. Maintain Association equipment inventory with minimal risk.

o. Contribute, as assigned, monthly HOA and/or Board of Director article for The Tower.

p. Represent the HOA and/or Board of Directors at weekly Tuesday Coffee Hour as needed.

q. Participate in HOA activities through special projects, etc., as needed.



Approved June 2016

Additional Duties of the Board of Directors:

a. All directors will serve as a committee liaison when requested by the HOA President and/or the Board of Directors.

b. All directors shall read all meeting minutes.

c. All directors shall monitor their mailboxes, located in the HOA office, on a timely basis.

d. All directors shall develop a backup plan for when they are unable to fulfill their assigned duties.

e. All directors will provide suggestions and/or recommendations regarding their assigned duties.

f. All directors shall maintain confidentiality as required or requested.

g. All directors shall represent the HOA to the very best of their ability and in a professional manner.

h. A director will be assigned to each of six director-specific duties, numbered and listed below:

1) Grounds:

a. Survey common areas monthly, in conjunction with a member of the Hometown America (HTA) staff.

Report items which need attention and confirm repair/replacement dates with HT staff, if available.

b. Review resident bulletin boards at the pools; remove old or unacceptable materials as needed.

c. Prepare and distribute a report of findings, providing a copy to the HOA Secretary.

d. Monitor management responses to reported items.

e. Serve as resource for residents, as needed.

f. Survey areas and report items which need attention in the Clubhouse.

2) Tuesday Coffee Hour:

a. Solicit and maintain a core of volunteers to provide all Tuesday coffee hour activities.

b. Provide coffee service at HOA sponsored events as requested.

c. Maintain area for ticket sales and co-ordinate all ticket selling activities.

d. Refer to coffee hour procedures in this guide, and provide updates as needed.

3) Keys, Cage, Kitchen:

a. Maintain log of all HOA keys.

b. Develop and maintain procedure for distribution and retrieval of keys as needed and requested.

c. Request and coordinate change of locks, new locks, etc. as needed.

d. Inventory cage supplies, develop adequate levels needed, prepare a list with desired supplies and levels that

should be maintained.

e. Order supplies and stock kitchen cabinets with supplies.

f. Coordinate supplies distribution to all HOA sponsored events as requested.

4) Social:

a. Oversee, plan and implement social activities for the community.

b. Serve as liaison with the chairperson on the Entertainment Committee and the Special Events Committee

to coordinate and/or recommend recreational activities.

c. Serve as a resource for committees and/or residents wishing to provide social activities.

d. Refer to committee and entertainment procedures in this guide, and provide updates as needed.



Approved June 2016

5) FMO:

a. Serve as representative for Del Tura Golf and Country Club.

b. Encourage membership in FMO; collect membership dues and forward to FMO home office.

c. Participate in monthly FMO meetings, and other FMO activities. Report agenda of the meetings and/or

activities at Tuesday coffees and in the Tower.

d. Host any FMO activities that take place in Del Tura Golf and Country Club.

BOARD CERTIFICATIONS

Pursuant to Florida Statute 723.0781

1. Within 90 days after being elected or appointed to the Board, a newly elected or appointed director shall certify

by an affidavit in writing to the secretary of the association that he or she has read the association’s current

articles of incorporation, bylaws, and the mobile home park’s prospectus, rental agreement, rules and regulations,

and written policies; that he or she will work to uphold such documents and policies to the best of his or her

ability to the association’s members.

2. In lieu of this written certification, within 90 days after being elected or appointed to the board, the newly elected

or appointed director may submit a certificate of having satisfactorily completed the educational curriculum

approved by the division within 1 year before or 90 days after the date of election or appointment. The

educational certificate is valid and does not have to be resubmitted as long as the director serves on the board

without interruption.

3. A director who fails to timely file the written certification or educational certificate is suspended from service on

the board until he or she complies with this section. The board may temporarily fill the vacancy during the

period of suspension.

4. The secretary of the association shall retain a director’s written certification or educational certificate for

inspection by the members for 5 years after the director’s election or the duration of the director’s uninterrupted

tenure, whichever is longer. Failure to have such written certification or educational certificate on file does not

affect the validity of any board action.



Approved June 2016

ELECTION PROCEDURES BOARD OF DIRECTORS

The announced candidates will be given an opportunity to speak at a Tuesday

Coffee Hour sel

Nominating Committee Procedures

Purpose: To provide direction and guidelines for the nomination and election of the Board of Directors. The Del Tura

HOA, Inc. Bylaws take precedence over these policies and procedures in all cases. All dates mentioned herein are designed

to facilitate the timing required by the Bylaws.

The HOA Board of Directors will appoint the Nominations Committee Chairperson at the September Board meeting. The

Chairperson will select 2 to 4 additional committee members for submittal to and approval by the Board at the October

Quarterly Board meeting. Current Board members and potential candidates are not eligible to serve on the Nominating

Committee. Upon being approved by the Board, the Nominating Committee shall begin the candidate search.

The minimum number of candidates required should be equal to the number of vacancies on the Board. There is no

maximum number of candidates. To be eligible to serve on the Board, each nominee must be a member of the Homeowners

Association with current paid up dues.

The announced candidates should be introduced by the Committee Chairperson at the January Quarterly Members Meeting.

The candidates will then be given the opportunity to speak to the membership for a maximum of 5 minutes each. Additional

nominations will then be accepted from the floor. Nominees from the floor must meet the criteria above and must accept

nomination in person or in writing. These nominees will also be given the opportunity to speak to the membership for a

maximum of 5 minutes each.

If there are no more nominees than the number of Board vacancies, the slate of candidates may be voted in at the January

Members Meeting, provided there is a quorum in attendance at that meeting. A bare majority of the quorum is required for

election. If there are more nominees than vacancies or if a quorum is not present at the January Members Meeting, a ballot

must be prepared and mailed to all members. Note that ballot printing, stuffing, and mailing dates should be set up by the

Committee, in case they are required.

The Nominating Committee will post the names of the nominees on the HOA clubhouse bulletin board not more than seven

days after the January meeting.

ected by the Nominating Committee sometime in January. A 3-minute time limit is suggested for this presentation. The

candidates are permitted to place flyers on the tables at the coffee hours. A brief question and answer period may be

scheduled and/or a “meet the candidate” session after coffee for one-on-one discussions.

The January issue of The Tower will feature the names and resumes of all candidates. Resumes should be limited to 150

words. Usual publication deadline for The Tower is the 12th of the preceding month. (NOTE: Names of candidates and

applicable resumes must be submitted by December 12th in order to be included in the January issue of The Tower).

The Nominating Committee will provide to all candidates a list of important dates, including the January Quarterly meeting,

the coffee hour presentation date, The Tower publication deadlines, and the February Annual meeting, as well as any

balloting deadlines.

New Board Members will be sworn in at the February Annual Members Meeting by the Nominating Committee Chair, the

Parliamentarian, or an officer of the Board. A Board of Directors organizational meeting for the purpose of electing officers

shall be held within seventy-two hours after the adjourned annual meeting.



Approved June 2016

Timing Issues:

a. Quarterly Members Meeting Notice must be posted at least 14 days before the meeting.

b. Ballots, if required to be mailed, will be mailed before the end of January. Ballots must be received back by the

15th calendar day after the date of the mailing. Ballots must be counted and verified and results presented at the

February Annual Members Meeting. Deadlines for return of the ballot may not be a postal holiday.

c. Annual Members Meeting: Notice of the meeting must be at least 14 days before the meeting date and should be

inserted into the February issue of The Tower. The meeting must be held no later than the fourth week of February.

d. The Tower deadline is usually the 12th day of the month preceding delivery; i. e. January deadline is December 12

and February deadline is January 12.

e. Record date for voting at any meeting of members is not less than ten days prior to the date of the meeting. Eligible

membership list is to be available in the HOA office during business hours and at the meeting.

All of the candidates will be advised of the results within 24 hours of the count completion and prior to posting same

on the HOA Bulletin Board in the clubhouse lobby. The election results will be posted for two weeks. A complete report

will be presented by the Nominating Committee at the February Annual Membership Meeting. The Chairperson will

introduce and present the newly elected Directors and may administer the Oath of office. They will then assume their

rightful place at the Board table replacing the departing Directors, who should be thanked for their tenure of service.

The Chairperson should contact the HOA Board liaison if assistance or clarification of the election guidelines is needed.

The Chairperson shall obtain advance funds from the HOA Treasurer for purchase of postage, ballot paper, and envelopes,

or may submit receipts for reimbursement. In either case, receipts must be submitted to the Treasurer.

a. Obtain paid-up HOA membership list no later than 2 days after paid-up dues deadline (usually January 15th).

b. Request address labels for mailing ballots, if needed, by date, set by the committee for stuffing ballot envelopes.

c. Prepare a sample ballot prior to the January meeting with known candidates. This can be revised if there are

nominations from the floor at the January meeting.

d. Prepare the February article for The Tower by January deadline. Provide the prepared article to the Editor with the

understanding that a final article will be provided if revision is needed due to nominations from the floor. Provide

any revision no later than the morning following the January meeting.

e. Be prepared to purchase ballot paper and envelopes if needed. There is very little time between the January quarterly

meeting and ballot mailing date. Find out how much time the Printer needs to print return address on envelopes

and mailing addresses on Ballot envelopes. Be sure supplies are purchased in time to meet deadlines.

f. Make a schedule of events working backward from dates of January and February meetings.

g. Obtain a copier access code number from HOA Board copier representative if ballot printing is required.

NOTE: Print the ballots on the HOA office copier.



Approved June 2016

Ballot and Voting Procedures

All persons owning a manufactured home (unit) on a leased lot located in Del Tura Golf and Country Club shall be

eligible for membership in the Del Tura HOA, Inc. Each paid up unit is entitled to one vote on any matter presented

for vote at any members meeting of the HOA. Renters of a unit in the community may have an associate HOA

membership, but they are not entitled to vote

If ballots are required for an election of Directors, the following guidelines should be observed:

a. Use colored paper or special background or some special marking that cannot be duplicated. Since ballots are

required to be numbered for control purposes, a colored marker for the number or a stamp in color with the work

“Ballot” would work. The object is to prevent ballot box stuffing with counterfeit ballots.

b. Ballots should contain the name of each candidate for Directions, instructions as to how many positions (votes)

apply and the deadline for return to the HOA. Ballots may contain a brief paragraph about each candidate.

c. Envelopes must be procured both for sending out ballots (stamped) as well as enclosed return addressed envelopes

(not stamped).

d. Sending envelopes shall have the Del Tura HOA, Inc. return address in the upper left-hand corner. Mailing labels

will be provided by the HOA membership representative.

e. Return envelopes must be printed with the Committee Chairperson’s address.

f. Example:

Nomination and Election Committee

Del Tura HOA, Inc.

Chairpersons Street Address

North Fort Myers, FL 33903

g. Ballots will be mailed to each member household in January (one vote/one ballot per household) allowing sufficient

time (15 days) for return of ballots, counting of ballots, advising candidates of results and post results on the bulletin

board in the clubhouse prior to the February Annual Members Meeting.

h. Ballots must be returned by the date stated on the ballot in order to be counted, either by mail or put into the Ballot

Box located in the HOA office. The Chairperson or designee will regularly empty the Ballot Box and keep ballots

in a secure place.

i. The Chairperson or designee shall be in sole possession of the KEY to the Ballot Box. The lock shall be unique

and no other keys available. A new lock shall be purchased, if necessary.

j. Closing date for acceptance of ballots cannot be a postal holiday.

k. The Committee shall record how many ballots were mailed and how many were returned.

l. Refer to the HOA By-laws for guidelines on absentee voting.

A list, in alphabetical order, of all paid-up members shall be provided to the Nominating Committee no later than 2 days

after the final day for accepting dues entitling members to vote in the election process. This will help to eliminate the

possibility of a non-voting member receiving a ballot. The Membership representative will also provide pre-printed address

labels for ballot mailing. This will provide a cross-reference of paid-up HOA members and address labels. HOA paid-up

members must be properly identified. Numbered ballots and return address envelopes may be stuffed in the stamped mailing

envelopes and sealed before applying membership mailing labels to preserve confidentiality.

The Committee shall put all communications with candidates and the HOA Board in writing with a follow-up call to all

candidates.



Approved June 2016

Each candidate will be permitted to have one observer in the Ballot counting room; the candidate cannot be the observer.

The Committee must advise candidates and observers the time for counting the ballots. The observer may take notes,

watch and listen but cannot talk to or disturb the counters. If an observer has a question, it may be addressed to the

Nominating Committee Chairperson. If there is disagreement between the observer and the Chairperson, it must be put in

writing and addressed/resolved upon completion of the count.



Approved June 2016

Counting Ballots

The Nominating Committee Chairperson will prepare ahead of the ballot counting, the following items:

a. A letter opener.

b. A new highlighter or colored marker.

c. A supply of good pencils or pens.

d. A page listing all ballot numbers in order.

e. A separate piece of tablet paper for each candidate.

f. A supply of water or other hydration.

The following personnel will be needed:

a. 1 person to open ballot envelopes.

b. 1 person to read the Ballot number and announce the votes cast.

c. 1 to verify the votes cast and highlight or cross out the ballot number.

d. 1 person for each candidate’s page.

Procedure:

a. The person with the letter opener will open the envelopes, remove the ballot and put it in a pile for the “ballot reader.

b. The “ballot reader” will read out loud the ballot number and the name of each candidate receiving a vote on the

ballot. The reader will then hand the ballot to the “ballot verifier”. ”. During this process, there may be ballots

that do not have votes cast for the full number of vacancies. If this occurs, the ballot reader will keep a tally of all

missing votes.

c. The “ballot verifier” will mark off the ballot number on the list and will verify the number and names read as

receiving a vote.

d. As the name of the candidate receiving a vote is read, the “ballot counter” having that candidate’s page will make

a mark on it in the usual manner of keeping a tally (after four marks are made, the fifth mark crosses the four, so

that groups of five are easily seen). Each counter is responsible for only one candidate to eliminate confusion.

e. When the ballots have all been read and verified:

• Each “ballot counter” will count the tally marks for their particular candidate’s page.

• The “ballot reader” will count the number of votes missing from ballots.

• The “ballot verifier” will count the number of ballot numbers marked off as received.

The number of ballots marked off should equal the number of ballots previously counted as received. That number times

the number of openings being filled, less the number of votes not cast, should equal the total of all candidate votes tallied.

This gives a quick and accurate double-check of the ballot process.

The candidates receiving the majority of votes shall be declared elected. The winners will be kept confidential to the parties

in the counting process until the Chairperson has notified the winners and posted the official results.



Approved June 2016

Confirming a Quorum of Member Voters

Purpose: An outline of how to determine if a “quorum” is present at any meeting of the membership requiring a vote of

the members.

a. Obtain a current list of members, as of the date of record for the vote, from the Membership representative, divided

into three sections; i.e. A-K, L-R, S-Z.

b. Set up three card tables near the entrance to the meeting. Equip each table with one section of the list, a sign

showing the alpha names at that table, a highlighter, and a person to check for cards as members come in.

c. Members attending the meeting should present their membership card to the proper table; the checker will highlight

the name of the attending member.

d. There is one vote per household (unit). Members will be given a ballot or a colored card to hold up or turn in when

the vote is taken. If more than one vote is to be taken, different colored cards may be used.

e. At any meeting for which proxies have been solicited, the names of those members who have already submitted

proxies will already have been highlighted with a different color marker prior to the meeting beginning.

f. A member who has already turned in a ballot will not be given another ballot, but may be given a colored card if

other matters are anticipated for vote.

g. After the meeting begins, each checker will count the highlighted names of the members on their list and report the

total to the Membership representative.

h. The Membership representative will give the total membership count on the date of record for the meeting and the

number of highlighted members attending the meeting to the President or presiding Chairperson of the meeting.

i. The presence in person or by proxy of 15% of the members entitled to vote shall constitute a quorum for all matters

except the right to purchase the park as provided in Chapter 723.071 which requires a majority of the members

[50% plus 1 person] to constitute a quorum.

The presiding Chair of the meeting will announce the presence of a quorum before any vote is taken.



Approved June 2016

Oath of HOA Officers and Directors

Purpose: This is the Oath of office for incoming Directors of the homeowners association of Del Tura.

The Nominating Chairperson, the Parliamentarian or Officer of the HOA states: Repeat after me:

I, (state your name), do solemnly swear to support the by-laws of Del Tura H. O. A., Inc., to pursue its objective, and

faithfully perform the duties of the office and/or director to which I have been elected, so help me God.

The Nominating Chairperson or designee will state the following:

Officers and directors of Del Tura H. O. A., Inc, you have now assumed the duties of the office and directors to which you

have been elected. Each one of you should diligently study your duties with the knowledge that, within your power, lies

the success of this homeowners’ association. We know you will faithfully carry out the assignments that will be given to

you.

As an elected director and/or officer of this homeowners’ association, you are responsible for promoting the growth of this

association. Repeat after me:

I hereby do swear, as a member in good standing that I will solemnly support the following:

1. Represent the interest of all people served by this homeowners’ association and not favor special interest inside or

outside of this association.

2. Not to use my service on this board for my own personal advantage or for the advantage of my friends or supporters.

3. Keep confidential information confidential.

4. Approach all board issues with an open mind, prepared to make the best decisions for everyone involved.

5. Do nothing to violate the trust of those who elected or appointed me to the board or of those we serve.

6. Focus my efforts on the mission of the organization and not on my personal goals.

7. Never exercise authority as a board member except when acting in a meeting with the full board or as I am delegated

by the board.

Upon completion, say: “I now declare you officers and/or directors duly installed for the year 20_____, as I now charge

the members of the Del Tura HOA, Inc. to support these officers and directors as promised.



Approved June 2016

HOA OFFICE PROCEDURES

GENERAL OFFICE Volunteer’s Responsibilities:

a. Collect mail from mailbox 609 and distribute HOA mail to appropriate boxes.

b. Obtain copier count and fill in log book at beginning of shift and end of shift.

c. Refill all paper drawers in copier.

d. Respond to office telephone messages as needed. LONG DISTANCE SERVICE IS CURRENTLY NOT

AVAILABLE.

e. Respond to resident requests for information and/or services available.

f. Refer resident complaints to Hometown America’s Administration office.

g. Make additional copies of reservation forms as needed, from Master copies. (Master copies of forms have logo in

color.)

h. Update resident information for HOA records, as needed.

i. Update telephone numbers and contacts for various groups, i.e. Fish, Loan Closet, etc., as necessary.

j. Do not enter reservations into Activities Calendars without a completed reservation form.

k. Assist the HOA Board of Directors with additional duties as needed.

l. At the beginning of each month, copy the “Daily Activities Schedule” from The Tower, make about 30 copies and

file in the folder in the left desk drawer.

m. For additional questions or assistance contact the Board Liaison for the HOA Office.

HOA COPIER The copier located in the HOA office is available to Del Tura homeowners and Del Tura organizations only. Access to

the copier is by Access Code. Individual access codes are confidential and should not be disclosed to other individuals.

a. Flyers for advertising of events at Tuesday Coffee may be made, not to exceed 50 per week.

b. Flyers for insertion into The Tower cannot be made using the HOA Copier.

Volunteer’s Responsibilities:

a. Respond to resident request for copies.

b. Prior to any call for service, contact the HOA Director in charge of the copier for assistance.

c. Ordering of copier materials; i.e., paper, toner etc. should be coordinated with the HOA Director in charge of the

copier.

d. Enter in the copier log book the date, number of copies requested and name of person requesting copies.

e. Flyers for advertising at Tuesday Coffee may be made, not to exceed 50 per week, in black and white or color.

f. Flyers for insertion into The Tower cannot be made using the HOA officer copier.

g. Update telephone numbers and contacts for various groups, such as Fish, Loan Closet, etc. as necessary and forward

information to Tower Chairperson.



Approved June 2016

KEY LOG Take care of any requests for keys:

a. Keys are to be signed out in log book.

b. Advise resident key must be returned next business day unless other provisions are made.

c. Advise resident that key can be dropped in mail slot in door of HOA Office.

d. Call resident when key is not returned timely.

e. Log in the date key is returned.

DELIVERING HOA PHONE BOOKS Del Tura Resident Telephone Books are provided by Hometown America annually, usually in October.

a. Residents may pick up one copy of the Del Tura telephone book.

b. Highlight the resident’s name in the “Log in” copy of the Del Tura Phone Book when picked up by resident.

c. Ask the resident to confirm name, address and phone number.

d. If any information is incorrect, put corrected information into the notebook provided.

e. If a correction is needed, suggest to the resident that they also put a telephone number correction into the Tower.

Also suggest to resident they provide corrections to Hometown America Management Office to be inserted in

next update to the annual phone book.

f. If available, distribute local area directories and yellow pages annually.

BULLETIN BOARDS The two large bulletin boards located outside the Hometown America Management Office are for the exclusive use of the

HOA Board and FMO. These boards will be the official site for posting of meetings and information about these resident

service organizations. The primary individuals responsible for maintaining these bulletin boards will be the Secretary of

the HOA Board and the Representative of the FMO.

a. All notices must be submitted to the HOA Office for approval.

b. All notices must include the names and telephone numbers of each submitting resident.

c. All notices must be posted for no more than thirty (30) days, unless an extension is approved by the HOA office

prior to the expiration date.

d. Notices of items that are “For Sale”, “For Rent”, “Wanted”, “Wanted to Rent”, OR“Lost or Found” shall be

on 3” x 5” cards. Items for sale or rent may also include an addition 3” x 5” photograph. THERE ARE NO

EXCEPTIONS TO THIS RULE.

e. Notices must be stamped for approval with the office stamp, placing your initials beside the stamp and enter

the expiration date (30 days).

f. Notices for functions or events may be typed or printed on paper not to exceed 8 ½ x 11 inch in size. Lettering

and/or decorative infield may be colored.

g. Flyers that offer cultural events or club activities or other Del Tura events will be allowed. Except for

advertising from the beauty shop and Del Tura restaurant and pub. THE POSTING OF ANY BUSINESS

CARDS OR ADVERTISING OF SERVICES WILL NOT BE ALLOWED.

h. The posting of letters of opinion or personal feelings are not allowed .

i. Posting of any literature pertaining to politics, campaigns or elections whether local, state or federal are not

allowed.

j. Allowed will be the posting of information on individuals running for the HOA Board of Directors. Such

literature should not exceed 8 ½ x 11in size.



Approved June 2016

SCHEDULING/RESERVATION OF BALLROOMS

NOTE: Do not give out blank reservation forms. Forms must be completed at the HOA Office. Forms

to be approved by Hometown America for events with more than 10% non-residents in attendance

should be filled out prior to obtaining Hometown’s approval. Resident must take completed form to

Hometown America Management Office for approval; pay the needed rental fee and deposits, and return

form to the HOA Office for scheduling.

If needed, doors between the ballrooms (Royal Palm, Jacaranda, or Poinciana) MUST be opened by

maintenance. If doors are opened on Friday, they will not be closed until the following Monday. Make

certain, when scheduling that the doors are taken into consideration.

Use of HOA tablecloths, utensils, paper products, sugar, creamer, etc. are available for HOA sponsored

activities only.

a. Do not enter reservations into Activities Calendar without a Completed reservation Request.

b. Have Resident fill out proper ballroom reservation form and set-up form, if applicable. When tables are to be

moved or added, a copy of the table placement form will be required.

c. Set up form is to be completed and attached to reservation form.

d. Approve and sign reservation form and enter in Activities Calendar.

e. Provide copy of reservation form with copy of cleanup/maintenance policy to responsible party.

f. At the end of each month, pull the file for the next month’s events, verify dates are in Activities Calendar and that

set-up sheets have been completed and copies provided as applicable.

SCHEDULING SINGLE USE OF A BALLROOM Special Instructions

a. Resident should fill out proper reservation and set-up form. Attach the original completed set-up form to the

applicable reservation, file in numerical order in the folder for the month in which the event will take place.

b. If the event is months away, and set-up form has not been completed, enter on the Desk Calendar, two weeks

before the event date, the name of the resident and telephone number to be called to complete set-up form.

c. Sign off on reservation form, enter information on Activities Calendar, provide copy to responsible party.

d. Copies of set up form should be placed in each of the appropriate folders; i.e., maintenance, sound, lighting,

kitchen. Indicate on form that copies made and distributed to appropriate folder. Initial and date original form.

e. Discard reservation and set-up forms when the event date has passed.

SCHEDULING RECURRING USE OF A BALLROOM NOTE: If it is necessary to move recurring events, for any reason, provide advance notice to the organizer of

the recurring event as soon as possible. After notifying organizer of event, place note on form.

Special Instructions

a. Resident must fill out a reservation form for each calendar year. EXAMPLE: Zumba – Oct. Nov. Dec. 2015; Jan.

Feb. Mar. 2016. MUST complete a form for both 2015 and 2016.

b. Sign off on reservation form, enter information of Activities Calendar, provide copy to responsible party.

c. Make a copy for each day of the week of the event, highlight the date of the reservation form and place a copy in

each folder for each day of the event, in numerical order.

d. Discard out-of-date reservation and set-up forms



Approved June 2016

CLUBHOUSE, SECURITY DEPOSITS AND RENTAL FEES

NOTE: Requests will be granted provided the date and space do not conflict with a previous reservation. The

ballrooms and meeting rooms are primarily for the use and enjoyment of the residents, their guests and resident

based organizations of this community. A SECURITY DEPOSIT IS REQUIRED FOR ALL PARTIES NOT

SPONSORED BY THE HOA. Checks for the security deposit shall be made payable to the Community

Management and held for damages to the property.

The HOA will accept donations to help defray the upkeep and replacement of equipment and accessories available

to resident for their event use.

a. The security deposits and rental fees are set and approved by Hometown America.

b. There will be no rental of recreations facilities to outside groups having no connection to the

community.

c. Residents will not be permitted to use the buildings or rooms to sponsor an event that is essentially

commercial in nature. d. Residents will not be permitted to use the buildings or rooms for any private activity at which he or she is not the

legitimate host or person truly in charge of the event.

e. Residents will not be permitted to reserve a site for any activity that is mainly by and for the use of outsiders.

f. The deposit shall be returned with 15 days or sooner after said event provided there is no damage.

g. Should any damage occur, an amount shall be deducted from the security deposit, and a written explanation for said

deductions will be provided.

h. Should damage occur that is in excess of the amount of the security deposit, the resident will be billed for the

balance.

i. A rental fee will be charged, in addition to the security deposit, for private resident events when more than ten

percent (10%) of the attendees are from outside the community (non-residents). Members of the resident’s family

are exempt from the 10% ruling.

j. A list of non-resident attendees must be furnished to the guard gate at least twenty-four (24) hours prior to the event.

k. Resident is responsible for overseeing the activity, the actions of their guests, and keep guests within the area

reserved.

l. Non-resident guests are not permitted to use facilities other than those specifically rented for the function.



Approved June 2016

SCHEDULING USE OF GRILL AREA(S)/NORTH POOL TENNIS ROOM

NOTE: Grills are located at the South Pool, Sierra Madre Pool, Madera Pool, North Pool and Mail Pool

(located outside the main clubhouse). The Tennis Room is located by the tennis courts at the North Pool

Area.

a. Resident should fill out proper reservation form for use of grill area or tennis room.

b. Approve reservation form and enter scheduled event under proper pool area calendar.

c. Provide copy of reservation form to the responsible party.

d. Provide the resident with a Grill reservation sign, marked to indicate the date and time reserved. Advise

reservation sign must be returned next business day after event.

e. Place the Grill reservation form in the Grill notebook behind the calendar for the month in which the reservation

has been made.

f. Discard out of date reservation and set up form. (Move month forward.)



Approved June 2016

HOA-Owned Property for Events

Purpose: To specify what HOA properties are available for use by those reserving the clubhouse ballrooms, and to identify

how to get setup of same.

Upon written request, for an HOA sponsored event, coffee urns (including coffee, tea, sugars, creamers), all table

and service accessories ( any and all paper goods, cutlery, punch bowls, ice buckets, table numbers, vases, and

small appliances such as chafing dishes and roasters)will be supplied as requested. All other perishables are the

responsibility of the event chairperson/committee.

PROCEDURE

The clubhouse reservation and setup forms are to be used for all requests and are available in the HOA Office, from Monday,

Tues (after coffee), Wednesday and Friday 9am to Noon and Thursday from 4-6 pm.

a. The forms must be completed at least one (1) month in advance to allow the office staff sufficient time to notify

the proper HOA liaison personnel so that requested items will be available when needed. Changes can be made

within two weeks of the event. However, last minute requests under 72 hours of the event will be the

responsibility of the event chairperson/committee should items not be available in stock.

b. Requested items will be available the day of the event in Starlight Ballroom Kitchen.

c. The kitchen key must be signed out through the HOA Office from Monday, Tuesday (after coffee), Wednesday and

Friday 9am-Noon and Thursday from 4-6 pm. Key must be signed back in on the next business day. Event

personnel are responsible for keys and equipment from the time you get the keys UNTIL the time they are returned.

d. Coffee urns, serving carts, ice buckets, ice caddy, vases and table linens, must be returned to the HOA cleaned and

ready for the next use immediately after the event.

Policy Exceptions:

a. Organizations based within Del Tura may use the HOA's coffee urns, table accessories, (including ice buckets,

kitchen utensils, decorations and tablecloths, vases), and Microphone and podium.

b. Private and/or non HOA sponsored events may request coffee urns, but must supply their own groceries,

paper products, and service supplies.

c. All groups must still make arrangements to reserve the space and list the items needed, as indicated in the stated

policies. It is expected that all items used will be cleaned and returned to their proper places, ready to be used again.

Damaged and/or lost property of the HOA will be the responsibility of the event chairperson/committee to

replace all property.

NOTE: Every group should be reminded that the HOA must pay for the upkeep and replacement of the sound and lighting

equipment, table accessories, etc and that the HOA always accepts donations.

(This Section Revised and Approved April 11, 2018)



Approved June 2016

HOA SPONSORED COFFEE HOUR PROCEDURES Purpose: To provide daily tasks and procedures for setting up Tuesday Morning Coffee hour.

Monday Tasks:

Using the Clubhouse kitchen facilities, set up the coffee urns for Tuesday morning:

a. Remove the coffee pots from the cage on the left side of the stage.

b. Determine the number of residents expected for morning coffee.

c. Check on the supplies to determine that there is sufficient milk, cream cheese, sugar and other supplies. If low,

make a list and obtain from Publix on Tuesday morning.

d. Place raffle/attendance/name tag ticket rolls in cabinet under microwave for Tuesday morning.

Tuesday Tasks:

a. Maintenance will plug in coffee pots about 6:30 am Tuesday Mornings.

b. Go to Publix at 7:00 A. M. to pick up donuts. On return trip, stop at the gate and pick up bagels left by the Bagel

Factory.

c. At the clubhouse, turn on the sound system:

• Open the door to the right of the stage, take podium and microphone out onto the center of dance floor. Plug

the mike into the receptacle in the floor. Microphone is located on top of podium.

• On the wall to the right of stage, flip on the switch above and to the right of the amplifier. This turns on the

amplifier. The microphone should be operational.

d. Donation Cups and Miscellaneous:

• Place a red cup for donations on each table. The cups are in the cabinet by the kitchen door leading to the

ballroom.

• Put reserved sign on the Board of Director’s table and on the back 50/50 table. Make sure the coffee sign-up

sheet is also on the table as you enter the Starlight Room.

• On the long table by the entrance door, place new owner forms and guests’ forms for the use of the Welcome

Committee.

• Set out tickets for attendance, name tags and 50/50. The tickets are in the very small cage to the left of the

stage. Make sure the canisters for the ticket stubs are available.

• Set up blood pressure bag and place sign.

e. Set up Service Area

• Place coffee urns on the kitchen counter, one regular, one decaf, and one water.

• Place additional coffee urns on a cart by the sound booth.

• Put up two long tables together and place tablecloths on them. Table cloths are in the fourth drawer to the right

of the sink.

f. Food Preparation

• Put out basket of tea bags.

• Set out cups, stirrers and condiments by each set of coffee pots. The cups are in the cabinet to the right of the

sink. The sugar and sugar substitute in the cabinet right of stove; milk, juice, butter and cream cheese are in the

refrigerator.

• Set out small cups of orange juice.

• Set out a basket for trash like stirrers and paper from sugar packets.



Approved June 2016

• Set out paper plates and napkins on tables.

• Knives are in the drawer across from sink for cutting bagels and donuts.

• Cut bagels into quarters. Place bagels on platters in a single layer, set on table with cream cheese and plastic

knives.

• Cut donuts into halves; for apple fritter, cut into halves/fourths. Place on platters in a single layer.

• Use gloves to handle food. Gloves are in the drawer across from the sink.

• Place sugar-free cookies in basket.

• At 8:00 A. M. place platters of bagels and donuts on the tables, reserving two platters in the kitchen. Place

sugar-free cookies on table. As platters on the tables empty, combine food onto remaining platters, bring the

empty platter to the kitchen and replace with reserved platters.

f. Clean up procedures:

• At 8:45 A. M, begin clean up. Combine foods to one table or the kitchen counter. Bring empty coffee pots to

the kitchen. Move tables to back wall by windows. Wipe off, fold table cloths and replace in appropriate

drawer.

• Wash coffee pots one at a time so that insert parts do not get mixed up.

• Washed platters need to be covered with plastic wrap and placed back in the bottom cabinet by the sink. Plastic

wrap is located on top of counter.

• The dishtowels are in the drawer by the sink. A volunteer or the person in charge of coffee should take the used

cloths home to wash and bring them back next week.

• Lock up ticket rolls and blood pressure sign/bag in side closet and cage respectively.

g. Ordering Supplies:

• Using the current week donut order and considering the number of people at current coffee, make out the donut

order for the following week. Keep track of attendance as this helps determine quantities. Donuts are usually

ordered in half dozen qualities as needed.

• Make sure there is enough coffee, milk, half and half, orange juice, sugar-free cookies, butter and cream cheese

for the following week. Order the quantities needed based on attendance.

• Make sure there are enough paper products, etc. in cage or place order with cage chairperson.

• Use the Publix charge card to pay for items at Publix. Any personal payouts or charges will be reimbursed by

the HOA Treasurer, upon receiving receipt for expenses. (Coffee and creamers a usually purchased at BJ’s/)

Thursday or Friday Tasks:

a. Turn in the donut order to Publix. Use the same variety mix.

b. Confirm the bagel order.



Approved June 2016

HOA SPONSORED COFFEE HOUR EMCEE

NOTE: Guest speakers should be limited to 10 minutes unless they are presenting a program or seminar after

coffee hour. Guest speakers should be introduced by HOA President prior to individual speakers who have signed

up for the morning.

Purpose: To provide a guideline for the emcee during the HOA sponsored coffee hour, held each Tuesday.

a. Individuals wishing to be Emcee for the coffee hour for one month should sign in on the form provided on the

table as you enter the Starlight Ballroom.

b. Before 9:00 A. M. individuals should come to Table #1 and sign in to speak during the coffee hour.

c. At 9:00 A. M., begin the morning program with the Pledge of Allegiance

• Announce the names of any new residents and of guests visiting residents. Ask them to stand and be identified

to the others in the ballroom.

• Announce the morning attendance.

• Remind attendees that their donations to cover the expenses of coffee and donuts should be placed in the red

cups provided on the table. Designated kitchen volunteer will pick up cups, put money in green bag and deliver

to HOA Treasurer at Table #1.

• Remind attendees of the location of persons representing HOA membership, FMO membership, Name Tag

orders, and any current event ticket sales.

• Remind attendees that they may place their donations for “Lions, Tigers, and Bears”, their aluminum can tabs

for Ronald McDonald House on the table by the door to the lobby.

d. Introduce the President of the HOA, or their representative if the President is unable to attend.

e. Introduce the speakers who have signed up in any expedient order.

f. When speakers have finished, give credit to the coffee hour volunteers, invite people to the next coffee hour, ask

that tables be cleared and the chairs put back into place. If there are extra donuts for sale, include that in the

announcement.

g. Obtain the loose ticket stubs for the drawings. Ask the winners to come forward to receive their prizes. When

prizes have been passed out, thank everyone again for attending and end the program.



Approved June 2016

ADVERTISING AT HOA SPONSORED COFFEE HOUR

Purpose: To provide a guideline for the items placed on tables or announced from the Podium

at the HOA sponsored coffee hour, held each Tuesday.

HOA SPONSORED EVENTS

a. Time will be allowed for HOA Sponsored announcements and will be limited to 3 minutes.

b. Advertising materials for HOA sponsored events shall be permitted to be distributed on the tables.

c. No Announcements regarding advertised materials will be allowed unless previously approved by a majority

vote of the HOA Board of Directors. Information should be presented one week prior to the date of the

announcement. If applicable, insurance information should be presented in accordance with the Attorney’s

guideline.

d. The HOA Board may approve a guest speaker, whether a resident or non-resident for the purpose of

providing educational information to residents.

NON HOA SPONSORED EVENTS

a. Non HOA sponsored events are social functions of possible interest to Del Tura residents and their quests.

Event planner must be a Del Tura Resident.

b. Advertising materials WILL NOT be permitted to be distributed on the tables

c. Event planner will ONLY be allowed to announce the type (cruise, trip, etc.) the date and a method for

residents to contact them outside the community building environment including hallways, lobby, if they

are interested.

d. No tables will be set up inside or outside the ballroom with signup sheets and/or exchange of monies, in

the ballroom(s) or lobby.

e. Frequency of announcing planned events shall be limited to twice a month. Announcement of day and/or

overnight trips will be limited to six (6) weeks prior to the event and will be permitted twice a month.

(This Section Revised and Approved June 13, 2018)



Approved June 2016

HOA Sponsorship of Other Events/Activities

Purpose: To establish guidelines for sponsorship by the HOA of any other social, recreational, artistic or civic

organization or association in Del Tura for any event or function.

a. Any social, recreational, artistic or civic organization composed of full or part-time Del Tura residents or renters,

who are members of the HOA, may request HOA sponsorship.

b. Any organization planning a function or event for the benefit or residents or for charitable purposes may request

HOA sponsorship for such function or event.

c. Sponsorship of other organizations is subject to approval by the HOA Board of Directors.

d. Benefits of Sponsorship:

1. Upon obtaining HOA sponsorship, a director of the HOA will be assigned as liaison between the HOA Board

and the organization.

2. The organization will have the financial backing and assistance of the HOA, and can have its needs or desires

for facility improvements, policy changes or representation before park management reported to the board for

consideration by the assigned Board liaison.

3. The board will consult with representatives of the organization on matters of mutual interest or concern.

4. A sponsored organization will have priority status for site reservations over an unaffiliated organization.

Events or Functions:

a. An HOA sponsored organization may, from time to time, plan a function or event using Del Tura facilities.



Approved June 2016

b. The organization will advertise such event or function as HOA sponsored.

c. The HOA will have the right to review and approve a budget for an HOA sponsored event or function.

d. If an entrance fee is charged, that fee will be set to cover expenses and, if appropriate, to cover the cost of new or

replacement furnishings or equipment currently or in the future, needed by the function or event.

e. The payment of sales tax included in the price of tickets, will be the responsibility of the HOA.

f. Upon approval of the budget, the HOA will provide “seed or start-up” money for the function or event, as needed,

and will assume responsibility or any debts or deficits incurred by the function or event.

g. The organization will make its own site reservations through normal procedures by contacting the HOA office.

Funds:

a. Any funds collected by an HOA sponsored organization through membership dues, assessments, or fees will be the

property of the organization and used according to the desires of the organization.

b. Any funds collected by an HOA sponsored organization through ticket sales or donations/contributions will be

deposited in the HOA checking account and will be entered in the main accounting records under that organization’

functions or event name.

c. Any funds needed for planning and preliminary expenses before the date of the function or event can be obtained

from the HOA Treasurer. Cash from proceeds of sales is not to be used for expenses.

d. These advanced funds will be accounted for after all tickets have been sold and all moneys deposited.

e. All authorized expenses will be paid to the proper parties by the HOA Treasurer based on contracts, bills, invoices,

receipts and documented expenses.

f. After all expenses of a function or event have been paid, any money left over will become part of the general fund.

(Refer to the policy on Collection and Disbursement of HOA Monies).

Furnishings or Equipment:

a. If an HOA sponsored organization purchases furnishings or equipment not physically attached to a Del Tura facility,

such furnishings or equipment become the property of the HOA.

b. Furnishings and equipment permanently attached to a Del Tura facility become the property of the park owner.

Collection and Disbursement of HOA Monies

Purpose: This policy was developed on recommendation of our Tax Consultant to control the method of collecting and

disbursing HOA monies to more accurately document our income tax liability and the tax deductibility of our charitable

contributions

a. All monies collected by any HOA sponsored event, organization and/or activity must be submitted to the HOA

Treasurer for recording and depositing.

NOTE: Cash collected for an HOA event must be deposited with the HOA Treasurer. Cash cannot be used for expenses

pertaining to an event. Checks should be issued for expenses and receipts provided to the Treasurer.

b. If the event chairperson wishes that a portion of the profits be donated to a charitable organization, a written request

must accompany the profits collected and must indicate the recommended charitable request and the name of the

501C3 non-profit charity. A letter confirming the charity’s 501C3 status must be included in the request.

c. The treasurer will present the request to the Board of Directors for approval

d. The HOA Board will vote on the request at a regular board meeting and if the request is approved, the disbursement

shall be made by the HOA Treasurer.



Approved June 2016

H.O.A. SPONSORED EVENTS Entertainment Committee – Professional Shows and Dances

Purpose: To provide the best possible professional shows and dances at the lowest possible prices while

meeting budget goals.

The Committee:

The HOA Board shall appoint Chairpersons to lead this Committee. The person/persons appointed, will

provide continuity by training potential replacements. The HOA Board shall also appoint a member to act as

liaison between the Committee and it.

Chairperson(s)

Primary Responsibilities:

1. Recruit and supervise volunteers as committee members

2. Assign committee members to the various tasks required of the Committee.



Approved June 2016

3. Report to the HOA Board or its liaison all issues affecting performances of the

Committee.

4 Contact and negotiate with potential entertainers and their agents.

5. Recommend to the HOA Board various acts, shows, dances and other entertainment

to be sponsored by the HOA and provided to the Community.

6. Draft contracts for potential acts and bands, or their agents, to be presented to the

HOA Board for its approval.

7. Determine the entertainment schedule for each season, select acts/bands for events

and draft performance and price agreements (subject to the approval of the HOA

Board) with selected entertainers or their agents.

8. Provide an accounting of all money collected from ticket sales and all expenses

incurred for each event or associated activity and promptly turn over to the HOA

Treasurer.

9. Calculate the cost of any items that will need to be purchased, in addition to the cost

of the entertainment.

10. Complete the worksheet “Estimating Ticket Prices”. Tickets should be priced to

provide a profit or at least to break even.

11. Follow the recommended procedures included with this section as closely as

possible.

Secondary responsibilities:

1. Attend HOA Board meetings as requested.

2. Conduct regular meetings with committee volunteers.

3. Provide the Board Liaison person with pre-event budgets and post event financial reports on

the forms proscribed by it.

4. Insure that the following requirements for each event are followed:

A. A reservation form is completed and recorded at the HOA office for each event.

B. A Clubhouse Ballroom Set-up Request is completed and filed at the HOA office for

each event.

C. Tickets and event posters, along with notices in the Tower, are requested six weeks

prior to each event.

D. The lobby “coming event sign” is maintained.

E. The monthly Entertainment Committee article is submitted to the Tower each month.

F. Attend “Showcase” events to assist in selection of entertainers for the forthcoming

season’s events.

Limitations on Committee authority:

1. Any entertainer’s contract submitted to the Board during “prime season” (October through

April shall not exceed $5,000 without prior approval of the HOA Membership and Board



Approved June 2016

2. Board approved contracts must be used to engage all acts, bands and entertainers. Contract

language may be altered to address specific requirements, but must be brought to the attention of

the Board Liaison at time of submittal for approval.

Procedures: The following procedures and guidelines should be followed as closely as possible.

1. Advertising:

A. Lobby posters and signs are normally purchased from Staples, 1800 NE Pine Island Road,

Cape Coral and request by email in advance at [email protected]. They are

paid for by the person picking them up and reimbursed as part of the event expenses.

B. Flyers are normally designed by the Chairperson in conjunction with Ray Connelly, who also

prints event tickets. They should include the date, time, place of event, when the doors

open, and food and drink policy, price of the tickets, no refund policy, and ticket sales dates

and locations.

C. An electronic copy of each event poster should be provided to the person in charge of the

Tower by the 10th of month proceeding the event.

D. Copies of the flyers should be posted at the bulletin boards at each community pool, the

club house lobby and the HOA office.

E. Announcements should be made, promoting each event, at Tuesday Coffee Hour, several

weeks in advance. This is usually done by the Chairperson.

F. Provide the HOA Webmaster and person in charge of the electronic entrance sign with

event information at least four weeks prior to the event.

2. Event preparations: The follow suggested check list is recommended for each event.

A. Assign committee members to the following:

(1) Two individual to take tickets and guide attendees to their assigned seats.

(2) An individual to insure that the ice caddy, in the kitchen is filled prior to the start of

the event and maintained during it.

(3) Two individuals to sell tickets to “share the wealth”.

(4) A minimum of two individual to set up the ballroom tables with ice buckets (which

should have plastic liners), place mats and table numbers. For the New Year Eve,

Valentine Dance and Halloween Dance; a decorating committee should be assigned

and time reserved in advance for setting up the ballroom. Decorations used in the

past are stored in the building located on Las Palmas. The Entertainment Committee

Chairperson should have a key.

(5) Clean up duties at the conclusion of the event, which include clearing all table and

washing them if necessary, cleaning and drying ice bucket and scoops, returning chairs

mailto:[email protected]



Approved June 2016

to their proper position at each table, returning the kitchen and entertainer’s room to

its proper condition, storing any items issued from the wire cage in the kitchen, and

turning off the lights at the conclusion of the event.

B. Insure that the following is assigned:

(1) That the entertainers are contacted a week in advance and their needs for sound and

lighting are determined and communicate to the sound and light crew.

(2) Notify the Guard House of the name and arrival time of the entertainers. This is usually

done the morning of the event.

(3) Someone assigned to meet the entertainers upon their arrival.

(4) A person to insure that bottled water and ice is present in the entertainer dressing

room. Must also insure that the cooler and ice bucket are clean, dry and properly stored

at the conclusion of the event.

(5) A Chairperson or committee person to collect the proceeds from” “share the wealth”

and any ticket sales at the door and insure they are provided to the HOA Treasurer in a

prompt manner.

3. HOA equipment and paper products. Should a request for the use of any HOA equipment, such as video

player, ice buckets and/or paper products such request shall be included on the Set up Request Form.

However the Committee has the option of purchasing its own paper products and adding the cost to the

event expenses. Towels used in clean up should be cleaned and returned to the kitchen in a timely manner.

If post event trash includes liquids, insure that trash bags are used and placed in the green two wheel cart

to prevent leakage.

TICKET SALES TO HOA SPONSORED EVENTS

NOTE: Per Fire Marshall, individuals in wheel chairs should be at the back of the room close to

the outer doors.

Timing: HOA Members shall be accorded an opportunity to purchase event tickets prior to non-HOA Members.

Depending on the season and anticipated demand a day shall be set aside when tickets are only available to HOA

Members. These dates shall be identified in the pre-event publicity and posters.

The following schedule is recommended for ticket sales held in the prime season (October through April): the 3rd

Tuesday proceeding the event, shall be reserved for the sales to HOA Members. The following two Tuesdays

shall have ticket sales in conjunction to the morning coffee social hour. A listing of all current HOA members is

provided in advance of the first sale date by the Membership Chairperson.

Upon arrival purchasers, including those actually selling the tickets, will sign in on a sign in sheet; choice of

seating is strictly on a first-come-first-serve basis.



Approved June 2016

Restrictions: HOA Members may purchase up to 8 tickets at a time provided that at least 6 recipients are

members. HOA Member must present a list of all HOA Members for whom they are purchasing tickets; if member

is purchasing ticket for out of town guests they are included in the eight tickets.

Pricing for Professional Shows and Dances:

During the prime season (October – April) there shall be two tier pricing for HOA Dances and Shows: Non

HOA Members shall pay a $2.00 premium for each ticket purchased. Ticket prices shall be determined by

the Event Committee Chairpersons and based on anticipated sales and costs using the “Budget and Ticket

Price Estimates Form. It is the policy of the HOA Board that prices be kept as low as possible, provided

that every effort is made to not operate at a loss. During non-prime season (May – October) ticket prices

and event costs should be held at a minimum due to reduced attendance.

Complimentary Tickets:

The Entertainment Committee may issue 2 complimentary tickets to volunteers for each event. The lighting and

sound crew and other individuals necessary for conducting event operations shall be give free entrance.

The HOA Board shall designate a special telephone number, with a recording device that ticket requests can

be recorded on. These messages shall be forwarded to the designated person associated with event sponsor

for follow up. (Person in charge of ticket sales could use their number designating specific hours or use

answering machine. Have not been successful in obtaining a “special telephone number”)

NOTES: Sumer dances have less attendance, monitoring of attendance and ticket cost are needed to avoid a

monetary loss. In some cases, winter dances can help to cover losses on summer dances. Use of less expensive

bands in summer can also eliminate losses. Professional shows only occur in the winter months and do not usually

incur a loss. Reservation dates for recurring dances such as Valentine’s Day, Halloween and New Year’s Eve

should be secured at the HOA Office as soon as the next years books are available.

Special Events Committee

Purpose: To help provide social, recreational and civic activities for members of the association.

The Special Events Committee will be responsible for the following events, which may change from year to year as

determined by the Committee and the HOA Board of Directors:

Choralaires Concerts



Approved June 2016

Christmas Pageant and Tree Lighting

Christmas Golf Cart Parade

Dog Park

4th of July Events

Health Fair

Holiday Craft Fair

Ice Cream Socials

International Food Fair

Italian Night/Spaghetti Dinner

Loan Closet

Night at the Races

Pancake Breakfast

SOS (Save our Strays)

Committees should consist of a Committee Chairperson and approximately four or five committee

members. The committee may utilize other volunteers, but the committee size should be limited. It will

be the responsibility of the committee chairperson to oversee the committee members and/or volunteers,

to control and document expenses, to provide budgets, contracts, invoices or other commitments to the

HOA Board for approval, and to provide final billing, income, and information concerning the event or

function.

Chairperson(s)

Primary Responsibilities:

1. Recruit and supervise volunteers as committee members.

2. Assign committee members to the various tasks required of the Committee.

3. Provide an accounting of all money collected from ticket sales and all expenses incurred for

each event or associated activity and promptly turn over to the HOA Treasurer.

4. Calculate the cost of all items that will need to be purchased.

5. Complete the worksheet “Estimating Ticket Prices”. Tickets should be priced to

provide a profit or at least to break even.

6. Insure that the following requirements for each event are followed:

a. A reservation form is completed and recorded at the HOA office for each event.

b. A Set-up Request form is completed.



Approved June 2016

c. Flyers are normally designed by the Chairperson in conjunction with Ray Connelly,

who also prints event tickets. They should include the date, time, place of event,

when the doors open, price of the tickets, no refund policy, and ticket sales dates

and locations.

d. An electronic copy of each flyer should be provided to the person in charge of the

Tower by the 10th of month proceeding the event.

e. Copies of the flyers should be posted at the bulletin boards at each community

pool, the club house lobby and the HOA office.

f. Announcements should be made, promoting the event, at Tuesday Coffee Hour,

several weeks in advance. This is usually done by the Chairperson.

g. Provide the HOA Webmaster and person in charge of the electronic entrance sign

with event information at least four weeks prior to the event.

7. If there is an entertainer, clean out the dressing room. 8. HOA equipment and paper products. Should a request for the use of any HOA equipment, ice buckets and/or

paper products such request shall be included on the Set up Request Form. However the Committee has the

option of purchasing its own paper products and adding the cost to the event expenses. Towels used in clean

up should be cleaned and returned to the kitchen in a timely manner. If post event trash includes liquids,

insure that trash bags are used and placed in the green two wheel cart to prevent leakage.

9. After the event, clear off all tables, wipe down, put chairs back, etc. Confirm ballroom is back in order, turn

off lights and fans.

10. All monies collected and all receipts for purchases are to be given to the HOA Treasurer with the

Completed Event form.

11. Due to the HOA Board’s fiduciary responsibility, HOA Board approval must be obtained before

money from profits can be given away. Requests for charitable contributions should be made in

writing and presented to the HOA Treasurer. Once approved by the HOA Board, the checks are

issued by the Treasurer in the fourth quarter.

NOTE: All expenses must be paid by check. Cash received for tickets, etc. must be turned into the

Treasurer and cannot be used to pay for expenses.

TICKET SALES TO HOA SPONSORED SPECIAL EVENTS

NOTE: Per Fire Marshall, individuals in wheel chairs should be at the back of the room close to

the outer doors.

Timing: HOA Members shall be accorded an opportunity to purchase event tickets prior to non-HOA Members.

Depending on the season and anticipated demand a day shall be set aside when tickets are only available to HOA

Members. These dates shall be identified in the pre-event publicity and posters.



Approved June 2016

The following schedule is recommended for ticket sales held in the prime season (October through April): the 3rd

Tuesday proceeding the event, shall be reserved for the sales to HOA Members. The following two Tuesdays

shall have ticket sales in conjunction to the morning coffee social hour.

Upon arrival purchasers, including those actually selling the tickets, will sign in on a sign in sheet; choice of

seating is strictly on a first-come-first-serve basis.

Restrictions: HOA Members may purchase up to 8 tickets at a time (approved ___________, 2015) provided

that at least 6 recipients are members. Non HOA Members shall be limited to 4 tickets purchased at a time.

Ticket prices shall be determined by the Event Committee Chairpersons and based on anticipated sales

and costs using the “Budget and Ticket Price Estimates Form”. It is the policy of the HOA Board that

prices be kept as low as possible, provided that every effort is made to not operate at a loss.



Approved June 2016

Bingo

Purpose: To provide guidelines and procedures for allowing Bingo to be available to residents of Del Tura, and to provide

accounting rules and guidelines to meet State of Florida requirements.

NOTE: No one under 18 allowed in ballroom during Bingo.

Bingo Chairperson:

a. Reserve the Starlight Ballroom for Thursday nights as soon as the calendar for the new year is available.

Keep an eye out for special events that may need to use the ballroom. Example: the Craft Fair, generally

in October, needs to set up on Thursday so there may be a need to close for a week.

b. Make a calendar to schedule games and any special drawings or prizes.

c. Meet with the HOA Treasurer to set up budget and obtain initial start up funds. Initial start-up funds are

repaid monthly and Bingo must show a $0 balance at year end in order to meet State guidelines. A report

is turned into the HOA Treasurer monthly.

d. Obtain keys from the HOA Director in charge of keys. There should be 2 sets of keys for the cabinets:

one held by the chairman, and the other by the caller manager who is back up. A key for the coffee

supplies is needed as well.

e. Check the bingo equipment to make sure it is in working order. If service is needed, Bingo Visual Aid

Punta Gorta, phone number is: 941-628-3467. Bingo Visual Aid offers the books needed to learn to

program and repair the bingo machines at a savings of at least $500 on each service call.

f. Order materials/supplies needed from Bingo Visual (Paul Tepsesky 941-391-6975 is the contact).

Generally, supplies should be ordered at the end of the current year.

g. Recruit volunteers to work bingo October through March. Callers, money handlers/ticket sellers, a door

greeter, people to call back numbers on winning bingo cards and a technical "expert" in case of problems

will be needed.

h. Have a committee volunteer in charge of the callers to make sure each week is manned.

i. Place an article and the schedule, if possible, into The Tower by the 12th of the month preceding the start

of bingo, and include any special incentives.

j. Place a schedule for January, February and March in the January issue of The Tower. These will be the

months of most activity and income to cover expenses.

k. Speak at Tuesday Morning Coffee to interest people in playing Bingo.

l. Make copies of the games each week. You will need at least 75 copies Oct-Dec and 150 copies during

Jan-Mar.

m. Have the electronic boards set up earlier in the day to insure everything is working properly.

n. Arrive at least 1 hour ahead of time to set up stations. Players arrive 30-45 minutes ahead of the start

time.

o. Catalogs and schematics are in the possession of the Chairperson and/or the Technician during season and

will be with the bingo supplies off season.

p. At the end of the season (April) lock up all the equipment and supplies and turn the keys in to the Board

member in charge.



Approved June 2016

Volunteer Duties:

a. Main sheets: Sell the basic package for $5. Volunteer should have change, mostly $10 and $5 bills,

usually 30 in $10's and 30 in $5's is sufficient.

b. Extra sheets: Sell additional columns of cards for $2; for change, start with $100 - 50 in $1's, 10 in $5's.

c. Specials: Sell Specials $2 for one of each color. Specials pay a bit more than regular sheets. For change,

starts with $100 - $50 in $1's and 10 in $5's.

d. Payouts: This volunteer has the control of monies won and pays the winners. He also tracks the numbers.

e. Greeter: This volunteer stands at the door and welcomes everyone.

f. Technician; Volunteer is responsible for playing music before bingo and at the break. He also helps

maintain the equipment in working order and is available for problems.

g. Coffee/Cookies: Volunteer makes coffee and purchases cookies with the money that is received in

donations. Some of the funds are held for the next year to start up. This person also runs the "Horse

Race". He sells 5 spots under numbers 1-15. On the last cover all game, the column that is called and

filled 1st on the board is the winner.

h. Set Up: Volunteer sets up the boards in the afternoon as well as the tables in the back for the workers.

i. Miscellaneous: Volunteer puts out plastic bags on each table and assists in any other way as needed.

j. Caller: The caller lines up the callers for each week and also helps to call and/or call back. Also provides

for a back-up caller if he is unable to participate.

k. Call Backs: The remainder of the volunteers participating each week go to the participant calling a Bingo,

and call the numbers to the caller to be verified by machine.

Additional Notes:

At the end of the season, there is generally a party for the volunteers, as well as bingo games and drawings where

they can win some money. It is a long season and the volunteers really look forward to this each year. The money

from the weekly donations for coffee and treats is used for the party, usually pizzas.

Many of the volunteers work faithfully every year and make the job much easier. Volunteers are not involved in

any of the day to day operations or financial concerns, as Bingo needs to be fun for them too.

The number of people who attend, as well as the money made and supplies used have been pretty consistent

throughout the years. This helps to plan what is needed for the following year.



Approved June 2016

Sample of Monthly Bingo Report:

MONTHLY BINGO REPORT

2011-2012

Month/Year Day Day Day Day Day Monthly

Totals

Start up money &

Expenses

Funds from HOA

Number Attending

Starting Money

Plus Gate

Sub-Total

Less Pay Outs

Less Raffles, etc.

TOTAL

Expenses/Supplies

Payment to HOA

Net +/-

Net to Date

Breakdown

Main Card @ $5.

Extras @ $2.

Specials @ $2.

Daubers @ $1.

TOTAL



Approved June 2016

HOA Sponsored Del Tura Repertory Company

Purpose: To provide guidelines and procedures for producing a play for the residents of Del Tura.

The following are general guidelines; each director will provide their own style and methods based on their knowledge and

experience. The individuals who take part in the production of the play, including supporting members should be Del Tura

residents. The manager/producer/director will need to adhere to the policies and procedures set out in these guidelines for

HOA sponsored events.

a. The producer/director should establish a play date and rehearsal schedule and reserve the Clubhouse ballrooms for

the rehearsals and the show itself. Refer to the Guidelines for Chairpersons of HOA Sponsored Events for details.

b. The choice of the play should be appropriate for the Del Tura audience.

c. Once a play is chosen, contact whichever publisher you used to apply for the performance rights of the play.

Establish the cost involved.

d. Script ordering is usually from Samuel French or The Dramatists Play House.

e. When the play is chosen and the cost known, arrange with the HOA Board president to present the title and cost at

the next board meeting and provide the HOA Treasurer with the initial budget for the event.

f. Open the casting calls by putting an ad in The Tower provide flyers on the tables at the Tuesday morning coffee,

make announcements at Tuesday morning coffee, and announce the casting calls at HOA Board Meetings.

g. Flyers can be made on the copier in the HOA office.

h. Ad posters can be created with the assistance of the staff of The Tower.

i. Cast members and support staff should be made up of Del Tura residents if possible. Outside performers will need

a pass obtained from the Hometown America office. Use of outside performers is limited per Hometown America

guidelines.

j. When the play is cast, make an announcement at the HOA Board Meeting.

k. Personnel requirements for the play include a producer, props and prop/set builders, wardrobe, prompters, call

person, sound, lighting, box office and ticket sales for coffee hour. A front of house manager and ushers will be

needed. NOTE: If the director is not the set designer or decorator, both may be necessary to recruit.

l. Contact sound and lighting, confirm their availability with your schedule for both rehearsals and play. It will be

necessary to work very closely with them on many aspects of their technology.

m. Receipts may be submitted to the HOA Treasurer for reimbursement. Keep copies of all expenses and receipts in

order to complete the “End of Event” report for the treasurer.

n. Inform the Head of Security, in writing, the dates and time of the play and that there may be a visitors arriving who

may be collecting tickets at the door.

o. During rehearsals, be sure to arrive and leave promptly on the times reserved and to leave the rooms clean for the

next users.

p. After the play, make certain the set is broken down, stored if necessary and the stage and ballroom left in a clean,

satisfactory condition.

q. Present the final “End of Event” report to the HOA Board and/or Treasurer. If there is a wish to utilize some of

the profit for a particular charity, the request should be presented to the HOA Board in writing. Once approved

by the HOA Board, checks for charitable contributions of this nature will be sent by the HOA Treasurer upon

approval by the HOA Board of Directors.

Refer to the “Guidelines for Chairpersons” in this guide. Reservation and report forms may be obtained from the HOA

office. Forms in these guidelines are samples of the forms to be used.



Approved June 2016

HOA Sponsored Holiday Food Baskets

Purpose: To provide guidelines for charitable use of Del Tura Residents funds in providing holiday food baskets

and gifts at Thanksgiving and Christmas.

Funds:

Donations from Del Tura Residents and funds from sale of goods at Trash and Treasure, Bow Sales and Bake Sales are

used to provide funds for the holiday baskets. At Thanksgiving, only food baskets are provided. At Christmas, food

baskets and gifts for all members of the household are provided. The names for recipients of the baskets and gifts are

obtained from Nations, a non-profit charitable organization.

In addition to the gift baskets, when funds are available, donations are made to other non-profit charitable organizations,

in accordance with HOA policies.

All sales receipts, donations, and expenses must be documented in accordance with HOA polices. Purchases cannot be

made with cash, checks should be issued and receipts obtained to provide to the HOA Treasurer. Forms for reservations

and set up should be obtained from the HOA Office as the forms in this policy guide are only samples.

Committee Chairperson Duties:

a. Responsible for the organization of the event.

b. Responsible for setting up a budget to determine cost of food and gifts, and maintaining the budget.

c. Responsible for obtaining sufficient volunteers to assist with purchasing, packing, wrapping and delivery of gift

baskets.

d. Responsible for scheduling of rooms needed for each event at Thanksgiving and Christmas.

e. Responsible for updates to the HOA Board of Directors and Tuesday Morning Coffee announcements.

f. Responsible for all income and expense reports. Do not use cash to pay for expenses.

g. Responsible for depositing with the HOA Treasurer all funds remaining after an event.

h. Obtain sufficient funds to allow for the purchase of Christmas gifts throughout the year to take advantage of sales.

i. Request assistance or reduction in costs from area stores.

j. Coordinate sign-up sheets for volunteers.

k. Coordinate with Nations or other charities for names of basket/gift recipients.

Estimated Budget:

Based on previous year’s donations, it is estimated that the costs for holiday baskets should be:

• Thanksgiving Basket cost per family $40.00

• Christmas Basket cost per family $35.00

• Christmas Gift costs per family $27.00

• Printing and Office Supplies $170.00

Based on fifty families for both Thanksgiving and Christmas, estimated total would be: $10,370.

Where funds were available, cash donations have been made to Nations, Sun Coast Association, and Salvation Army. Ella

Piper Center, Harry Chapin Foundation and All Soul Outreach. Refer to charitable contribution in Collections and

Disbursement of HOA Monies in this guide.



Approved June 2016

Committee/Chairperson Activities:

Christmas Gifts/ January through December:

a. Purchase gifts throughout the year to take advantage of sales.

b. A single gift is needed for each individual in the family.

c. Babies to 18 months - usually are provided a blanket, an appropriate toy and a stuffed animal. The stuffed

animals are usually donations.

d. Boys and girls, age 12 and under, provide a toy.

e. Boys and girls, over the age of 12, provide clothing, such as a shirt or blouse.

f. Women (Mom), provide lotion, toilet water, or any kind of toiletry.

g. Men (Dad), provide two pair of white socks and maybe a small add-on.

h. Misc. adults in the household, provide an appropriate gift.

March:

a. Reserve the room for Thanksgiving, one ballroom should be sufficient and will be needed from the Saturday

before Thanksgiving through the Tuesday before Thanksgiving.

b. Reserve the room for Christmas, one ballroom should be sufficient. If Christmas is on a Thursday, Friday or

Saturday, the room will be needed from the Saturday before Christmas through the Tuesday before Christmas. If

Christmas is on a Sunday, Monday, Tuesday or Wednesday, the room will be needed two Saturdays before

Christmas through the Tuesday before Christmas.

August:

a. Send out a form letter to local stores.

b. Request assistance in purchasing or reduction in costs for gifts and food.

c. Sample stores used are Kohl’s, Target, U-Save, Wal-Mart, Big Lots and Bealls.

October:

a. Begin collecting boxes for food baskets; it usually takes 2 to 3 weeks to collect a sufficient number.

b. Obtain permission to store the boxes on the stage in the Royal Palm Ballroom.

c. Cover stored boxes and provide a sign stating boxes are not be removed or thrown away.

d. Publix Liquor store (Debbie) has provided most of the boxes in the past.

e. The quantity of boxes needed will be based on the number of families to be supplied, generally the need will be:

▪ 1 large box for families of three (3).

▪ 2 boxes for families of four (4) and five (5).

▪ 3 boxes for families of six (6) or more.

f. Contact the HOA Treasurer to determine the amount of funds available for Thanksgiving.

g. Contact Nations (Ruth or Doris) at 239-332-7575 to tell them how many food baskets Del Tura will be able to

provide.



Approved June 2016

November – Thanksgiving Baskets;

a. Obtain the final list of families from Nations as early as possible. The family list will remain the same for both

Thanksgiving and Christmas unless additional funds are available to add families at Christmas (see Christmas

guidelines).

b. Make an announcement at Tuesday Coffee as to the schedule of events and the need for volunteers.

c. Prepare a request for donations of food and/or money and have committee members and/or volunteers to deliver

them to each occupied home in Del Tura.

d. Place sign-up sheets in the clubhouse for volunteers to sign-up to pack the food. Packing is usually done on the

Monday night (7PM) before Tuesday morning pick-up by Nations.

e. Schedule Nations truck pick-up for the Tuesday morning – usually for 9:00AM to 9:30AM.

f. Order a full Turkey Dinner from Publix by November 5th or 6th to be picked up at 8:00AM on the Tuesday

Nations is scheduled to pick-up. Need to order early to guarantee the turkeys are available. The order should

consist of the following:

g. One 10 to 12 lb Turkey

• 5 lbs potatoes

• One box of stuffing

• 2 lb all-purpose flour

• One dozen eggs

• 1 lb butter

• 1 bag of onions

• 1 bag of apples

• 1 bag sugar

h. Purchase additional items such as cookies, canned vegetables, peanut butter, jelly, apple sauce, boxed Macaroni

and Cheese, boxed Rice-A-Roni, in sufficient quantities so each family receives one of each. Shopping for sales

is most cost effective.

i. Community donations may be used to purchase a box of ten Christmas cards to be placed into each family basket.

j. Arrange for volunteers to pick up food donations by going door to door. Donations are placed in the Royal Palm

Kitchen.

k. Prior to packing baskets, all food has to be separated by category and placed on the various tables ready for

packing. Name cards on each table should define the food category. A small group of four to six people is the

most efficient way to handle the separating.

l. Once the food donations are separated, one of each item should be placed in the boxes ensuring that each family

receives one of the items.

m. Perishable items are not placed into the boxes as that will allow the boxes to be stacked in the Nations truck.

n. Labels will need to be made out for each family showing the name, family size, age of children and whether there

is a Husband or Wife accordingly.

▪ If a family has multiple boxes, multiple labels will be needed.

▪ Place a label on each box and group the boxes according to the Nations number.

▪ The Nations number will also have to be written in bold lettering, on each box, so that it will be easily

seen.



Approved June 2016

o. For food packing, prepare an index card for each family contain the same information as placed on the boxes; i. e.

name, family size, if there is a husband or wife, and the Nations number.

▪ Each packer receives one index card (family) and should be the only one packing that family’s box(s).

▪ When the packer has completed one family’s box(s), the index card is returned to the “Packed Box

Category” and another card/family is taken to be packed.

▪ Each packer will follow these packing rules:

1. Select 1 item and only 1 from each category on the tables and place in a Family box. Example:

single can of vegetables, pasta, single can of soup, single baking item, single can of fruit, etc.

2. If there are extra items left in each category, after packing, additional items may be added to

baskets of families of 6 or more.

3. Any food remaining after all baskets have been packed will be saved for Christmas baskets.

Typically less food is donated at Christmas.

December – Christmas Baskets:

a. If fund remain after all food and gifts have been purchased, additional families may be added to the original list

obtained in November. Contact Nations to obtain additional names. Be certain there are sufficient funds to

purchase additional food and/or gifts for these additional families.

b. Make an announcement at Tuesday Coffee as to the schedule of events and the need for volunteers. Also request

donations of gift wrap, ribbon, gift tags and tape.

c. Place sign-up sheets in the clubhouse for volunteers to sign-up to pack the food and wrap gifts. Gift wrapping is

usually performed at 9AM Monday morning and basket packing is usually performed at 7PM Monday evening

prior to the Tuesday morning truck pick-up by Nations.

d. Order a full Ham Dinner from Publix by Dec. 5 -7 to be picked up at 8AM on the Tuesday that the baskets will be

picked up by Nations. Need to order early to be certain sufficient hams are available. The order should consist of

the following:

• 5 lb semi-boneless Publix Ham

• 1 dozen eggs

• 1 lb butter

• 5 lb potatoes

• 1 bag of onions

• 1 bag of apples

e. Purchase additional items such as cookies, canned vegetables, peanut butter, jelly, apple sauce, boxed Macaroni

and Cheese, boxed Rice-A-Roni, in sufficient quantities so each family receives one of each. Shopping for sales

is most cost effective.

f. Calendars are usually donated from the Community, and one should be placed in each family’s basket.

g. Prior to packing baskets, all food has to be separated by category and placed on the various tables ready for

packing. Name cards on each table should define the food category. A small group of four to six people is the

most efficient way to handle the separating.

h. Prior to packing baskets, all gift items should be arranged on tables indicating the age bracket, if for girl or boy;

and/or an adult. In addition extras such as coloring books, crayons, playing cards, stuffed animals, etc. should be

grouped together so wrappers can add one to the smaller gifts. The quantity of extras is unknown until all

donations are separated.



Approved June 2016

i. Prior to wrapping, index cards containing a family’s number, name, size, names/age/sex of all children and the

age/sex of all additional household members needs to be available.

j. A large plastic gag (45-55 gal size) will be needed in which to place each family’s gifts. A label must also be

attached to each plastic bag, containing the same information as the index card. The index card and plastic bag

should be rubber banded together and given to the gift wrapper.

k. At 9AM Monday before the Tuesday pick-up, all gifts have to be wrapped. Provide wrapping paper, tags and

tape in sufficient quantity so all gifts can be wrapped. Ask volunteers to bring a pair of scissors and a pen.

l. Gift wrappers will select a family (index card) to wrap for and will select what gifts they will wrap for that family.

When the gifts have been wrapped for the selected family, the wrapper will place them into the plastic bag, attach

the index card and return to the designated area. After completing a family, the gift wrapper may then select

another family (index card) until all gifts have been wrapped.

m. Once the food donations are separated, one of each item should be placed in the boxes ensuring that each family

receives one of the items.

n. Perishable items are not placed into the boxes as that will allow the boxes to be stacked in the Nations truck.

o. Labels will need to be made out for each family showing the name, family size, age of children and whether there

is a Husband or Wife accordingly.

p. If a family has multiple boxes, multiple labels will be needed.

q. Place a label on each box and group the boxes according to the Nations number.

r. The Nations number will also have to be written in bold lettering, on each box, so that it will be easily seen.

s. For food packing, prepare an index card for each family contain the same information as placed on the boxes; i. e.

name, family size, if there is a husband or wife, and the Nations number.

t. Each packer receives one index card (family) and should be the only one packing that family’s box(s).

u. When the packer has completed one family’s box(s), the index card is returned to the “Packed Box Category” and

another card/family is taken to be packed.

v. Each packer will follow these packing rules:

1.Select 1 item and only 1 from each category on the tables and place in a Family box. Example: single can of

vegetables, pasta, single can of soup, single baking item, single can of fruit, etc.

2.If there are extra items left in each category, after packing, additional items may be added to baskets of families

of 6 or more.



Approved June 2016

International Food Fair

Chairperson Responsibilities:

a. Reserve the room (s) for the event, set-up and clean-up. Obtain current forms from the HOA Office. Refer to the

clubhouse reservation form for details needed.

b. Gather a committee of volunteers to assist with coordinating the event and clean up.

NOTE: There are generally 320 tickets planned for this event and everyone is expected to purchase a ticket, except for

providing two (2) free tickets for each table (country) in the event and for volunteers providing lighting (2) and/or

sound (2).

c. At least four weeks prior to the event, hold a meeting with team leaders for each country.

• Discuss food and drink needs. Expect to use at least two bottles of wine per country.

• Each leader should prepare a budget as they are expected to “break even” or make a profit.

• Ask team leaders to provide list of paper goods needed as well as any pots, pans, warming trays or other

equipment that will be needed. It is a good idea to have samples of paper products on hand to facilitate choices.

Chairperson should purchase paper products in bulk (Dollar Tree Store is one source).

• Each country will need plastic gloves for handling food, paper towels, and two tablecloths for each.

• Obtain an amount each team leader will need to purchase the supplies for which they will be responsible.

• Inform team leaders that they will need to provide a report to the chairperson itemizing expenses and providing

receipts. Cash should not be used for expenses, document expenses with checks and receipts.

• The Chairperson will provide the final event report to the HOA Treasurer. If a team leader has been provides

“start-up” money and there are funds left over, a check payable to Del Tura H. O. A., Inc. should be provided

with their report.

d. Calculate the cost of any items that will need to be purchased. Estimate the number of tickets that will be sold,

considering the attendance of past events, the time of the year and competing events.

e. Complete the worksheet “Estimating Ticket Prices”. Tickets should be priced to provide a profit or at least to

break even.

f. Present the proposed budget to the HOA Board of Directors for review and approval.

g. Advertise the event and sell tickets. Consult the advertising and ticket sale forms in this packet.

• Prepare an article for The Tower, stating the date of the first ticket sale and indicate the first day of sales is for

HOA members only. The deadline for presenting an article in The Tower is the 12th of the preceding month.

• Contact appropriate person to prepare flyers to hang at the pools, the bulletin boards and in the window boxes

in the clubhouse. These posters and flyers should include the date, time, place of the event, when the doors

open, food and drink policy, price of the tickets, where and when to buy tickets, telephone number for

information and indicate the event is HOA sponsored and there is a “no refund” policy.

• Contact appropriate person to make up tickets for the event. The tickets must state the price, the date, HOA

sponsorship and the no refund policy.

• Contact Del Tura HOA webmaster to provide advertising for the event on the Del Tura HOA website.

• Announce at Tuesday Coffee Hour, the event, the date and the procedure for ticket purchase. Continue to

announce the event each Tuesday until the event takes place or all tickets are sold.

• Ticket sales should start at least three weeks before the event

• After the event, remove all posters and flyers.

h. Two weeks before the event, hold another meeting with the team leaders.

• Request start up money checks from the HOA Treasurer and provide to team leaders at this meeting.

• Record what each country needs and what equipment they take with them to make certain equipment is returned.

• If someone is bringing their own equipment/dishes ask that they identify the equipment with name and

telephone number.

i. Contact HOA Director in charge of keys/supplies to request items that the HOA will provide.



Approved June 2016

j. Make sure there is ice, if needed. Fill the rolling container from the machine and place it in the back of the room.

Ice buckets and scoops are available from the HOA.

k. After the event, clean up the room and the kitchen. Return unused decorations and supplies to their designated area.

l. Fill out the HOA Completed Event form.

m. All monies collected and all receipts for purchases are to be given to the HOA Treasurer with the Completed Event

form.

Committee Member Duties

a. Members should be available the day of any event to assist in setting out decorations, confirming room arrangement

and providing assistance as needed.

b. Two members are needed to sell the tickets each of the three Tuesdays before the event. On the first Tuesday of

sales a third member will call out the numbered tickets that residents have picked up to indicate their turn to

approach the ticket table to purchase their tickets.

c. All committee members are needed for cleaning up the room after the show.

Refer to the “Guidelines for Chairpersons” in this guide. Original forms should be obtained from the HOA Office.

NOTE: In 2011 – the countries represented were America, Israel, Germany, Italy, Ireland, Poland, Greece and Sweden.

Door prizes were two bottles of wine for each table and included sweet wine, German, Italian, Irish cream and Greek wine.

One Door prize for the workers was drawn at 4PM. All others were drawn around six for attendees.

Drinks Table.

a. Drinks are provided without charge.

b. 30 bottles were purchased; 10 red, 10 white and 10 zinfandel. Also purchased were 3 -24 cans of Bud, 4-24 cans

of Coors Light, and sodas.

c. Left over bottles, from the Drinks table, belong to the HOA and should be locked in the refrigerator at the end of

the event and an HOA Director notified.

d. Confer with the HOA Board regarding drinks, liquor license and insurance.

Supplies:

a. Wine for door prizes at approx $10 each and all the items for the drinks table were purchased from Total Wine.

b. Paper products were ordered through the HOA Director in charge of the Kitchen supplies.

c. Plastic table cloths were purchased from the Dollar Tree.

d. Wine bags are needed for the door prizes.

e. The 2011 centerpieces have been stored with HOA decorations.



Approved June 2016

MEMBERSHIP

Duties of Membership Chairperson:

a. In May of each year contract printer regarding making next year’s Membership Cards. (Currently on live VISTA

Print). A new color is used each year to facilitate membership accuracy.

b. In September, prior to the 10th of the month, write an article for the October issue of The Tower regarding dues

collection for the coming year that will begin on the 1st or 2nd Tues of October at Coffee Hour. Stress the importance

of Membership, supporting HOA and benefits of free copy of The Tower and purchase of HOA sponsored event

tickets on first day of sales. Include information on how to pay dues other than at coffee hour. SUBMIT ARTICLE

IN EACH ISSUE THROUGH JANUARY.

c. Collection of dues each Tuesday at Coffee Hour at 8:00 am throughout the year. Dues can also be paid by mail or

at the Membership person’s home.

d. Each month get a list of new homeowners from the Secretary of the HOA Board and enter them as welcomed by

HOA members in the Dues Paid list; when/if they actually pay the dues delete notation of HOA after the last name

of member on the list.

e. In November, prior to the 10th of the month, write a reminder article for the December issue that the current

membership will expire at the end of December.

f. 2nd or 3rd week of December speak at coffee and remind folks their current dues will expire at the end of December.

g. Make copies of the Membership/Dues paid list for persons selling tickets to HOA sponsored events prior to first

day of ticket sales.

h. Give an updated copy of the Membership to the HOA Board Secretary by the end of January each year.

i. Give copy of membership/dues list periodically (especially October through January) to the Tower Distribution

person for updating purpose and send an email (especially February through September) noting newest

memberships. When making copy for Tower Distribution use format of house number first.

j. Compile a hard copy list of people paying dues prior to giving checks to the HOA Treasurer. (This insures a

resource/reference when needed.) Enter pertinent data on the Dues Paid list in the computer. Checks are given to

the HOA Treasurer on a weekly basis.

k. For use by Membership person enter new members names into the computer in the Dues Paid list, first by alphabet

last name and also by house number as a resource/reference tool.

l. Enter latest Dues Paid list in the HOA computer at the HOA Office in a timely manner.

m. Enter and non-homeowner (renter) as an Associate Member on the Dues Paid list noting the months they will reside

at the rental address. This information must also be coordinated with the Tower Distribution person.

n. Make a membership report, when applicable, at the HOA Board Meetings and Quarterly Members Meetings noting

number of households holding membership and the percentage of households that are members.



Approved June 2016

MEMORIAL SERVICE SCHEDULING NOTE: The deceased must be a Del Tura Resident at the time of death.

a. The Family must select a ballroom, if available, fill out proper reservation form and set-up form.

b. Contact chairperson of Memorial Committee regarding request for service

c. Committee members need to prepare for the memorial service by providing the following services:

• Set up tables with tablecloths and centerpieces.

• Set out plates, napkins and cups as needed.

• If food is being served, arrange on platters.

• Make coffee at least 1 hour before event starts.

• Set up easel for any photographs the family may wish to share.

d. Committee members will clean up after the service.

NOTE: Del Tura HOA will provide plates, napkins, cups at no charge to family, upon request.



Approved June 2016

The Tower Publication

Purpose: The Tower is the primary communications tool of the Del Tura H. O. A., Inc., for HOA members. As such, this

policy has been established to insure that the publication projects the goals of the HOA as set out in the Bylaws. The Tower

is published ten times yearly, eight single monthe issues, and two double month issues (June/July, August/September).

Editor/Editing: The HOA Board of Directors reserves the right to edit material submitted, pursuant to these

guidelines. Responsibility for editing is shared by the editor and the HOA Board of Directors.

a. Submissions may be edited as to redundancy, length and veracity.

b. No obscene or insulting material will be accepted.

c. Materials in articles or columns promoting outside businesses will not be accepted.

d. Items pertaining to politics, campaigns, or elections, including city, county, state or national campaigns will not be

accepted. It is the HOA practice to be nonpartisan. The only exception is the annual HOA Board election.

e. Responsible for overseeing distribution.

Article Content, owing to space limitations:

a. Submissions shall not exceed 250 words.

b. The HOA Board and the editor of The Tower will exercise appropriate effort to ensure no one group or individual

unreasonably usurps available space.

c. No more than one pro and/or con letter will be published per issue of The Tower on any one subject.

d. No anonymous submissions will be accepted.

e. All submissions must be signed with the names of the writers and should include their Del Tura address and phone

number so that editing and proofing changes can be discussed, if necessary.

Advertising in The Tower:

a. Only HOA residents may advertise in the classified section.

b. The responsibility for obtaining and publishing advertising is the sole duty of the outside production company and

is not connected in any manner to the HOA Board of Directors.

Distribution of The Tower: a. The Tower Editor, Membership Chairperson and Tower Distribution Chairperson are responsible for getting the

Tower published and delivered to HOA members

b. The Tower is distributed and delivered usually on the Saturday closest to the first of the month.

c. The Membership Chairperson provides the Distribution Chairperson updated lists of paid-up and new HOA

members

d. The Distribution chairperson contacts the Tower Distribution Group consisting of six Distributors and 46 deliverers

prior date of distribution. The chairperson maintains computer lists of all the occupied homes in the community and

the volunteers who deliver each list as well as each resident eligible to receive the Tower.

e. The chairperson also maintains lists for the six distributors which is updated each month and includes the deliverers’

lists for their sections of the community.

f. The chairperson also receives lists of persons going north who pay a mailing fee for Towers to be delivered to their

places up North, and mails them each month.



Approved June 2016

g. During the week prior to the delivery Saturday the Tower Editor communicates with the publisher for setting time

and date of delivery. The delivery is made to the HOA Office and received by the Editor.

h. On Saturday the delivery date, the distribution person sorts the copies and sets up the routes by putting copies into

bags which include the individual deliverers list. The six distributors come and pick up their assigned routes.

i. The Distribution chairperson, places copies of the Tower into preaddressed envelopes for those members who have

paid for this service then mails them at the post office. A bill is submitted as well as any income to the HOA

Treasurer.

The Tower Editing and Production.

a. The Tower is published 10 months a year. Double issues are June/July and August/September.

b. The deadline for the Tower articles is the 10th of each month proceeding the month of issue. For the June/July

issue the deadline is May 10th; for the August/September issue the deadline is July 10th.

c. Communication between the Tower Editor and Production Company takes place via email and telephone.

Communication between the Editor and Distribution Chairperson also is via email and telephone.

d. As soon as an issue has gone to press the Editor begins gathering information and articles for the following issue.

e. Articles by Del Tura residents are sent to the Editor via the internet, typed or hand written and delivered to

Editor’s home. Articles are also received by the Co-Editor.

f. Articles and pictures submitted to the Tower are viewed, edited and detailed by the Editor. Placement of articles

and pictures is then determined by the editor and this placement is communicated to the production company.

g. The Tower is given to the proof readers, returned to Editor and necessary corrections are made.

h. Delivery date is determined for each issue with the last Saturday of the month chosen as the usual date for

distribution prior to issue month date, but occasionally takes place on the first Saturday of the month of issue.

Distribution and production are notified of the date of delivery.

i. All text and pictures are sent to the production company by the 14th to the 16th of the month.

j. The first draft of issue is sent to the editor by the production company for review and necessary changes. Once

procedure is completed production company sends to printer.

k. A few days prior to distribution the production company delivers the Tower to the editor for a date and time of

delivery. Towers are delivered to HOA Office until distribution takes place.



Approved June 2016

Video Library

The Video library is open to all residents.

Videos are ordered each month, from Amazon.com, based upon the amount of money that has been collected.

a. Each video is numbered and catalogued into an Excel program to list the videos both numerically and

alphabetically.

b. The lists of videos remain in the library for residents use.

c. Video rentals are listed in a notebook, indicating the name of the person and the number of the video.

d. DVDs are stored in a locked storage cabinet, and library assistants must open the cabinets for residents.

e. DVDs are returned to a lock box, the Librarian empties the lock box, enters all returns into the record book.

f. DVDs are due to be returned on or before 1PM on the Saturday following the rental.

g. Overdue charges are $1.00 per DVD. Renters are notified by telephone if a DVD is overdue.

h. All cash and expenses for reimbursement, such as cost of films, paper and printer ink, are turned into the HOA

Treasurer on the first Tuesday each month.



Approved June 2016

Welcome Committee

Purpose: To provide guidelines for setting up a welcome table at morning coffee and to provide procedures for actual

welcome to new families.

Tuesday Morning Coffee:

a. Affix sign to front entry door of the Starlight Ballroom requesting residents to stop by the “New Residents

Table”.

b. Set up picture board on ticket table at entrance to the Starlight Ballroom. The board contains four (4) pictures at a

time, showing the name and address of the new resident (s). Remove oldest photographs and affix the new photos.

Update the photo board after each visit with the new resident(s).

c. Set up a “Welcome Table” on the northwest side of the Starlight ballroom, along the window wall by the exit door.

Cover the table with a checkered tablecloth. Display a “Welcome Table Sign” along with sample basket and folder

on the table.

Welcome Baskets:

a. Obtain current list of new residents from the Del Tura H.O.A., Inc. Secretary. Hometown America will

supply the secretary with a list of new residents on a monthly basis.

b. For each new resident, prepare a welcome basket for the new resident(s), providing the following items:

• Baked goods;

• Several pieces of fruit;

• Small gifts, such as sunscreen, hand sanitizer, pot holders and note pads.

c. Include in the welcome basket, a folder containing the following items:

• Letter from the Welcome Committee.

• HOA Welcome Booklet.

• Recent copy of The Tower.

• Flyers showing upcoming events at Del Tura.

• Information packet on the “Federation of Manufactured Home Owners” (FMO).

• Information on the Del Tura HOA website.

• Current Del Tura Community Phone Book.

• Information on “Friends In Service Here” or FISH.

• Information on the Golf for both men and women.

• Information on the Tennis group.

• Information card with directions to important destinations, such as the Division of Motor Vehicles

(DMV), the Post Office, the Library, and shopping centers.

• Provide menus for local restaurants.

e. Contact new residents by telephone to set up a time to visit and present a welcome basket and folder.

f. At the time of the visit, ask permission and if resident allows it, take a picture of the new resident(s) for the

photo board.

NOTE: The individual visiting the new resident(s) should be prepared to answer questions the resident may have

concerning the community. While you may not have the answer for the resident, assure them that you will obtain

the information requested or refer them to a member of the Del Tura H. O. A., Inc. Board of Directors for

assistance. If you have agreed to obtain information for the resident, be sure to call or visit with the response as

soon as possible.



Approved June 2016

Revisions History

Sep. 2013 Draft:

• The entire document was reviewed by B. White, and J. Stenzel,, and edited for spelling, grammar, and parallel formatting (that is,

to bring a consistent look to the entire document)

• Neighborhood watch changes (eliminate Security Patrol)

• Added Tower Distribution procedure

• Incorporated forms changes recommended by HOA Office Staff

Aug. 2014 Draft:

• Newly Adopted Ticket Sales procedure

• Grill reservation changes

May. 2016 Draft:

• Entire Document reviewed by R. Schmoltze, H. Glasson, D. Myer and R.A. Blevins.

• Changes to Entertainment Committee and Special Events Procedures

• Changes to Coffee Hour Procedures

• Changes to HOA Office Procedures

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Del Tura H.O.A. Inc. Policies and Procedures Guide · 2019-04-09 · 6 Del Tura HOA, Inc. Policy...

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