FLORENCE GARDENS MOBILE HOME ASSOCIATION ARTICLES OF INCORPORATION (AS AMENDED) __________________ SECRETARY

PRESIDENT _________________February

DATE

14, 1997_________

ARTICLES OF AMENDMENT TO ARTICLES OF INCORPORATION OF FLORENCE GARDENS MOBILE HOME ASSOCIATION

Pursuant to A.R.S. # 10-2362 through # 10-2363, Florence Gardens Mobile Home Association, an Arizona non-profit corporation, hereby adopts the following Articles of Amendment to its Amended Articles of incorporation of February, 1985, as follows: ARTICLE I The name of the non-profit corporation is: FLORENCE GARDENS MOBILE HOME ASSOCIATION. ARTICLE II (unchanged)

The names and Post Office addresses of the incorporators are: JAMES H. HUGHES

5001 East Washington Phoenix, Arizona 85034

NORMAN B. CONKLE

3920East Washington Phoenix, Arizona 85034 ARTICLE III

The corporation is organized exclusively and shall be operated exclusively as a non-profit homeowners association within the meaning of and in accordance with Section 528 of the Int ernal Revenue Code and within the purposes contemplated by Section 528 of the Internal Revenue Code, as amended, and as such, it is to be operated to provide for the acquisition, construction, management, maintenance and care of the Corporation's property and property placed under its jurisdiction and perform such duties as are imposed upon the corporation under the Bylaws and Declaration for Florence Gardens Mobile Home Association, as amended. In furtherance of and in order to accomplish the foregoing object and purpose, the Corporation may transact any and all lawful business for which non-profit corporation may be incorporated under the laws of the State of Arizona, as they may be amended from time to time. ARTICLE IV (unchanged)

The principal place of business of the Corporation shall be a Florence, Pinal County, Arizona, but the Corporation may establish other offices within and without the State of Arizona and hold its meetings at such places as the By-Laws may provide ARTICLE V GENERAL NATURE OF BUSINESS AND POWERS The Corporation shall manage and maintain the Association known as Florence Gardens Mobile Home Association. The Corporation shall act as the "Association" as that term is defined in the Bylaws, and shall perform all duties of the Association as established in the Community Documents, and any amendments thereto, A.R.S. # 333-1801, et. sec ., and A.R.S. # 10-2301, et. seq.

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The Corporation shall have the powers as set forth in the Community Documents, A.R.S. #331801, et. seq., and A.R.S. # 10-2301, et. seq.. To the extent of any conflict in the foregoing, the order of priority will be pursuant to the order set forth in this paragraph. Without limiting the foregoing, and by way of illustration, the following is provided: A. The character of the business which the Corporation intends to conduct in Arizona is to promote the common good and general welfare of the people of the community encompassed within the Association, which are the Owners of Lots within FLORENCE GARDENS UNIT A through F, and any other subdivision added/annexed thereto or which may be subsequently added/annexed, and includes 52 condominiums known as Casita Hermosa located in Tract B of Unit D of the Florence Gardens Development and as more fully identified in Book 16 of Maps, Page 2, and Book 18 of Maps, Page 37, Records of the Pinal County Recorder, Arizona. B. To accept such property and improvements as may be conveyed to the Corporation and to maintain and otherwise manage landscaping, parking areas, walk areas, common areas, private roads, streets and recreational areas and facilities such as swimming pools, clubhouses, etc., upon such property. To pay all taxes and assessments, if any, which may properly be levied against such property or other property acquired by or owned by the Corporation. To repair, maintain, rehabilitate and restore the real property and any improvements located thereon. To impress liens against the individual Lots and their fractional or percentage ownership interest in the Corporation. To secure the payment of obligations due from the Owners thereof to the Corporation and to collect, foreclose or otherwise enforce, compromise, release, satisfy and discharge such demands, and to do all other acts necessary to the filing, maintenance and discharge of said liens. To take any action necessary to enforce the Community Documents by any remedy available at law or in equity. In addition thereto, to do any and all lawful things and acts which the Corporation, at any time, and from time to time, shall, in its discretion, deem to be in the best interests of the Members of the Corporation, and to pay all costs and expenses in connection therewith and in connection with any and all purposes of the Corporation, and further, to do any and all lawful things which may be advisable, proper, authorized or permitted to be done by the Corporation under and by virtue of the Community Documents or Arizona law, and to do and perform any and all acts which may be either necessary or incidental to the exercise of any of the foregoing powers, or for the peace, help, comfort, safety or general welfare of the Members of the Corporation, and further, to do any and all things and exercise all rights and powers permitted to non-profit corporations under the laws of the State of Arizona, as amended from time to time, including the power to mortgage or encumber any property owned by it. C. To enter into, perform, and carry out contracts of any kind necessary to, or in connection with, or incidental to, the accomplishment of the purposes of the Corporation. To make contracts of all kinds and descriptions with third parties, firms and corporations. To make contracts with any of the Officers, Directors, Members of the Corporation or employees of the Corporation, individually or otherwise and without limitation, restriction or prejudice, and to the extent permissible under Arizona law, which contracts shall be considered and construed on the same basis as contracts with third persons, all in furtherance of the organization, management, operation, object or purpose of the Corporation.

D. To borrow and loan money, and give, take and hold security and collateral. To execute, and make an issue and take and receive bonds, notes, debentures, mortgages, pledges and other 3

evidence of indebtedness and security of any and all kind whatsoever, in the furtherance of any or all of the objects of the Corporation's business. E. To approve any and all changes or alterations in the exterior of the mobile homes, buildings or improvements situated on Lots located within the Properties, and any and all changes in landscape design on any Lot, the erection of any and all new structures of any character, including residences, swimming pools or their appurtenances. To make repairs and to maintain improvements on Lots on behalf of the Owners thereof, where such improvements are not properly maintained by the Owner. To make codes, rules and regulations for the health, safety and welfare of the Lot Owners and residents and to enforce such codes, rules and regulations. F. To levy assessments and enforce payment thereof against the Owners of each Lot within the Association to cover expenses incurred by the Corporation in maintaining, landscaping, protecting, operating, and improving any of the Property of the Association or any improvements located on any of the Lots in the Association, or any other expenses incurred by the Corporation. G. To do and perform any and all acts and things and to transact any business, not inconsistent with the law, which may be necessary, incidental to or convenient in carrying out any of the business or purposes of the Corporation. ARTICLE VI DURATION The time of commencement of this Corporation shall be the date upon which the Arizona Corporation Commission issued its Certificate of Incorporation and the life of the Corporation shall be perpetual, with the privilege of termination as provided by law. ARTICLE VII MEMBERSHIP Section 1: The Members of the Corporation shall be those persons or entities entitled to membership pursuant to the Declaration or Bylaws. Voting rights of Members are as set forth in the Declaration or Bylaws. By way of clarification only, and to the extent not inconsistent with Declaration or Bylaws, every person or entity who is a record Owner of a Lot which is required to pay assessments or other amounts to the Corporation and which is subject to the Declaration, shall be a Member of the Association. The foregoing is not intended to include any person or entity who holds an interest merely as security for the performance of an obligation. Membership shall be appurtenant to and may not be separated from ownership of any Lot which is subject to assessment by the Association. Section 2: The association shall be a not-stock Corporation and no dividends or pecuniary profits shall be paid to its Members. Membership in the Corporation shall be limited to record Owners of Lots. An Owner of a Lot shall automatically upon becoming and Owner of the Lot be a Member of the Corporation and shall remain a Member of the Corporation until such time as his/her ownership ceases for any reason, at which time his/her membership in the Corporation shall automatically cease. In the event any Lot is owned by two or more persons, said Owners shall designate to the Corporation, in writing, one of the Owners who shall have the power to vote at any and all meetings of the members and, in the absence of such designation, and until such designation is made, it will be presumed that the Owner voting is authorized to do so by the remaining Owners of the Lot. 4

ARTICLE VIII BOARD OF DIRECTORS Section l: (unchanged) The control and management of the business and affairs of this Corporation shall be vested in a Board of Directors. During the period between the date of incorporating of this Corporation and the first meeting of the members of the Corporation or until their successors are elected, the following individuals who were selected at a meeting held in Florence, Arizona, on April 15, 1971, shall serve as Directors of the Corporation: JAMES H. HUGHES, NORMAN B. CONKLE, J.F. O'BETKA. Section 2: The Board of Directors shall be composed of not less than seven (7) members. The exact number to be determined from time to time by the Board of Directors, who shall be elected as set forth in the Bylaws of this Corporation. All Members of the Board shall be Owners of Lots. Each Director shall have one vote with respect to any matter to be determined by the Board. The President may vote only to break a tie, create a tie, on any ballot vote, or on any other matter for which a Member of the Corporation is entitled to vote. Section 3: (unchanged) The Board of Directors shall elect a President, one or more Vice Presidents, a Secretary, and a Treasurer, and such other officers and agents as may, from time to time, be chosen by the Board of Directors. The Board may create the office of Assistant Secretary or Assistant Treasurer who need not be members of the Board. The President, Vice President(s), Secretary, and Treasurer shall be members of the Board of Directors. The time and method of electing said officers and the length of their term shall be fixed in the By-Laws. The Board of Directors may appoint an Executive Committee composed of three members of the Board to determine such matter as may be authorized by the Board and to function until a Board meeting may be held. Any vacancies on the board of Directors or in any office, may be filled by appointment by a majority vote of the remaining Directors and the person so chosen to fill such vacancy shall serve during the unexpired term of his predecessor and until his successor is duly elected and qualified. ARTICLE IX (unchanged) The Board of Directors shall have the responsibility to constantly evaluate the applicability of existing By-Laws and to recommend any amendments or additions for approval of the members of the Association at an annual or special meeting. The By-Laws shall prescribe, among other things, the date of the annual meeting, the method of electing officers, and liability of the members for dues or assessments, and such other regulations, codes and rules as may be required, provided the same are not contrary to law or inconsistent with the objectives or purposes of the Corporation.

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ARTICLE X AMENDMENT The Amended and Restated Articles of Incorporation may be further amended by the membership at any Regular or special Meeting of the Members by a majority vote of a quorum of the Members present at any such meeting, in person or by proxy. Unless otherwise indicated in the Community Documents, a quorum for any meeting of the Corporation shall consist of not less than twenty-five (25%) percent of those Members of the Association entitled to vote, in person or by proxy, unless Arizona statutes provide for a lesser quorum requirement.

ARTICLE XI (unchanged) Any capital expenditure, indebtedness, or liability exceeding the sum of Twenty-five Thousand Dollars ($25,000.00) must be authorized by an affirmative vote of the majority of the votes cast by the members of the Association at an annual or special meeting. ARTICLE XII INDEMNIFICATION The Corporation shall indemnify any person against expenses, including without limitation, attorneys' fees, judgments, fines and amounts paid in settlement, actually and reasonably incurred by reason of the fact that he or she is or was a Director, Officer, employee or agent of the Corporation, or is or was serving at the request of the Corporation as a director, officer, employer or agent of another corporation, partnership, joint venture, trust or other enterprise, in all circumstances in which, and to the extent that, such indemnification is specifically permitted and to the fullest extent provided for by the laws of the State of Arizona as then in effect. Whenever any current or former Director, Officer, employee or agent of the Corporation shall report to the President or the Board of Directors that he/she has incurred or may incur expenses, regardless of whether legal action has been filed, on account of any action or omission alleged to have been committed by him/her while acting within the scope of his/her capacity as a Director, Officer, employee or agent of the Corporation, the Board shall, at its next Regular or at a Special Meeting held within a reasonable time thereafter, determine whether, in regard to the matter involved in the action or contemplated action, such person acted, failed to act or refused to act willfully or with gross negligence or with fraudulent or criminal intent with regard to the matter involved in the action or contemplated action and, if so, the Corporation shall have the right to refuse indemnification. The members, officers, directors, employees, and agents of the Corporation, shall not be individual or personally liable for the Corporation's debts or other liabilities, and the private property of such individuals shall be exempt from any Corporation debts or liabilities. ARTICLE XIII This Corporation does hereby appoint DAVID ALEXANDER of Mesa, Arizona, who has been a bona fide resident of the state of Arizona for at least three (3) years, it lawful agent in and for the State of Arizona for and on behalf of said Corporation, to accept and acknowledge service of, 6

and upon whom may be served all necessary process and processes in any action, suit or proceeding that may be had or brought against said Corporation, in any or the courts in said State of Arizona, such service of process or notice, or the acceptance thereof, by said agent endorsed thereon to have the same force and effect as if served upon the President and Secretary of said Corporation. (Statutory Agents are designated on the Annual Reports and Certificates of Disclosure.) ARTICLE XIV FISCAL YEAR The fiscal year of the Corporation shall be the calendar year and begin on the first day of January of every year. The commencement date of the fiscal year herein established shall be subject to change by the Board should corporate practice subsequently dictate. ARTICLE XV DISSOLUTION The Association may be dissolved only by the affirmative vote of two-thirds (2/3) of all the Members of the Corporation, voting in person or by proxy at a meeting duly held for such purpose. Upon dissolution of the Corporation, the assets of the Corporation shall be distributed and/or dedicated as dictated by two-thirds (2/3) of all the Members voting at said meeting, in person or by proxy and, in the absence of any such instructions, the assets shall be dedicated to an appropriate public agency to be used for purposes similar to those for which this Corporation was created. ARTICLE XVI DEFINITIONS The terms used herein shall have the same meaning given in the Third Amended and Restated Bylaws of Florence Gardens Mobile Home Association. ARTICLE XVII CERTIFICATION Pursuant to Article X of the Amended Articles of Incorporation, these Articles of Amendment to the Articles of Incorporation of Florence Gardens Mobile Home Association were adopted by the affirmative vote of a majority of the number of Members present in person or by proxy at a Regular or Special meeting of the Members, wherein appropriate advance written notice was provided of the proposed Articles of Amendment and at which a quorum was established. IN WITNESS WHEREOF the President and the Secretary of the Corporation, acting for and on behalf of the Corporation, have hereunto set their hands this 14'h day of February,1997. (Signed by Charles J. Greco, President and Margaret Ridenour, Secretary.) (Witnessed by Marlene Johnson, Notary Public) 7

FLORENCE GARDENS MOBILE HOME ASSOCIATION Amended Declarations of Covenants, Conditions and Restrictions for Florence Gardens - Units A, B, C, D, F, & F, as Amended 4-16-98

__________________ SECRETARY

PRESIDENT April 16, 1998

DATE 1

Amended Declarations of Covenants, Conditions and Restrictions for Florence Gardens - Units A, B, C, D, F, & F, as Amended 4-16-98 This Declaration of' Restrictions shall hereafter be in full effect and shall attach to said real property and every lot or parcel thereof and shall constitute covenants, conditions and restrictions running with the land and shall bind and burden the properties. Said restrictions shall be binding upon each owner and his/her heirs, executors, administrators, successors and assigns, and all other persons claiming an interest in and to said properties. These restrictions, as amended from time to time (unless terminated as hereinafter provided), shall be automatically extended for successive periods of ten (10) years each. These restrictions may be amended at any time during the initial term, or any extensions thereof, by recording in the office of the County Recorder of Pinal County, Arizona, an instrument in writing reciting said amendments bearing the signed concurrence of the then owners of two-thirds (2/3) of the lots within the properties. These restrictions may be terminated under the same conditions above set forth except that the owners of eighty percent (80%) of the lots must sign such instrument and provided a public authority has agreed to maintain (or cause to be maintained) the common lot areas. All instruments of conveyance of transfer of any interest of all or any part of the properties may contain the restrictions herein set forth by reference of this Declaration. However, the restrictions herein shall be binding upon all persons affected by the terms of this Declaration, regardless of whether any reference is made to this instrument in the deed or other instrument of conveyance. Each property owner agrees by acceptance of a contract of purchase or deed to any lot within said subdivision to automatically became a member of the Florence Gardens Mobile Home Association, hereinafter called the "Association," an Arizona nonprofit corporation, formed for the purpose of owning, operating and/or maintaining property for the benefit of the owners of lots presently located within Florence Gardens and any other subdivision which may subsequently be added within the Florence Gardens Development. Each owner shall remain a member of the Association until such time as his ownership, for any reason ceases, at which time his membership in the Association automatically shall cease. The owners of each lot shall be entitled to one membership in the Association. Membership in the Association shall be subject to all of the provisions of this Declaration the Association's Articles of Incorporation and By-laws as the same may be amended from time to time, and rules and regulations promulgated. The Board of Directors of the Association, acting on behalf of the membership, shall have the responsibility of enforcing these restrictions and shall notify offending lot owner(s) of violations thereof. If the lot owner(s) do/ does not correct his/her noncompliance within a reasonable time as required in such notice, the Board may assess a monetary penalty adopted by the Board against the offending lot owner(s) in addition to any other legal remedies available to it. Nonpayment of assessed monetary penalties shall result in having the Association attach a lien in that amount against said property. Violation of any one or more of the restrictions may be restrained or enforced by any court of competent jurisdiction and/or damages may be awarded against any such violator(s). Nothing herein shall be construed as meaning that damages are an adequate remedy where equitable relief is sought. In the event any such person(s) employ/employs an attorney or attorneys to enforce compliance with or specific performance of the terms of this Declaration, and prevails in such action, the owner or owners against whom the action is brought shall pay all attorneys fees and costs incurred in connection with such action. Failure to enforce, any breach or violation of any restriction herein 2

contained shall not be deemed to be a permanent waiver of right to enforce any subsequent breach or violation of such restriction or any of the restrictions. The foregoing shall apply regardless of whether any person affected hereby (or having the right to enforce these restrictions) had knowledge of the breach of violation. No restrictions contained herein shall be deemed to be abandoned or the right to enforce waived, unless this Declaration is amended to delete such restrictions.

CONDITIONS AND RESTRICTIONS #1A THROUGH 1D Residents and Visitors A. Only single family units are allowed in Florence Gardens. B. Each dwelling in Florence Gardens Mobile Home subdivision, if occupied, shall be occupied, by at least one person 55 years of age or older and no person under 40 years of age shall reside in any dwelling. Existing as of November 16, 1992 (Unit A); November 3, 1992 (Unit B); November 24, 1992 (Unit C); May 10, 1992 (Unit D); April 30, 1992 (Unit E). owners where no person occupying a dwelling is 55 years of age or older are exempt from this restriction provided that so long as applicable federal regulations relating to age discrimination are in effect, such regulations shall be complied with so that at least eighty percent (80%) of the dwellings (owned, leased or rented) in Florence Gardens Mobile Home subdivision that are occupied after November 16, 1992 (Unit A); November 3, 1992 (Unit B); November 2,4, 1992 (Unit C); May 10, 1992 (Unit D); April 30, 1992 (Unit E) shall be occupied by at least one person 55 years of age or older. C. Visitors under the age of 40 are limited to a time period of (2) two weeks per visit and are not to exceed (3) three visits in any 6 month period. Visiting minor children must be under adult supervision at all times. D. Every member of the Association, in good standing, shall have a right and easement of use and enjoyment in and to all common recreational facilities presently existing or to be developed by the Association or for the benefit of the Association and any other real or personal property the Association may acquire, and such easements and rights shall be appurtenant to and shall pass with title to each and every lot. Such right and easement of use and enjoyment shall be subject to. reasonable rules and regulations as from time to time are promulgated by the Board of Directors of the Association. Subject to the Bylaws and rules and regulations of the Association, any member may delegate his right of enjoyment to the common areas to the members of his family, his tenants or other persons who reside in the dwelling on such member's lot.

CONDITIONS AND RESTRICTIONS #2A THROUGH 2D Type, Placement and Modification of Mobile Home A. A completed application, on the approved farm, must be submitted by the owner, and approved in compliance with FGMHA By-Laws, Article XI Section 1, before any mobile home can be placed in Florence Gardens. This condition will also apply to new construction or modifications to existing homes. B. Mobile homes must meet standards set by H.U.D. and have the State Inspection number on them. There shall be only one, single story home on each lot, which will be placed in conformance with current Florence Gardens Rules and Regulations. 3

C. No lot or lots shall be subdivided except for the purpose of combining the portion of one lot with another adjoining lot or lots, provided that no additional or smaller lot is created thereby. D. Mobile homes shall not be smaller than sixteen feet in width and no less than 768 square feet in size. Only doublewide mobile homes will be allowed in Units D & E.

CONDITIONS AND RESTRICTIONS #3A THROUGH 3E Installation of a Mobile Home A. All applicable permits will be obtained before any mobile home is installed in Florence Gardens. All federal, state and Town of Florence codes will be complied with when a home is installed. B. In order to ascertain height of mobile home setting for each individual mobile home, existing elevations of other lots within the particular block will be located and considered in establishing a finish floor elevation of the mobile home to be set. The entrance of the home shall not be more than ten (10) inches above the highest part of the surrounding area of the lot. C. Mobile home units shall have a concrete curb not less than three (3) feet wide and four (4) inches deep that will extend around the mobile home. D. All mobile home lots shall drain toward the street. When necessary, lot owners shall construct retaining walls along lot lines between adjoining lots to prevent water runoff. Carport and patio concrete slabs and awnings shall be installed within 60 days of the home being set on the lot, ready for concrete slabs. Carport, garage and patio construction will adhere .to the current building code and Florence Gardens Rules and Regulations. Carports and garages shall be connected to the street by a paved driveway. The driveway may be either concrete or asphalt.

CONDITIONS AND RESTRICTIONS #4A THROUGH 4H Landscaping A. All lots will be landscaped within (6) six months of the home being placed on the lot. Combined lots will be considered as. one lot and will have the same landscaping requirements as a single lot. B. Minimum landscaping required will be completed driveways, sidewalks and an approved ground cover to prevent dust and weeds. C. All landscaping will be done in such a manner as to maintain the aesthetic quality of Florence Gardens. Landscaping plants or structures will be placed so as not to infringe on another's property. 4

D. Installation or construction of landscaping or recreational items must be approved by the Board of Directors. E. Fences and walls must be in accordance with current Florence Gardens Rules and Regulations.

F. Only umbrella or pullout clotheslines for the drying of clothes will be allowed on site. No laundry will be dried on the patio or carport.

G. Any exterior lighting erected on any of the lots in said subdivision shall be shaded so as to not create a nuisance to any other lot or occupant thereof. H. No storage of any kind will be permitted around the mobile home except in the utility building, storage shed or garage CONDITIONS AND RESTRICTIONS #5A THROUGH #5F Antennas A. All radio and TV antennas will be installed on the owner's property. B. Mast type antennas shall be mounted on or attached to the home. C. Mast type antennas that extend higher than (12) twelve feet above the highest attachment point on the home, must be secured by guy wires. D. Mast type antennas which are higher than the distance from the mast to the closest property line must be approved by the Board of Directors. E. Dish type antennas shall not be over one meter (39.4") in diameter and shall be installed in as inconspicuous a location as possible without interfering with reception F. Transmit only antennas must satisfy F.C.C. regulations and be approved by the Florence Gardens Mobile Home Association Board of Directors.

CONDITIONS AND RESTRICTIONS #6A THROUGH 6F Vehicle Storage and Parking A.

No vehicle shall be stored in Florence Gardens except that the property owner's personal vehicles may be stored in the garage, or carport. For the purpose of this restriction, personal vehicles will not include motor homes, campers, camp trailers, boats, boat trailers or utility trailers. Vehicles that can be stored in the garage, out of sight are permitted. Vehicles stored in the carport are restricted to family automobiles, pickup trucks, golf carts and motorcycles. All other vehicles will be stored in the RV storage lot or outside Florence Gardens.

B. All personal cars must be fully parked on the site of owner's property in the area provided. No street parking shall be allowed at any time, except for approved deliveries, pick-ups or 5

short time visitors. All personal cars must carry current license, and be kept in a good state of repair and appearance. No auto repair work will be permitted on owner's lot. C. No vehicle shall be parked in such a way as to create a nuisance or a health hazard. D. No vehicle shall be parked on any part of the common area for any purpose other than temporary parking. E. Motor homes, campers, camp trailers, boats and boat trailers are prohibited from being parked in Florence Gardens except for the purpose of loading, unloading, housekeeping maintenance and the temporary use by a visiting guest. Parking for any of these reasons require a permit and will not exceed 10 days at any one time or a total of 30 days in a 12month period. Permits will be logged in and out to provide information to enforce time restrictions. F. Commercial trucks, moving vans, cargo trucks, or trailers of any kind are prohibited from parking in Florence Gardens except to load and unload. They shall be loaded or unloaded and moved out of Florence Gardens without any unnecessary delay. CONDITIONS AND RESTRICTIONS #7A THROUGH 7G Miscellaneous Restrictions A. The Association specifically reserves the right to control all peddling, soliciting, and selling on residential lots in Florence Gardens and on its common grounds. Any activities domiciled in Florence Gardens requiring a commercial license are prohibited on any mobile home site except upon the written consent of the Board of Directors. B. No "For Sale" or "Far Rent" signs shall be placed or posted on any lot except by owners, or owner's agent. C. Signs advertising business, products or services and political signs are prohibited on any lot and the common area unless approved by the Florence Gardens Mobile Home Association Board of Directors. D. Yard or garage sales will be confined to the owner's property and will not exceed 3 days in duration and not to exceed two sales in a 6 month period. E. All garbage shall be bagged securely and placed in the container as provided by the Town of Florence. After garbage is picked up, the container will be stored in the carport or in the utility building. Containers are to be set out for pick up no earlier than the night before the pick up day. F. Only household pets are allowed in Florence Gardens. Pets must be confined to the owner's property and kept on a leash when off the owner's property. G. Owners are required to clean up after their pets. Any exceptions to these Covenants, Conditions and Restrictions must be approved by the Florence Gardens Mobile Home Association Board of Directors.

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FLORENCE GARDENS MOBILE HOME ASSOCIATION

ORGANIZATION and OPERATIONS MANUAL APPROVED May 12, 2010

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FOREWORD This document, “The Organization and Operational (O&O) Manual” covers the organizational structure and operation of Florence Gardens Mobile Home Association. It details management structure, committees and their responsibilities, operational personnel job descriptions, employee benefits, and the investigation and enforcement of Covenants, Conditions and Restrictions. The updated basic document was approved by the FGMHA Board of Directors on May 12, 2010. The Change Record Page lists all changes made to this document after the approval date of this Manual. Approval dates of changes approved by the Board are included in change description.

CHANGE RECORD PAGE Purpose of this page is to record changes made to this document. This page is required in order to provide traceability of changes made over the life of the document. It is intended that the document dated March 25, 2009 be the base line document. A copy of this document is on file in the Florence Gardens business office. All changes made in the future will be noted by Board of Directors date of approval, location within the document if appropriate and a brief description of the change.

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TABLE OF CONTENTS Foreword ………………………………………………………………………….. Change Record Page ……………………………………………………………… Table of Contents …………………………………………………………………. FGMHA Organization …………………………………………………………….

2 2 3 5

DEPARTMENTS Administrative – President (Position I) ….. Activities – Vice President (Position II) … Records – Secretary (Position III) ……….. Financial – Treasurer (Position IV) ……… Maintenance – Director (Position V) ….…. Arch./Building – Director (Position VI) … Public Relations – Director (Position VII) .

Organization Policy 1-1 …………… Organization Policy 1-2 …………… Organization Policy 1-3 …………… Organization Policy 1-4 …………… Organization Policy 1-5 …………… Organization Policy 1-6 …………… Organization Policy 1-7 ……………

6 6 7 8 8 9 9

COMMITTEES Activities ………………………………… Architectural (Standing Committee) …….. Building Operations (Standing Committee) Compliance ………………………………. Documents ……………………………….. Elections …………………………………. Finance …………………………………... History …………………………………… Nominations ……………………………... Promotions ……………………………….. RV Storage ……………………………….. Security …………………………………... Welcoming ……………………………….

Organization Policy 2-1 …………… Organization Policy 2-2 …………… Organization Policy 2-3 …………… Organization Policy 2-4 …………… Organization Policy 2-5 …………… Organization Policy 2-6 ………........ Organization Policy 2-7 …………… Organization Policy 2-8 …………… Organization Policy 2-9 …………… Organization Policy 2-10 …….……. Organization Policy 2-11 ………….. Organization Policy 2-12 ………….. Organization Policy 2-13 ………..…

10 11 12 13 14 15 16 17 18 18 19 20 20

EMPLOYEE JOB DESCRIPTIONS Activities Coordinator …………………… Kitchen Coordinator ……………………... Maintenance & Cleaning Supervisor …….. Maintenance & Cleaning Assistant ……… Housekeeper ……………………………… Office Manager ………………………….. Assistant Office Manager ……………….. Receptionist ……………………………… Board of Director Liaison ……………….. 3

Operation Policy 3-1 ……….. 21 & 22 Operation Policy 3-2 ……….. 23 & 24 Operation Policy 3-3 ……………… 25 Operation Policy 3-4 ……………… 26 Operation Policy 3-5 ……………… 27 Operation Policy 3-6 …….…. 29 & 30 Operation Policy 3-7 ……….. 31 & 32 Operation Policy 3-8 ……………… 33 Operation Policy 3-9 ……………… 34

OPERATING PROCEDURES Employee Benefits …………………..…… Operation Policy 4-1 ……….. 35 & 36 Periodic Employee Review Procedure …... Operation Policy 4-2 ………………. 37 “ “ “ Report Form ………………………………….……… 38 Employee Feedback Worksheet Procedure Operation Policy 4-3 ………………. 39 “ “ “ Report Form …………………..………………… 40 Procurement Procedure ………………….. Operation Policy 4-4 ……….. 41 & 42 Voting Procedure In FGMHA Matters …... Operation Policy 4-5 ……….. 43 -- 45 Investigation & Enforcement of Community Documents Procedure Operation Policy 4-6 ……………..... 47 Garden Talk & Garden Whisper ………… Operation Policy 4-7 …………….… 48

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Organization Dated 5-12-10

FGMHA Organization BOARD POSITION

RESPONSIBILITIES

PRESIDENT Position I (Administrative)

ELECTIONS Committee Liaison NOMINATIONS Committee Liaison SUPERVISE OFFICE STAFF

VICE PRESIDENT Position II (Activities)

ACTIVITIES Committee Liaison SUPERVISE KITCHEN COORDINATOR SUPERVISE ACTIVITIES COORDINATOR

SECRETARY Position III (Records)

DOCUMENTS Committee Liaison PROMOTIONS Committee Liaison SUPERVISE GARDEN TALK/WHISPER EDITOR SUPERVISE RECORDING SECRETARY

TREASURER Position IV (Finance)

FINANCE Committee Liaison

BOARD MEMBER Position V (Maintenance)

RV STORAGE Committee Liaison SUPERVISE MAINTENANCE STAFF

BOARD MEMBER Position VI (Architectural/Building)

ARCHITECTURAL Committee Liaison BUILDING OPERATIONS Committee (BOC) Liaison

BOARD MEMBER Position VII (Public Relations)

COMPLIANCE Committee Liaison HISTORY Committee Liaison SECURITY Committee Liaison WELCOMING Committee Liaison

BOARD APPOINTMENTS: LEGAL COUNSEL ASSISTANT TREASURER PARLIAMENTARIAN

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BOARD OF DIRECTOR ASSIGNMENTS PRESIDENT (Position I) - ADMINISTRATIVE DEPARTMENT

Organization Policy 1-1 Dated 5-12-10

RESPONSIBILITIES: 1. Presides at all meetings. 2. Has general charge and control of the affairs of the Association subject to the FGMHA Board of Directors. 3. Supervises office staff. 4. Liaison to the Elections Committee. 5. Liaison to the Nominating Committee. 6. Liaison with the Association’s legal counsel. 7. Submits expected budget items for the next year to the Finance Committee by May 31st. 8. Receives and opens all FGMHA Board of Directors correspondence and communications. 9. Directs all correspondence to the appropriate FGMHA Board member. 10. Signs documents and instruments as directed by the FGMHA Board of Directors. 11. Prepares annual "Report to the Membership" for the annual meeting. 12. Prepares annual Performance Reviews of all supervised employees prior to October 31st of each year. Recommends salary consideration for Board of Directors’ approval.

VICE PRESIDENT (Position II) - ACTIVITIES DEPARTMENT

Organization Policy 1-2 Dated 5-12-10

RESPONSIBILITIES: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Supervises the Activities Coordinator. Liaison to the Activities Committee. Supervises the Kitchen Coordinator. Performs the duties of the President when required. Appoints or hires a Kitchen Coordinator and/or an Activities Coordinator with FGMHA Board of Directors’ approval. Submits expected Activities’ budget for the next year to the Finance Committee by May 31st. Approves requisitions of up to $2,500 for all food service consumable and supporting nonconsumable items. Reports such requisitions to the FGMHA Board of Directors. Authorized to sign contracts for Dances and Ice Cream Socials as prescribed in Procurement Procedures #1e. Reports such contracts at the next regular Board meeting. Maintains a current Contact List of all Committees and Committee members that serve the Florence Gardens community. A copy of the Contact List is to be kept in the Business Office for referral purposes. Prepares an annual report of activities relating to the Vice President’s position of the preceding year, by the week before the annual membership meeting. Prepares annual Performance Reviews of the Activities Coordinator and the Kitchen Coordinator prior to October 31st of each year. Recommends salary consideration for Board of Directors’ approval.

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SECRETARY (Position III) - RECORDS DEPARTMENT

Organization Policy 1-3 Dated 5-12-10

RESPONSIBILITIES: 1. Ensures minutes of all meetings and workshops of the FGMHA Board of Directors are properly recorded. 2. Posts the draft minutes of all current meetings and workshops of the FGMHA Board of Directors as soon as possible following the meeting. 3. Appoints, with FGMHA Board of Directors’ approval, a Recording Secretary to assist, if necessary, in recording and preparing minutes for distribution. 4. Oversees the maintenance of all permanent records by the Office Manager in accordance with the Retention Schedule in the Office Procedures Manual. 5. Signs documents and letters as directed by the FGMHA Board of Directors. 6. Liaison to the Documents Committee. 7. Posts meeting notices, agendas and minutes on all FGMHA bulletin boards. 8. Reviews and approves articles and letters for the monthly “Garden Talk/Whisper” newsletter. 9. Coordinates with local block leaders for the distribution of the “Garden Talk/Whisper” and any FGMHA Board of Directors’ approved special notices to the membership. 10. Solicits paid advertisements for the “Garden Talk/Whisper” newsletter. 11. Liaison to the Promotions Committee. 12. Oversees the FGMHA website. 13. Provides budget items for the next year to the Finance Committee by May 31st. 14. Prepares an annual report of activities relating to the Secretary’s position of the preceding year, by the week before the annual membership meeting.

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TREASURER (Position IV) - FINANCIAL DEPARTMENT

Organization Policy 1-4 Dated 5-12-10

RESPONSIBILITIES: 1. Has custody of Association funds and securities. 2. Oversees the collection of annual assessments and of transfer fees and document fees associated with the transfer of properties in Florence Gardens. 3. Oversees other fund collections handled by Office Manager. 4. Oversees banking transactions handled by Office Manager. 5. Liaison to the Finance Committee. 6. Provides a written monthly cash flow statement to the FGMHA Board of Directors. 7. Adequately maintains financial records and reports. 8. Verifies funds available on all requisitions as outlined in the Procurement Procedures Policy 44. Forwards those requisitions to the responsible Board Liaison for approval and reports to the FGMHA Board of Directors at the next Board meeting. Forwards all requisitions of $1,000 or more to the FGMHA Board of Directors for approval with the exception of Board spending authority granted to the Vice President and the Maintenance Director. 9. Provides budget items for the next year to the Finance Committee by May 31 st. 10. Prepares an annual financial report of FGMHA Board of Directors and other activities relating to the Treasurer’s position of the preceding year, by the week before the annual membership meeting.

MEMBER (Position V) - MAINTENANCE DEPARTMENT

Organization Policy 1-5 Dated 5-12-10

RESPONSIBILITIES: 1. Supervises the following personnel: a. Maintenance of buildings, recreational facilities and Common Grounds. b. Janitorial. 2. Liaison to the RV Storage Committee. 3. Oversees RV storage lot contracts and space assignments. 4. Provides budget items for the next year to the Finance Committee by May 31 st. 5. Prepares an annual report of FGMHA Board of Directors' activities relating to the Maintenance Department of the preceding year, by the week before the annual membership meeting. 6. Prepares annual Performance Reviews on all supervised employees prior to October 31 st of each year. Recommends salary consideration for Board of Directors' approval.

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Organization Policy 1-6 Dated 5-12-10 MEMBER (Position VI) - ARCHITECTURAL/BUILDING DEPARTMENT RESPONSIBILITIES: 1. 2. 3. 4.

Liaison to the Architectural Committee. Liaison to the Building Operations Committee (BOC). Provides budget items for the next year to the Finance Committee by May 31 st. Prepares an annual report of FGMHA Board of Directors’ activities relating to the Architectural/Building Department of the preceding year, by the week before the annual membership meeting.

Organization Policy 1-7 Dated 5-12-10 MEMBER (Position VII) - PUBLIC RELATIONS DEPARTMENT RESPONSIBILITIES: 1. 2. 3. 4. 5. 6. 7. 8.

Liaison to the Welcoming Committee. Liaison to the History Committee. Liaison to the Compliance Committee. Liaison to the Security Committee. Liaison to the Florence Town Council. Liaison to the adjacent associations. Provides budget items for the next year to the Finance Committee by May 31 st. Prepares an annual report of FGMHA Board of Directors’ activities relating to the Public Relations Department of the preceding year, by the week before the annual membership meeting.

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COMMITTEES ACTIVITIES COMMITTEE

Organization Policy 2-1 Dated 5-12-10

COMMITTEE: 5 or more Association members. BOARD LIAISON: Vice President (Position II) FUNCTIONS of the committee: 1. Assists the Activities Coordinator in the organization of entertainment, fashion shows and bazaars. The committee coordinates with other organizations and parks, as necessary. 2. Assists the Activities Coordinator in arranging and coordinating craft classes and extension courses. 3. Surveys the Association membership and reviews all activities periodically. Recommends to the Activities Coordinator additions, deletions and changes. 4. Assigns and coordinates use of floor space and storage space within both the main Clubhouse and the Annex Building. 5.

Assists in the preparation of an annual budget request to the Board Liaison prior to May 31 st of each year.

6.

Assists the Activities Coordinator in preparing an annual report to the Board Liaison summarizing activities and attendance of the previous year, prior to January 20 th of each year.

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ARCHITECTURAL COMMITTEE

Organization Policy 2-2 Dated 5-12-10

COMMITTEE: 3 or more Association members. BOARD LIAISON: Board Member (Position VI) - Architectural/Building Department FUNCTIONS of the committee: 1. Administers the FGMHA Community Documents pertaining to the installation of new and used mobile and manufactured homes and/or additional construction. 2.

Determines if the proposed placement of a home is in accordance with all current FGMHA Community Documents.

3.

Approves all plans for new structures and additions to existing property that meet all of the FGMHA requirements. Forwards all requests for variances to the FGMHA Board of Directors for disposition.

4. Verifies that property owners have current copies of the applicable FGMHA Community Documents. 5.

Recommends to the FGMHA Board of Directors additions, deletions and corrections to the applicable Community Documents (Covenants, Conditions & Restrictions, Articles of Incorporation, By Laws, and Rules & Regulations).

6.

Provides applicants with plat maps showing the location of easements that may affect the placement of a home or location of additional construction.

7. Performs other duties as prescribed in the Florence Gardens By Laws. 8.

Prepares a weekly report of activities in the form of committee meeting minutes for the FGMHA Board of Directors.

9.

Provides an annual report to the Board Liaison of significant activities of the previous year, prior to January 20th of each year.

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BUILDING OPERATIONS COMMITTEE (BOC)

Organization Policy 2-3 Dated 5-12-10

COMMITTEE: 5 or more Association members. BOARD LIAISON: Board Member (Position VI) - Architectural/Building Department FUNCTIONS of the committee: 1. Responsible for the maintenance and operation of the clubhouse and recreational facilities. 2. Maintains an accurate inventory of all association property annually and forwards a copy to the Finance Committee. 3. Determines equipment needs for clubhouse and recreational areas in conjunction with the Activities Committee. 4. Determines smoking and non-smoking areas. 5.

Develops and updates rules and regulations for Clubhouse and Annex building usage in conjunction with the Activities Committee and Documents Committee for approval by the FGMHA Board of Directors.

6. At the FGMHA Board of Directors’ direction, researches and obtains bids for the repair or replacement of significant items not able to be repaired by staff. Coordinates this effort with the Maintenance Department. 7. Upon direction from the Board of Directors, obtains at least two (2) written proposals/bids with the following information included: 1) Workman’s Compensation Number, 2) Arizona Contractor’s License Number, and 3) Employer’s Identification Number. Proposals/bids will be submitted on a requisition form through the Board Liaison to the Board of Directors at least five (5) days prior to a Board meeting. 8.

Coordinates with the Maintenance Department for annual budgeting purposes and submits budget request to the Finance Committee by May 31 st of each year. Considers costs, associated with the permanent decor of the clubhouse and other common grounds, keeping the common grounds and front entrance neat and attractive, all landscaping and vegetation needs, and supplies needed for proper care of the grounds.

9. Prepares a monthly progress report to the Board Liaison. 10. Provides an annual report to the Board Liaison summarizing significant items of the previous year, prior to January 20th of each year.

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COMPLIANCE COMMITTEE

Organization Policy 2-4 Dated 5-12-10

COMMITTEE: 3 or more Association members. BOARD LIAISON: Board Member (Position VII) - Public Relations Department FUNCTIONS of the committee: 1. Receives written complaints of violations of Community Documents. 2.

Investigates the complaint for validity and reports the results of the investigation to the FGMHA Board of Directors via the committee’s liaison. (See Rules and Regulations Section C.)

3.

Prepares and delivers a written notice of violation and applicable rule to the member involved. If there are two (2) documented unsuccessful tries to hand deliver the notice, a cover letter is prepared and is mailed with the notice to the member. The letter and notice are signed by the committee chair and an FGMHA Board member.

4.

Maintains the log of complaints.

5.

Reviews the violations and forwards those that cannot be resolved by the committee to the FGMHA Board of Directors for action.

6.

Provides a quarterly report of activities to the FGMHA Board liaison, listing member complaints by category, those resolved, not resolved, and those forwarded for Board action.

7.

Provides an annual budget request to the Board Liaison prior to May 31 st of each year.

8.

Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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DOCUMENTS COMMITTEE

Organization Policy 2-5 Dated 5-12-10

COMMITTEE: 3 or more Association members. BOARD LIAISON: Secretary (Position III) FUNCTIONS of the committee: 1. Reviews existing FGMHA Community Documents to determine the need for amendment and/or clarification. a. Prepares revisions to the above (with the aid of legal counsel where needed) as recommended action by the FGMHA Board of Directors. b. All revisions requiring FGMHA membership approval shall be completed and forwarded to the Board by November 1st of the year prior to the annual meeting. 2.

Studies the effectiveness of all documents and recommends changes where necessary.

3.

If need be, prepares a budget request for submission to the Finance Committee prior to May 31st of each year.

4.

Provides an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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ELECTIONS COMMITTEE

Organization Policy 2-6 Dated 5-12-10

COMMITTEE : 3 or more Association members. BOARD LIAISON: President (Position I) FUNCTIONS of the committee: 1. Develops, documents and requests approval of changes to election procedures as needed. Requests Documents Committee updates as required. 2. Arranges for the preparation of ballots and distribution to the electorate. 3. Reviews and interprets the Community Documents that pertain to elections. 4. Recommends revisions of the Community Documents, where appropriate, to the FGMHA Board of Directors. 5. Determines the method of counting ballots, the method of reporting the results, all in keeping with state laws, advice of legal counsel and Operation Policy 4-5. 6. Arranges for the registration of all voters and the issuance and the counting of all ballots at all meetings of the FGMHA membership where voting is required. Reports the results of voting to the FGMHA President and arranges for the posting of the results. 7. At any meeting of the membership, the Chairman of the Election Committee shall announce the number of members present (including absentee ballots) and the number required to constitute a quorum according to the format provided by Operation Policy 4-5. 8. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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FINANCE COMMITTEE

Organization Policy 2-7 Dated 5-12-10

COMMITTEE: 5 or more Association members. BOARD LIAISON: Treasurer (Position IV) FUNCTIONS of the committee: 1. Receives budget requests and input from all interested parties and groups by May 31 and prepares a completed operating budget by November 1st for submission to the FGMHA Board of Directors through the Liaison. This includes recommendation for: a. Needs and recommendations for budget re-allocations. b. Needs and recommendations for financial cutbacks if required. c. Needs and recommendations for increasing FGMHA income. 2. Arranges for an annual review of the financial records within one hundred and eighty (180) days after the end of the fiscal year and provides a report of results to the FGMHA Board of Directors. 3. Arranges for an audit by a CPA every 4 years and/or, at the discretion of the FGMHA Board of Directors, within 180 days after the end of the fiscal year or upon the replacement of the Treasurer or employees with access to FGMHA funds. 4. Reviews all insurance coverage and obtains bids for all new coverage requested by the FGMHA Board of Directors. 5. Suggests and recommends format for monthly financial and cash flow reports by the Treasurer to be presented to the FGMHA Board of Directors and to the membership. 6. Reviews the bookkeeping system and recommends changes and updates, when appropriate, to the FGMHA Board of Directors. 7. Reviews all FGMHA investments and recommends changes where appropriate. 8. Prepares an annual reserve study and forwards it to the FGMHA Board of Directors. 9. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 10. Prepares annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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HISTORY COMMITTEE

Organization Policy 2-8 Dated 5-12-10

COMMITTEE: 3 or more Association members. BOARD LIAISON: Board Member (Position VII) - Public Relations Department FUNCTIONS of the committee: 1. Researches, collects and records any documents that may be available regarding the history of the park. 2. Conducts interviews of long standing residents of Florence and other early residents of our retirement community. 3. Shares published information collected with the Association membership. 4. Places material gathered in archival format (i. e. CD or other permanent format). 5. Maintains the History Committee Bulletin Board in the clubhouse. 6. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 7. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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NOMINATIONS COMMITTEE

Organization Policy 2-9 Dated 5-12-10

COMMITTEE : 3 or more Association members. BOARD LIAISON: President (Position I) FUNCTIONS of the committee: 1. Provides a list of candidates to the Elections Committee by December 15th of the year prior to the Annual Meeting. Candidates must be owners in good standing. 2. Obtains permission from the candidates to place their names in nomination. 3. Obtains resumes from candidates and publishes in FGMHA news media in January. 4. Schedules and publishes the times and places where candidates shall be introduced to the membership. 5. Holds two (2) Open Forums for questions and answers of candidates. 6. Provides a copy of the O & O Manual to all final candidates two (2) weeks prior to the first Open Forum.

PROMOTION COMMITTEE

Organization Policy 2-10 Dated 5-12-10

COMMITTEE: 1 or more Association members. BOARD LIAISON: Secretary (Position III) FUNCTIONS of the committee: 1. Studies ways and means to create a positive awareness of our community. 2. Prepares all promotional materials authorized by the FGMHA Board of Directors. 3. Promotes joint community activities in conjunction with the Activities Coordinator. 4. Liaises with the local Chamber of Commerce, developers, realtors, etc. on promotional matters affecting the adjacent parks. 5. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 6. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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RV STORAGE COMMITTEE

Organization Policy 2-11 Dated 5-12-10

COMMITTEE: 5 or more Association members. BOARD LIAISON: Board Member (Position V) - Maintenance Department FUNCTIONS of the committee: 1. Reviews the RV contract, making revisions as needed. Recommendations are sent to the FGMHA Board of Directors for review and approval. 2. Reviews all renter’s contracts to ensure renters are in compliance with the contractual contents and that appropriate fees are assessed. 3. Contacts the renter to resolve the situation, when violations occur. If the committee cannot resolve the violation, it will be sent to the FGMHA Board of Directors for action. 4. Works with FGMHA Office Manager to insure the office has complete and current information on rental status (open sites, size, etc.). 5. Maintains proper space requirements (width and depth) for all rental spaces. 6. Maintains space numbers and paints stripes for each space. 7. Ensures renters are parked correctly in the space they rent and are following all requirements as outlined in the contract. 8. Ensures that RV Identification Stickers are affixed to the front of each vehicle or shed parked in the RV storage lot to be seen from the roadway. 9. Sends recommendations on needed improvements, rental rates, and other suggestions representing the RV renters to the FGMHA Board of Directors. 10. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 11. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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SECURITY COMMITTEE

Organization Policy 2-12 Dated 5-12-10

COMMITTEE: 5 or more Association members. BOARD LIAISON: Board Member (Position VII) - Public Relations Department FUNCTIONS of the committee: 1. Assists, helps and provides non-violent security for Association residents. 2. Provides physical house checks to insure homes are properly secured, when requested by the owner. Notifies the Florence Police Department when homes are found unsecured. Requests assistance from the Florence Police Department when deemed necessary. 3. Assists the Florence Police Department in traffic control in Florence Gardens when requested. 4. “Volunteers in Police Service (VIPS)” provide assistance to the Town of Florence Police Department, when requested by the Town Chief of Police, and are outside the control of the FGMHA Board of Directors. 5. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 6. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

WELCOMING COMMITTEE

Organization Policy 2-13 Dated 5-12-10

COMMITTEE: 4 or more Association members. BOARD LIAISON: Board Member (Position VII) - Public Relations Department FUNCTIONS of the committee: 1. Working from a list of newly moved-in members provided by the office, arrange for two (2) committee members to visit FGMHA newcomers who have indicated on the new-comers list that they welcome a visit. 2. Gathers various items pertaining to the local area and the Florence Gardens Association into a folder to be furnished to the newcomers. 3. Meets monthly and furnishes a monthly report to the Board Liaison. 4. Provides an annual budget request to the Board Liaison prior to May 31 st of each year. 5. Prepares an annual report to the Board Liaison summarizing activities of the previous year, prior to January 20th of each year.

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EMPLOYEE JOB DESCRIPTIONS POSITION TITLE: Activities Coordinator

Operation Policy 3-1 Dated 5-12-10

TYPE OF POSITION: Part Time (No more than 20 Hrs/Week) SALARY TYPE: Salaried (Range: $2,600 - $7,500 per year based on 52 weeks) Winter Hours Rate from October 1st through April 30th Summer Hours Rate from May 1st through September 30th REPORTS TO: Vice President (Position II) EXPERIENCE: 1. Organizing committees for activities. 2. Scheduling of activities within the available space. MINIMUM REQUIREMENTS: Ability to work well with volunteers and the public. DUTIES AND RESPONSIBILITIES: 1. Oversees the Organization and-promotion of all social activities and recruits necessary volunteers, including activities chair. 2. Monitors all activities on the "activities calendar" through the FGMHA Board of Directors. Arranges for the activities to be published and advertised. 3. Arranges for the decoration of the clubhouse on the various seasons and holidays. Coordinates this activity with the BOC if permanent changes to the facilities need to be made. 4. Recruits one or more coordinators for trips and tours for posting sign-up sheets on the travel bulletin board. 5. Oversees the promotion and schedules the organization health programs. 6. Oversees the promotion and organization of entertainment, fashion shows and bazaars. 7. Oversees the committee’s coordination with other organizations and parks, as necessary. 8. Oversees all craft classes, recreation events and extension courses. 9. Oversees the Library Committee to promote, stock, arrange and operate the library. The committee coordinates with the BOC when necessary for shelving, etc. 10. Reviews with the Activities Committee all activities annually and recommends additions, deletions and changes. (Continued on next page) 21

Activity Coordinator Continued (Page 2 of Operation Policy 3-1 dated 5-12-10) 11. Works with the Activities Committee to provide an annual budget request to the Board Liaison prior to May 31st of each year. 12. Provides a monthly report of activities, in summary, to the Board Liaison. 13. In conjunction with the Activities Committee, provides an annual report to the Board Liaison summarizing activities and attendance of the previous year, prior to January 20 th of each year. 14. Performs other duties as assigned or required by the FGMHA Board of Directors.

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POSITION TITLE: Kitchen Coordinator

Operation Policy 3-2 Dated 5-12-10

TYPE OF POSITION: Part Time (Less than 20 Hrs/Week)** SALARY TYPE: Salaried (Range: $200 - $300 per week – Winter Rate $50 - $75 per week – Summer Rate) REPORTS TO: Vice President (Position II) EXPERIENCE: 1. Menu planning for large groups of people (over 150). 2.

Kitchen and food preparation experience.

3.

Some computer experience for record keeping.

MINIMUM REQUIREMENTS: 1. Ability to work well with volunteers and the public in a fast paced environment. 2.

Be familiar with public health regulations.

3.

Food handling certification.

RESPONSIBILITIES: 1. Plans menus and arranges for the preparation of all food as required. Monthly menus must be completed in advance for publication in the Garden Talk and posted on community bulletin boards. 2. Purchases, inventories and tracks all food purchases. This includes the mini-kitchen and coffee machines. 3. Controls and tracks all foods including frozen, perishable, and canned foods to ensure proper storage, temperature control, and rotation. Properly disposes of spoiled or outdated foods. 4. Inventories and controls all kitchen items (i. e. knives, spoons, turners, pans, etc.) as required. Replaces worn and/or unsafe kitchen items as necessary. 5. Supervises the proper handling and storage of all kitchen cleaning materials. 6. Establishes and maintains a “Kitchen Handbook” that defines the proper kitchen procedures and instructions for volunteers and cooking crews regarding the proper use of kitchen equipment, cleanup, fire suppression system, ventilation system, and all other precautions necessary to enforce all public health and safety regulations. 7. Coordinates all volunteers and cooking crews for meal preparations, serving, and cleanup. (Continued on Next Page)

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Kitchen Coordinator Continued (Page 2 of Operation Policy 3-2 dated 5-12-10) 8.

Provides training for all volunteers and cooking crews to ensure that they are acquainted with their duties, kitchen facilities, equipment, and the “Kitchen Handbook”.

9.

Provides revenue and expense statements of Association sponsored meals to the Board Liaison to assist in determining the future budget, ticket prices, and season duration (sustainability).

10. Provides and coordinates recommendations and cost information with the BOC and Board Liaison on repair, replacement and/or purchase of new equipment for inclusion in the budget by May 31st of each year as needed to support kitchen activities. 11. Prepares an annual report to the Board Liaison by January 30th of each year to summarize kitchen activities, volunteerism, equipment, and facility issues that have or have not been resolved. 12. Performs other duties as required by the Board of Directors. **Typically, the duties are more intense during the winter months and provide direct support for a weekly (1/wk) dinner program, generally active between October 1st and April 30th. The revenue generated by these evening dinners is usually adequate to offset the expense of food supplies and the Kitchen Coordinator’s weekly pay rate. The weekly dinner program may be expanded or reduced depending on an annual analysis of the revenue and expense (including wage rates) experienced during the previous year. It is the intent that the program be self sustaining. While the weekly dinner program is in operation, the Winter Pay Rate is to be applied; otherwise, the Summer Pay Rate applies during the off-season. While on Summer Pay Rate, the Kitchen Coordinator will update procedures, signs, and manuals; coordinate/train off-season volunteers for kitchen cleanup at volunteer-sponsored dinner events; and, accomplish inventory control and rotation as needed.

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POSITION TITLE: Maintenance and Cleaning Supervisor

Operation Policy 3-3 Dated 5-12-10

TYPE OF POSITION: Full time (More than 20 Hrs/Week) SALARY TYPE: Hourly (Range: $15.00 - $20.00 per hour) REPORTS TO: Board member (Position V) - Maintenance Director EXPERIENCE: Clean and maintain equipment related to the swimming pools, clubhouse and common areas. Be able to perform small mechanical, plumbing and electrical modifications and repairs, and general maintenance of equipment used in the common areas of Florence Gardens. MINIMUM REQUIREMENTS: Have a basic understanding of swimming pool water controls, chemical testing and other pool equipment. Be able to operate the Association tractor and mower. DUTIES AND RESPONSIBILITIES: 1. Provides adequate supervision and guidance to subordinates as necessary. Prepares annual Performance Reviews of all supervised employees. 2. Cleans the clubhouse and other association buildings and common areas including the pools, pool area and the bath houses. 3. Orders necessary supplies. 4. Checks each swimming pool and hot tub daily to ensure pools and hot tubs have the proper chemical balance. 5. Secures the clubhouse and other buildings each evening and opens them each morning. (All doors shall remain unlocked during business hours.) 6. Maintains equipment associated with the duties and responsibilities of the Association. 7. Keeps the common areas of Florence Gardens clean. 8. Operates the association’s tractor and mower as necessary. 9. Sets up, breaks down and arranges chairs, tables and other equipment in support of clubhouse activities. 10. Performs other duties as assigned by the Maintenance Director (Position V).

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POSITION TITLE: Maintenance and Cleaning Assistant

Operation Policy 3-4 Dated 5-12-10

TYPE OF POSITION: Full time (More than 20 Hrs/Week) SALARY TYPE: Hourly (Range: $10.00 - $15.00 per hour) REPORTS TO: Maintenance and Cleaning Supervisor EXPERIENCE: Clean and maintain equipment related to the swimming pools, clubhouse and common areas. Be able to perform small mechanical, plumbing and electrical modifications and repairs, and general maintenance of equipment used in the common areas of Florence Gardens. MINIMUM REQUIREMENTS: Have a basic understanding of swimming pool water controls, chemical testing and other pool equipment. Be able to operate the Association’s tractor and mower. DUTIES AND RESPONSIBILITIES: 1. Cleans the clubhouse and other association buildings and common areas including the pools, pool area and the bath houses. 2. Checks each swimming pool and hot tub daily to ensure pools and hot tubs have the proper chemical balance. 3. Secures the clubhouse and other buildings each evening and opens them each morning. (All doors shall remain unlocked during business hours.) 4. Maintains equipment associated with the duties and responsibilities of the Association. 5. Keeps the common areas of Florence Gardens clean. 6. Operates the association tractor and mower as necessary. 7. Paints inside walls of the clubhouse and other buildings as required. 8. Sets up, breaks down and arranges chairs, tables and other equipment in support of clubhouse activities. 9. Performs other duties as assigned by the Maintenance Director (Position V).

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POSITION TITLE: Housekeeper

Operation Policy 3-5 Dated 5-12-10

TYPE OF POSITION: Full Time (More than 20 Hrs/Week) SALARY TYPE: Hourly (Range: $10.00 - $15.00 per hour) REPORTS TO: Maintenance and Cleaning Supervisor EXPERIENCE: Clean and maintain equipment related to the swimming pools, clubhouse and common areas. MINIMUM REQUIREMENTS: Have a basic understanding of swimming pool water controls, chemical testing and other pool equipment. DUTIES AND RESPONSIBILITIES: 1. Cleans the clubhouse and other association buildings and common areas including the pools, pool area and the bath houses. 2. Checks each swimming pool and hot tub daily to ensure pools and hot tubs have the proper chemical balance. 3. Orders necessary supplies. 4. Keeps the common areas of Florence Gardens clean. 5. Paints inside walls of the clubhouse and other buildings as required. 6. Sets up, breaks down and arranges chairs, tables and other equipment in support of clubhouse activities. 7. Performs other duties as assigned by Maintenance Director (Position V).

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POSITION TITLE: Office Manager

Operation Policy 3-6 Dated 5-12-10

TYPE OF POSITION: Full Time (More than 20 Hrs/Week) SALARY TYPE: Hourly (Range $15.00 - $22.00 per hour) REPORTS TO: President (Position I) EXPERIENCE: Minimum of four (4) years office management which includes bookkeeping, payroll and a working knowledge of the computer operating system in use. MINIMUM REQUIREMENTS: Must be proficient with Microsoft Word and Excel applications along with user-friendly database programs. Must possess acceptable communication and organization skills. RESPONSIBILITIES: 1. Maintains Quick Books, by-weekly payroll, employee records, and payroll tax withholding. Enters residents information, creates invoices, and receives assessment payments and other receivables and payables. 2. Receives and accounts for all monies generated by FGMHA. 3. Obtains and maintains signature cards at all banks associated with FGMHA. 4. Deposits money in the appropriate bank accounts and administers a petty cash fund. 5. Pays all bills and maintains all records and receipts. Provides information necessary to prepare monthly reports for FGMHA. 6. Supervises Assistant Office Manager and Receptionist. Prepares annual Performance Reviews of all supervised employees. 7. Provides notary services to association members. 8. Ensures all required federal and state posters are displayed as required by law. 9. Files, maintains and secures FGMHA documents, correspondence and records at the direction of the Secretary (Position III). 10. Operates all office machines including telephone, computer, fax machine, copy machine, laminater, binding machine, calculator, etc. Orders all office and printing supplies, as needed. (Continued on Next Page)

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Office Manager Continued (Page 2 of Operation Policy 3-6 dated 5-12-10) IN THE ABSENCE OF THE ASSISTANT OFFICE MANAGER: 11. Provides members with the Association Community Documents and maintains records indicating age and emergency information. 12. Issues key cards, name badges and information for new residents. 13. Issues remote controls and access keys to RV storage renters. Issues RV permits and records number of days used. 14. Prepares and mails the annual meeting notification packets to each FGMHA member. 15. Prepares the annual assessment billings and records payments received. 16. Prepares pre-sale documents requested from title companies for sale of vacant lots and homes. 17. Issues guest badges and records dates of the visit. 18. Makes photocopies upon request and coordinates large volume printing tasks. 19. Provides members with permit application forms for new home installation and remodeling and schedules appointments with the Architectural Committee. 20. Performs other duties as assigned by the President (Position I).

29

POSITION TITLE: Assistant Office Manager

Operation Policy 3-7 Dated 5-12-10

TYPE OF POSITION: Full Time (More than 20 Hrs/Week) SALARY TYPE: Hourly (Range $12.00 - $16.00 per hour) REPORTS TO: Office Manager EXPERIENCE: Minimum of three (3) years of general office experience to include bookkeeping and payroll, two (2) years of computer data entry with working knowledge of the computer operating system in use. MINIMUM REQUIREMENTS: Must be proficient with Microsoft Word and Excel applications along with user-friendly database programs. Must possess acceptable communication and organization skills. RESPONSIBILITIES: 1. Reviews the general ledger, makes month-end journal entries, and prepares financial statements, coordinated with the Treasurer (Position IV). 2. Prepares pre-sale documents. 3. Prepares recap of miscellaneous revenues, coordinated with the Treasurer (Position IV). 4. Prepares the annual Florence Gardens membership directory. 5. Manages RV Storage (assignment of space, issue remote controls, billings & record keeping) in coordination with the RV Storage Committee. 6. Maintains member database and owners’ files. 7. Acts as Bingo Proceeds Coordinator. 8. Produces assessment invoices and mailing labels. 9. Prepares copy for dinner, dance, and ice cream social tickets. 10. Prepares Garden Talk/Whisper advertising renewal letters and invoices. 11. Performs other duties as assigned by the Office Manager. (Continued on Next Page)

30

Assistant Office Manager Continued (Page 2 of Operation Policy 3-7 dated 5-12-10) IN THE ABSENCE OF THE OFFICE MANAGER AND RECEPTIONIST: 12. Prepares by-weekly payroll. 13. Prepares and edits Garden Talk/Whisper. 14. Provides members with architectural permits and schedules appointments with the Architectural Committee. 15. Assists residents at the window (faxes, copies, name badges, RV permits, key cards, guest passes, sale of association event tickets, and registration of new owners and renters).

31

POSITION TITLE: Receptionist

Operation Policy 3-8 Dated 5-12-10

TYPE OF POSITION: Full Time (Up to 20 Hrs/Week) SALARY TYPE: Hourly (Range $8.00 - $16.00 per hour) REPORTS TO: Office Manager EXPERIENCE: Previous office experience and familiarity with user-friendly database programs preferred. MINIMUM REQUIREMENTS: Must possess acceptable communication skills. DUTIES: 1. Performs primary receptionist duties for the association as needed, greets members and guests at window to determine individual needs. Answers questions and provides services as appropriate. Answers phones to screen and transfer calls. 2.

Provides concierge service including issuing guest passes, RV permits, and membership list; provides copy machine and fax service (preparing cover sheets when necessary); issues copies of Community Documents; and presents general information about Association activities, dinners, locations, and “things to do.”

3.

Organizes, sells tickets and accounts for revenue for various functions including preparing tickets using computer, preparing ticket revenue boxes with change funds, counting revenue and keeping appropriate revenue records, and re-cap when sales close.

4.

Conducts orientation tours of the Clubhouse, Annex building, and pool area for new and prospective residents.

5.

Other duties as directed may include, but are not limited to; maintains Activity Board in foyer, retrieves mail, makes appointments for Office Manager and Assistant Office Manager, receives revenue for assessments and RV billing, researches past board minutes, locks office doors, prepares Garden Talk/Whisper, and prepares material for membership meetings and other special projects as needed.

32

TYPE OF POSITION: Liaison To Various Committees

Operation Policy 3-9 Dated 5-12-10

SALARY TYPE: N/A REPORTS TO: FGMHA Board of Directors EXPERIENCE: N/A MINIMUM REQUIREMENTS: Member of the FGMHA Board of Directors DUTIES AND RESPONSIBILITIES: The liaison (not a member of the committee) is the connecting link between the FGMHA Board of Directors and the appropriate committee. The liaison provides the communications between the committee and the Board. 1. Attends all meetings of the assigned committee(s). 2. Relays or expresses questions, concerns or information between the FGMHA Board of Directors and the appropriate committee(s). 3. Advises and counsels the appropriate committee(s) as to the desires of the FGMHA Board of Directors in fulfilling the duties and responsibilities of the committee(s). 4. Distributes to the FGMHA Board of Directors material developed by the committee(s) in the form of reports or documents for information or action. 5. As the committees are formed to assist the Board of Directors in decision making, the liaison should be allowed to act as an arm of the Board providing alternatives. 6. Makes recommendations or motions to the FGMHA Board on matters to be brought before the Board on behalf of the committee(s).

33

FGMHA EMPLOYEE BENEFITS

Operation Policy 4-1 Dated 5-12-10

1. Paid Holidays: (Given to all employees) New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day and the day following Thanksgiving Day, and Christmas Day. Holidays on regular or non-regular work days will normally be time off to be paid at employee’s regular wage rate for the number of hours regularly scheduled. When the holiday falls on a Saturday or Sunday, the following Monday will be observed as the holiday. Holidays worked are to be paid at employee’s regular wage rate for the number of hours worked plus the Holiday pay. 2. Vacation: (Does not apply to part-time employees working less than 20 hours per week or less than six months in a calendar year.) Ninety (90) days after satisfactory employment and for first 3 years, employee accrues one (1) hour vacation time, to be paid at employee’s regular wage rate, for every 52 hours of scheduled work. (Equates to one week vacation, for the first three years.) Example: 20 hours worked per week x 52 weeks = 1040 hours per year worked. Divide total hours worked by 52 = 20 hours (one week) vacation. Example: 35 hours worked per week x 52 weeks = 1820 hours per year worked. Divide total hours worked by 52 = 35 hours (one week) vacation. Example: Office works 35-hour week Oct.-Apr. =1050 work hours 16-hour week May-Sept. = 352 work hours Divide total work hours of 1402 by 52 = 27 hours vacation. If taken in January it would mean 4 work days vacation; if taken in July it would mean 6 ¾ work days vacation. In total it would mean 27 hours vacation. During 4th, 5th & 6th years, employee accrues two (2) hours vacation time, to be paid at employee’s regular wage rate, for every 52 hours of scheduled work. (Equates to two weeks vacation) During 7th, 8th, & 9th years, employee accrues three (3) hours vacation time, to be paid at employee’s regular wage rate, for every 52 hours of scheduled work. (Equates to three weeks vacation) During and after 10th years, employee accrues four (4) hours vacation time, to be paid at employee’s regular wage rate, for every 52 hours of scheduled work. (Equates to four weeks vacation) Vacation may be taken in one-hour increments with a maximum of 8 hours in one day. All vacation time must be used within 12 month period following employment anniversary date with no carry over from year to year (This is use or lose). Upon termination, unused vacation hours are to be paid at employee’s regular wage rate. (Continued on next page) 34

Employee Benefits Continued (Page 2 of Operation Policy 4-1 dated 5-12-10) 3. Sick-Time: (Does not apply to part-time employees working less than 20 hours per week or less than six months in a calendar year.) Ninety (90) days after satisfactory employment, employee will accrue one (1) hour sick-time, to be paid at employee’s regular wage rate, for every 20 hours scheduled work, regardless of the number of years of employment. (Equates to one (1) day per month sick-day.) There is no limit on the number of hours of sick-time which can be carried forward year to year. In the event that an employee requires more than 7 consecutive sick days or more than 10 sick days per month, the Board may require doctor’s documentation. Upon termination, no pay for unused sick-time to be made. Example: 20 hours worked per week x 4 weeks = 80 hours worked per month. Divided by 20 = 4 hours sick-time which = 1 work day which = 1 sick-day per month. Example: 35 hours worked per week x 4 weeks = 140 hours worked per month. Divided by 20 = 7 hours sick-time which = 1 work day which =1 sick-day per month. 4. Overtime: Over 8 hours worked in one day or over 40 hours worked in one week (which must receive prior approval of appropriate Board Member Liaison) to be paid at rate of one and one-half (1 ½) times the employee’s regular hourly wage rate. Employee may choose to take compensatory time off instead of extra pay. Overtime hours worked will be included in vacation and sick-time totals. 5. Tracking of Vacation and Sick-Time: Tracking of each individual employee’s earned vacation and sick-time will be maintained by the Office Manager. Totals will be available to each employee upon request. 6. Pay Cycle: Regular pay period will be a two-week cycle with payday no later than Tuesday following the close of the pay period on Saturday. 7. No Contract Employees: All Employees of FGMHA will be on wages either paid by the hour or by the week. Contracts will only be offered for special entertainment or special programs. 8. Dual Positions: When an employee works more than one (1) position, the combined hours cannot exceed 40 hours in one week.

35

Procedures for FGMHA Periodic Employee Review

Operation Policy 4-2 Dated 5-12-10

PURPOSE: FGMHA desires a method to record a periodical impartial review of employee job performance so as to retain and reward competent employees and to offer retraining to those who may not “meet standards.” Supervisors will complete these reviews, counsel the employee on the results, offer remedial constructive training if warranted, and forward the review form to the Reviewer. The Reviewer is expected to offer an impartial consideration of the review. TIMING: Annually – A job review will be completed by Oct 31 each year. Supervisor Change – A job review will be completed by the retiring supervisor anytime there is a change in supervisors, should the need arise. Anytime – Whenever a supervisor feels that an employee is not meeting standards, a review should be completed to record counseling of the deficiency and to record remedial actions taken to remove the deficiency. RATER And REVIEWER: Rater will be anyone who directly supervises or is responsible for any employee. The Reviewer will be the President of FGMHA. In cases where the President is the supervisor, the Reviewer will be the Vice President. PROCEDURE: Step 1 Supervisor will complete the top portion of Periodic Employee Review. Step 2 Supervisor will complete the “Key Duties” block outlining the information contained in the approved job description. Step 3 Supervisor will review factors indicated and mark blocks accordingly. Step 4 Supervisor may, but is not required to, write a narrative “overall assessment”. Step 5 Sign and date the Review. Step 6 Supervisor will counsel employee concerning job performance and ratings indicated on the front of the form. Step 7 Employee will acknowledge counseling and opportunity to comment on the rating with their signature and date. Step 8 Supervisor will forward completed form to the Reviewer. REVIEWER: Step 9 The reviewer is to impartially consider the submitted Periodic Employee Review and comments and may, or may not, offer additional comments on the Review. The Reviewer may want to discuss the Review in person with either or both the Rater and/or the employee either together or separately as circumstances warrant. Step 10 A copy of the completed Periodic Employee Review will be given to the employee. RETENTION And DISPOSAL: The completed original Review form will be safeguarded in the employee’s personnel file to be used on a “need to know” basis only for official use by the Board of Directors. Reviews will be retained as long as the employee continues working for FGMHA. Disposal of the forms, through the shredding process, will take place upon termination of employment with FGMHA. 36

Operation Policy 4-2

FGMHA Periodic Employee Review Name

Annual Review  Supervisor Change 

Review Period From To

Position

Full Time  Part Time 

Supervises Other Employees Yes  No 

Hourly  Salary 

Key Duties, Tasks, Responsibilities

REVIEW FACTORS

DOES NOT MEET STANDARDS

1. JOB KNOWLEDGE Has knowledge required to perform duties effectively; Strives to improve knowledge; Applies knowledge to handle non-routine situations.

2. JOB PERFORMANCE Performs routine duties satisfactorily; Accomplishes work ahead of or on schedule; Completes all assignments; Looks for and anticipates job requirements.

3. PROFESSIONAL QUALITIES Works well with others; Fosters teamwork; Displays initiative; and self-confidence; Has respect and confidence of others; Exhibits dedication, integrity and honesty; Accepts personal responsibility.

4. ORGANIZATIONAL SKILLS Plans, coordinates, schedules, and uses resources effectively; Schedules work for self and others equitably and effectively; Anticipates and solves problems.

5. JUDGMENT and DECISIONS Makes timely and accurate decisions; Retains composure in stressful situations; Requires minimal supervision.

6. COMMUNICATION SKILLS Listens and speaks effectively.

Overall Assessment

Date and Signature of Rater

Rater’s Position in FGMHA

Date and Signature of Employee

Comments

37

MEETS STANDARDS

Procedures for FGMHA Employee Feedback Worksheet

Operational Policy 4-3 Dated 5-12-10

PURPOSE: To offer employees a better understanding of the rating on their Periodic Employee Review, and to provide guidance in areas where employees are rated as “needing improvement,” FGMHA offers an Employee Feedback Worksheet which can provide a more subjective analysis of Review Factors. OBJECTIVE: A face-to-face discussion with the Rater offers the employee an opportunity to better understand results of the Periodic Employee Review. TIMING: While there is no requirement to use or complete the Employee Feedback Worksheet, there may be times when use of the Worksheet is appropriate. The Employee Feedback Worksheet should be completed: a. When the employee asks for feedback. b. When the Rater feels that the employee needs or deserves a better understanding of the rating on the Periodic Employee Review. c. When an employee is rated “Does Not Meet Standards” on any Periodic Employee Review Factor. d. When the Rater desires to make a mid-term or follow-up Feedback. PROCEDURE: Step 1 Employee may ask the Supervisor for feedback or the Supervisor may determine that feedback is appropriate. Step 2 Supervisor will complete top portion of the Employee Feedback Worksheet including Key Duties. Step 3 Supervisor (Rater) will address each Periodic Employee Review Factor with a vertical line drawn through the horizontal sliding scale to indicate the Rater’s opinion of where the employee rates as pertains to improvement of the Review Factor. Step 4 Supervisor and Employee will discuss the ratings. Each will have the opportunity to enter comments concerning each Factor. Step 5 A copy of the completed Employee Feedback Worksheet will be given to the employee. RETENTION and DISPOSAL The completed original Feedback form will be safeguarded in the employee’s personnel file to be used on a “need to know” basis only for official use by the Board of Directors. Feedbacks will be retained as long as the employee continues working for FGMHA. Disposal of the forms will take place upon the termination of employment with FGMHA. Forms will remain archived for the time prescribed by law, then disposed of through the shredding process.

38

FGMHA Employee Feedback Worksheet Name Type of Feedback:

Position Initial 

Mid-term 

Date Follow-up 

Key Duties, Tasks, Responsibilities

Performance Feedback Factors

Employee Requested  COMMENTS

Needs significant Improvement

Needs Little or No Improvement

1. JOB KNOWLEDGE Has knowledge required to perform duties effectively

---------------------------------------

Strives to improve knowledge

---------------------------------------

Applies knowledge to handle non-routine situations

---------------------------------------

2. JOB PERFORMANCE Performs routine duties satisfactorily

----------------------------------------

Accomplishes work ahead of or on schedule

---------------------------------------

Completes all assignments

----------------------------------------

Looks for and anticipates job requirements

----------------------------------------

3. PROFESSIONAL QUALITIES Works well with others

----------------------------------------

Fosters teamwork

----------------------------------------

Displays initiative, self-confidence

----------------------------------------

Has the respect and confidence of others

-----------------------------------------

Exhibits dedication, integrity. and honesty

-----------------------------------------

Accepts personal responsibility

-----------------------------------------

4. ORGANIZATION SKILLS Plans, coordinates, schedules and uses resources effectively

------------------------------------------

Schedules work for self and others equitably and effectively

------------------------------------------

Anticipates and solves problems

------------------------------------------

5. JUDGEMENT And DECISIONS Makes timely, accurate decisions

------------------------------------------

Retains composure in stressful situations

-------------------------------------------

Requires minimal supervision

-------------------------------------------

6. COMMUNICATION SKILLS Listens and speaks effectively

Additional Comments on Back

------------------------------------------

Rater

Employee

39

PROCUREMENT PROCEDURES 1.

Operation Policy 4-4 Dated 5-12-10

GENERAL: A. Supplies and services for the operation and maintenance of the buildings and grounds may be ordered with the approval of the Maintenance Director Liaison as provided for in the annual budget. Approval of the FGMHA Board of Directors is required for all items not included in the annual budget. B. Upon direction from the Board, the BOC shall obtain at least two (2) written proposals/bids with the following information included: 1) Workman’s Compensation Number, 2) Arizona Contractor’s License Number, and 3) Employer’s Identification Number. Proposals/bids will be submitted on a requisition form, through the Board Liaison, to the Board at least seven (7) days prior to a Board meeting. C. Maintenance Director is authorized emergency repairs up to $2,500.00 without specific Board action but must be confirmed at the next regular Board meeting. D. Vice President is authorized up to $2,500.00 for purchase of food service equipment. Reports such requisitions at the next regular Board meeting. E. Vice President is authorized to sign contracts up to $1,500.00 or not greater than 80%, the vendor’s share, of the ticket sales for dances and ice cream socials. Reports such contracts at the next regular Board meeting. F. Monthly recurring costs of operation (i. e. phone, power, gas, water) are exempt from this requirement. G. Mileage reimbursement to Board or Committee members making a trip from Florence Gardens for the good of the Association is allowed at the IRS reimbursement business rate.

2.

PURCHASE PROCEDURES: A. Purchases under $1,000.00: 1) Prepare Purchase Requisition prior to order. 2) Submit to Board Liaison for approval. 3) Board Liaison verifies availability of funds citing appropriate budget code. Approves purchase requisition and forwards to appropriate individual for procurement action. 4) Upon receipt of merchandise or services, signed receipt is presented to Office Manager, for payment. B. Purchases over $1,000.00: 1) Prepare Purchase Requisition prior to order. 2) Obtain price quotes from at least two vendors (if possible) or prepare sole source justification document. 3) Submit procurement package to Board Liaison for approval. 4) Treasurer verifies funds availability and provides proper budget code. 5) Upon approval by FGMHA Board of Directors, the requisition is forwarded to the appropriate individual or Committee for procurement action. 40

Procurement Procedures Continued (Page 2 of Operation Policy 4-4 dated 5-12-10) C. Equipment and Project Items: 1) Prepare requisition, sign and submit to BOC for action. 2) BOC reviews and obtains bids. 3) Presents procurement package to Board Liaison with recommendation for approval or disapproval. 4) Treasurer verifies availability of funds and provides proper budget code. 5) Upon approval by FGMHA Board of Directors, the procurement package is forwarded to the appropriate individual or Committee for procurement action. D. Discretionary Funds for Each Board Member of $100.00 limited to only budgeted items: 1) Prepare requisition. 2) Submit to Board Liaison for verification of fund availability and approval. 3) After purchase, return sales receipt or invoice to Office Manager for processing payment. Receipt or invoice must include the receiving individual’s signature and activity code. 4) Office Manager pays invoice, and files after attaching to the requisition.

41

VOTING PROCEDURES AT ANNUAL OR SPECIAL ASSOCIATION MEETINGS OF FGMHA

Operation Policy 4-5 Dated 5-12-10

NOTICE OF MEETING: The Florence Gardens Mobile Home Association (FGMHA) shall announce any annual or special meeting of the membership a minimum of thirty (30) days prior to the meeting. The notification shall include the purpose, location, date, and time of the meeting, resumes of candidates and/or any issues to be decided. It shall include one absentee ballot for each parcel for which the owner(s) is entitled to vote together with a return envelope. BALLOT INFORMATION: 1. Each absentee ballot shall include the following: a. A statement as to the number of votes which may be cast on each ballot for Board candidates. b. A list of the candidates, (if the purpose of the meeting is to elect FGMHA Board members). c. Space for write-in candidates. d. Each issue to be decided by the Association membership and the opportunity to vote for or against such issue. e. Instructions as to when the ballot must be post marked in order for it to be counted. 2. Absentee ballots, once mailed or delivered by hand to FGMHA and placed in the sealed ballot box cannot be retrieved or canceled but will be verified and counted by the Election Committee. 3. The Ballot WILL NOT contain any identification of voter by any means including either by Lot number, name or by address unless required by law (as in the case of approval of changes to C,C&R’s). All such identification required to verify a valid absentee ballot will be confined to the outside of the envelope containing the ballot, which, if necessary, can be mailed inside a cover envelope provided by the Association. ELECTION COMMITTEE PROCEDURES: 1. The day prior to the election, the Elections Committee Chair and at least (2) two other Election Committee members shall collect the absentee ballots (in a locked ballot box) and retire to a room where they will not be disturbed. The absentee ballot envelopes will be verified and recorded on the poll list (obtained from the Office Manager); the absentee ballots will be separated from their cover envelopes, and counted. 2. All balloting material, including ballots, ballot envelopes and master poll list are returned to the ballot box. The ballot box will be returned to the Office Manager to be secured until election day. 3. The Elections Committee Chair will make arrangements to have the meeting and the counting rooms set up for the election Committee. 4. On election day, the Elections Committee Chair meets with the committee members and reviews duties and the placement of each worker. Alphabet signs will be set up to direct voters to the proper tables for registration and to receive and sign for ballots. Poll lists are to be kept in alphabetical order for future use. (Continued on next page) 42

Voting Procedures continued (Page 2 of Operation Policy 4-5 dated 5-12-10) 5. When a member enters the meeting hall(s), he will check in to determine his or her eligibility to participate in the meeting. 6. The member(s) will be directed to the ballot distribution tables where ballots are obtained and shall be given instructions as to the disposition of ballots. 7. When the meeting is called to order, the President will inquire whether there is a quorum present. Elections Committee Chair shall determine if a quorum is present and shall so inform the President using the Quorum Tally format which follows below ** 8. When balloting is to commence, the President will request the Elections Committee Chair to give voting procedures. 9. The instructions to the membership will include: a. When to mark ballots and restrictions for marking ballots. b. The number of candidates to be voted on; whether printed on the ballot, floor nominations, or write-in candidates. c. How to proceed with any other issues before the meeting. d. Instructions for collecting ballots. 10. If a ballot is spoiled, the member may exchange the spoiled ballot for a new one. The membership will be instructed as to the procedure for exchanging spoiled ballots. 11. When voting is complete, the ballots will be collected by Elections Committee members who will retire to an area designated for the counting of ballots. The counting shall be performed under the close supervision of the Elections Committee Chair. 12. Ballot counters will consist of teams of three people, a teller and two counters. Ballots are divided among the teams. The teller will indicate how each ballot is marked and the counters will record the results of each ballot. After every fifth ballot is counted the counters will compare their count to assure accuracy. Recounts will occur if the tallies do not agree. Results will be noted on a tally sheet and turned in to the Elections Committee Chair along with the counted ballots. 13 Spoiled ballots will be set to one side and not counted. They will be inspected by the Elections Committee Chair to determine whether or not the ballot is valid. When the validity of a ballot cannot be determined, the Elections Committee Chair will confer with the Board Liaison. Any ballot determined to be valid will be added to the final count. 14 The results of each tally sheet, including the absentee count, will be consolidated onto a master tally sheet by the Elections Committee Chair. The results will be announced to the president of the Florence Gardens Mobile Home Association. The president will announce the results to the membership. (Continued on Next Page)

43

Voting Procedures continued (Page 3 of Operation Policy 4-5 dated 5-12-10) 15. The results of the voting, including the number of votes each issue or candidate received, will be posted on the bulletin board(s) and published in the next issue of the Garden Talk. 16. All ballots and other required forms are placed in the ballot box, secured and returned to the Office Manager. Copies will be made and filed of all forms, reports and lists of workers. 17. Within a few days, the ballots and other election papers will be sealed and archived. They will remain archived for the time prescribed by law, then disposed of.

** QUORUM TALLY Number of Lots in FGMHA Sections A,B,C,D,E,F . . . . . . . . . . . . . . .

__________

52 Units in Casita Hermosa TRACT B Unit D . . . . . . . . . . . . . . . . . . .

__________

One Unit in Vista Hermosa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

__________

TOTAL VOTING UNITS AVAILABLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

________

Number of Lots NOT ELIGIBLE to have votes cast in this election: Owned by FGMHA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . __________ Owned by Three Parks Golf Assn. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . __________ Owned by Developer not paying assessments . . . . . . . . . . . . . . . . . . . . . __________ Not current in assessments to FGMHA . . . . . . . . . . . . . . . . . . . . . . . . . . __________ TOTAL LOTS NOT ELIGIBLE TO HAVE VOTES CAST . . . . . . . . . . . --

________

NUMBER OF LOTS ELIGIBLE to cast votes in this election . . . . . . . . . . . . . ________ Number required to constitute quorum (25% of those eligible) . . . . . . . . . . . . . . . . . . . Number of Lots represented by members present . . . . . . . . . . . . . . . . .

__________

Number of Lots represented by absentee ballot . . . . . . . . . . . . . . . . . . .

__________

________

Total number Lots represented . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ________

The Election Committee hereby certifies that a quorum is present on _______________, 20_____ ______________________________ Elections Committee Chair

______________________________ President

44

PROCEDURES FOR THE INVESTIGATION AND Operation Policy 4-6 ENFORCEMENT OF THE FGMHA COMMUNITY DOCUMENTS Dated 5-12-10 (Covenants, Conditions and Restrictions; Articles of Incorporation; By-Laws; and Rules and Regulations) The following process is established to handle violations of FGMHA Community Documents not previously resolved by the Compliance Committee. 1. The FGMHA Board of Directors shall: a. Verify that the complaint is still valid. b. Notify the owner of the property reported to be in violation. An attempt will be made to resolve the matter at that time. c. Develop pertinent information, including photo(s), of the reported violation when appropriate. Photos and other evidence will be dated and initialed for identification purposes. d. Prepare a written report. The report will contain a description of the reported violation, information developed in the investigation, and a recommendation for resolving the matter. 2. If, after reviewing the report and discussing the violation, the Board determines there is no violation, all parties involved will be advised by letter. If there is a valid violation of the FGMHA Community Documents, a letter will be directed to the owner of the property in question, as provided for in Rules and Regulations Section C. The letter will contain a description of the violation, the allowed time for correcting the problem, the penalty for noncompliance, and the owner's right to appeal. The letter will be delivered in person or by mail. A copy will be sent to the Compliance Committee chair. 3. When an appeal is requested, the FGMHA Board of Directors will schedule a special closed meeting to allow the owner to present any information or documentation. 4. At the conclusion of the owner’s presentation, the FGMHA Board of Directors will determine disposition of the matter. All parties involved will be notified of the Board of Directors’ decision in writing, to be delivered in person or by mail. At this point, the Association’s Attorney may become involved in the matter. 5. Time for correcting a violation: When it has been determined that a violation of the FGMHA Community Documents has occurred, the member/property owner will be given time to correct the violation and/or comply with the Community Documents. The time allowed will be at the discretion of the FGMHA Board of Directors and will be set with regard to the type and severity of the violation and to the circumstances involved in correcting the problem. 6. Penalty for non-compliance: The monetary penalty for non-compliance is One Hundred Dollars ($100.00) per day per occurrence. The penalty will be assessed after the time period for correcting the violation has expired. If an additional 30 days has passed and the problem still has not been corrected, or the property owner has not contacted the FGMHA Board of Directors to make other arrangements, the penalty will be doubled. The penalty will be assessed on a monthly basis. Any penalty not paid within 30 days of being billed will be handled as described in the FGMHA Bylaws.

45

GARDEN TALK & GARDEN WHISPER PUBLICATIONS

Operation Policy 4-7 Date 5-12-10

1. In order to keep the residents of FGMHA better informed of the activities, happenings and coming programs provided for and by the membership, the Association will publish a monthly newsletter to be provided free to all residents currently residing in Florence Gardens. 2. The black & white 8 ½ x11 publication will be printed, collated, and distributed by volunteers on equipment and material provided by the Association. 3. Material for publication will be submitted to FGMHA office prior to established publication deadline for approval by Board Secretary. All articles submitted for publication must be signed by the person responsible for the article. Preparation for printing will be accomplished by office personnel. 4. Members may submit non-commercial items free of charge. The Secretary will be responsible for supervising sales and pricing of advertising. All material, notes, and requests for publication will be retained for 60 days following publication. 5. Publication will be accomplished as near as possible by the first of each month. Deadline for submission of articles for publication may vary each month but will be announced in the Garden Talk. 6. The Secretary will submit a budget request to the Finance Committee prior to May 31st of each year. 7. The Secretary will prepare an annual report prior to January 20th for submission to the Board of Directors summarizing activity, cost and advertising income for the previous year.

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APPROVED As Corrected June 9, 2010 FLORENCE GARDENS MOBILE HOME ASSOCIATION OPEN BOARD MEETING MINUTES May 12, 2010 (Corrected June 9, 2010) Phil Winn led the Pledge of Allegiance. 1. Call to Order: President Phil Winn called the meeting to order at 10:00 a.m. Board members present: President Phil Winn, Vice President Bob Sorcic, Secretary JoAnne Herman, Treasurer Rae Bressler, Maintenance Director Ron Byars, and Public Relations Director Dick Merschdorf. There were 32 members and 6 Board members present. 2. Motion to adopt the Agenda: Dick Merschdorf made a Motion to adopt the Agenda, Ron Byars seconded the Motion. There was no discussion. The vote was unanimous, and the Motion carried. 3. Minutes Approval from April 28, 2010: JoAnne Herman made a Motion to approve the Minutes of the April 28, 2010 Open Board meeting. Bob Sorcic seconded the Motion. There was no discussion. The vote was unanimous, and the Motion carried. OLD BUSINESS: 1. Maintenance/Storage Building location. Ron Byars made a Motion to table the location of the Maintenance/Storage building until the first Board meeting in October. JoAnne Herman seconded the Motion. There was no discussion. The vote was unanimous and the Motion carried. NEW BUSINESS: 1. Approve RV Storage Space Rental Agreement and Fees. Phil Winn read from the proposed Agreement stating requirements such as: Current registration and license tags, No sharing of spaces, and Setbacks. Phil said that sheds will be allowed on Rows A – F and they must be portable. He said that the rents are paid in advance. There are no refunds and the rents are not pro-rated. There is a $25 deposit for the remote control. Renters are required to carry their own insurance. If the space rent is not renewed, anything still in the space will be moved outside of the Storage Yard. Phil Winn said that #7 needs to specify that the rent is due on November 1st of each year. Rae Bressler asked that #11 specify when the new Agreement goes into effect, and that it will be renewed each year. There was a discussion about the stickers. Rae Bressler asked that #11 state that the stickers will show the year issued together with the site number to which the sticker is assigned. Ron Byars wants to make it easy for the RV Committee to check for stickers. Phil Winn said that members of Florence Gardens and Casita Hermosa, as Group 1, have first priority for RV space rentals. Group 2 includes Caliente, Vista Hermosa, and others. Renters agree to accept responsibility for any loss to Association property in accordance with the laws of the State of Arizona. Renters must read and accept the Rules and Regulations that are applicable to the RV Storage Space Rental Agreement.

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Ron Byars made a Motion to approve the RV Storage Space Rental Agreement with #’s 7 & 11 amended per their discussion. JoAnne Herman seconded the Motion. Ron Byars said that the RV Committee asked for Board agreement regarding the nonmember fee. He said that the non-member fee was not collected last year because Marilyn didn’t know about it. The RV Committee considers the 1998 Agreement nonmembers fee, of an additional $25 to the rent, to still be in effect. Phil Winn said the question is whether to charge an extra $25 or an extra percentage of the rent. The current rental charges plus tax were read. Ron Byars amended the Motion to add the Non-member fee of the greater of 10% or a minimum of $25. Dick Merschdorf said the 10% is a fair fee in order for us to fill the vacant spaces. The vote was a unanimous No, and the Motion failed. Ron Byars made another Motion to approve the RV Storage Space Rental Agreement with #7 amended ‘1st of November of each year’, #11 amended ‘site number and year issued’, and ‘Group 1 rates are defined in the Office Manual. Group 2 renters’ rate is 110% of the Group 1 rate. JoAnne Herman seconded the Motion. The vote was unanimous and the Motion carried. 2. UV Light Purchase for hot tubs and lap pool. Ron Byars asked for Board approval as the purchase price is beyond what is allowed in the O & O Manual. Rae Bressler said that a check for half-down has already been issued. Ron said that the pools are being cleaned because of an urgent health issue. Ron Byars made a Motion to get Board approval for the purchase of UV lights for the hot tubs and the lap pool. Dick Merschdorf seconded the Motion. Rae Bressler asked that the purchase amount be included in the Motion. Ron Byars amended his Motion to include the purchase price of $3,175 plus tax and installation for a total of $3,384.85. Larry Cottrell asked where this money is coming from. Phil Winn said that it will come out of the Maintenance Budget. There was a discussion regarding the pools being closed for 1 or 2 people. Ron Byars said that there were more complaints than that, and the Health Department recommends this UV light to kill this especially dangerous bacteria (pseudomonas aeruginosa). Ron asked members not to use suntan lotion or urinate in the pools or hot tubs. The vote was unanimous and the Motion carried. 3. Transfer Fee Resolution. Phil Winn read the Resolution and stated that the Transfer Fee Resolution needs to be approved, signed, and recorded. Our By Laws will be amended to reference the recorded Transfer Fee Resolution, in accordance with Arizona Revised Statutes, Title 10:33.216 in regards to non-profit corporations. Phil said that the practice of Florence Gardens has been to collect the $100.00 Transfer Fee, at close of escrow, or upon acquiring title if there was no escrow. JoAnne Herman made a Motion to approve the Transfer Fee Resolution as read. Dick Merschdorf seconded the Motion. There was no discussion. The vote was unanimous and the Motion carried. 4. O & O Manual. JoAnne Herman made a Motion to accept the changes to the O & O Manual. Ron Byars seconded the Motion. Phil Winn said that there are few significant changes. Most of the changes are for clarification. Rae Bressler asked that the updated O & O Manual be put on the website. The vote was 4 yes and 1 no, to accept the changes to the O & O Manual. The Motion carried.

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DIRECTOR COMMENTS: Vice President Bob Sorcic said that Southwest Gas won’t be starting their construction project until June 14th, and will finish by mid-September. We will attend pre-construction and progress meetings to help keep residents informed. He reported that the dance schedule published in the last Garden Whisper had incorrect times and information. A correction will be published in the next issue. Secretary JoAnne Herman thanked the other Board members for accepting the changes to the O & O Manual. She said that Franklin Glass is back on the Documents Committee. The Documents Committee will start working on the Rules and Regulations. JoAnne mentioned the May 31st Budget deadline and the Cookouts planned for this summer. She said that the office Summer Hours are in effect. She read a note from a member asking dog owners to not let their dogs pee at the mailboxes. Treasurer Rae Bressler made reference to the ‘Operating Income and Expense to Budget dated April 30, 2010’ stating April’s Total Income of $39,471 and Total Expenses of $52,679. Architectural/Building Director Jim Baker could not attend the meeting. Maintenance Director Ron Byars reported that they will take up the location of the Maintenance/Storage building again in October when more members are present. They are looking into getting key cards that identify the user, and some kind of locking system for the Annex. He further explained that the bacteria in the pool water can be deadly if in the lungs or blood stream, and why the UV light system is better than our current filtration system. He said that the stop signs are in. Maintenance has done a lot of scrubbing on the pool patio chairs. They have been discolored by suntan lotion. Public Relations Director Dick Merschdorf thanked JoAnne Herman for her help involving the Compliance Committee. He said that they will be cracking down on the RV parking problems and the weed problems. Pictures have been taken of some lots with tall weeds that are both a fire danger and habitat for rattlesnakes. President Phil Winn read a letter received from Franklin Glass thanking Florence Gardens for allowing the AARP Tax Aids to use the clubhouse once a week through the tax season. The letter included numbers of returns, and total amounts and credits.

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MEMBER COMMENTS: Franklin Glass, 3808 Kansas, questioned the Operating Income sheet why ‘% of Budget Earned’ for RV Storage Rental Income as only 36%. Phil Winn said that it is pro-rated over 12 months. Franklin said that if the RV Storage Rents are 100% received, it should say so. Sharron Holmes, 3729 Kansas, said that she heard that the Board was considering changing the time of the Board meetings to 9:00 am. She asked the Board members to also consider changing the time of Saturday Morning Coffee to 9:00 am. After no further comments, Phil Winn put the meeting in recess at 11:15 a.m. Respectfully submitted by June Lewis

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