meetings. The agenda shall be prepared and delivered to Board members at least four (4) days before the meeting.
4. When requested by the Board of Directors, Management shall prepare and distribute, meeting notifications (including the Annual Homeowners Meeting), proxies, ballots, agendas, and minutes (when applicable), in accordance with the terms of the bylaws of the Association, to each member of the Association as indicated by Management's records of the Association. As to the Annual Homeowners Meeting, Management shall further: (1) prepare, and distribute the annual meeting packet; (2) supervise the sign-in tables; (3) interact with Owners to assist with meeting requirements. Management shall charge the Association the cost for copying and mailing of the Annual Meeting packet (e.g., the notice, meeting material, and/or ballot) in accordance with Exhibit A. Also, management may charge secretarial fees for work necessitated by changes in the civil code. 5. Management shall use its best efforts to assist the Board of Directors in their management of the Association within the guidelines of the Association's annual operating budget. 6. Management will, to the best of its ability, work within and advise the Board of Directors regarding, current and new laws as may be enacted by various governmental agencies as they apply to community associations. If requested, Management shall also assist the Board of Directors in making any appropriate changes to the Association's rules and regulations, architectural guidelines, and potential amendments to the CC&Rs and Bylaws. Management does not however assume responsibility for the Board of Directors failure to adhere to same. It is understood that a change in the law requiring additional work not previously agreed upon may require a change to the cost of the service under this Agreement. 7. Management shall only recommend properly licensed and insured contractors for work at the community. If a contractor is selected that is not properly licensed or insured, Management shall promptly notify the Board of Directors and recommend action.
F. Records Management
1. Management shall organize the records and documents it creates or receives from Association in accordance with industry standards. This may mean records, including, but not limited to those listed herein, are stored electronically. The records are backed up both internally and offsite on a daily basis. Records received in paper form from prior management are preserved in the manner in which they were received. Management makes no warranty to the accuracy or completeness of records received from prior management companies on behalf of our clients, that
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VRC PPM Proposed Contract 2022 2/4/2022
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