| (the Board
needs to add new sections to and update other
sections of this page)
presented here for reference only. Contact the Board
for the latest version.
are indicated with a date under the title)
|Roberts Rules of Order, most recent
edition, as revised by Henry M. Roberts, III, shall
govern questions of procedure and protocol for all ORHA
situations, except those for which specific rules are
dictated by the Articles of Incorporation, the By-Laws,
and Statutes of the State of Florida.
|Rules governing books and records are set
forth in By-Laws Article X.
Copies of current records are kept in the Oak Run
Library. Originals of all records are kept in a locked
storage room. All records must be examined at their
in this document are the Policies and Procedures of the
Oak Run Homeowners Association (ORHA) as developed by
its Board of Directors. These policies and procedures
relate to the ORHA Board, Standing Committees, Appointed
positions, the scheduling of the DECCA owned Facilities
and the clubs, organizations and private individuals
using the Oak Run facilities governed by the ORHA Board.
In addition, the ORHA Board, along with the Neighborhood
Representatives, are available for guidance and
assistance to all residents of Oak Run. Following is the
ORHA Board of Directors organization, which is updated
by the Board, when necessary. Chairpersons or
Heads of Standing Committees are appointed by the ORHA
Board each year. Standing Committees are invited to
suggest names of interested volunteers.
BOARD OF DIRECTORS ORGANIZATION
President and Vice-President
Six Directors, plus one DECCA Representative
Directors: This position, made up of past
Directors, will have the same authority as an elected
Director, only when serving as D.O.D. (Director on
Duty). At no time will the appointed Director use their
status for the benefit of others except when serving as
D.O.D. (Director on Duty). Keys will be issued to the
Substitute Director so that they may facilitate their
duty. When their position is terminated by choice or by
the Board of Directors, all keys will be surrendered.
This policy has been approved by the 2014 Board of
Directors and Alana Inman, DECCA Representative. All
appointed must be approved by management, DECCA.
Assistant Treasurer, Purchasing Agent, Assistant
Purchasing Agent, Scheduler, Assistant Scheduler,
Sargent-At-Arms and Webmaster.
Standing Committees: Ambassadors, Bingo, Oak Run Travel,
Past Directors, Regional Awareness, Senior Living
Committee (55+), Telephone Directory and New Resident
Service Committees: Blood Mobile,
Bulletin Board, Bus Scheduler, C.E.R.T., Christmas
Decorations, Copy Machine, Donut Drop-in, Lost &
Found, Medical Equipment Loan Program, Medical Team,
Name Tags, NAP (Neighborhood Awareness Program), Pancake
Breakfast, Recycling, and Sunshine.
The only items that will be discussed at ORHA Board
meetings will be those listed on the Agenda for that
meeting, except for items of an emergency nature.
Homeowners are urged to attend the Board meetings. They
are encouraged to participate in discussing the
community issues and concerns after the Board has
completed its Agenda, or as recognized by the Chair.
The ORHA Board of Directors may permit Directors to participate in
regular or special meetings by, or conduct the meeting using, any means
of communication by which all Directors participating may simultaneously
hear each other during the meeting. A Director participating in a
meeting by this means is deemed to be present in person at the meeting,
as is consistent with Florida Statutes.
Anyone wishing to have an item on the Agenda of an ORHA
Board meeting must submit the item at least three days
prior to the meeting, in order to allow ample time for
the President to include all items on the Agenda, as
well as to produce and deliver a formal Agenda to the
monthly General meeting. All Neighborhood
Representatives will be recognized for reports at Board
REPRESENTATIVE JOB DESCRIPTION
Serve as liaison between the Residents of their
neighborhood, the ORHA Board and DECCA.
Discuss with the residents of their neighborhood the
desires of the residents which pertain to the purpose of
Attend monthly scheduled meetings with the ORHA Board in
Serve on committees formed by the ORHA Board, if needed.
- Communicate the views and desires of the residents
of their neighborhoods.
- Discuss matters of mutual interest.
- Be knowledgeable of the business conducted by the
Encourage the residents of their neighborhood to uphold
the rules and regulations for the use of the
recreational facilities and to abide by the covenants
and deed restrictions.
Deliver informational material authorized by the ORHA
Board to the residents of their neighborhood, such as
the monthly newsletter.
Assist with distribution of Oak Run phone directories to
the residents of their neighborhood.
It is the policy of the ORHA Board that all funds
generated by Standing Committees be handled in a
prudent manner. ORHA funds will only be used for the
ORHA business. ORHA funds will not be used to donate
to any charity, group or organization.
For all Standing Committees except BINGO;
The most desirable
form of payment is by check, payable to ORHA. These
checks should be promptly deposited in the ORHA
account and a report forwarded to the ORHA Treasurer
by the chairperson of the committee. A receipt
should be brought to the Treasurer directly after
balancing to the committee report.
Cash payments associated
with the ticket sales are appropriate, provided that a
record of the number of tickets issued is made part of
the report to the ORHA Treasurer. All cash generated
by ticket sales and any other activities should be
balanced by two members of the committee under the
direction of the chairperson. Funds should be promptly
deposited in the ORHA account and a receipt forwarded
to the ORHA Treasurer.
Copy machine receipts
should be collected by an ORHA Board appointed
individual and deposited in the ORHA account and a
report forwarded to the ORHA Treasurer.
Procedure for the BINGO Committee;
Due to the cash
operation of Bingo, it is appropriate that specific
procedures apply. Sales records of the number of units
sold will be maintained as part of the Bingo
operation. The cash register will be balanced by two
members of the committee under the direction of the
chairperson. Cash register shortages and surpluses
will be part of the records maintained.
Cash receipts should be promptly deposited in the ORHA
BINGO account and a report (including bank deposit
receipt) forwarded to the ORHA Treasurer. A backup
sheet will be maintained for the Bingo records.
Checks will be issued by the Treasurer as required to
conduct the authorized activities of ORHA.
No check will be issued without proper support
documentation. No check will be issued without the
proper signatures. All checks drawn on the ORHA checking
account will be signed by the Treasurer and the
President, or Vice President of the ORHA Board.
In order to facilitate transactions, particularly those
of a minor dollar amount, petty cash funds may be
When a Standing Committee, Officer, or Appointee has a
petty cash fund established for their use in performing
their duties, it will be their responsibility to
maintain the funds. These funds will be used for
When an expenditure is made, a proper receipt will be
obtained. In requesting funds replacement from the ORHA
Treasurer, an original (or, when necessary, a copy)
receipt will be provided the Treasurer along with
The President, or Vice-President, may authorize spending
or reimbursement for legitimate ORHA related necessities
in an amount not to exceed $250.00.
The petty cash fund will be kept in balance by the sum
of cash on hand and expenditure receipts.
The Purchasing Agent for the ORHA Board will be
appointed at the beginning of each Board term. The
Purchasing Agent may serve as many consecutive terms as
the Board wishes.
The Purchasing Agent will obtain, whenever practicable,
three prices for any item being considered for purchase
with a price in excess of $250.00. Bids obtained will
include complete specifications or detailed description
as appropriate. This information will be provided to the
ORHA Board for purchase consideration.
Board has set up a Lost & Found service operated by
a resident volunteer. This volunteer reports the status
of Lost & Found at the monthly General Meeting.
The purpose of this service is to have a central
location for items lost in the Oak Run community, and a
place for residents to be able to drop off found
articles and claim lost articles.
Lost or found items deemed by the board to be of minimal
value will be held for a period of three months. Items
considered having either high dollar or sentimental
value will be held for at least one year. All items that
exceed the time limits listed above may be disposed of
either by sale or donation to an appropriate charity.
Decisions to dispose of the items will be at the
discretion of the ORHA Board.
LIVING (55+) COMMITTEE
Senior Living (55+) is a Standing Committee of the Oak
Run Homeowners Association (ORHA). It is authorized to
act for ORHA to assure continuous qualification of Oak
Run as a 55+ Senior Living Community under Title 42,
Section 3607, of the Federal Fair Housing Act, as
implemented by the Housing for Older Persons Act of the
State of Florida.
The original vote and survey of the 55+ regulations
found that the community desired a 100% fifty-five plus
(55+) community. As this desire was endorsed by ORHA,
the Committee shall strive to uphold the fifty-five plus
The Committee shall have standing authority to act for
the Association on all matters necessary to maintain and
enforce all Local, State and Federal regulations
pertaining to Oak Run's 55+ status, excluding the filing
of litigation proceedings and governmental
The Committee shall meet not less than once every other
month. A majority of members of the Committee will
constitute a quorum.
The Committee shall consist of not less than five (5)
members. The ORHA Board shall appoint a Chairperson for
this Committee for a two-year term (in odd numbered
years). The Chair shall be responsible for recruiting
and appointing 4 to 6 additional residents to this
committee, attempting to balance the resulting social
composition of the Committee to that of the Community at
large. The Committee shall elect a Vice-Chairperson who
shall assist the Chairperson in the discharge of all his
Statements issued in the name of the Committee must be
made by majority consent.
One Director shall be named by the Board to serve as
liaison to the Committee.
The Senior 55+ Committee is an on-going Committee which
needs assurance of stability in its operation and
procedure guidelines. It is understood and agreed that changes
made to these policies and procedures by the
ORHA Board shall be made in accordance with the
provisions of the ORHA By-Laws and Policies.
Sub-committees may be established to facilitate the
duties of the Committee.
The Committee shall be responsible for maintaining
records necessary for continued qualification of Oak Run
as a senior (55+) community. The Committee shall
advise the Board of Directors regarding current filing
requirements for re-certification as a Senior Living 55+
community and changes or amendments to applicable
statutes and regulations.
The Committee shall review all residencies, current and
prospective, and take appropriate measures to ensure
no home site shall be conveyed;
no interest of any kind in any home site shall be
no home site shall be leased, rented, or loaned;
no home site shall be subleased;
no lease shall be assigned, and;
no home site shall be occupied,
until ORHA has received satisfactory verification that
the age of at least one proposed resident is in
compliance with the requirements of the Supplemental
Amendment to the Declarations of Oak Run filed June 16,
of violations of residency shall be made in writing. The
Committee shall review and/or investigate and
document all allegations of violations of the age
restriction Declarations of Oak Run. A
written summary report of the
findings shall be submitted to the ORHA
Board should litigation be sought.
The Chair shall provide a written
quarterly report to the ORHA Board which summarizes
the number of homesites reviewed, audit activities
taken, and the corrective actions initiated in order to
fifty-five plus (55+) amendments. Other
quantitative metrics may be requested by action of the
ORHA Board to be incorporated into the quarterly summary
The Committee shall take measures to protect the
privacy of residents, to include shredding and proper
disposal of all substantiating documents containing
personal information upon conclusion of their use.
The Committee shall address the residents and
owners periodically of the conditions required by
Governmental Statutes and the Declarations of Oak Run to
maintain the community's exemption as a Senior Living
As a Standing Committee of the ORHA Board, The
Ambassadors are headed by the Chairperson(s) and staffed
by resident volunteers for the purpose of promoting
entertainment events for Oak Run residents and their
overnight guests. An ORHA Director is designated as
liaison to the Ambassadors.
The Ambassadors will formulate an annual calendar of
activities. The Chairperson(s) will present this to the
ORHA Board during the first quarter of the year
preceding the proposed events in order that the required
dates are made available. After approval by the ORHA
Board, contracts, ticket sale dates and room requests
will be coordinated.
The calendar will detail:
- Type of program
- Number of residents each function will accommodate
- Estimated budget for individual events and overall
- Estimate of fees to be charged to the residents
The ORHA Board will generally approve the Ambassadors
Schedule, unless the ORHA Board rules that an event is
not in the best interest of the residents.
The Ambassadors Chairperson(s), or designated
coordinator, is responsible for the following:
- Arranging for coordinators and/or volunteers
- Scheduling meetings and workshops with
coordinators and volunteers
- Submitting room requests for activities and
coordinating with the ORHA Scheduler
- Submitting copies of contracts for approval by
ORHA President/Vice President in a timely manner
- Securing deposits for contracts (if applicable)
from the ORHA Treasurer
- Arranging ticket sales in accordance with the
Ambassadors Ticket Sale Policy
- Ensuring the Ambassadors Treasurer can secure
talent payment checks in a timely manner
- Providing a brief report at the ORHA General
Meeting as a Standing Committee
The Ambassadors Treasurer is responsible for the
- Collecting checks from the Ticket Seller and
- Preparing a report following each activity
- Profit/Loss for activity
- Briefly explaining report at Ambassadors meeting
- Providing report, deposit slips, receipts,
invoices and other original records to the ORHA
Treasurer in a timely manner
The Ambassadors Talent Committee is responsible for the
- Identifying and negotiating with prospective
- Working with the Chairperson(s) to create the
- Submitting contracts for Chair signature and ORHA
President/Vice President signature in a timely
- Ensuring talent is appropriate for theme of the
activity (if applicable)
- Providing talent with playlists and other
The Ambassadors Decorating Committee is responsible for
- Keeping track of the decoration inventory
- Maintaining the storage in plastic bins, stored
properly under the stage
- Obtaining supplemental décor for each event,
within that event’s budget
- Decorating the room prior to an event and putting
decorations away afterward
The Ambassadors Publicity Committee is responsible for
- Generating copy to be submitted in a timely manner
for the Citizen and the Oak Run Newsletter
- Obtaining approval from the Chairperson(s) prior
to submission of all copy
Chairs for Special Events (White Elephant Sales and Arts
& Crafts Fair) will coordinate their table sales and
request help when needed.
The Ambassadors Food Committee is responsible for the
- Obtaining materials and providing food for sale at
- Maintaining and providing all food in a Serve-Safe
- Maintaining the kitchen area in a safe and
sanitary way prior, during and after the event
- Cleaning all equipment and storing it properly
after the event
- Providing income from sales to the Ambassadors
Treasure for deposit
Ambassadors Storage Policy
The Ambassadors have designated storage in the kitchens
of Palm Grove and the Orchid Club to be used only for
items appropriate to the kitchen. All décor will be
properly stored in plastic storage bins under the stage.
The Ambassadors also have frozen food storage for
Special Events in the locked freezer at the Palm Grove.
Ambassadors Ticket Selling
Tickets to Ambassadors events will be placed on sale,
such that they will be made available at a minimum of
two ORHA public functions (Donut Drop-In, Pancake
Breakfast and White Elephant Sale), one independently
scheduled sale date and by direct contact with the
Ticket Seller after the initial public sale date.
Time and place of ticket sales will be publicized in the
Oak Run Newsletter, Channel 12, the ORHA website and on
posters in Oak Run facilities. These notifications
should include the notation that, “This event is for Oak
Run Residents and their overnight guests.”
No dance or cabaret tickets will be sold prior to the
first sale date to give all residents fair access to
seats and tables with no preferential treatment to
anyone. Tables for the White Elephant and Craft Fair
events are pre-sold on a first come, first served basis.
Residents buying tickets for non-residents will provide
the name of each non-resident and assure that they will
be accompanying the non-resident at all times during the
event. Non-residents attending Ambassador events may in
no way control the event by assisting with organizing or
setup, by dictating timing or sequence, or by specifying
anything that happens. All non-residents in attendance
should be bona fide overnight guests as defined in the
ORHA Policies and Procedures.
Because of the complexity of each transaction, a Ticket
Seller will sell tickets to only one event at a time.
Multiple event sales will each require a separate Ticket
All ticket transactions will be done by check. No cash
will be accepted. All ticket purchases are final.
Responsibilities of the Ticket Seller:
- The initial ticket sale will start with ticket #1
- Only Oak Run residents may purchase tickets
- Allow buyer to choose number of tickets and the
- Color in seats at selected table with marker
- Write table number on all tickets
- Have check made out to “ORHA” – No cash will be
- Record names of every person who will attend
- Stamp back of check, “For Deposit Only” and place
in cash box
- At the end of ticket sales, justify receipts vs
- Turn checks in to Ambassador’s Treasurer for
As a Standing Committee of the ORHA Board, the Bingo
events are headed by the Bingo Chairperson and staffed
by resident volunteers for the purpose of promoting
entertainment for Oak Run residents and their qualifying
overnight guests. An ORHA Director is designated as
liaison to Bingo.
Bingo events are scheduled every Tuesday of the year
with some events that may be closed for holidays or
maintenance. The Chairperson will present the year’s
planned events to the ORHA Board during the first
quarter of the year preceding the “planned events” in
order that the required dates are made available. After
the events are approved by the ORHA Board room requests
may be scheduled.
The Bingo organization consists of Chairperson, Caller,
Runner(s) and Cashier(s). Of which all must be Oak Run
residents and members of ORHA (renters are not ORHA
The Bingo operation includes but is not limited to the
• Must follow the rules
of Florida statute Chapter 849.0931 – Gambling and
Marion County Municipal Code Chapter 10 Article IX
** For Bingo purposes, a qualifying overnight guest is
defined as an overnight guest who lives far enough away
to reasonably believe he/she will be staying as a guest
for 24 or more hours (Per Oak Run Deed Restrictions and
Covenants, a bona fide guest is defined as any guest
staying…for 24 hours or more).
• Violation is a misdemeanor of the first degree
• License and Registration with the state or
municipality is not required, as long as the operation
is for the residents of Oak Run and their qualifying
overnight guests, and not open to the general
• Must designate up to three members to be in charge
of the Bingo and one must be present the entire game
• Members conducting Bingo must be Oak Run residents
and members of ORHA (renters are not ORHA members)
• Must be 18 years or older to play or conduct Bingo
• Players must be a resident and
their qualifying overnight guest, no other persons
will be allowed to play
• Weekly payouts per event is required
As a Standing Committee of the ORHA Board, Oak Run
Travel was formed to arrange trips for the residents of
Oak Run. Oak Run Travel is comprised of an Executive
Committee of 7 operating groups, all volunteers, each
with specific responsibilities. The ORHA Board will
appoint a liaison to serve as Meeting Coordinator and
Facilitator. The 7 operating groups are as follows:
- Bus Coordinator
- Cruises (World Trips)
- Cruises (Caribbean Only)
- Day Trips
- Gambling Trips
- Multi Day Trips
The Executive Committee shall;
- Coordinate scheduling of activities of the seven
- Ensure that certificates of insurance from each
contracted transportation carrier are secured naming
Oak Run Homeowners Association as an additional
- Submit Contracts to the ORHA Board President for
execution on behalf of ORHA.
- Require that all personal bills with appropriate
descriptive backup and original receipts be
submitted to the Treasurer promptly but no longer
than 60 days after the cost is incurred.
- Require each operating group to provide the
Treasurer with a financial report for each trip by
the end of the third week of the month the trip was
completed. In the event a trip overlaps into or
starts in the last week of a month the report is due
within the first two weeks of the following month.
- Submit an annual report of the Executive
Committee’s activities to the ORHA Board by January
31 of the following year.
- Require each operating group to produce an
operations guide describing how it operates in
planning and executing trips.
- Ensure open and transparent communications between
the operating groups and the host volunteers.
- Be equitable in how hosts are assigned to trips by
allowing hosts to request assignment to each
available trip and where multiple hosts show
interest have a blind selection mechanism to
determine actual assignment.
- Encourage clubs in Oak Run to suggest future trips
to the Executive Committee which will consider how
such trips fit into overall planning and financing.
- Not write checks or in any other way provide funds
to enable Oak Run Clubs to plan, schedule and
promote trips for the exclusive benefit of the
members of a club.
- Allow an Oak Run Club to be a part of an Oak Run
Travel trip as long as all residents of Oak Run may
participate. Every effort will be made to allow a
club to travel together on such trips. Any rebates
or other surplus funds for such trips will be
returned to Oak Run Travel, not to a participating
|USE OF RECREATIONAL
Recreational facilities shall be available to all owners
and residents for use as approved by Oak Run Associates, Ltd. and the
Oak Run Homeowners Association (ORHA), provided that:
Unoccupied rooms may be used by any resident or club so
long as they vacate the room immediately for a scheduled event.
- The use does not violate any local, state, or
- The facility is not used to conduct sectarian
religious services as might be held in a church or
- The event is not to raise money for the benefit of
an organization, charity, or group outside of Oak
Run unless approved by the Board of Directors;
- No residents are barred from participation in the
scheduled activity providing they follow the
conditions of the event / activity. Private parties such
as (but not limited to) wedding anniversaries,
wedding receptions, engagement showers, memorial
services, and birthdays may be exempted from this
rule if approved by the ORHA Board.
Guests must be accompanied by a resident when using the
facilities. Oak Run ID tags must be worn.
GAMBLING IS PROHIBITED IN ANY FACILITY UNLESS PROTECTED
UNDER THE FLORIDA STATUTES 849.085.
To schedule use of any Oak Run facility, a resident or
club must submit a Room Request form, which has specific
responsibilities of the user to be initialed on the second page. By
submitting the signed Room Request form and initialing the user
responsibilities, the user acknowledges that he or she has read and
accepts the ORHA Recreational Facilities Use Policy, along with the
responsibilities listed below.
Users are expected to:
ORHA may review the case of any user who fails to comply
with these rules. Disciplinary action, including
suspension of rights to use the facilities, may be
imposed. Failure to restore a facility to its “as you
found it” condition will be remedied by ORHA but the
cost shall be imposed on the non-complying user.
- Inspect the facility to insure it is clean and in
working order, and to report any problems to ORHA’s
Director on Duty BEFORE use;
- No live plants, glitter, confetti, hay or straw or combustible materials are allowed in any facility;
- Return all furniture and fixtures to their
approved arrangement after use;
- Restore the facility (including the kitchen, if
used) to its “as you found it” state of cleanliness;
- Assure there is no illegal gambling during the
use of the facility;
- Assure there is no smoking in the facility;
- Assure that
the use of open flames or any combustible,
flammable, or hazardous materials of any sort, is
STRICTLY PROHIBITED; with the exception that the
use of stern-o-type fuel or tea light candles may
be used for food warming during food distribution,
provided the fuel or candles are in an approved
device (UL or equivalent) designed for that use;
- Assure that no pets are allowed in the facility;
- Assure that no alcoholic beverages are sold in
the facility without prior approval from ORHA;
- Assure that no bare feet or wet swim suits are
allowed in the facility with the exception of
designated bath areas with exterior access;
- Assure that there are no more that fifteen (15)
non-residents that are not family members attending
the event without prior approval from ORHA
- Assure that there is no commercial solicitation
by outside businesses in the facility;
- Assure that no shoes with cleats are worn in any
facility, and that no tap shoes or clogging shoes
are worn in the Palm Grove Club Auditorium;
NOTE: Use of Recreational Facilities Policy and Procedures are subject
to revision. Events scheduled before the revision are subject to the
rules in effect at the time of their event.
Scheduling use of recreational facilities has been
delegated to the Oak Run Homeowners Association (ORHA)
by the Developer, subject to the Developer's final
authority. It is the policy of the Developer that
activities and programs shall be open to all residents,
except private activities cleared by ORHA.
The ORHA Scheduler is a non-voting officer of the ORHA
Board of Directors organization and is appointed by the
ORHA Board. The Scheduler may name as many assistants as
he or she deems necessary. These assistants must be
approved by the ORHA Board.
The goal of scheduling is to enable maximum use of
facilities by groups, clubs, organizations, and
individuals and to prevent exclusion of new users. The
ORHA Board reserves the right to preempt use of a
facility at any time for business of the Association,
for Oak Run Health Fairs and Flu Shot Clinic. Special
consideration is given to performing arts groups in the
two weeks prior to their event and memorials of residents.
Clubs, groups and organizations may make an annual
request to meet once every other month. Clubs, groups and organizations which involve physical
activities, cards, games, crafts, or music may make an
annual request to meet more frequently (daily, weekly,
Groups that meet more than once a month may be preempted
in favor of a single event (private party/special
event). It is the goal of the ORHA Board to limit any
preempting to no more than once a month.
Neighborhood groups may request a facility reservation
twice each year.
Oak Run residents may request a facility reservation for
private activities, providing that use is for the Oak
Run homeowner or resident and not for an outside entity.
ORHA Board approval is required.
All clubs, groups and organizations are required to
submit a Room Request on an annual basis.
Additional room reservations for all clubs, groups,
organizations, neighborhoods, and residents are handled
on a first-come, first-scheduled basis, after all Oak
Run established clubs, groups and organizations have
Requests for use of a facility are made on the Room
Request form, provided by the Scheduler.
Facilities are scheduled for ORHA Board meetings and
ORHA/Ambassador events prior to other requests.
Priority shall then be given to annual requests for same
room assignments as in the prior year, first to Standing
Committees, and thereafter to other clubs, committees
and activities, but not for more than the prior year's
approved assignments. Room Requests may be submitted at
any time after May first and before October first for the following year.
Failure to submit annual requests for facilities could
result in the facility being scheduled for other users.
A special room request by a private party or by a club
that would preempt another group may be approved by the
Scheduler only if the group being preempted agrees to
give up their meeting or activity.
Note - The time period requested shall include; setup,
actual function and cleanup. This requested time must be
adhered to in order to respect the requested time of others.
NOTE: Scheduling Facilities Policy and Procedures are subject to
revision. Events scheduled before the revision are subject to the rules
in effect at the time of their event.
The purpose of this policy is to provide Oak Run
Homeowners Association, residents, clubs and
neighborhoods a venue to advertise to other residents.
The ORHA Board will coordinate the use of the Bulletin
Boards at the Orchid Club, the Island Club, the Aquatic
Club and the Palm Grove Auditorium.
Wall hanging Bulletin Boards in the Orchid Club Lobby;
The Ambassadors will
have use of one wall-hung bulletin board to publicize
Oak Run Travel will have use of one wall-hung board to
publicize their travels/trips.
No other activity may use the wall-hung boards.
Movable Bulletin Boards;
One side of this bulletin board will be used by Oak Run
residents to advertise their personal items they wish to
give away or sell by using a 3”x5” card. They may also
advertise a lost pet. No other advertising will be
Items will be listed for 2 weeks only, except by special
permission of the ORHA Board.
The bulletin board volunteer will provide the 3”x5”
cards that are located in the wooden cabinet in the Card
The 3”x5” cards are to be completed on the front with
the information to be displayed. The back of the card is
to include the signature along with the printed name,
the phone number and address of the requester. The
signed 3”x5” card can then be placed in the locked box
available in the wooden cabinet in the Card Room. One
3”x5” picture may be attached to the advertising card.
If all the information is not provided as requested
above, the card will not be placed on the bulletin
board. If you use your own cards, they must comply with
the 3”x5” size requirement. All cards or pictures larger
than the 3”x5” size will be altered by the volunteer to
the appropriate size.
When space is limited, postings will be limited to one
per household in each 2 week period.
The other side of the Orchid Club Bulletin Board is to
be used for ORHA information and Oak Run Club posters.
Posters can be no larger than 8-1/2x11” in size. The
posting is for a 2-week period. All Club posters will
state that the function is for “Members & Guests”
No permanent posters are permitted, unless by special
permission of the ORHA Board.
is the DECCA owned local channel and all requests for
advertising are submitted to DECCA for approval. A
printed form is located in the Orchid Club lobby or you
can submit requests via e-mail to:
bus transportation into and out of Oak Run for resident
trips has been delegated to the ORHA Board by the
Developer. This Policy is to assure that there is space
for the bus(es) for loading and unloading and that there
is adequate parking in the designated areas.
A Bus Schedule Coordinator ( the Bus Scheduler) will be
appointed by the ORHA Board to oversee the times and
places of trip pickups and drop-offs. Any dispute over
scheduling will be referred to the ORHA Board.
All requests for scheduling a bus into or out of Oak Run
must be submitted to the Bus Scheduler no less than one
month before the planned trip.
To assure availability in the schedule even more lead
time is recommended otherwise approval may not be
possible due to trips already scheduled. This applies to
any bus coming into Oak Run for pickup and return of
residents regardless of the group or individual
responsible for the trip.
Standing Committees of ORHA will receive first option if
a scheduling conflict arises with other organizations
wanting to schedule on the same day.
To Whom This Applies:
Every club, organization
or individual is required to coordinate with the Bus
Scheduler when planning a trip requiring a bus to
enter Oak Run.
If a group or individual refuses to follow these
policies and continues to bring buses into Oak Run while
ignoring these policies, they will be denied use of the
parking areas and the only option will be to pickup and
drop-off travelers at their homes. Oak Run
Security will instruct bus drivers who arrive and are
not on the schedule that they are restricted from using
the parking area and that their only option is to pickup
and drop-off travelers at their homes.
Where Buses May Load/Unload:
The Orchid Club Overflow
Parking Lot will be utilized to the maximum extent
The Palm Grove Parking Lot between the Fitness Center
and the Boulevard and directly across the driveway
will be utilized only when multiple buses will be in
Oak Run at the same time and date. Where possible the
use of this area should be between 8:00AM and 8:00PM.
The scheduler is allowed to make exceptions if parking
lot lighting can be arranged with DECCA (if needed).
The Island Club parking lot may not be used.
Parking of Vehicles:
For Day Trips only;
Travelers may leave their vehicles parked at the
For Overnight Trips; In all parking areas, travelers
must arrange to be dropped off or arrange for someone
to pick up their vehicle before 9:00AM or one hour
after the bus leaves. Their vehicle can be returned to
the parking area of the returning bus after 8:00PM or
one hour before the bus is due back.
The Bus Scheduler will have the approved schedule posted
on the ORHA Website and on the Orchid Club Bulletin
Website (orha-ocala.com) has been
set up to provide information and facilitate
communication within the Oak Run Community.
A Webmaster will be appointed by the ORHA Board to
operate and maintain the website. The Webmaster's
primary responsibility will be to keep the site both
current and operational. Questions, comments, and
complaints about the website shall be referred to the
ORHA Board by email or in writing.
From time to time, one of the ways the ORHA Board will
communicate with Oak Run homeowners is by presenting
relevant information or timely announcements on the ORHA
Website. It is the responsibility of the Webmaster to
upload the aforementioned information or announcements
and any new/revised ORHA By-Laws and/or Policies and
It is the responsibility of the Webmaster to ensure that
all communications received via the Webmaster's email
account (firstname.lastname@example.org) that are not related
to the daily operation of the website, are forwarded to
the Board's email account (email@example.com),
the President's email account and the Website Liaison's
email account for their information and any appropriate
It is the Webmaster's responsibility to acknowledge
receipt of each and every valid communication received
via the Webmaster's email account. It is not the
Webmaster's responsibility to reply to the
communications that have been forwarded to the ORHA
It is the
responsibility of the Webmaster to maintain the
structure and integrity of the Scheduler's online
yearly spreadsheet templates. The Scheduler will
provide only cell data from the approved room
requests. All formatting of the spreadsheet
templates (fonts, sizing, colors, layout, etc.) will
be maintained by the Webmaster.
As may be required in the future, the Webmaster will
maintain any other online presence that is part of the
operation of the ORHA Board, Officers or Committees
(example: Lost and Found).
The Webmaster may enlist the help of as many volunteers
as deemed necessary by the Webmaster for the operation
of the website.
"CUBBY" USE POLICY
"CUBBY" located at each homesite may be used for
delivery to the homesite of materials of the following
Information for the
entire community as provided by the developer.
An example of such material would be the monthly Oak
ORHA Board approved informational material. Some
examples of such materials are voters registration
information, Marion County Commission items or other
matters of interest to the entire community.
Information of interest to the members of a specific
organization, distribution to be limited to the
enrolled membership. Some examples of these
organizations would be political clubs and state
At no time will the "CUBBY" be used for the
community-wide solicitation notices for any business,
service company or any community-wide distribution of
any flyers, notices, pamphlets or cards by any club or
organization within Oak Run that have not received
approval by the ORHA Board.
Elections will be held in an appropriate location in Oak
Run on the date and hours designated by the ORHA Board
and in conjunction with all the rules of the ORHA
Qualified residents may vote in the designated location,
at the time announced, by obtaining a ballot from their
Neighborhood Representative at the time of the election
and indicating their selections on the ballot by either
an "X" or a check mark in the box adjacent to the
candidate's name. The person voting may also insert the
name of a "Write In" candidate for that position. Only
the correct amount of selections, as directed on the
ballot, may be made for the positions available.
A teller may be any representative from a neighborhood.
Two Representatives should be available for teller
duties during the election. They may appoint other
persons to assist them during an election. There should
always be at least two (2) tellers on duty at all times
at each station during the election process.
Tellers will be responsible for identifying legitimate
homeowners and issuing a ballot to each household and
insuring there is only one ballot cast for each
household. Tellers will have a listing of residents in
their neighborhood and will use this list for
A receipt for the number of blank ballots issued to them
will be kept by the tellers for accounting purposes, so
that a proper tally can be conducted at the conclusion
of the election. Upon conclusion of the election, the
tellers will open their ballot box and tally the vote
for their neighborhood. The result of their tally and
the used and unused ballots as well as any voided
ballots will be given to the head teller.
There shall be a Head Tellers for each election. The
Head Tellers will be responsible for a select group of
neighborhood ballot locations during the election, and
shall be responsible for assisting the Neighborhood
Representatives with any procedural questions and
generally be responsible for resolving any problems that
may arise during the course of the elections.
Upon the completion of the voting at the election, the
Head Teller will pick up the ballots from the
Neighborhood Representatives . He or she will compile a
result of the voting from the neighborhoods and give the
list to the Election Chairperson. A final tally of all
votes will be conducted by the Head Teller and the
Election Chairperson within 24 hours after the election.
The Election Chairperson (Normally the Vice-President
unless running for reelection) shall have over-all
responsibility for the election. He or she shall ensure
that the election is conducted in a fair and equitable
manner for all candidates. He or she shall resolve any
and all questions during the course of the election:
Regarding voting rights, residency, and procedures, etc.
The Election Chairperson shall report the results of the
election upon completion of the election to the current
President of the ORHA Board, who will notify the
The Election Chairperson will also be responsible for
the safeguarding of all ballots, before and after the
election. The final tally of votes, as conducted by the
Head Tellers and the Election Chairperson, will be given
to the current Secretary of ORHA for insertion in the
minutes of a subsequent ORHA Board meeting.
After all candidates have been announced, the Election
Committee shall have the ballots for the election
printed. Upon delivery, the ballots shall be in the
custody of the Chairperson and be distributed to the
appropriate Head Tellers for distribution to the
Neighborhood Representatives on the day of the election.
A receipt for the amount of ballots will be kept by the
Head Tellers for subsequent accounting.
The ballots used during the voting process will be
placed in a secure box and shall only be opened at the
conclusion of the election in the presence of the Head
Upon the completion of the tally by the Neighborhood
Representatives, the used and unused ballots shall be
given to the Head Tellers with their accounting of the
ballots used, unused and voided, which should total the
amount of ballots originally issued to those
Neighborhood Representatives. They will also submit the
results of the election at that time to their
appropriate Head Teller.
When the final tally of the election has been conducted
by the Head Tellers and the Election Chairperson, all
ballots from each neighborhood shall be placed in a
sealed container with a copy of the final tally. A copy
of the final tally will be given to the President of the
ORHA Board by the Election Chairperson, He or she shall
take the sealed container and deliver it to the
Secretary of the ORHA Board. The Secretary shall keep
the tally and the ballots for thirty (30) days after the
election and if there are no objections to the results
of the election, the ballots and the tally sheers may be
destroyed at that time.
Any homeowner who wishes to cast an absentee ballot in
an election may do so by obtaining an absentee ballot
from the Chairperson of the election committee. The
ballot can be cast by mailing it to:
Oak Run Homeowners
attn: Elections Committee
P.O. Box 772681
Ocala, FL 34477-2681
All ballots for the current election will be picked up
at the Post Office on the day of the election at
approximately 4:40PM and will be counted by the tellers
from each neighborhood at the conclusion of the election
and they will be added to the tally of votes for the
INVITED PARTICIPATION BY OUTSIDE GUESTS
The recreation facilities in Oak Run are provided for
all residents and their bona fide (overnight) guests. As
the community has evolved, so has the interest and need
placed on Oak Run clubs participating in inter-community
In developing this policy and procedure, emphasis has
been placed on maintaining security for the community
and keeping the various facilities available to all
residents and bona fide guests.
This policy shall apply to any club whose membership is
open to participation by all Oak Run residents
(non-restrictive). Additionally, only Oak Run residents
shall comprise the group hosting the event (for example
the Oak Run group may not be comprised of Oak Run and
other residents of neighboring communities).
The Oak Run host group must designate a person "host
captain" who assumes responsibility for all incoming
visiting group members. Should any problem be incurred
including those identified below, it is understood that
the host group will no longer be afforded the privilege
of inter-community activities.
A complete list of
visitors must be provided to Security at each gate.
"Special Guest" tags will be issued by security and
the designated host captain will be required to return
the exact number of tags issued to the visiting guest
to Security immediately following the designated
No guest is permitted to use any other facility in Oak
Run such as; pools, showers, etc.
The visiting guest must be advised to car-pool and be
informed where parking is permitted - NO PARKING IS
PERMITTED AT THE SALES AND INFORMATION CENTER. The
host captain assumes the responsibility of directing
them to the designated location. Under no
circumstances should any visiting member be wandering
around the facilities in search of their destination.
A club may not host a
visiting group more than twice in any given month and
the number of invited guests should not exceed 15,
unless prior written approval has been received from
the ORHA Board.
|SUMMARY OF VOTING
voting premise is that one owner from each platted
lot/home is allowed to cast a ballot. If the owner has
ownership of more than one lot/home one ballot may be
cast for each. This includes DECCA which owns a number
of lots/homes. These multiple ballots may be cast in
person for each neighborhood where lots/homes are
located or by using absentee ballots. Renters may not
1. The election will
take place in the Card Room each January on the same
day as the Donut Drop-in. The polls will open at 8 am
and close at 12 noon.
2. There shall be 5
voting tables on which there will be one ballot box
for a number of Oak Run neighborhoods. This number
will vary from table to table based on past
counts of votes cast in each neighborhood.
3. Tellers will be
positioned at the tables to verify that a voter is
from the correct neighborhood and hasn't already voted
by appearance or absentee and will hand the
appropriate neighborhood ballot to the voter. Once the
voter has cast his/her ballot it is returned to the
ballot box and is inserted by the voter. Tellers
should not be from the neighborhood(s) they are
controlling. Verification is accomplished using a
computer generated list of current owners by
neighborhood. This list is provided by DECCA from
current ownership data files.
To assure efficiency
there shall be no less than one Teller for each 3
neighborhoods but as many as 1 Teller for each 2
neighborhoods. This will be determined by the votes
cast in the previous year per neighborhood. The
Tellers at each table may help each other depending on
the pressure of the number of voters at any given
4. Questions raised as
to verification of a voter shall be handled by the
5. There shall be 2
Reserve Tellers to replace Tellers as needed.
6. When the polls are
closed there shall be 2 Counters who will open the
ballot boxes on each table and proceed to tally the
votes by neighborhood using the Tally Forms provided.
7. Strict control of the
ballots and Tally Sheets will be maintained by
transmittal forms at each point in the process.
8. When tallying is
completed and the Counters are finished with each
neighborhood the completed ballots, unused ballots,
and absentee ballots along with the Tally sheet and
transmittal form are placed in the large envelops
provided and handed to the Head Teller or Election
9. The Election
Commissioner, with assistance from the Assistant
Commissioner, will verify that all envelope's contents
are valid by checking the transmittal forms with the
other contents. Once verified the Tally sheets will be
checked for math errors against the transmittal form.
The vote counts from the tally sheets will be keyed
into a computer spreadsheet which automatically
summarizes the total number of votes for Directors and
Representatives. The total ballots cast by
neighborhood as shown on the spreadsheet is compared
against the Tally Sheets for each neighborhood. If
verified the Election is certified by the Election
|NEW RESIDENT ORIENTATIONS
As a Standing
Committee of the ORHA Board, The New Resident
Orientations are headed by a Chairperson and staffed
by volunteer Directors, Neighborhood Representatives,
representatives from three other Standing Committees,
specifically, Oak Run Travel, Ambassadors and Bingo.
Also participating are the ORHA Scheduler, a person
taking orders for name badges and representatives from
Royal Oaks Dining, Royal Oaks Golf Club and DECCA
Cable. Additionally, a liaison from the ORHA Board of
Directors is assigned.
Orientations will be held on a regular basis, but at a
minimum they will be held quarterly. The Chairperson
will present this to the ORHA Board during the first
quarter of the year preceding the proposed events in
order that the required dates are made available.
After approval by the ORHA Board, dates and room
requests will be coordinated.
The Chairperson, or a designated coordinator, is
responsible for the following:
The Treasurer is responsible for the following:
- Collecting checks and cash from the sale of
- Maintaining a $100.00 petty cash fund for
- Preparing a report following each orientation
- Profit/Loss for activity
- Briefly explaining the report to Standing
- Providing report, deposit slips, receipts,
invoices and other original records to the ORHA
Treasurer in a timely manner
The New Resident Orientations Food Committee is
responsible for the following:
- Obtaining materials and providing food at monthly
- Maintaining and providing all food in a Serve-Safe
- Maintaining the kitchen area in a safe and
sanitary way prior, during and after the meetings
- Cleaning all equipment and storing properly after
The New Resident
Orientations Committee has secured a storage cabinet
at the Orchid Club to be used only for items for the
meetings with new residents.
It has been determined that ORHA and Oak Run Associates,
Ltd. require a quick and stable method of passing timely
information to the Oak Run residents. The Email
Notification Committee provides a direct route to
contact those residents who choose to be informed. As a
Service Committee of the ORHA Board, The Oak Run Email
Notification Committee is headed by the Chairperson and
staffed by any resident volunteers deemed necessary by
the Chairperson for the purpose of operating and
maintaining a database of Oak Run residents and a system
to provide Emergency Notifications, advisories and
important information from ORHA or Oak Run Associates,
Ltd. via email. Subscription and unsubscription code
shall be posted on the ORHA Website through coordination
with the ORHA Webmaster. Resident participation shall be
A database of names and email addresses shall be
established on a secure and encrypted private server.
Links to sign up for the service will be available on
the ORHA Website.
- At no time will the database information be sold
or utilized by the Email Service provider.
- At no time will advertising be added to any emails
by the Email Service provider.
- The database will be correlated with the Oak Run
Telephone Directory database and the Oak Run
Associates, Ltd. databases for purposes of residency
- No other organizations will ever have access to
- ORHA will pay the cost of transmission and
maintenance to the Email Service provider
proportional to the data usage.
One routine notification will be sent out each month,
providing information regarding the General Meeting.
This will inform the subscriber that they are still
active on the list, in case no Email Notifications have
- Signing up will generate a verification email.
- Verification will require clicking a link within
- Following Verification, the applicant will be
confirmed as an Oak Run Resident.
- Confirmed residents will make up the active part
of the database and receive notifications.
Emergency Notifications will fall into several
Information from the database may be used by ORHA or Oak
Run Associates Ltd. to contact individuals if necessary.
No other organizations will ever have access to the
- Emergency Notices, such as Boil Water notices or
- Oak Run Associates Notices, such as road closures
or changes in the trash pickup schedule.
- Notifications from the ORHA Board such as election
- No advertising for Oak Run dances, events, etc.
will ever appear in the emails.
Links to unsubscribe from the service will appear on the
ORHA Website and also at the bottom of all emails
distributed through the system.
- Residents who unsubscribe will be deleted from the
- Should the service be deemed no longer necessary
by the ORHA Board, the entire database will be
deleted from the server and service will be
|NEW RESIDENT WELCOME PACKET
The New Resident Welcome Packet Committee is tasked with insuring that new
residents to Oak Run receive the ORHA Board of Directors Welcome Packet.
The Welcome Packet is an integral part of providing new residents with
information regarding life in Oak Run. The ORHA Board of Directors is
responsible for the content and layout of the Welcome Packets. The
Welcome Packet Committee is responsible for printing, binding the
booklets together, adding certain pertinent information to the booklets,
and distributing them to the appropriate Neighborhood Reps. The
Neighborhood Reps are responsible for delivering the booklets to the new
ORHA Board of Directors responsibility;
The ORHA Board of Directors are responsible for ensuring the contents of
the Welcome Packets are accurate, clear, concise, and laid out in an
organized, appealing manner. The contents should be general, with no
specific references to names and phone numbers if possible. This will
reduce the number of updates required as volunteers change and preserve
the accuracy of the information contained therein. The document should
direct residents where to find the most current information.
All changes or updates to the Welcome Packets are to be approved by the
ORHA President and/or their designee. Reminder, the ORHA Board of
Directors are responsible for the accuracy of the content and the
appearance of the pamphlet. Both should reflect a quality befitting a
document generated by the Board of Directors.
Welcome Packet Committee responsibility;
The Committee Chairperson recruits adequate volunteers to accomplish the
goals of the committee. The Chair sees there is an adequate supply of
packets. The packets can be printed on the ORHA copier in the library.
It is recommended that a limited supply of copies be kept, thus allowing
new copies to be made if there is an update, while limiting the amount
Once the copies are made, the booklets are “bound” together using the
binding machine. An adequate supply of binding combs can be
purchased through office supply stores.
Approximately the first 10 days of each month, ORA, Ltd will distribute a
list of Home Resales for the previous month. This is the list used to
identify new residents.
Members of the Welcome Packet Committee prepare the booklets for
distribution to the Neighborhood Reps. They fill out the front cover
with the new resident’s name, address, neighborhood, and certificate
number. On page 3, the neighborhood rep’s name and contact info is
entered. Page 4 the date and time of the next New Resident
Orientation is added. Pages 8, 9, and 10 also require name, certificate
number, and neighborhood to be written in. (Note: The certificate number
is a coded number assigned by the Welcome Packet committee.)
Once these items are written in, the committee member then distributes the completed welcome packet to the neighborhood rep.
Neighborhood Rep responsibility;
Once received, the neighborhood rep will take the welcome packet to the
new resident. If the resident has not moved in yet, or is a snowbird,
the rep will hold onto the packet until the resident has moved in.
The rep should also point out the date of the next New Resident Orientation and the rep’s contact info.