4.2 Correspondence. Agent will write or delegate letters and other correspondence and communicate as necessary with Association members, residents, contractors, etc. to assist the Board in carrying out its responsibilities.
Agent will receive correspondence from and write letters to homeowners and others concerning compliance with Association Gove rning Documents, homeowners’ requests, architectural and maintenance matters, and other items within the scope of Association’s Services.
4.3. Day to Day Operations. Agent will counsel and advise the Board of Directors and its committees in their day to day operations.
4.4 Rules and Regulations. Agent will assist in the compilation and adoption, as well as the interpretation, of the operating rules of the Association and suggest possible steps of enforcement based on written complaints in accordance with all applicable legal notice and hearing procedures, as applicable.
Agent will provide, at Association's sole cost and expense, material and expertise in the development of methods of communication to the homeowners (rules and regulations, etc.), as necessary.
4.5 Meeting Notices. At the request of the Board, and at the Association's sole cost and expense, Agent will send notices of Association Board and Membership meetings, prepare and distribute the notice and agenda for said meetings, circulate minutes of any such meetings as prepared by the Recording Secretary, and effect instructions as approved by the Board of Directors. 4.6 Meeting Attendance. Agent will attend up to twelve (12) Board meetings of the Board of Directors in any calendar year. Agent’s time in excess of two (2) hours per meeting or fraction thereof that lasts after 8:00 p.m. shall be charged in accordance with the rate schedule in accordance with Section 9.1 of this Agreement. 4.7 Meeting Schedules. Agent will attend meetings scheduled Monday through Thursday, except federal holidays. Meetings held on days other than those identified herein, and which the Agent agrees to attend, will be charged in accordance with the rate on Section 9.1 of this Agreement. 4.8 Special Meetings. Agent will not be obligated to attend special meetings of the membership or of the Board of Directors or the Association's committees. However, if Agent is requested to attend and accepts, Association will pay Agent at the rate schedule in accordance with Section 9.1 of this Agreement, per hour for each hour or fraction thereof that such meeting last, plus mileage at IRS rate per mile as applicable 4.9 Annual Meeting. At the Association's sole cost and expense, Agent will assist in preparation for Association Annual Membership Meeting, including notices, proxies and agenda, and will attend and participate in conducting the meeting if so, requested by the Board of Directors.
4.10 Minutes. Agent will be responsible to record and/or type minutes of regular meetings of the Board of Directors or the Annual Meeting of the Association at no cost to the Association.
4.11 Owner Review of Records. Agent will make allowable Association records available for review to Association members in accordance with applicable laws governing same. Association agrees that Agent may charge a fee to Association members in accordance with Section 9.1 for records research and for the scheduling and monitoring of such a review. 4.12 Special Mailings and Newsletters. Special Mailings and newsletters requested by the Board as prepared by the Association, shall be duplicated and mailed by Agent at the expense of the Association. All requests for duplication of additional copies of project documents, correspondence, reports, etc., will be at the expense of the Association.
5. TERMINATION OF AGREEMENT
5.1 Termination. Either party may terminate this Agreement by providing sixty (60) days written notice. This Agreement may not be terminated by the Association within the first year unless the Association agrees to pay Agent the remaining portion of the monthly contractual price that Agent would have received during the course of the first
Professional Management Agreement Village Racquet Club Association and Prime Association Services, Inc. Page 5 of 14
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