evergreen coho skp park policy and procedure …€¦ · guest rules 71 ... laundry collections 74...

Evergreen Coho SKP Park

Policy and Procedure Manual

October 2014

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Standing Committee Policies and Procedures Page.............................................................................................Audit 3...........................................................................................Budget 5

..................................................................Clubhouse and Social 10..............................................................Clubhouse Maintenance 20

.......................................................................................Election 21....................................................................................Grievance 25

.................................................................................Landscaping 33............................................................................................Lawn 37

..................................................................Long Range Planning 38.........................................................................Lot Management 41

...........................................................................................Roads 54..........................................................................................Safety 56

............................................................................................Shop 57..........................................................................................Utility 58

General Policies..........................................................................Budgeted Funds 59

.........................................Check Request and Purchase Options 60...................................................................................Coho Days 62...................................................................................Coho Tales 63

.................................................................Complaint Resolution 64..............................................................................Dump Station 66

..............................................................Electric/Propane Pricing 67....................................................Fines Levied to Enforce Rules 68

............................................................................................Flags 69......................................................................Garbage Disposals 70

.................................................................................Guest Rules 71.......................................................................Lack of a Quorum 73

....................................................................Laundry Collections 74............................................................................Laundry Room 77

....................................................................Leaseholder Liaison 78...............................Lot Rental Pool and Leaseholder Checkout 79

................................................................................Lot Transfer 81..................................................................................Mail Policy 85

.............................................................Mileage Reimbursement 86..........................................................................Oversize Trucks 87

................................................................Personal Attack Policy 88.....................................................................................Pet Rules 89

....................................................................Policy Interpretation 90...............................................................................Rental Policy 91................................................................................Truck Usage 92

...........................................................................................WI-FI 93

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AUDIT COMMITTEEPOLICIES AND PROCEDURES

AUGUST 2013

POLICY1. The Audit Committee shall conduct an annual audit of the financial records and related

areas of the corporation to ensure accuracy, completeness, and accountability. 2. The Board of Directors, Officers, Directors, Manager, Committee Representatives, and

Leaseholders may not interfere, refuse to allow, or in any way disrupt the orderly audit process, withhold, or change any report to the Board of Directors or membership without the permission of the Audit Committee.

3. The Audit Committee will have no supervisory standing in relation to the Office Staff and will not make recommendations directly to the Office Staff regarding policies, operating procedures, or the daily operations of the office or the staff. Any such recommendations, prior to the completed Audit Report to the Board, will be discussed with the Treasurer. After this discussion, the recommendations of the Audit Committee and the Treasurer will be submitted to the Board of Directors for review and corrective action if required. The Final Audit Report is not required to be discussed with the Treasurer, prior to submittal to the Board of Directors.

PROCEDURE

1. Audits, including random audits, may be conducted throughout the year.

2. All necessary records shall be made available to the Audit Committee members for audit as long as they are pertinent to the audit and do not contain any personal or sensitive information not relevant to the audit process.

3. Audits will be conducted in the least obtrusive manner while achieving an in depth and complete audit or the audit goal as determined by the Audit Committee. Where appropriate, advance appointments shall be scheduled to establish a mutually convenient time for audit of an area.

4. When the office staff is requested to furnish documents for the Audit Committee member’s review, then, at the option of the office staff, the Audit Committee member will give a 24-hour notice of documents needed. The purpose of this procedure is to give, when needed, time for the office staff to obtain these documents without interrupting their work.

5. When the audit committee needs to remove documents from the corporate office the following steps must be taken: a. Two audit committee members must pick up and sign for the items.

b. The documents must remain under the physical control of the Audit Committee members at all times.

c. If the committee members decide to break for lunch, they must return the documents to the office and sign them in. If the members decide to sign the documents out after lunch, they must be signed out and signed back in at the end of the day.

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6. All cash audits shall be done without notice and by two people (two Audit Committee members or one Audit Committee member and a leaseholder). If two Audit Committee members are not available, an Audit Committee member may seek assistance from a leaseholder.

7. All audits by Audit Committee members shall be given to the Audit Committee as a whole for review, and reporting to the Board of Directors when corrective action is required.

8. When appropriate work with the Board of Directors, Treasurer, and others as designated by the Board to correct any deficiencies.

9. Audits will include, but not be limited to the following areas: financial statements of the corporation (Balance Sheet, Profit and Loss, General Ledger, General Journal and schedules) and areas which provide the financial data for such statements, lot transfers, trust funds of Waiting List, propane sales, inventory, cost of propane sold, other inventories, rental of leaseholder lots, clubhouse activities and accounting to raise money and donations for EMT’s, Food Bank, and Christmas gifts for Children, Bingo income, costs, and accounting, and any committee given corporation money (cash) to spend for its activities, all cash on hand (Petty Cash for office, clubhouse, Bingo), laundry, and office drawer), and the Contingency/Replacement Fund (a restricted account).

10. Fund and donations raised by volunteers for the purpose of providing lunches for volunteers working on Park projects shall be exempt from auditing. These funds are donated by individuals specifically for lunches, and as such are not corporation funds.

11. Audit Committee members shall audit for documentation for purchases, payments, as well as documentation of receipt of items purchased.

12. Audit Committee members shall audit bank statements and reconciliations for accounts held under the corporation’s taxpayer Tax I.D. number.

13. Audit Committee members may recommend procedures and standing operating procedures (SOP’s) for any of the above auditing areas. All such recommendations shall be made only to the Board of Directors as outlined in Policy #3 above.

14. Upon completion of its annual audit, the Audit Committee shall prepare a report to the Board of Directors, which shall be made available to the membership by inclusion in the Annual Report. The report shall also be posted on the Clubhouse Bulletin Board.

15. When appropriate, the Audit Committee may at any time make a report to the Board of Directors regarding any finding by the Committee which the Committee feels should addressed by the Board of Directors. Prior to the Final Audit Report, recommendations to the Board will be discussed with the Treasurer as outlined in Policy #3 above.

The Board of Directors listed below signed the Revised Policy in August 2013:

Chuck Winsor, John Crooks, John Randolph, Mike Shelton, Gene Bottomley, Ed Hedden, Jim Spaulding, Dwight Williamson, Tom Youtsey

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BUDGET COMMITTEEPOLICIES AND PROCEDURES

July 2014

Committee members should direct all inquiries to the Budget Committee Chairperson; do not call the CPA or the park office. The Chairperson will request information through the Treasurer as necessary.

As the proposed budget is being prepared, all discussion is confidential. Do not discuss annual maintenance fees outside of the budget committee meetings.

PURPOSE

The duty of the Budget Committee is to prepare a proposed budget which shall anticipate the expenses and revenues for the operation of Evergreen COHO SKP Park for the coming fiscal year (July 1-June 30). The Budget Committee can recommend ways to increase income (e.g. rental rates, fees) in order to offset expenses. It can also recommend cost saving measures.

PROCEDURES

1. By the 10th of each month, the Budget Committee secretary will request from the Office Manager a current Budget/YTD financial report.

2. By August 28 of each year, the Budget Committee will begin the process of preparing for the next fiscal year’s budget by meeting with the committee chairs/vice-chairs to discuss requests for the next fiscal year.

3. No later than August 28, the Budget Committee will prepare and send a letter to Clubhouse Maintenance, Landscape, Lawn, Lot Management/Storage, Roads, Shop, and Utilities Committees requesting their proposed budget figures for the next fiscal year. (See Addendum #1.) Each committee will return their request to the Budget Committee Secretary by September 10. There will be an opportunity for updating these requests in April.

4. After collecting data from the committees, a preliminary meeting of the Budget Committee will be held in mid-September before leaseholders disperse for the winter.

5. On or about April 1, the Budget Committee shall commence regular committee meetings and shall meet as often as necessary to complete the budget process. The Budget Committee will contact committee chairs to give them an opportunity to revise their budget requests.

6. On April 1, the Budget Committee will submit a written request to the Office and Facilities Managers, to provide projected figures for office expenses. (See Addendum #2.) They will provide the requested information to the Budget Committee no later than May 1st. The provided financial data will be based on the prior ten (10) months actual income/expenses plus the months of May and June from previous fiscal year income/expenses.

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7. On April 1, the Budget Committee will also request in writing, that the Treasurer provide projected figures for all corporate expenses for salaries, taxes (property, payroll, income, etc.), and insurance (to include all insurance policies). (See Addendum #3.) The Treasurer will provide the requested information no later than May 1st. The provided financial data will be based on the prior ten (10) months actual income/expenses plus the months of May and June from previous fiscal year income/expenses.

8. On May 1, a written request will be made to the Long Range Planning Committee to provide the Budget Committee with the final documentation that was approved by the Board of Directors.

9. During the month of May the Budget Committee will meet with the Chairmen of the Standing Committees to discuss their budget requests.

10 By June 15, the proposed budget shall be submitted to the Board and the leaseholders, after which a joint workshop must take place with the Board and the Budget Committee, at which time agreement on the final budget must be reached. This meeting must be open to all leaseholders, but leaseholder approval is not required.

The Board of Directors listed below approved the Revised Policy on September 8, 2014:

Charlene Cates, Tom Cochran, Betty Grewell, Bill Laird, Ron Lund, Janet Richards, Herm Schilling, Mary Trott, Dwight Williamson

Addendum #1: Budget Requests for Committees

Name of Committee: ___________________________________________________

Amount budgeted for the (2014-15) fiscal year: __________________

Please summarize the expenditures your committee made or will make in the current year:

Amount requested for the (2015-16) fiscal year: ________________

What if any expenditures do you anticipate in the next fiscal year?

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What if any preventive measures can your committee take in the coming year?

If there are any projects your committee would like to accomplish, please list them with approximate cost:

Signature of Committee Chairperson: ________________________________

Fiscal Year: 2015-16

Please return the completed form to the Budget Committee Secretary by September 10.

Secretary:______________________________________ Lot # _______

Note: Committees will be given an opportunity to update these requests in April.

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Addendum #2:

Budget Requests from the Office Manager and Facilities Manager

Please submit your estimates for the next fiscal year in the following expense accounts. The figures should take into account any known rate increases.

912 -Trash Pick up _____________

926 -Accounting _____________

930 - Office Expense _____________

933 - Telephone _____________

936 - Mail and Postage _____________

939 - Water _____________

942 - Electricity _____________

951 - Facilities _____________

957 - Propane - Tank B _____________

958 - Propane - Tank A _____________

960 - Bank Charges _____________


Please return the completed form to the Budget Committee Secretary by May 1.

Secretary:______________________________________ Lot # _______

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Addendum #3:

Budget Requests from the Treasurer

Please submit your estimates for the next fiscal year in the following expense accounts. The figures should take into account any known rate increases.

902 - Salaries _____________

906 - Payroll Taxes _____________

976 - Income Tax _____________

929 - Property Tax _____________

921 - Insurance _____________

928 - Legal Fees _____________

927 - Licenses _____________

918 - C/RF Contribution _____________ (Based on information from LRP Committee)


Please return the completed form to the Budget Committee Secretary by May 1.

Secretary:______________________________________ Lot # _______

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CLUBHOUSE AND SOCIAL COMMITTEEPOLICIES AND PROCEDURES

.................................................................Committee Responsibilities 10............................................................................................Petty Cash 10............................................................................................Equipment 11

.....................................................................................Subcommittees 11...........................................................................Organization Meeting 11......................................................................Subcommittee Chairs 11-18

.......................................................................................................Bar 11..................................................................Children’s Christmas Fund 11

..................................................................................................Coffee 12...................................................................................................Crafts 12

...........................................................................................Decorating 12

...........................................................................................Food Bank 13..................................................................Friday Night BBQ/Potluck 13

....................................................................................Ice Cream Bars 13.................................................................................Ice Cream Social 13

................................................................................................Kitchen 13.................................................................................................Library 14

...................................................Litter Pick-up (Anderson Lake Rd.) 15.............................................................Luncheon for Special Groups 15

.................................................................................................Movies 16......................................................................Office, Sandwich Board 16

.......................................................................................Picture Board 16..................................................................................Pizza Fundraiser 16

........................................................................Reporter to Coho Tales 16.....................................................................................................Soda 17

..............................................................................................Sunshine 17........................................................................................Video Room 17

................................................................................Welcome Visitors 17........................................................................Welcome Leaseholders 18

..........................................................................White Elephant Table 18.......................................................................Basic Kitchen Supplies 19

CLUBHOUSE & SOCIAL COMMITTEE RESPONSIBILITIESThe Clubhouse & Social Chairman has five major areas of responsibility: record maintenance, calendar maintenance, petty cash maintenance, maintenance of clubhouse equipment, and overseeing Subcommittees. He/she is not responsible for any food preparations. The chairman may appoint someone to maintain the calendar and print informational posters and flyers.PETTY CASH 1. A Petty Cash Box containing $500, from which Sub-Committees are reimbursed for purchases

made as well as monies from the committees are received.

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2. An Excel spreadsheet is maintained either by the Clubhouse Manager, or a separate bookkeeper. The spreadsheet is updated and at month’s end the Petty cash Box is returned to $500. A bank deposit follows.

3. A receipt book for monies received from various sub-committees, such as kitchen, white elephant table, copier etc. is held by the Chairman or separate bookkeeper. A record of all incoming cash is recorded, 2 people must be available to count money. Original receipts are required for reimbursement.

4. A Clubhouse checkbook is maintained by the Chairman or bookkeeper, deposits are made monthly, larger bill payments are made from the checkbook. It is balanced once a month. The checking account uses the Tax ID# of the Park but books are maintained separately.

5. Have available a cash box containing $200 for dinners and social events to make change. Once the cash box is returned and monies received and recorded, the cash box is then returned to the original $200.

EQUIPMENT With the exception of the PA system, the Clubhouse & Social Chairperson is responsible for

finding an appropriate person or business to make repairs on equipment within the Clubhouse and/or Pavilion.

ORGANIZATION MEETING After the Annual Meeting, within 7 – 10 days, the Board Liaison calls a meeting to elect

officers for the committee. Subcommittee chairpersons are appointed.SUBCOMMITTEES 1. The Subcommittees are as follows: Bar, Children’s Christmas Fund, Coffee, Crafts, Decorating, Food Bank, Friday Night BBQ/

Potlucks, Ice Cream Bars, Ice Cream Social, Kitchen, Library, Litter Pick-up, Luncheon for Special Groups, Movies, Office, Sandwich Board, Picture Board, Pizza Fundraiser, Reporter to Coho Tales, Soda, Sunshine, Video Room, Welcome Greeters, Welcome Leaseholders, and White Table.

2. When a subcommittee chairperson goes away for an extended period of time, he or she normally finds a substitute and notifies the Clubhouse & Social Chairperson who the substitute will be. However, in emergencies this may not be possible and the Clubhouse & Social Chairperson must appoint a substitute.

1. BAR a. This subcommittee requires one person. He/she is the only one who has access to the bar. His/

her job is to maintain inventory by buying whatever beer and wine is most popular, taking advantage of sales when possible. After each function, he/she takes an inventory and makes necessary purchases.

b. The day before each function, the person manning the bar puts the beer and wine into the small refrigerator in the coffee room.

2. CHILDREN’S CHRISTMAS FUND a. This subcommittee requires two people. Evergreen Coho maintains a jar for contributions into

which members and guests traditionally donate according to the numbers they’ve attained in years, years they have been married, or, whatever reason a person has for making a donation. Periodically the money is turned over to the Clubhouse Chairperson or bookkeeper.

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b. A box is maintained all year under the table in the clubhouse for donated toys. A list of suggested toys is posted on the Bulletin Board outside the Coffee Room. The Subcommittee Chairperson calls the monitor of the fund as the box becomes full who then calls the prearranged person to pick up the box. The Subcommittee Chairperson gives any money raised to the Clubhouse & Social Chairperson who takes it to the office and receives a check for amount raised.

c. Events are scheduled during the year to raise funds for this fund. As Christmas approaches, the Clubhouse & Social Chairperson gets a check from the Office Manager for the amount accumulated during the year, gives the check to the Subcommittee Chairperson who makes a public presentation to the representative on behalf of the Children’s Christmas Fund.

3. COFFEE The functions of this subcommittee are shared by 4 persons, each taking one week at a time on rotation. The person on duty for the week does the following. 1. Cleans the kitchen counter surfaces. 2. Fills and puts out containers of cream, sugar, cups, and napkins. 3. Washes and rinses out coffee pots as needed. 4. At least once a week, cleans the coffee maker’s filter holder and drip valve. 5. Washes towels and dishcloths weekly or as needed, using money from the coffee donations,

and leaves a slip with the amount, date, and his/her name in the coffee donation jar. 6. Collects coffee monies daily and puts in an envelope provided, and gives to the Clubhouse &

Social Treasurer at the end of the week. 7. The last day of each person’s week, he/she checks the inventory to ensure that there is a

minimum amount of: a) Two (2) cans of each type of coffee in addition to the one being used. b) One (1) can of creamer in addition to the one open. c) Two (2) tubes of polystyrene cups in addition to the one on the counter. d) An ample supply of all packets of sugar. e) A half pack of coffee filters. 8 When supplies are low on any of these, the Subcommittee members writes them on the

shopping list (magnetic board) in the kitchen. 4. CRAFTS This subcommittee requires one person who: 1. Teaches craft classes or arranges for others to do so, and they may be held monthly, weekly

etc. Individuals may work on their own projects. 2. Periodically empties amount in the Honor System jar, giving the monies to the Clubhouse

Chairman or bookkeeper. 5. DECORATING This subcommittee requires three people who: 1. Decorate the clubhouse for the Holidays and special occasions, and maintain decorations. 2. Purchases decorations as required, using money requested from the Clubhouse & Social

Treasurer.

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6. FOOD BANK This subcommittee requires one person who: 1. Empties weekly the box maintained for donations of canned or bottled foods under the food

sign-in table, paper bags, and plastic bags, and deliver them to the Food Bank located at the Tri-Area Community Center in Chimacum, every Tuesday morning.

2. Schedules the once-a-year dinner put on for the purpose of raising funds for the Food Bank. A representative of the Food Bank is invited.

7. FRIDAY NIGHT BBQ/POTLUCKThis subcommittee requires two people. 1. They are responsible for seeing that there is firewood brought to the fire pit by the

Maintenance Manager. 2. Go to the Pavilion or clubhouse one hour in advance of mealtime to wipe down the tables with

a bleach water solution, and put out the condiments and barbecue utensils. 3. After the event, put the condiments away, douse the fire, and wipe down the tables. 4. No money is involved. 8. ICE CREAM BARS The subcommittee requires one person who is responsible for keeping a sufficient supply of ice cream bars in the small refrigerator freezer in the coffee room. 1. Leaseholders and guests purchase the ice cream bars on the honor system. 2. The price charged should cover the cost of the ice cream bars.9. ICE CREAM SOCIAL This subcommittee requires two (2) people who serve at the bi-weekly ice cream social.1. This is a social event, not a money maker. 2. If ice cream is needed, the subcommittee chairpersons purchase it from wherever it is on

special, maintaining approximately 4 gallons (total of 4 different flavors) in the freezer. 3. The subcommittee chairpersons can make purchases of 3 gallon containers from Dairy Fresh

Farms. 4. Approximately one-half hour before serving, they work together to put out the ice cream,

syrup, ice cream scoops, goodies, and basket for donations. 5. At the appointed hour they “man” the scoops for perhaps an hour. 6. They clean up afterwards, and turn the donated money over to the Clubhouse bookkeeper. 10. KITCHEN COMMITTEE This subcommittee requires one person who: 1. Is responsible for seeing that the freezer, stoves, and refrigerators are cleaned as needed. 2. Is responsible for maintaining a sufficient quantity of kitchen supplies (for a list, see the back

of the request form for the use of the kitchen). Fundraisers will provide the funds for these supplies.

3. Schedules teams who prepare meals to be served in the clubhouse. Cooking teams set the ticket prices for the meals they are serving and/or the charity of their choice.

4. At the present time, only Evergreen Coho Leaseholders or SKP Members may participate and attend food functions.

5. After the event the committee members turn in their original receipts and are reimbursed by the Chairman or bookkeeper.

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11. LIBRARY COMMITTEE This subcommittee requires two (2) people. 1. Sort all the books and label them as they are donated. 2. Put returned books away. 3. Decide what books to keep or discard. 4. Keep the library in a neat condition. 5. New Books a) Check the spine of the book for the category: Fiction, Humor, Romance, Historical

Romance, Non-Fiction, Reference, Religion, Science Fiction, Travel, Western, Health, Cookbooks.

b) Make a square, white stick-on with the category initials. Place this sticker on the top of the book spine.

c) Place the author’s initial on the colored dot (different colors for different year) being used for that current year, and with a pen put the current month being done.

d) Cover both top and bottom stick-ons with scotch tape to secure them. e) Stamp the top of the book pages with the Evergreen Coho Stamp. f) These books are placed on the shelf under the window for about one week. g) If there are too many new books, they can be put away on the regular shelves sooner. 6. When the book shelves are too full to add new books, go through and pull out books with the

oldest color dot (year & date) and place on the exchange shelves. Any book not in good order should be removed.

a) Exceptions are: books that are one in a series we keep unless there are two of them, and then we put one on the exchange shelf. Exampled of series books are: Louis L. Maun, Fabon Evans, Donald Port (The White Indian Series). These books are all numbered by the publisher.

7. If we get a book which we already have, put the oldest book on the exchange shelves. 8. When putting books on the exchange shelves, scratch off the Evergreen Coho Stamp and put

an EX on the top of the book, and also remove the stickers on the spine of the book. 9. Clear off the exchange shelves as more space for exchange books is needed. These books can

be taken to the Port Hadlock Library. 10. We DO NOT take hard bound books, except for LARGE PRINT books. Put all other hard

bound books on the exchange shelves. c. Category Initials Fiction F Religion RE Humor H Science Fiction SF Historical Romance HR Travel T Non-Fiction NF Western W Mystery M Health HE Romance R Cookbooks CK Reference RR

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12. LITTER PICK-UP Evergreen Coho SKP Park is responsible for monthly pick-up of trash and litter the length of Anderson Lake Road. The subcommittee requires a team of two (2) people. 1. Before the pick-up day, they find a person willing to use their pickup for transportation. 2. On the Monday preceding the pick-up at the Monday Information Meeting, one of the

subcommittee chairpersons makes an announcement explaining the project and asks for volunteers.

3. Volunteers will sign on a sign-up sheet 4. The volunteers will meet at the clubhouse at 10:00 a.m. on the schedule pick-up morning. 5. Volunteers should wear old and comfortable clothes and shoes. 6. A free lunch will be served to the volunteers at the clubhouse afterward 7. On the day of litter pick-up, the Subcommittee Chairpersons or their designees go to the

Jefferson County Maintenance Building on Chimacum Road (north of Chimacum and south of Port Hadlock) between 8:00 a.m. – 9:00 a.m., identifying themselves as representatives of Evergreen Coho SKP Park and get the warning sign, safety vests, county sign-up sheets, and plastic bags.

8. The subcommittee chairpersons will hang the warning signs – one at each end of Anderson Lake Road – on the existing nails in the permanent road sign posts.

9. They will get the spiked pick-up sticks that are stored in the Landscape Building. 10. The volunteers must wear orange safety vests provided by Jefferson County or vests that are

stored in the Clubhouse. Spiked sticks are available to volunteers who want them. Each volunteer is given 2 litter bags – one for aluminum cans, the other for all litter except the cans.

11. Use the map and space the teams accordingly. Disburse the volunteers along Anderson Lake Road from one or more of the donated trucks, one volunteer on each side of the road. Each team picks up litter out of one section.

12. When the litter has been collected, the volunteer and litter are picked up by the truck and are returned to the park. The pick-up sticks are returned to the Landscape Shed. The warning signs on each end of Anderson Lake Road are collected. The aluminum cans are crushed and added to the aluminum can collection in the park.

13. The remainder of the litter, in plastic bags, is taken to the Jefferson County transfer station in Port Townsend. The County’s safety vests, remaining plastic bags and warning signs are also returned to the County Maintenance Building. The original of the county sign-up sheet is returned to the county and a copy of it is kept in the Landscape Building with other litter pick-up supplies.

13. LUNCHEON FOR SPECIAL GROUPS There are a minimum of two (2) people sharing the Subcommittee Chairperson position. More are welcome. 1. The subcommittee chairpersons are responsible to shop for, prepare food for, and clean up

after the luncheon for special groups. 2. Luncheons are prepared for Lid Day, Litter Pick-Up Day, and anytime there is a large

workgroup doing special work for the park, excluding landscaping work days.

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14. MOVIES This subcommittee requires one person, who: 1. Selects one movie each week. 2. Makes a poster to advertise the weekly movie and posts it on Monday. 3. Arrives at the Clubhouse by 6:00 p.m. Thursday evening and makes popcorn. 4. Puts out the donation can that is stored in the kitchen. 5. Starts the movie at 6:30 p.m. and rewinds the movie when finished. 6. Returns the movie. 7. Turns the donation can to the Clubhouse & Social Treasurer. 8. In advance, the Subcommittee Chairperson is to notify the Clubhouse & Social Chairperson of

the last date of the season’s final event. 15. OFFICE AND SANDWICH BOARD This subcommittee requires one person who: 1. Keeps the Leaseholder Office tidy (other than the floor). 2. Keeps the copy machine supplied with paper that he/she picks up at the front office as needed. 3. Assures that there is a supply of paper clips, staples, and pens (acquired from the front office). 4. Removes any ads from the “for sale” board in the mail room that are older than 30 days, and

dating those that are undated. 5. Replenish the supply of 3”x5” cards as needed with funds supplied by the Clubhouse & Social

Treasurer. 6. Remove any commercial ads or ads from non-SKP members. Maintains or supplies a sign

stating the requirements for posting an ad on a 3”x5” card. These are: names, date, lot number, if in the park, and SKP number, and the fact the card will be removed after one month.

7. Check the sandwich board, removing any outdated bulletins and greeting cards, and replacing the birthday/anniversary calendar as soon as the next is available.

16. PICTURE BOARD 1. This subcommittee requires one person who is responsible for taking pictures of new

leaseholders and placing them in the appropriate place on the picture board, along the person’s or couple’s names. The labels are produced by the Office Manager.

2. The subcommittee chairperson also takes pictures of special functions and places them on the board at the front entry.

17. PIZZA FUNDRAISER 1. This subcommittee requires two (2) persons whose job it is to plan a pizza party monthly as

needed with the funds raised going to the charity decided on by the subcommittee chairperson and the Clubhouse & Social Committee Chairperson.

2. Instructions to conduct the pizza party are included in the pack given to the Subcommittee Chairperson.

18. REPORTER TO COHO TALES 1. This subcommittee requires one person who writes about activities in the clubhouse each

month and submits them to the editor of Coho Tale by the 20th of each month. 2. If this person knows he/she will be out of the park for an extended period of time, he/she has

the option of turning in reports ahead of the departure.

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19. SODA SALES This subcommittee requires one person who: 1. Inventories supplies and purchases supplies as needed. 2. Stocks the refrigerator daily. 3. Collects money and turns it over to the Chairman or bookkeeper. 4. It is necessary to watch for sales on soda. Sales should cover the price of the soda.20. SUNSHINE This subcommittee requires one person who: 1. When someone in the park, or former leaseholder, is ill, has suffered loss, needs cheering, etc.,

leaseholders contact this subcommittee chairperson to advise that a card is needed. 2. He/she makes or purchases an appropriate card and puts it on the assigned table in the

clubhouse with a pen (available from the office) with a post it note stating the reason for the card.

3. After the card is on the table for 4 or 5 days, the subcommittee chairperson removes it and delivers it to the front office.

4. When needed, the subcommittee chairperson purchases new supplies, gives the receipt to the Chairman or bookkeeper for reimbursement.

21. VIDEO ROOM This subcommittee requires 2 persons, one primary, and one for back-up. Together they: 1. Label and file all videos. 2. Decide which ones are to be kept, discarding the rest or giving the rest to Goodwill. 3. Maintain and update the sign-out sheet. 22. WELCOME VISITORS Chairpersons of this committee:1. Will go to the visitor’s center and request tourist books and pamphlets of the area. 2. Will stock kiosk inside the front door of the Clubhouse. 3. Extra tourist literature will be stored in pavilion storeroom in a box. 4. Will create folders with literature with day of the week for volunteers. 5. At the beginning of the season, will have sign-up list of volunteers to work one day a week,

plus alternates. 6. It is preferred to have two people go together to do the greeting, but one will do if there are not

enough volunteers. 7. Find a replacement if volunteer is unable to greet for the day assigned. Volunteers on this committee:1. Will be given a folder with the day of the week they will be volunteering. This will have

information about the Park. 2. In the late afternoon, they will go to the Park Office and pick up a list of the guests who have

come in that day. 3. Visit those guests – welcome them, give them information on what is going on in the park. 4. Let them know where the tourist information is located. Give them a “Frequently Asked

Questions” paper. If no one is home, leave a card welcoming them and give your name and lot number if they have questions.

5. If unable to greet, let the subcommittee chairperson know so a replacement can be found.

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23. WELCOME LEASEHOLDERS 1. The purpose of this committee is to insure that every new leaseholder is made welcome to

their new neighborhood and are well informed of their responsibilities and all of the offerings and benefits of living at Evergreen Coho SKP Park and in Chimacum, WA.

2. The chairperson will obtain the names of new leaseholders from the office. 3. Two committee members will meet and greet each new leaseholder as they arrive in the park,

to share information about the park and the surrounding area and at the same time answer any questions that our new neighbors may have.

4. During the visit the committee members will explain: a) The Monday afternoon information meeting b) The responsibilities of being a leaseholder. c) Offer to set up a tour of the clubhouse and storage areas. d) Explain the privilege of borrowing from the kitchen and outside maintenance sheds. e) Explain the sign-up sheet for the laundry room. f) Point out the car washing station, the herb garden, and the doggie park. 24. WHITE ELEPHANT TABLE This subcommittee requires one person. 1. When goods are donated by park attendees, this person sorts them and decides what is sellable

and discards what is not.2. Park attendees, when selecting items for their own use, donate what they feel the item is worth

and puts the money in the honor jar on the table. 3. The chairperson empties the honor jar periodically and turns the money over to the Clubhouse

& Social Treasurer and takes to a thrift store any items not sold after a week or so. 4. He/she assures that the “absolutely no clothing or large items” sign is maintained and in place.

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25. BASIC KITCHEN SUPPLIESClubhouse Events are for the enjoyment of Evergreen Coho leaseholders and contribute to the closeness and friendship we share.

1. For Evergreen Coho events to which all leaseholders are invited there will be no charge for coffee, napkins, and other supplies on the list of basic supplies, though donations are always welcome. Fundraisers will pay only for the prescribed list of items that are shared by all leaseholders. If additional funds are needed, fundraisers may be held. Attendees or sponsors provide dishes, eating utensils and food. There will be no basic supply fee for the following leaseholder events:

a. dinners/luncheons/breakfasts b. potlucks c. meetings d. ice cream socials e. anniversary and birthday parties open to all leaseholders f. men’s morning coffee g. pizza parties h. work day and litter pick-up luncheons i. other events open to all leaseholders

2. For events held for only an invited set of leaseholders, there is no facility charge. However, the sponsors must supply their own coffee, dishes, napkins, paper towels, food, supplies , etc. The room or pavilion must be reserved in advance.

3. For events including outside groups (must have leaseholders in the group) there will be a fee charged based on the size of the group. Coffee service may be included. The Clubhouse and Social Committee will set the amount of these fees. A leaseholder must be present at the following.

a. bingo b. Aero club c. family reunions/parties

These Policies and Procedures were approved by the following members of the Board of Directors on October 20, 2014:

Charlene Cates, Tom Cochran, Betty Grewell, Ron Lund, Janet Richards, Herm Schilling, Mary Trott, Dwight Williamson

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CLUBHOUSE MAINTENANCE COMMITTEEPOLICIES & PROCEDURES

Areas of Responsibility1. Clubhouse2. Manager’s Office3. Pavilion4. TV Hut

Responsible for the Following Tasks:1. Maintain ice machine.2. Check paint on the Clubhouse, Manager’s Office, Pavilion, and TV Hut.3. Check tables and chairs for damage, repair, or discard.4. Check laundry area fence and fire pit area fence for damage or need of paint.5. Ensure repair of propane leaks, water leaks, and roof damage by qualified individuals.6. Rest rooms should be inspected after 12:00 pm (noon) once a month. (See note 1)7. Thermostat setting in Clubhouse will be adjusted by Clubhouse Maintenance Committee

member. (When to turn the furnace on or off.)8. Signs and plaques throughout the Clubhouse.

a. Permission needs to be obtained from Clubhouse Social or Clubhouse Maintenance Committee Chairperson.

b. All signs, etc. should also contain:1) Name of person posting.2) Date it should be removed.

9. Pressure wash TV antenna pad as necessary.10. Connect generator to furnace during power outage during cold weather.11. Posting of “Check List” in Men’s, Ladies, and Manager’s Office restrooms. (See note 2)

Not Responsible for the Following Tasks:1. TV antenna2. Surround sound in Clubhouse3. PA system in the Clubhouse4. Wi-Fi for guest and leaseholders using Clubhouse and other areas in the Park.

Note 1: Inspection is to be done by two (2) members of the Clubhouse Committee.Note 2: This check list is to be used as a reminder for persons who may be filling in for the

Maintenance Manager. It does not need to be initialed. May be posted out of sight.

The Board of Directors listed below signed the Revised Policy July 2012:Mike Shelton, Jean Beecher, Phyllis Henley, Ed Chatham, Darlene Cathey, Ed Hedden, Joe Paramo, Dwight Williamson, Tom Youtsey

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ELECTION COMMITTEEPOLICIES AND PROCEDURES

July 2012

.................................................Monthly Calendar of Responsibilities 21..........................................................................Registration Materials 22

..........................................................................................Registration 23....................................................................Setting up for the Meeting 24..................................................................During the Annual Meeting 24

........................................................At the Conclusion of the Meeting 24

Election Committee: Per By-Laws Article VII, Section 31. Shall act as Nominating Committee to: a. Make every effort to provide a sufficient number of candidates to fill the positions of

Directors, which are vacated by expiring terms or otherwise. b. Prepare a list of candidates to be nominated for the election of Directors to be delivere

to the Board and included in the Annual Meeting Notice. 2. Shall act as Registrar and Teller for the Annual Meeting to: a. Register members and proxies prior to the Annual Meeting and issue voting cards and

ballots for each. b. Prepare, collect and count ballots and report the results to the Board President of each

vote required to be by ballot, and count and report results for each vote by voting card as requested by the President. Insure only ballots from registered members and proxies are collected.

Monthly Calendar of ResponsibilitiesAugustWithin two weeks of the Annual Meeting, the Secretary of the Board of Directors will call a meeting of all those who have signed up to be on the committee. The main business will be to elect a Chairperson or Co-Chairperson(s). The new Chairperson may then appoint a Vice Chairperson and a Secretary.The Chairperson may also appoint sub-chairpersons for the following: Table monitors Registraton BallotingSeptemberAfter 30 days from the date of the annual meeting, a meeting is to be called to shred all ballots. This meeting must have at least three committee members. The Board of Directors Secretary has keys to open the closet where the ballot box is stored and relays messages between the Election Committee and the Board of Directors.AprilThe chairperson will notify the office to include an application for Board of Directors in the May issue of the Coho Tales for those interested in running. A short article for the Coho Tales would

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be in order, though not mandatory, to encourage leaseholders to submit applications soon. Stress the point that applications received on or before that 50-day deadline will be included in the initial annual meeting information packet and will allow the leaseholders time to get acquainted with new applicants and their qualifications. Any person submitting an application after that date will need to have their name submitted from the floor at the Annual Meeting and will be a write-in candidate. Deadline for the Coho Tales is the 20th of the previous month.When an application is received, make 2 copies. One is posted on the bulletin board in the entry of the clubhouse, and the other is taken to the office for duplication to be included in the first leaseholder mailing. The original application is to be kept in the Chairperson’s book.MayThe first leaseholder mailing must be mailed at least 30 days prior to the Annual Meeting. Included are the proxy form and instructions, a blank board application, a schedule of Coho Days events, and any items from the Board of Directors. Update the date and the name of the Board of Director’s Secretary on the proxy form.From the office, obtain leaseholder lists, envelopes and labels needed for the initial leaseholder mailing. Give the Office Manager several days’ notice to make sure the items will be available.JuneChange and update any of the master forms necessary. Forms are in the “Master Forms” section of the Procedures book. A CD is in the front of the Procedures book to aid in not having to type the entire forms over. The format of the CD is Microsoft Office Suite 2007.Determine how many copies of each master form will be needed prior to and during the annual meeting. Any forms needing 10 or more copies should be taken to the office for duplication. Less than 10 copies may be made using the copy machine in the clubhouse. It is suggested that this be done in June, as the office gets quite busy in July with more renters arriving and the office putting together the annual report.JulyMake the Elections Committee Annual Report and give to the board secretary.Committee meetings should be held to prepare all materials for registration and the Annual Meeting. Make sure all Sub-Chairpersons understand their duties and when they need to perform them. Coordinate with the office to get items needed, i.e., envelopes, labels, and the Annual Report to prepare the registration packet. Within this packet will be the agenda, copies of any proposed amendments, ballots for BOD, the yes/no cards and any other ballots needed for amendment changes. Make sure that you have sufficient forms on hand in case a tiebreaker ballot is called for.Registration MaterialsThe office will supply all envelopes, mailing labels, the Annual Report, the agenda and copies of any amendment changes.Labels are to be placed at the center of the envelope, open flap to the right. With black felt tip pen, write the lot number in the upper left hand corner.When the envelopes have been stuffed with all materials, put the envelopes in lot number order.

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Verify that there is an envelope for each lot. It is a good idea to have this verification done twice by different people just to catch any error. Sort the envelopes according to table setup for day one of registration.RegistrationRegistration will be Monday and Tuesday mornings prior to the annual meeting from 9:30 am to 11:00 am and on Wednesday morning from 8:00 am to 9:00 am.Monday and Tuesday registration will be at tables set up in front of the stage in the main clubhouse room. Wednesday registration will be held in the clubhouse office. Staffing for registration is as follows:For Monday and Tuesday mornings 3 tables are needed, each with 2 people. For Wednesday morning, 1 table is needed with 2 people. The registration team will meet 15 minutes prior to registration. This ensures that everything is set up and ready for opening time.The office shall supply the Election Committee with registration sheets for leaseholder signatures and a list of those leaseholders that are not eligible to register. The requirements for registering are:

1. Escapees dues and all accounts with Evergreen Coho must be current. 2. All rigs on the property must be currently licensed. 3. Escapees membership card and name badge must be presented at registration.

The Chairperson greets the leaseholders as they enter and directs them to the correct registration table if they are cleared for registration. If the leaseholder has need to correct something, they are informed and are able to make any corrections needed and return for registration with the proper receipt.The registration process is as follows:

1. Obtain leaseholder’s lot number 2. Pull the proper envelope 3. Have the leaseholder sign the registration form 4. Place the colored dot on the leaseholder’s name badge to verify registration 5. Give the envelope to leaseholder

Proxy forms – When a proxy form is presented:1. The registrar pulls the proper envelope 2. Remove the ballots and give them to the person registering the proxy 3. Have the leaseholder sign at the name of the person whose proxy they hold, signing

their own name followed by the words “by proxy”.

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Setting up for the MeetingThe tables and chairs are to be set up Tuesday evening according to the diagram in the procedures book. Signs for the tables are in the Masters section of the procedures book: Table numbers, table monitor reserved seating and reserved sign for table monitor’s co-member.Chairs should be placed on the sidelines close to the clubhouse office for those on the Election Committee who need a chair during the meeting. Signs should also reserve the table closest to the stage and clubhouse office for Election Committee members and their co-members.It is suggested that the baskets for Table Monitors be made up a few days prior to the Annual Meeting so there is no last minute confusion. Baskets are borrowed from the kitchen, and returned to their proper place after the meeting.

During the Annual MeetingDetermining Whether a Quorum is PresentRoll is taken by the Table Monitors following the procedure outlined in the Table Monitor directions. Necessary forms may be found in the Masters section of the procedures book.Ballot Counting and Tallying

1. Entire committee opens the ballots 2. One person reads the ballot results while another person observes to see that it is correct 3. 3 sets of 2 people tally the votes. (1 writes down the vote on the tally sheet and 1 observes) 4. One person should be designated to add totals on the adding machine

Final count is to be listed on paper and given to the President of the BOD for announcement.All ballots, after counting, should be placed in the wooden ballot box, which is then locked and stored in the closet in the clubhouse office. (Key to ballot box is in the procedures book.) Ballots are held for a minimum of 30 days after Annual Meeting. A meeting of at least three Election Committee members is held to shred all ballots. Replace the empty ballot box in the closet.At the Conclusion of the MeetingAfter the meeting has concluded, signs are to be removed from the tables, and all supplies sorted and replaced in storage box which is to be returned to the closet in the clubhouse office.At end of annual meeting, pull all ballots still in envelopes. The envelope with the annual report will be taken back to the office at the conclusion of the annual meeting for mailing to the absent leaseholders.The Board of Directors listed below signed the Revised Policy July 2012.Mike Shelton, Jean Beecher, Phyllis Henley, Ed Chatham, Darlene Cathey, Ed Hedden, Joe Paramo, Dwight Williamson, Tom Youtsey

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GRIEVANCE COMMITTEEPOLICIES AND PROCEDURES

2012

.................................................................................................Purpose 25...........................................................................................Instructions 25.........................................................................................Attachments 27

......................................................................How to File a Grievance 27....................................................................................Grievance Form 28

............................................................................Grievance Log Sheet 29...............................................................................................Letter #1 31...............................................................................................Letter #2 32

PURPOSE STATEMENT OF THE GRIEVANCE COMMITTEEThe purpose of the Grievance Committee is to foster harmony between leaseholders when small disputes concerning SKP Bylaws or Standing Rules, or other matters cannot be resolved at the Leaseholder Liaison level. A further purpose is to ensure an impartial and objective evaluation of the facts as provided by the complainant and the alleged violator involved in any grievance or dispute and to maintain strict impartiality of Committee Members. If a dispute cannot be resolved by the Leaseholder Liaison, the Grievance Committee becomes involved in the process. If the Grievance Committee cannot resolve the matter, it is referred to the Board of Directors.The Grievance Committee will only settle grievances between two (2) leaseholders or two (2) leaseholds. If three (3) or more leaseholders or three (3) or more leaseholds are involved in the same grievance, separate Grievance Forms must be filed for each complainant and/or alleged violator, and they will be considered separately. The time limit to file a grievance is six (6) months from the date of the alleged violation.

INSTRUCTIONS1. Before the Grievance Committee becomes involved, any leaseholder with an issue (complaint,

problem or dispute) may contact the Leaseholder Liaison and state the problem in writing. If the issue cannot be resolved by the Leaseholder Liaison, the leaseholder will be given the opportunity to fill out a Grievance Form. The Leaseholder Liaison will forward the complainant’s written statement to the Grievance Committee along with the Grievance Form and any remarks in a timely manner. The complainant must agree to keep the grievance in complete confidence until the Grievance Committee concludes its proceedings. All grievances will be recorded on a log sheet.

2. Grievance Forms (attached) are available from the Leaseholder Liaison. If, in filing a grievance, the complainant needs to refer to the Bylaws or Standing Rules to complete the form, copies of these are located in the Club House Library. When the form has been completed and signed, it is to be returned to the Leaseholder Liaison, who will forward it to the Grievance Committee Chairperson.

3. Meetings of the Grievance Committee will be held as necessary to process and, hopefully, to of 93

resolve the grievance. If the grievance remains unsolved, the Committee will personally deliver a copy of the Grievance Form to the alleged violator, who will be asked to provide a written response to the grievance, and to maintain strict confidentiality throughout the procedure.

4. If need be, one or more closed hearings will be called to take oral testimony from the claimant, the alleged violator, and any witnesses from both sides. Each person will be interviewed alone and separately before the Committee, and all testimony will be recorded. The alleged violator will have the right to hear the complete recording of the complainant’s testimony, and may request a delay in presenting his/her testimony and witnesses. Board members and persons with conflicts of interest shall not sit in on any hearings.

5. If the Grievance remains unresolved, the Committee will prepare a form letter, (which is designated as Letter #1, and is attached). It will be personally delivered to the alleged violator. If there is a delay in the delivery of the letter, the Committee will record on the Log Sheet their efforts to deliver it, the reason(s) for the delay, and the date of the actual delivery. The letter will offer the alleged violator a choice of responding in writing or requesting a meeting with the Grievance Committee to explain the defense of the allegations. Five working days will be allowed for response. If the alleged violator is out of the Park and the address is known, the letter will be sent there via US Postal Service, Return Receipt Requested. If it is not possible to contact the alleged violator, the grievance proceedings will be delayed until both parties are back in residence.

6. If the response to Letter #1 or a meeting with the Grievance Committee has failed to resolve the complaint, the Grievance Committee may, after consultation with the Board of Directors, prepare Letter #2 (attached). Two copies of this letter will be personally delivered and all pertinent facts, including the date of delivery, will be recorded on the Log Sheet. One copy of the signed letter will be retained for the file.

7. f all efforts have failed to resolve the grievance, the Committee will add all facts and appropriate comments to the Log Sheet and deliver this entire file to the Board of Directors for its use in any final mediation efforts.

8. The Board of Directors mandates that all matters coming before the Committee are to be treated as confidential, including the use of all related documents. Committee records shall be restricted to Committee Members’ use and otherwise secure, with file access restricted to the Committee Chairperson and Secretary. The Committee Log, which reflects the Committee’s work load, maintained by the Secretary, will contain a synopsis of complaint matter and is considered to be sensitive. It shall be given confidentiality status and protection. While confidentiality will be maintained by the Committee, the non-disclosure of the identities of individuals involved cannot be guaranteed.

9. When a dispute is resolved, a brief summary of the matter shall be prepared by members of the Committee reflecting the disposition of the matter. This summary and all related documents and the case file shall be marked with a case number and a brief synopsis of the complaint and its resolution, but not the member’s names nor descriptions. The Committee Secretary shall retain control of these documents in a secure system in the Park office.

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ATTACHMENTS1. How to File a Grievance 2. Grievance Form 3. Grievance Log Sheet 4. Letter #1 5. Letter #2

HOW TO FILE A GRIEVANCE1. All grievances must be written on a Grievance Form (attached) and must be signed and returned

to the Leaseholder Liaison. A Grievance Form may only be filed against a single leaseholder. 2. If the grievance involves more than one alleged violator, additional Grievance Forms must

be filed. 3. The Park’s Bylaws require that the alleged violator must receive a copy of the Grievance Form. 4. Grievance Forms are available from the Leaseholder Liaison. To assist you in filing a

grievance, you may wish to refer to the Bylaws and Standing Rules of the Park. Copies of these items are in the Clubhouse Office and also in the Clubhouse Library.

The Board of Directors listed below signed the Revised Policy July 2012:

Mike Shelton, Jean Beecher, Phyllis Henley, Ed Chatham, Darlene Cathey, Ed Hedden, Joe Paramo, Dwight Williamson, Tom Youtsey

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GRIEVANCE FORM

Date Filed: ____________________________

Date of Occurrence: _____________________

I wish to file a grievance concerning: (check one)

Standing Rule #___________________________________________________________

Bylaws Article, Section, and Paragraph #______________________________________

Complainant: ________________________________________________________________

Alleged violator: _____________________________________________________________

Describe the alleged violation or the nature of the grievance: __________________________

___________________________________________________________________________

If there is insufficient space, the back of this form or a separate sheet of paper may be

used.) (Name/names) has/have agreed to be called as witness(es) to the infraction:

______________

___________________________________________________________________________

I understand that the leaseholder accused will receive a copy of this form and that I must maintain confidentiality of the grievance.

(Signed) Complainant: ______________________________ Lot# ______ Date: __________

(Signed) Leaseholder Liaison: ___________________________________ Date: __________

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GRIEVANCE LOG SHEET (page 1 of 2)

Date Filed: __________________________

1. Grievance # __________________________________________________________ Name of person filing grievance: _________________________________________ Lot # __________

2. Alleged violation: ______________________________________________________ _____________________________________________________________________

3. Bylaw, Article, Section and paragraph #s____________________________________ _____________________________________________________________________

4. Standing Rules # _______________________________________________________

5. Alleged violator and Lot #: _______________________________________________ Name(s) or person(s) who has/have agreed to verify the violation: ________________ _____________________________________________________________________

6. Have all parties been contacted? __________________________________________ Has a copy of the Grievance Form been delivered to the alleged violator? __________ Is the Grievance valid? Yes: __________ No: __________ If not, has the claimant been notified by the Grievance Committee? _______________ When? _______________________________________________________________ Has the claimant requested a review of this decision? __________________________ Disposition of this request: _______________________________________________

7. For grievances concerning anything other than a violation of the Standing Rules, describe all mediation efforts undertaken by the Grievance Committee: ____________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Was the grievance resolved? ______________________________________________ If not, enter the date the file was delivered to the Board of Directors: ______________

8. If the grievance concerns a violation of the Standing Rules, and if it is valid, describe all efforts of the Committee to resolve it verbally. Include dates and statements of all persons involved. _______________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Was the grievance resolved? ______________________________________________

9. Date Letter #1 was prepared by the Grievance Committee: ______________________ Date of delivery of Letter #1 or reason for delay of delivery: ____________________

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_____________________________________________________________________Number of days of delay: _________ Actual date of delivery: ___________________Response is expected on or before: _________________________________________

10. Was a response received? _____________ Is the grievance resolved? _____________ If the answer to either or both is negative, and if Letter #2 is prepared and delivered by the Committee, enter the date of delivery or reason for delay as in No. 7 above: _____ _____________________________________________________________________ Date of delivery of Letter #2 or reason for its delay: ___________________________ _____________________________________________________________________ Number of days of delay: ______________ Actual date of delivery: ______________ Response is expected on or before: _________________________________________ Was a response received within the allowed period of time? _____________________ Is the grievance resolved? _____________ If the answer to either or both is negative, enter the Grievance Committee’s comments: _________________________________ _____________________________________________________________________ _____________________________________________________________________

Date the Grievance Committee delivered the file to the Board of Directors: _________ _____________________________________________________________________

Note: A Log Sheet must be numbered in sequence for each grievance filed. When the grievance has been resolved or referred to the Board of Directors, it will be used as a cover sheet for the file.

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LETTER #1

Evergreen Coho SKP Park2481 Anderson Lake RoadChimacum, WA 98325

Date ________________Leaseholder __________________________________Lot # ________

On __________________________________, you were notified that a signed grievance had been received alleging your violation of __________________________________________.At that time a copy of the Grievance Form was delivered to you.

The grievance is, in the opinion of the Grievance Committee, a valid one. However, since efforts to resolve the grievance with the Leaseholder Liaison have failed, you are hereby requested to correct the action or condition which is the cause of the grievance.

1. Present your written explanation on the reverse side of this letter, or on a separate sheet of paper.

OR

2. Request a meeting with the Grievance Committee, suggesting a reasonable meeting day and time. You will be notified within five working days that the Committee has received your request. The Committee will either agree to meet as you requested or will contact you to arrange another mutually agreeable day and time.

Thank you.

Chairperson, Grievance Committee

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LETTER #2

Evergreen Coho SKP Park2481 Anderson Lake RoadChimacum, WA 98325

Date ________________Leaseholder __________________________________Lot # ________

On _______________ we notified you by Grievance Letter #1 that the violation(s) has/have continued or has/have not been corrected despite: (Recount the date and content of all oral and/or written exchanges and meetings which have occurred in dealing with the violation(s)).__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

We regretfully send this second notice and advise you that, if the action(s) or condition(s) under discussion continue or are not corrected within five (5) working days from your receipt of this letter, we will be obliged to refer this matter to the Board of Directors.

Thank you.

Chairperson, Grievance Committee

Leaseholder signature signifies receipt of this letter.

Leaseholder signature ____________________________________ Date: _______________

Please keep a signed copy for your file.

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LANDSCAPE COMMITTEE POLICIES AND PROCEDURES

AUGUST 2014

An explanation of the Landscape Committee duties and responsibilities and procedures for carrying this out, along with Chairperson and Committee Officer’s responsibilities. Authority: The Landscape Committee is a Standing Committee whose responsibilities are set forth in the By Laws, Article VII and Section 3 H.

PURPOSE: The Landscape Committee will keep the Evergreen Coho SKP Park healthy and beautiful by planning and developing all Common Areas. We will meet weekly in work parties to implement these plans, as well as to plan future long range projects. Upon request, we will provide guidelines to leaseholders for plantings on leaseholds. (See Section 1 of Standing Rules) In order to keep maintenance simple, we are encouraging container plantings wherever possible throughout the park and on the lots.

PROCEDURES: The official landscape season will be from May through September when sufficient numbers of volunteers are available.

MEETINGS & EVENTS 1. The Board of Directors Landscape Liaison will call a meeting within 2 weeks immediately

following the Annual Meeting to elect a Chairperson and to appoint officers. 2. We will meet for work weekly on Thursday mornings to discuss current plans and to receive

assignments. This weekly work day will also be posted on the Bulletin Board in the Clubhouse.

3. We will request assistance from the Utilities Committee, Lot Management Committee, or other volunteers whenever we encounter labor intensive projects.

4. In mid-September we will honor all of our volunteers with a social event.5. Horticultural field trips may be planned.

MEMORIALS 1. After August 1, 2012 all memorial plaques will be in the rose garden and all memorials placed

prior to August 2012 will be grandfathered. New memorials are limited to rose bushes with plaques that are uniform in size and style.

2. The committee will collect the money and order the commemorative plaques.

ADOPTED AREAS 1. Common areas can be adopted by Leaseholders who are then responsible for them and must

abide by the following rules: a. No pets are allowed in the adopted common areas. b. The leaseholder who adopts the common area is generally responsible for the cost of planting

and maintaining the area. However, upon approval by the Landscape Committee a one time

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grant of up to $50 is available for permanent plantings such as trees and larger shrubs. Landscape supplies such as fertilizer, mulch and weed killer are also available to use on adopted areas.

c. Any trees planted in a Common Area must be first approved by the Landscape Committee. d. Drip irrigation in the adopted area will be maintained by the landscape committee unless the

adopting leaseholder specifically requests to maintain it themselves, in which case the Landscape committee will consult as requested.

COMMON AREAS1. The committee will plan and maintain common areas not planted in lawn, adopted, or

otherwise designated to another group.2. No pets are allowed in common areas.3. Changing irrigation system settings or adjusting the water in common areas by any leaseholder

other than the irrigation team or authorized adopter is not allowed

MEMBERSHIP 1. Those wishing to join the Landscape Committee may sign a roster and are considered

members for two years. There is no limit on how many may sign up. New leaseholders and visitors are encouraged to attend meetings and help the Thursday work crew if they wish.

FINANCIAL PROCEDURES1. The Landscape Committee will record all income and expenses. Prior approval by the

chairperson is required before any purchases are made. Receipts for purchases are turned in to the committee chairperson.

2. The committee will prepare, and the chairperson will submit to the Budget Committee, a tentative budget by September 10 and a final budget by May 1.

TOOLS & EQUIPMENT1. Tools and equipment may be borrowed by leaseholders and kept overnight, but must be

returned to the landscape building no later than 4:00 p.m. Wednesday. No tools or equipment can be borrowed by leaseholders on the Thursdays when the Landscape, Utilities and Lot Management Committees are using them.

2. Landscape supplies such as fertilizer, mulch and weed killer are for the Landscape Committee and adopted area use only.

3. The Landscape Committee will supply maintain, and inventory all Landscape tools and equipment. Warranties will be kept in the Office with copies kept in the landscape building.

DUTIES & RESPONSIBILITIES 1. Chairperson a. Coordinate weekly meetings and work days. b. Submit a request for funds to the Budget Committee by September 10 (tentative) and May 1

(final). c. Oversee or work with the bookkeeper to keep records of income and expenses.

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d. Submit an Annual Report before the Annual Meeting so it may be sent out in the Leaseholders Packets

2. Vice-Chairperson a. Help develop, prioritize and carry out plans and projects with the Chairperson. When the

Chairperson is absent, the Vice Chairperson will step in and cover all meetings and work days. 3. Recording Secretary a. Record the minutes of meetings and provide them to the Chairperson and members. 4. The following positions can be appointed when needed. One or more positions may be

handled by the same person depending on need and talents (i.e., the reporter’s job could be handled by the Chairperson, Vice Chairperson, Secretary, etc.)

a. Reporter - Write articles monthly for the Coho Tales b. Bookkeeper - Maintain our financial bookkeeping and check with the Office to be sure our

figures match the figures in the office. c. Equipment Manager/Tractor Driver - Have the tractor available and ready on Thursday, load

the cart, deliver tools and equipment to the work site, and pick up waste products. At the end of the work day, return the equipment to the Landscape Building and store in their proper places.

d. Irrigation Manager 1) Maintains drip systems in common and adopted areas or trains common area adopters to

maintain their own drip systems if requested. 2) Winterizes and replaces batteries in the controllers annually.

GUIDELINES FOR APPLICATION OF CASORON ON COMMON AND ADOPTED AREAS WITHIN EVERGREEN COHO SKP PARK Landscape Committee Position: 1. Caseron is the primary pre-emergent weed killer used by the Landscape Committee. We no

longer use Monobar. It is the limited responsibility of the Landscape Committee (hereinafter referred to as committee) to provide adequate public notice to leaseholders and renters of dates and times when Casoron will be applied to any common or adopted area within the park. These guidelines do not apply to individual leaseholder lots.

2. Being mindful of (leaseholder) friends and neighbors is part of what it means to be a SKP community.

Notification: 1. A statement indicating that Evergreen SKP park utilizes Casoron will be provided to

potential leaseholders at such time as their name is placed on the leaseholder waiting list. Notice of usage of Casoron will be included in new leaseholder packets and posted on bulletin boards in the following locations: main office; leaseholder office; mailroom and committee board in clubhouse. Notice will also be printed in COHO Tales in the May, September and October issues.

On File: 1. In order for a leaseholder to be given individual notice of spreading locations in proximity

to their lot, spreading times, and dates, it will be the responsibility of the leaseholder to place on file with the Evergreen park office – a completed State of Washington Pesticide Sensitive Individual Application form No. 4112.

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2. Evergreen Office will provide written notice to committee when a completed Form 4112 is filed with them. It will be the responsibility of committee to keep this notice in its active files and to contact leaseholder when Casoron is being spread on common or adopted areas in proximity to the leaseholder’s lot.

Conditions for application of Casoron: 1. Application of Casoron may be done on any Thursday morning during the months of May,

September and October anywhere between the hours of 8:00 a.m. and 12:00 noon. 2. For leaseholders or renters who do not have medical sensitivity to Casoron but prefer not to

be in the vicinity when it is being applied, arrangements to lessen or eliminate exposure to the chemical will be made by the leaseholder as they deem necessary. By attending a Thursday morning committee meeting in the clubhouse at 8:30 a.m., the leaseholder can be apprised of the areas that will be scheduled for application on that day.

3. Signage: Signage indicating presence of Casoron will be placed on common area for a period of 24 hours following application. It will be the responsibility of the committee to place and remove signage.

The Board of Directors listed below approved the Revised Policy on September 8, 2014:Charlene Cates, Tom Cochran, Betty Grewell, Ron Lund, Janet Richards, Herm Schilling, Mary Trott, Dwight Williamson

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LAWN COMMITTEEPOLICIES AND PROCEDURES

JULY 2012

PURPOSE OF THE LAWN COMMITTEE:1. The purpose of the Lawn Committee is to mow, fertilize, and irrigate the grass within

the boundaries of the Evergreen Coho SKP Park. 2. The Committee will consist of a Chairperson and Vice Chairperson who will be voted in

by the members of the Lawn Committee. 3. The members of the Lawn Committee serve at the pleasure of the Board of Directors. 4. The Chairperson and Vice Chairperson will seek volunteers for the Lawn Committee and

will supervise the execution of the work load of the Committee and will oversee and approve the expenditures of the Committee

PROCEDURES:1. The members of the Lawn Committee shall mow and trim the grass areas of

the Park at least once a week during the growing season. 2. The Committee will apply fertilizer twice a year as needed and will spray

for weeds in the grass areas that are mowed. 3. The Committee will clean, gas, and maintain the equipment used for mowing

of the Park. 4. The Committee will purchase the materials necessary to carry out the mission of

the Lawn Committee.



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LONG RANGE PLANNING COMMITTEEPOLICIES AND PROCEDURES

September 2014

COMMITTEE MEMBERSHIP:

1. The Long Range Planning Committee (LRPC) shall consist of nine (9) members. 2. The term of membership shall be three (3) years. 3. A member may serve more than one (1) consecutive term. 4. At the beginning of each year the Board of Directors (BoD) shall appoint sufficient members

to maintain the requirement of nine (9) members.5. After any needed BoD appointments the LRPC shall elect officers of the committee to serve

for that year. Officers shall be Chairperson, Secretary and any others the committee considers necessary to perform its duties. The Chairperson of the LRPC shall not be a Director of the Corporation.

6. If vacancies occur during the year the BoD shall appoint new member(s) to serve the remainder of the vacated position(s).

7. Any vacancies in officers shall be filled by the LRPC by election after the BoD has restored the total LRPC membership to 9 members.

8. Only one member per leasehold may serve at a time.DEFINITIONS:Capital Asset – Any corporate property with an initial cost of at least $500 with a useful life of at least two (2) years from date of acquisition.Useful Life – The asset life listed in “Alphabetical Listing of Suggested Life for Depreciation of Capital Assets”Master Inventory – A list, in the form of a spreadsheet, of all Capital Assets of the Corporation. This list shall show the following for each Capital Asset: Group name Committee responsible for inventory of the Asset Asset name Date of acquisition Initial cost Expected useful life Annual depreciation offset

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Working Inventory – A list, in the form of a spreadsheet, of all Capital Assets for which a particular Committee is responsible. There will be one or more Working Inventory spread sheet(s) for each such Committee. This list shall show the following for each Capital Asset: Group name Committee responsible for inventory of the Asset Asset name Date of acquisition Initial cost Expected useful life Contingency/Replacement Fund (C/RF) A contribution to reserve funds for the replacement of the Resort’s depreciable capital assets, large maintenance expenses and contingencies shall be included in the budget.

PURPOSE: Bylaws, Article VII, Section 3(I) states, “Long-Range Planning Committee:

1. Will study, coordinate, and generate long-range goals for the Park and make recommendations to the Board of Directors for approval. Any proposal shall include preliminary estimates.

2. Will monitor the Corporation's Contingency/Replacement Fund Schedule and propose any revisions to it to the Board of Directors for approval and implementation.”

3. Will maintain an inventory of Corporations assets and will periodically update this inventory.

PROCEDURES:Each year:

1. By the end of the first week of January the LRPC will furnish to each Chairperson of a Standing Committee the Working Inventory for that Committee.

2. By the end of the third week in January each Committee will inventory the assets on its Working Inventory and report any corrections, additions or deletions to the inventory to the LRPC.

3. By the end of the second week in February the LRPC will update the Master Inventory using the information furnished by the individual Committees and the latest accounting records for the C/RF obtained from the office.

4. By the end of the second week in March the LRPC will compute the recommended annual C/RF deposits for all Capital Assets, using depreciation tables furnished by the IRS or other authoritative sources, and report this to the Board of Directors for their approval. This information

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shall also be posted on the Clubhouse Bulletin Board and a copy shall be provided for inclusion in the Annual Report to Members.

5. From time to time throughout the year the LRPC will obtain the latest accounting records for the C/RF from the office and monitor the condition of the fund. If the LRPC notes any items of concern it shall report these concerns to the Board of Directors.

As Needed:1. Will study, coordinate, and generate long-range goals for the Park, and

make recommendations to the BoD for approval. Any proposals shall include preliminary estimates.

2. Suggestions for long range projects/goals may come from: Within the LRPC The Membership The BoD

The Board of Directors listed below approved the Revised Policy on September 8, 2014:

Ron Lund, Janet Richards, Charlene Cates, Bill Laird, Herm Schilling, Betty Grewell, Tom Cochran, Mary Trott, Dwight Williamson

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LOT MANAGEMENT COMMITTEEPOLICIES AND PROCEDURES

September 2014

.................................................................................................Purpose 41.................................................................Committee Responsibilities 41

....................................................Park Trailer/Park Model Guidelines 42........................................................................Deck/Porch Guidelines 43

...................................................Non-Retractable Awning Guidelines 43....................................................................................Step Guidelines 44

.................................................Patio/Solid Ground Cover Guidelines 44............................................Shed Addition/Improvements Guidelines 45

.....................................................................Shed Roofing Guidelines 46.............................................................Windscreen/Trellis Guidelines 47

..............................................................................Fencing Guidelines 47.........................................................................Drain Field Guidelines 48

..............................................Lot Transfer Guidelines and Procedures 48.................................... a. Recoverable Costs for Lot Improvements 48

................................................. b. Reimbursable Lot Improvements 48.......................................... c. Non-reimbursable Lot Improvements 48

.......................Lot Appearance Inspection Guidelines and Procedures 49.......................................Weed Inspection Guidelines and Procedures 49........................................Shed Inspection Guidelines and Procedures 49

.............................................Storage Area Guidelines and Procedures 50

PurposeThe individual leased lots are the property of Evergreen Coho SKP Park (ECSP). ESKP is responsible for the continued acceptability of these properties to Jefferson County, the State of Washington and ESKP leaseholders and guests. The ESKP Board of Directors (BOD) has, therefore, established the following guidelines and procedures to ensure that all leased lots are operated, improved and maintained in a safe and attractive condition. The appointed Lot Management Committee (LMC) shall be responsible for implementing these rules, guidelines and procedures. No addition(s) and/or modifications(s) shall be made to any lot without prior signed and dated approval of two members of the LMC and a member of the BOD, preferably the committee liaison.

Committee ResponsibilitiesIn addition to those detailed in the following sections, the LMC has the following responsibilities:1. Submit a budget annually as directed by the Budget Committee2. Identify those fixed capital assets that the LMC is responsible for and submit it to the Long

Range Planning Committee annually.3. Prepare packets containing all information and forms needed for lot improvements (names of

LMC contact persons, permits, application, checklists, guidelines that pertain to the specific of 93

improvement, disclaimer statement for any non-reimbursable improvement, etc.). The LMC will prepare these packets and provide them to the office so they can hand them out as needed. Each project must be completed within 12 months.

Park Trailer/Park Model GuidelinesA Jefferson County requirement that is stated on the binding site plan is as follows: “No mobile homes or manufactured homes shall be permitted within the project site.” Therefore, all park trailer/park models/RVs used as residences in the park must be less than 400 square feet in gross trailer area in accordance with appropriate ANSI standards; must bear the RVIA, RPTIA label and/or government sticker; and must not be more than 12 feet wide. They must have a current license at all times.

Before placing a park trailer/park model1. Obtain a park trailer/park model placement permit packet from the office or from the LMC.2. Complete the spec sheets and drawings. LMC members can assist if you have questions.3. If placing a large propane tank on the lot, a permit must be obtained from Jefferson County.

Propane tanks must be ten feet from any heat source and the electrical pedestal.4. Sign and date the agreement acknowledging that a park model and its related costs are not

reimbursable expenses, and the departing leaseholder will be responsible for the sale or removal when the lot transfers.

5. Return the documents to the LMC for approval and to get the needed dated signatures. (2 members of the LMC and 1 BOD member)

Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file6. Garbage disposals and 220 volt appliances are not allowed.7. All electrical appliances must be designed for 120 volts.8. It is recommended that stoves, furnaces, and clothes dryers be propane. Hot water heaters should be propane or electric, and tankless hot water heaters are recommended.9. All park trailer/park model units will have only one supply cord plugged into the electrical pedestal.10. The tongue and wheels must be left on the park trailer/park model, and the tires must not be on

the concrete pad.11. A vapor barrier is recommended under the park trailer/park model.12. The rear of the park trailer/park model must be at least 7 1/2 feet from the rear property line

measured at the closest point.13. The front edge of the tongue must be at least 22 1/2 feet from the center of the road measured

at the closest point.

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14. The outside wall on the pedestal side of the park trailer/park model must be 30 inches from the property line which is the center of the 4 x 4 post supporting the water pipe. Any projection such as a bay window, water heater, etc. establishes the outside wall for this rule.

15. All connections to the park septic system must be threaded. The elbow must be removable and must have an RV-type gate valve in the line outside the skirting so that pressure can be applied to the line without sewage backing up into the unit.

16. Before the park trailer/park model can be left on the lot, two members of the LMC and one board member must approve the placement on the lot.

17. The park trailer/park model including the tongue may be skirted. The LMC will give written approval of skirting material. Dated signatures of two LMC members is required.

Deck/Porch Guidelines1. Obtain a deck/porch permit packet from the office or from the LMC.2. Complete the spec sheet and drawings for the planned deck (LMC members can assist if you

have questions.)3. Sign and date the agreement acknowledging that this is not a reimbursable expense, and the

departing leaseholder will be responsible for the sale or removal when the lot transfers. 4. Return the documents to the LMC for approval and to get the needed dated signatures. (2

members of the LMC and 1 BOD member) Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file5. If the deck/porch is higher than 30 inches it must have a full railing.6. The deck/porch is counted as part of the 360 square feet of allowable solid ground cover.7. The leaseholder shall notify the LMC when the deck/porch is complete.

Non-Retractable Awning Guidelines1. Obtain an awning permit packet from the office or from the LMC.2. Complete the spec sheet and drawings for the planned awning (LMC members can assist if you

have questions.)3. Sign and date the agreement acknowledging that this is not a reimbursable expense, and the

departing leaseholder will be responsible for the sale or removal when the lot transfers.4. Return the documents to the LMC for approval and to get the needed dated signatures. (2

members of the LMC and 1 BOD member) Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file

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5. The awning must be made of aluminum.6. The awning cannot exceed 360 square feet, total width cannot exceed ten feet, and it cannot

extend - front or back - beyond the RV unit.7. The awning cannot be attached in any way to the shed.8. The awning must be attached to the RV, but must be removable. It must be attached with nuts,

bolts or screws. No rivets may be used.9. No support poles are allowed on the RV side, either attached or free standing.10. The awning must be removed completely and stowed away when the RV unit is removed from

the lot.11. There must be a guarantee that the awning can withstand an 80mph wind. 12. The leaseholder shall notify the LMC when the awning is complete.

Step Guidelines1. Steps are defined as a structure used to facilitate access to a recreational vehicle rising from

ground level to the level of the RV access door or deck. 2. The steps may have a landing of 20 square feet or less and this is not considered a deck.3. This may be either stairs or a ramp and must have at least one handrail.4. If the top step or landing is higher than 30 inches above ground level, it must have full railings.

Patio/Solid Ground Cover Guidelines1. Obtain a patio permit packet from the office or from the LMC.2. Complete the spec sheet and drawings for the planned patio (LMC members can assist if you

have questions.)3. Return the documents to the LMC for approval and to get the needed dated signatures. (2

members of the LMC and 1 BOD member) Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file4. A lot may not have more than 360 square feet of solid ground covering material. The total

includes decks/porches, steps, wheel slabs, walkways, and slabs at door of shed.5. There must be at least 13 feet between the patio and the electrical pedestal for any patio

constructed after August 4, 2004. This allows room for slide-outs.6. Variances may be approved by the LMC.7. The leaseholder shall notify the LMC when the patio is complete.8. New or existing concrete patios, walkways and slabs may not be painted.

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Shed Addition/Improvement Guidelines1. In order to ensure that we maintain a consistent look throughout the park, the following

requirements are adopted as of 8/1/13. Any new construction after this date needs to conform to these requirements. Construction done before this date is grandfathered and does not need to be changed.

2. Sheds are intended to be used primarily for storage, but may be adapted to leaseholder needs: i.e. sewing room, exercise room, T.V Room, craft room, man/woman cave etc. keeping in mind that the total reimbursable expense of all lot improvements is limited to $6000.

3. There are three basic shed designs, and several other designs that have been approved for shed additions, and you are required to use one of these. They are available from the Lot Management Committee or in the office. The plans may be modified to meet individual needs (window, door placement etc). Modifications must be noted on the plans prior to approval.

4. All shed additions need to be reviewed with and approved in advance by the Lot Management Committee.

5. Obtain a shed addition permit packet from the office or the Lot Management Committee. Packet will include the following forms:

a. Shed Addition/ Improvement Permitb. Shed Inspection Details c. Construction Drawings.

6. Return the completed documents to the Lot Management Committee for approval and to get dated signatures. Two members of the Lot Management Committee and one member of the Board of Directors must approve shed additions. Copies of all documentation will be distributed as follows:

a. Originals – lot file in office. b. Copy -leaseholder c. Copy - lot management file.

7. Periodic compliance inspections will be conducted and the shed inspection detail schedule will be signed by designated members of the Lot Management Committee when the leaseholder notifies the Lot Management Committee that each portion of the project has been completed.

8. Only one shed addition is allowed per lot.9. The total area of both the shed and shed addition cannot exceed 200 square feet. This does not

count against the 360 square foot ground cover limit.10. Height – Shed additions will be to the height of the original shed (no 2nd story or basement).11. Roof –The shed roof shall be shingled and will match the original shed roof using the

manufacturer and code obtained from the Lot Management Committee. If the existing shed has shingles that are beyond their life, or if the leaseholder wants to add new roofing to match that on the new addition they shall be removed and the entire shed will be shingled. The co-op will pay for 6 bundles of shingles. The remainder, including shingles, nails, haul away expenses for old shingles, but not labor, will be paid for by the leaseholder and the receipt turned in as a reimbursable expense when the leaseholder gives up the lot. No

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flat (lean-to) roofs allowed. Nothing will be attached to the roof that requires penetration of the shingles. This includes antennas, satellite dishes, weather vanes, skylights etc.

12. No plumbing or water outlets are allowed inside the shed/shed addition.13. If wired, the shed shall be wired for electricity with 12 gauge wire, not to exceed 120 volt/20

amp and must meet the National Electric Code.14. Doors – Double shed may have two outside doors, one on the shed and one on the addition,

and one interior door or door opening. No sliding glass doors are allowed. Once installed, the door is a part of the shed, and becomes the property of the park. If a door needs replacing, contact Lot Management.

15. Windows – are not limited in size or number, but must be arranged and inserted so that the shed remains structurally sound; they must be properly framed and the framing must be fastened at a minimum of 16" centers. Greenhouse windows are not allowed. Clerestory windows are allowed.

16. Paint – The exterior material must match the original shed. The wood must be primed before painting. Paint is limited to the color approved by the Board of Directors. The door color must match the shed or trim colors unless the door is fiberglass or metal that does not require painting, in which case the original color of the door may be retained. Paint and primer must be procured thru Lot Management. Interior paint is not a reimbursable expense for either the original shed or a shed addition.

17. Solar panels may not be attached to the roof or walls of the shed.18. All shed addition floors will be concrete as per approved drawings. 19. No part of the shed shall extend beyond the existing shed roof line along the back and side lot

easements.20. All sheds on all lots must have permanent approved ventilation.21. If during construction or later installation, insulation or sheetrock is installed, it must have Lot

Management approval before and after installation. If sheetrock or plywood is being installed over electrical wiring the electrical installation must be approved before the wall covering is installed.

22. All sheds are the property of Evergreen Coho Park including shed improvements and additions. Once all receipts have been submitted to the office and after final inspection and acceptance by the Lot Management Committee, the shed addition becomes the property of the Park.

Shed Roofing Guidelines1. The LMC is responsible for any required repair or re-roofing of the original shed, and upon

final approval, of the shed addition. 2. Any work to be done will be determined by an annual inspection of roof sheds by the LMC.3. Leaseholders shall maintain roofs and eaves free of moss, bees, and wasps.

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Windscreen/Trellis Guidelines1. Obtain a windscreen/trellis permit packet from the office or from the LMC.2. Complete the spec sheet and drawings for the planned windscreen or trellis (LMC members can

assist if you have questions.)3. Return the documents to the LMC for approval and to get the needed dated signatures. (2

members of the LMC and 1 BOD member) Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file4. Only one windscreen or trellis is allowed per lot.5. Windscreens shall be placed no closer than 7 1/2 feet and no further than 20 feet from the rear

lot line and shall be 1 foot away from the side lot line.6. Windscreens must be less than 6 feet high and shall not exceed 12 feet in length plus 3 feet

maximum return for stability.7. The leaseholder shall notify the LMC when the windscreen is complete.

Fencing Guidelines1. Obtain a fence permit packet from the office or from the LMC.2. Complete the spec sheet and drawings for the planned fence. (LMC members can assist if you

have questions.) 3. Sign and date the agreement acknowledging that this is not a reimbursable expense.4. Return the documents to the LMC for approval and to get the needed dated signatures. (2

members of the LMC and 1 BOD member) Copies of all documentation will be distributed as follows: a) Originals - membership lot file in the office b) Copies - leaseholder c) Copies - lot management file5. Fencing/living hedges may be of any material, subject to approval of the LMC.6. Fencing shall not exceed 3 feet in height and shall be kept in good repair.7. If fencing is extended over the leach field (back 7 1/2 feet of the lot) it will be removed by the

leaseholder, or at the expense of the leaseholder if absent, if and when access is needed to said septic or leach field.

8. If the fence extends across the front, an easily accessible gate must be provided for emergency purposes. The front fence shall not be closer than 22 1/2 feet from the middle of the street.

9. Side fences shall be centered on the lot line. However, a fence may be offset from the lot line in the area of the septic inlet, water facets, electrical pedestal and other permanent impediments, if required for access.

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Drain Field Guidelines1. No fixed objects or structures are permitted on the back 7 1/2 feet of the lot. This includes

flower beds, trees, deep-rooted plants, shrubs, etc.

Lot Transfer Guidelines and Procedures1. When notified by the office of a lot transfer or exchange, the LMC chairman shall obtain the

membership lot file from the office. 2. At least three members of the LMC shall conduct an inspection of the lot that has been released

for transfer. As the inspection proceeds, the LMC members will verify that all items on the ECSP Leaseholder’s Equity Form are on the lot and in serviceable condition. The LMC lot transfer checklist will be used to ensure that nothing is missed in the inspection.

3. The inspection team will be checking the lot condition, shed exterior and interior, and other reimbursable items.

Recoverable Costs for Lot Improvements As per Standing Rule I-9)1) The maximum recoverable amount a member can receive when surrendering a lot is the base cost of the membership and any subsequent assessments, plus $6000 of documented reimbursable improvements. The improvements are subject to depreciation at the time of lot surrender.2) The only acceptable proof for allowable documented improvements shall be receipts or invoices for materials and/or labor.

Reimbursable Lot Improvements 1)Concrete Patio

2)Windscreen3)Gravel4)Shed addition cement slab, walls and roof5)Original shed and shed addition improvements such as, shelving, cupboards, electrical, insulation, wall covering, loft, flooring, windows and doors. Shingles purchased beyond the 6 bundles paid by Lot Management and the cost of hauling away old shingles,

Non-reimbursable Lot Improvements1) Decks and steps

2)Awnings 3)Landscaping and fencing4)Sliding glass doors5)Paint, brushes, thinner and sandpaper6)Vegetation killer, pre-emergent, pesticide, trees, flowers and planters

Note: Decks and steps installed prior to September 29, 1999, and landscaping and fencing installed prior to July 1, 2002 are grandfathered and the expense is reimbursable, subject to

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depreciation. Some older TSUs are also grandfathered and reimbursable subject to depreciation, but may be removed at the discretion of the LMC at the time of transfer.

4. If the value of any items on the equity form has been depleted or reduced, note the change on the form and write a reason for the change on a separate, dated sheet of paper.

5. The three members of the LMC who complete the inspection shall sign, date and write their lot numbers on the bottom of the Leaseholder’s Equity Form.

6. The documents will be placed in the membership lot file which will be returned to the office for the completion of the transfer process.

7. If any structures, debris or weeds have to be removed from the lot, it will be at the expense of the departing leaseholder.

Lot Appearance Inspection Guidelines and Procedures

1. The LMC will conduct monthly inspections from March 1 through October 1 as required by the August 5, 2009 Standing Rules.

2. Lots shall be kept free of debris.3. No appliances shall be stored or installed outside. This applies to, but is not limited to

refrigerators, freezers, washers, dryers, trash compactors, machine tools, etc.4. Items such as ice chests, outdoor propane heaters, small portable propane “fire pits”, barbeques

and exercise equipment are not considered appliances. Stored items should not be readily visible from the street.

5. One commercial-type clothesline, arranged so that when in use all parts are solely supported by the RV, is permitted.

Weed Inspection Guidelines and Procedures1. The LMC will conduct weed inspections from March 1 through October 1 as required by the

August 5, 2009 Standing Rules. If weeds are found on the lot visible from the street Lot Management will have the weeds removed and the leaseholder will be billed for the service. No notification will be sent prior to removal and billing.

3. Lots that are not kept free of weeds will not be allowed in the rental pool until the weeds are removed. However, renters may weed on their rental lot if they wish, and not be forced to leave the pool till it comes back into compliance.

4. Lot Management must approve chemicals used for weed control. Leaseholders using chemicals on their lots are responsible for the safe handling and application of those chemicals.

Shed Inspection and Painting Guidelines and Procedures1. Annually, all sheds will be inspected by the LMC to determine the need for painting and/or

repair of siding in compliance with the Standing Rules.2. If the shed needs painting Leaseholders will be notified by the LMC.3. The LMC will be responsible for the repair or replacement of the siding. When damage is

caused by a leaseholder's actions the cost of the siding replacement will be charged to the

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leaseholder. Examples: Nails used for hanging items, planting beds against the siding, or other items that cause damage.

4. The leaseholder will be issued three gallons of paint for the shed and one quart of paint for the trim by a member of the LMC. Leaseholders must use the one paint color and one trim color approved by the BOD. Wood doors may be the color of the shed or the trim. Doors that are metal or fiberglass and do not require painting, may be kept in their original color.

7. The leaseholder is responsible for the labor and costs involved in painting the shed.

Storage Area Guidelines and Procedures1. Lots will be assigned according to need. Large units will be assigned large lots with smaller

units assigned smaller lots. 2. All storage lots assigned and transfer of lots between leaseholders must be authorized by Lot

Management. Assigned storage lots vacant for more than one year may be reassigned, at the discretion of Lot Management.

3. A maximum of two lots is allowed per leaseholder household, but only as needed. No lot can be held for possible future use.

4. Lots are for kayaks, boats, trailers, utility trailers, motorhomes, fifth wheels or extra vehicles only. No park models or park trailers will be permitted. Any other use must be authorized by Lot Management.

5. Units must be identified by a sign posted on the unit or on a self supporting post at the front of the lot. The sign must clearly identify the leaseholder by name and home lot number on a 12x12 white sign with 2” black letters.

6. Lots must be well maintained with no trash, stacked lumber, parts, etc.7. Lots must be kept clear of tall grass, especially under the stored unit.8. All stored units must be currently licensed according to the leaseholder’s state requirements.9. No tenting of units will be allowed.10. To change units stored, Lot Management must be notified. If the size or type of unit changes,

you may be required to change lots.11. Storage is for actively used units. No unit can be permanently stored on any lot. This means

parked and not moved year after year. Units must be out of storage at least two days per calendar year.

12. Units must be properly parked within lot limits and LP gas must be shut off.13. According to Standing Rule U=4 G users of storage spaces must sign a Hold Harmless

Agreement.14. Fees may be charged for a storage space to cover the cost associated with maintaining and

improving the storage area per Bylaw J=6.

ANY VARIATION TO THESE RULES MUST BE APPROVED BY LOT MANAGEMENT.

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Evergreen Coho SKP ParkStorage Lot Request Form

Leaseholder name _____________________________

Date of application ___________

Leaseholder SKP # _______________Leaseholder Lot # ________

Phone # _________________ E-mail _____________________________

Unit to be stored (size and type) _________________________________

Leaseholder signature __________________________

Lot Management Committee members handling this process:

Name ______________________ Lot # _________ Date _____________Name ______________________ Lot # _________ Date _____________

Your name will be added to the posted waiting list if a space is not available now.

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Evergreen Coho SKP Park

Storage Lot Assignment Form

Leaseholder name __________________________ Date of assigned ________

Leaseholder Lot # ________ Leaseholder SKP # _______________Phone # _________________ E-mail _____________________________

Unit to be stored (size and type) _________________________________

License # ___________________ Expiration date _______________

Contact person in the park ___________________ Phone # _____________

All correspondence will be sent to the address of record in the park office.

I have signed the Hold Harmless Agreement _________ (office has these)

Copies to: Lot Management _______ Office _______ Leaseholder _______

I have read and agree to the conditions for using a storage space in ECSP.

Name ______________________ Lot # _________ Date _____________

Authorized Lot Management signature ____________________________

Lot #______ Date _________

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Evergreen Coho SKP ParkStorage Lot Termination Form

Leaseholder name _____________________________

Date of termination ______________ Storage lot # ________

Leaseholder SKP # _______________Leaseholder Lot # ________

Leaseholder signature __________________________

Lot Management Committee members handling this process:Name ______________________ Lot # _________ Date _____________

Name ______________________ Lot # _________ Date _____________

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ROAD COMMITTEEPOLICIES AND PROCEDURES

JULY 2012

PURPOSEThe Road Committee is responsible for the maintenance and repairs of the 221,694 square feet (sq. ft.) of asphalt road within the park.

Regular maintenance of these roads will insure they are in good working order and prevent the need for a complete overlay costing several hundred thousand dollars and resulting in an assessment to all members.

The eventual need for a complete overlay is inevitable, even with proper maintenance, and will require that long range reserves be set aside for this purpose.

MEMBERSHIP and CONTINUITYThe Road Committee does not limit the number of members. The term for members is two years. There is no limit on the length of service except that a member cannot be Chairperson for more than two consecutive years. The Road Committee will elect a Chairperson, a Co-Chairperson, and a Secretary annually.

POLICIESThe Road Committee will submit a quarterly report to the Board of Directors as to the status of work performed, work outstanding, and budget vs. actual expenditures.

All requests for expenditures related to the Road Committee shall be approved by the Road Committee Chairperson or Co-Chairperson. A copy of the receipts associated with these expenditures must be copied to the Chairperson.

All repair & maintenance projects will be completed in the most cost effective manner. Minor maintenance and repair will be completed by the Road Committee members and volunteers. Major work is contracted out based on bids and the contractor’s experience and reliability.

The evaluation of the contractors shall include, but not be limited to the following: workmanship warranty, material life warranty, references from previous customers, background check for complaints and/or claims against the contractor and how they were handled.

All major projects will be submitted to the Board of Directors for approval together with their evaluation of the bidding contractors. In order to help control costs, the Road Committee members and volunteers will supplement this work performing the tasks of the traffic control, pavement painting, etc.

In order to properly maintain and increase the life of the roads, they will be resealed every eight (8) years. This will be accomplished at a rate of 20% a year beginning the fourth year of the

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eight (8) year cycle.

Funding estimates for anticipated emergencies, annual maintenance, major, and replacement projects will be developed by the Road Committee and submitted to the Budget Committee per the budget schedule. This includes any flood control projects that affect the roads identified by or with the Utility Committee.

When scheduling repairs, the Road Committee will notify the membership of the work and any disruption it may cause (road closures, etc.).

The Committee will maintain the lot numbers posted in front of the lots on the pavement.

PROCEDURES

Emergency repairs shall be completed as soon as possible.

In the spring of each year, the Road Committee will complete a thorough survey of the roads to determine where and what attention is needed. The Road Committee will obtain input from the Utility Committee regarding any projects that will affect the roads. Based on that input and the road survey, a project plan and budget is developed for the current year and long range replacement.

In order to reseal the roads every eight (8) years, the Road Committee will start a 20% per year seal coat cycle by contractor starting in 2013 (the fourth year since last done) with completion in 2017. The next resealing would begin in 2021. The decision to go with 20% of the road surface and hire a contractor who can complete this amount of seal coat in two days will keep our roads professionally sealed with the least amount of disruption in the park.

The Chairperson, Co-Chairperson, and Secretary shall review expenditures vs. budget as required and/or quarterly.



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SAFETY COMMITTEEPOLICIES & PROCEDURES

SEPTEMBER 2013

POLICY:1. The purpose of the Safety Committee is to maintain safety awareness and safeguards in

the park to provide a safe environment in which to live and work.

2. Provide proactive safety information to all members of the park and the various committees.

PROCEDURES:1. Recommend safety procedures for operating and maintaining Corporation equipment

and property.

2. Conduct safety inspections to insure that park activities are conducted in a safe manner.

3. Notify committees and leaseholders or other responsible parties of existing safety issues.

4. A 50 foot water hose, with nozzle attached, shall be connected at each lot and located at the pedestal.

5. Notification will be in writing and given to the appropriate individual for correction. a. If safety issues are not corrected or notification is not responded to within ten

(10) days, the Safety Committee will issue a second notice of safety issue.

6. Report to the Board of Directors any safety issue not resolved within ten (10) days of the second notification.

The Board of Directors listed below signed the Revised Policy September 2013:


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SHOP COMMITTEEPOLICIES AND PROCEDURES

JULY 2012

PURPOSE:1. Maintain the shop in a safe and usable condition for all members of the park.

PROCEDURES:1. Upgrade and repair existing equipment as needed. 2. Buy and install new equipment as needed. 3. Maintain existing tools to operate in a safe and correct manner. 4. Maintain necessary safety protocols for the safety of all members.



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UTILITY COMMITTEEPOLICIES AND PROCEDURES

JULY 2012

PURPOSE:

The purpose of the Utility Committee is to provide the necessary equipment, materials, and manpower for the emergency restoration of the essential utilities (electric, water, septic systems, flood control, perimeter road vegetation control, and grounds lighting). The Utility Committee will provide for the routine maintenance of utilities, buildings, and mechanical equipment. (If it’s broke: we fix it.)

PROCEDURES:

1. The Committee will participate in Park Projects such as: a. Emergencies b. Preventative Maintenance c. Projects



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BUDGETED FUNDS POLICYJULY 2012

Amounts up to $499.00 (including all tax, fees, and shipping)1. Approval by the Committee Chairperson or Vice Chairperson.

Amounts from $500.00 to $999.00 (including all tax, fees, and shipping)1. Approval by the Committee Chairperson or Vice Chairperson. 2. Plus the approval by one Board Member (preferably the Committee Liaison). 3. Three (3) estimates should be obtained when appropriate and possible. If three (3) estimates

have not been obtained, then an explanation must be included in the approval process. 4. A copy of the paid invoice will be sent to the Long Range Planning Committee.

Amounts from $1000.00 to $1749.99 (including all tax, fees, and shipping)1. Approval by the Committee Chair or Vice Chairp, plus approval by 3 Board Members.2. Three (3) estimates should be obtained when appropriate and possible. If three (3) estimates

have not been obtained, then an explanation must be included in the approval process. 3. A copy of the paid invoice will be sent to the Long Range Planning Committee.

Committees should plan projects and repairs ahead of time to facilitate the timely availability of funds when needed. Keep the full Board of Directors aware of planned expenditures via communication through the Committee Liaison.

EmergenciesIn emergencies, the above steps should be followed as long as no harm is caused by getting the approval(s). When time is of the essence, and it is not prudent to get the approvals, then the Committee Chair or Vice Chair, or if neither is available, a Committee Member or any Board Member may make the decision. If none of these individuals is available, then the Park Manager is authorized to make the decision.In all such cases, the appropriate approvals should be obtained as soon as possible.In all cases except emergencies, the approving person(s) should ensure that the expenditure is an approved use of the funds as outlined in the Committee’s approved budget. The approving person should also require the three (3) estimates as outlined above before approval is granted.Because the committee budgets have been pre-approved in general by the full Board of Directors, the approvals required in this policy do not require a formal Board of Directors Meeting.The intent of this policy is to:

1. Ensure the best and most economical use of the funds available to the Committees. 2. Maintain a clear line of communication between the Committees and the Board of Directors. 3. Ensure compliance with Article IV, Section 1, Subsection A of the Bylaws.



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CHECK REQUEST POLICY/PROCEDURESAND OTHER PURCHASING OPTIONS

Do not make a purchase for which you do not have prior authorization from the Committee Chairperson or Co-Chairperson and then expect to be reimbursed. The request may be denied.

BY CHECKWhen a check is needed, please follow these procedures:

1. Allow the Office 48 hours to allow time for paperwork, approval, signatures, etc. When a check is needed in less than 48 hours, coordinate with Office Management before making a commitment.

2 Large dollar amounts could require a transfer of funds at the bank, and could require more time.

3. Complete the Check Request Form by furnishing all required information (sample is attached).

4. Furnish appropriate (Invoices and/or Receipts) documentation to the Office to allow for proper accounting practices.

5. If no documentation is available prior to issuing the check, coordinate with the Office and arrange for proper paperwork to be sent to the Office. The Office is required to account for all expenditures according to accepted accounting practices.

6. When in doubt, always coordinate with the Office to prevent misunderstandings and/or delayed checks.

7. The individual requesting the check is responsible to make all necessary arrangements and coordination with the vendor and provide this information to the Office, and to ensure that the Office receives the proper receipts and paperwork. The job is not complete until the paperwork is completed and received in the Office.

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CHECK REQUEST FORM

CHECK REQUESTCHECK REQUESTCHECK REQUESTCHECK REQUESTCHECK REQUESTCHECK REQUEST ACCOUNT #ACCOUNT #ACCOUNT #ACCOUNT #ACCOUNT #ACCOUNT # DATE:DATE:DATE:DATE:DATE:DATE:DATE:DATE:

REQUESTED BYREQUESTED BYREQUESTED BYREQUESTED BYREQUESTED BYREQUESTED BY COMMITTEECOMMITTEECOMMITTEE

AMOUNT:AMOUNT:AMOUNT: $

PAYEE:PAYEE:

ADDRESS:ADDRESS:ADDRESS:ADDRESS:

CITY:CITY:CITY:CITY:CITY:CITY: STATE:STATE:STATE:STATE:STATE: ZIP:ZIP:ZIP:ZIP:ZIP:ZIP:ZIP:

FOR:FOR:FOR:FOR:FOR:FOR:

Committee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-ChairpersonCommittee Chairperson or Co-Chairperson

Fill in all required information:

Account # may be filled in by the Office.

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COHO DAYS POLICY

The purpose of Coho Days is to provide an opportunity to celebrate another successful year for Evergreen Coho SKP Park with food, drink, games, and general conviviality. Coho Days will be held during the week of the Evergreen Coho SKP Park Annual Meeting.

Responsibilities:1. The $1000.00 does not need to be repaid, but receipts are required. 2. Board of Directors to decide which charities. 3. Funds are shared equally among all Charities. 4. The Board of Directors has the final responsibility for Coho Days. 5. The Board of Directors may appoint either an Individual or a Committee

as General Manager of Coho Days. a. The Manager of Coho Days will be directly responsible to the Board for the

coordination of activities, (games, food events, etc.) and overall accounting for expenses and income from those activities.

6. The selection of a General Manager shall be made early enough to allow ample time for planning and coordination of events, no later than March.

7. All groups within the park will be invited to sponsor one or more activities. 8. Each group sponsoring an activity will be responsible for the accounting for expenses

and income for each activity sponsored by it. This accounting will be given to the General Manager.

9. The General Manager shall submit a final report, including final accounting to the Board of Directors no later than the first Board Meeting occurring 30 days after the Annual Meeting.

This Policy was reviewed by the Board Members listed below September 2008.

Ed Chatham, Tom Cochran, Jerry Pollock, Barbara Nye, Nancy Patnode, Lynda Pratt, Kay Vezie

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COHO TALES NEWSLETTER

COHO TALES is a newsletter primarily for Evergreen Coho SKP Park members, with the purpose of providing news and information about our members, the Park, and its activities, projects, and programs, etc.

It is a vehicle by which members can feel “connected”, whether by writing articles or submitting items to be published, or just by reading them.

Copies of each issue of the Coho Tales are also to be mailed to the other SKP Co-Ops with whom we share so much in common. It is also made available on the park’s website for the top ten (10) people on our Waiting List to help them become better acquainted with our members and our Park.

The production, distribution, and mailing costs for the COHO TALES will be paid for by the Evergreen Coho SKP Park, as authorized by its Board of Directors, as long as these guidelines are followed.

As an official publication of Evergreen Coho SKP Park, the goal of the newsletter is to be uplifting and to “put our best face forward”. Therefore, items published will:

1. Be of a positive nature. 2. Be designed to bring people together, not alienate them. 3. Not be coercive, inflammatory, or divisive. 4. Not cause conflict. 5. Not be contradictory to established rules and regulations.

Members are encouraged to contribute informative articles which would be of interest to a majority of members, items of a humorous nature, items pertinent to our lifestyle, etc.

The Editor retains the right to accept, reject, or correct all material submitted, under the above guidelines.

The Evergreen Coho SKP Park Board of Directors reserves the right, as the sponsor of the COHO TALES, to review the content, prior to printing, for compliance with the above guidelines.



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COMPLAINT RESOLUTION SYSTEMPOLICY AND PROCEDURES

PURPOSE: To provide Park Management and the Board of Directors with greater visibility of customer complaints and dissatisfaction, which will lead to improvements in Policies and Procedures for customer satisfaction? “Customer” is used to describe all who enter the Office to conduct business.

The Customer Complaint System consists of:

1. Customer Complaint Log: This log will be kept in the Park Office and will be used to log all complaints, small irritations, and any dissatisfaction shown by customers with our procedures or policies. a. The log will be monitored by the Office Liaison Board Member who will

consult with the Manager(s) concerning each complaint to determine possible ways to alleviate this kind of complaint or dissatisfaction in the future. It is expected these consultations will create ideas on how we can become even more customer-oriented through changing approaches to a situation and/or revising or initiating policies.

b. Management and/or the Office Liaison will, if deemed appropriate, contact the customer to ensure that a sincere attempt is made to satisfy the issue. When issues arise that require timely response by the Board of Directors or Board Members, the Office or Management will contact the Board of Directors.

c. The Office Manager will furnish the Board of Directors with copies of the Complaint Log Sheet on a weekly basis. The Board of Directors will review the logs, and, where deemed necessary, take appropriate action to correct the issue and to prevent future occurrences. Customers should be informed of the Board of Director’s concern/actions and thanked for their concern where appropriate.

2. Complaint Resolution Booklet: Provides information, ideas, strategies, and benefits of this system to improve customer satisfaction.



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COMPLAINT LOG

Date Filed _________________ Date Resolved __________________

Person filing the complaint __________________________

Leaseholder _____ Guest _____ Space # ______

Type of Complaint _____________________________________________

Give Complete Details: (Use as many sheets as you need and/or attach additional notes)

Suggestions to the Board of Directors:

Do you think someone from the Board of Directors should contact the customer?

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DUMP STATION POLICYSEPTEMBER 2013

1. The Dump Station will be unlocked during normal Park Office hours otherwise it will remain locked at all times.

2. There is a $5.00 charge for SKP Members in dry camp to use the dump station.

3. Those SKP Members passing through will pay a $5.00 fee to dump and/or fill with water.

4. A sign shall be posted at the Park entry, before the dump station lane entry, that is clearly visible to incoming RV drivers at all hours, stating the following:

a. ALL RVs MUST USE DUMP STATION PRIOR TO PARKING.

b. DRY CAMPERS EXCEPTED.

c. CONTACT PARK FACILITIES MANAGER SPACE #129 AFTER HOURS.

5. A sign shall be posted at the dump station that clearly identifies it, including dumping instructions where they apply.

6. A key to the Dump Station will be located with the Maintenance Building key, and may be used by Leaseholders when the Park Office is closed.



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ELECTRIC PRICING POLICY

The Office Staff will monthly set the electric billing rate based on the average cost per kilowatt hour as billed by the park’s electrical service provider. The billing shall be delayed until the provider’s monthly bill has been received and the new rate calculated. The park shall include the following disclosures to all users (members and renters).

1. The user’s electrical charges are payable to the park and are based on the average price per kilowatt hour from the supplier’s monthly billing.

2. The user has no relationship with the park’s electrical supplier. 3. The average price may be higher than individually metered service. 4. Any concerns by the user about electricity shall be brought to the park’s attention.

The Board of Directors will annually set the propane surcharge. The price for propane will be the park’s cost plus a surcharge for common area usage expenses. Total cost will be recalculated for each delivery from the park’s supplier. The annual surcharge shall be finalized at an Open Board Meeting.



PROPANE PRICING POLICY

The Board of Directors will annually set the propane surcharge. The price for propane will be the park’s cost plus a surcharge for common area usage expenses. Total cost will be recalculated for each delivery from the park’s supplier. The annual surcharge shall be finalized at an Open BoardMeeting.



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FINES LEVIED TO ENFORCE RULES

When By-Laws, Standing Rules, or Policies/Procedures of the Park are being violated and the violator(s) do not respond to requests to correct the violation, the Board of Directors will have the authority to levy fines against the violator(s).

1. Any fines levied shall become a debt owed to the Park by the affected membership and will be treated as any other debt and will be subject to the current policies concerning payments due and late payments.

2. On notification that a Rule is being violated, and at least two notices, generated by the Board of Directors, to correct the violation have been unproductive, the Board of Directors shall meet in a closed session.

a. At this meeting the Board of Directors will determine whether and what amount of fine shall be levied.

b. The Board of Directors may (but is not required to) meet with the individual(s) involved in a closed meeting to explore the issue and attempt to correct the violation without levying a fine.

1) Letters pertaining to the required notices and actual fines will be placed in the leaseholder’s SKP mailbox. If the leaseholder is out of the Park, letters will be sent by registered letter, return receipt requested.

2) Leaseholders notified of violations will be given 30 days to respond to the first letter.

3) If there is no response to the first letter or if the violation is not corrected, a second letter will be sent. The leaseholder will be given 30 days to respond to the second letter.

4) If there is no response, or if the violation is not corrected within 30 days of the second letter, the Board of Directors will meet to discuss further action.

3. When fines are levied, fines will normally be in twenty-five dollar ($25.00) increments and will double each month of non-compliance up to a maximum of one hundred dollars per month plus late fees where they will continue until paid.

4. The initial fine may be any amount from twenty-five dollars ($25.00) up to a maximum of one hundred dollars ($100.00).

5. Any unpaid fines will be treated the same as unpaid annual dues and will invoke the same penalties up to and including termination of the lessees lease in Evergreen Coho SKP Park.



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FLAG POLICY

It is the policy of Evergreen Coho SKP Park to show the Flag of the United State of America on the appropriate days as identified by the United State Government. Eight stations along Coho Drive will display the flag on the specified days shown below as well as during the Park’s Annual Coho Days Celebration.

1. President’s Day – February 2. Armed Forces Day – May 3. Memorial Day (observed) – May 4. Memorial Day – May 5. Flag Day – June 6. Independence Day – July 7. Labor Day – September 8. 911 9. Fly the Flag! Day – September

10. POW/MIA Recognition Day – September 11. Columbus Day (observed) – October 12. Columbus Day – October 13. Veteran’s Day – November 14. Pearl Harbor Day – December



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GARBAGE DISPOSAL POLICY

Garbage Disposals No garbage disposals are permitted to be used in the Park.



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GUEST RENTAL RULES We want to welcome you to Evergreen Coho SKP Park and hope you

enjoy your stay in the beautiful Northwest.To make our park better for you and our residents, we have

established guest rules to follow while you are with us.

1. Check-out time is 11:00 a.m.. If a renter overstays the check-out time without making prior arrangements, a fee of $4.00 per hour beyond check-out time will be charged up to an amount equal to the daily rental rate and the renter will be required to leave.

2. No smoking within 25 feet of any common building – Please use the ash receptacles. 3. Please keep your lot clean and neat at all times. No large electrical appliances, tools, boxes, plastic

bins or other storage containers may be stored outside. Ice chests are permitted. Items under or behind your RV shall not be visible from the street.

4. Our rental fees are based on one or two adults in a RV. An RV occupied by more than two (2) persons or by children is limited to 30 days per calendar year. Only one RV per site. A maximum of two other vehicles are permitted (one tow and one transportation vehicle). At Management’s discretion boats and cargo trailers may be stored in areas designated by the Lot Management Committee.

5. If you are a non-SKP guest of a Leaseholder who is in the park, you are limited to 30 days in any 12 month period. Request for a hardship extension may be presented to the Board of Directors.

6. Escapee members will be limited to a total of 180 days in any 12 month period. At Management’s discretion a 30 day extension is allowed. Further extensions may be presented to the Board of Directors for consideration. An SKP will be allowed up to seven (7) days per year in dry-camp. A stay may be extended at the discretion of the Manager.

7. All guests (except the top 3 on the waiting list) are subject to the “first in, first out” rule. At the end of a rental period, a renter will be required to vacate their space if the park is full and SKPs are waiting for a space.

8. Notify the Management when leaving the park overnight. In no event may a RV be left unattended for more than 7 days. Be prepared to move if coming back on the 7th day. Leaseholders only give a seven (7) day notice when returning to the park. A guest may not stay in your RV overnight when you are not in the park.

9. You are responsible for damages that you or your guests cause to park or leaseholder property. 10. Children under 18 are not allowed in any park buildings unless they are accompanied by a

sponsoring adult. 11. We recommend the use of a water-pressure regulator. A threaded or air-tight sewer connection is

required. Porta Potties must be dumped ONLY at the dump station, never in the restroom. Do not put any chemicals that contain formaldehyde, phosphorus, or disinfectant in the septic system. All renters except dry-camp are required to dump their holding tanks before proceeding to a rental site.

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12. All utility buildings are for leaseholder use only. Guests may accompany leaseholders in buildings if working on personal or park projects if a Hold Harmless waiver has been signed.

13. Air is available at the front of the Maintenance Building. Oil may not be changed anywhere in the Park.

14. Laundry: We have a sign-up sheet in the laundry room for reserving the laundry. a. This means that you have a number of machines reserved just for you. No waiting for a

machine. b. You must start on the hour and transfer clothes to the dryers as soon as the wash cycle is

complete. c. “Drop in” is not allowed. Machines must be reserved . d. NO POWDERED DETERGENT is allowed in our park; use liquid detergent only. e. One commercial-type clothesline that is solely supported by the RV is permitted. f. Permanent clotheslines are located in the fenced area outside the laundry. 15. The use of garbage disposals is not permitted. 16. The speed limit in the park is 10 MPH. 17. Please use paths and roads only. Walkways are for foot traffic, wheelchairs, and motorized

handicap carts only. 18. Solicitation or selling is not allowed without permission from the Board of Directors. 19. RV washing is permitted on site if water is used sparingly. The hose must have a nozzle with a

shut-off valve. Please shut off nozzle when not rinsing. Cars and trucks are to be washed only at the wash rack.

20. Management must be present to re-park you each time you return your RV to a leaseholder rental lot.

21. Guests are required to take instructions only from the Management. Management has the right to ask any renter or guest to leave for violating rules. The following actions as well as any infractions, at Management discretion, may result in removal from the Park, i.e., violent, threatening, abusive behavior, or creating conflict with Park Employees.

22. The Park has a limit of two pets per RV. Pets are not permitted in any Park building or common area. This does not include certified Service dogs. The trails to the off-leash pet area west of the Park are marked. Please do not leave your dog tied up outside while you are gone from your rental lot. Leashes must be six feet or less in length. Walk pets on streets or in the dog park, not in any landscaped area.

23. Please respect your neighbors by not playing loud music or allowing your dog to bark excessively. Quiet hours are 10:00 pm to 8:00 am.

THANK YOU FOR VISITING AND PLEASE COME BACK SOON!!! This policy was approved on September 22, 2014 by the following Board members:Charlene Cates, Tom Cochran, Bill Laird, Betty Grewell, Ron Lund, Janet Richards, Herm Schilling, Mary Trott, Dwight Williamson

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LACK OF A QUORUM

POLICY:

1. Occasional issues arise in the Park involving our Policies or where there is no Policy covering a particular situation.

2 Often these issues need to be resolved in a timely fashion for the smooth and orderly operation of the Park.

3. Recognizing that there will be times when a quorum of Directors will not be available in the Park, and that there will be times when a quorum cannot be attained by phone or other methods

4. In these situations, if there is less than a quorum in the Park, but at least three (3) Board Members, then all Board Members present in the Park must agree on the proposed resolution of an issue.

5. In situations where there are not three (3) Board Members in the Park, any Director can authorize an exception to the rule.

6. This does not preclude Directors taking actions in an emergency situation where immediate action is critical.

7. When issues arise and are resolved under this Policy, the entire Board of Directors will be promptly informed of the circumstances.

8. This Policy does not apply to Standing Rules, By-Laws, or any document that has higher authority than our Policies.

The Board of Directors listed below signed the Original Policy September 2008.

Ed Chatham, Jerry Pollock, Barbara Nye, Nancy Patnode

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INSTRUCTIONS FOR COLLECTION/COUNTINGOF LAUNDRY MONEY

Staffing• The laundry team will be staffed by a total of 6-8 individuals, one of whom will be

designated lead volunteer. • Lead volunteer will be responsible for the following: • - will schedule teams, instructing staff, training new volunteers as well as maintaining and

posting monthly revenue/expense report for laundry.• - will be contact to facilities manager who oversees cleaning the laundry.• - will serve as liaison between laundry and business office. • - will be contact to repair services for equipment repairs if requested.• - will provide business office with repair contact’s name, address and phone number.• - will provide business office with names, lot numbers and phone numbers of volunteer

team members.• - will oversee sign up sheets and supplies located in the laundry.• - will ensure that used Loomis bags are accounted for and placed in black binder as well

as the copies of deposit tickets.• - will maintain financial records and be responsible for balancing same on a monthly basis

with QuickBooks report obtained from business office.• - will ensure an adequate supply of forms for sign in, office receipt of keys, and deposit

receipts are on hand in the business office.Recordkeeping

• All laundry records, forms, equipment and supplies will be locked in file cabinet designated for the laundry located in leaseholder office.

Keys• A file cabinet key will be given to the laundry team when they pick up washer-dryer keys

from the business office. A back up key will be held by the lead volunteer and is not to be given out to anyone.

• There are two sets of washer/dryer keys. One set are replacement keys kept secured by the business office-not to be given out to anyone. The other set will be given to the laundry team by the business office for Tuesday laundry collection and counting.

• The business office will be provided with a list of laundry team members, any two of whom will be picking up and dropping off washer/dryer keys.

• Keys will be picked up and returned on the same day to the business office. They cannot be kept out overnight.

• A sign in/out form is maintained in the business office recording names and lot numbers of team picking up the keys as well as pick up/return time of day.

At the Business Office:• Tuesday afternoons are designated for laundry collections. A team of two volunteers will

sign for and pick up keys from the business office at 1:00 p.m.• Upon checking out the keys from the business office, team will return to laundry and begin

the collection of coins. While the laundry is officially closed for cleaning during the time of collection, it is suggested that the entrance door to the laundry be closed for privacy.

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At the Laundry Room:Collection Process: Washers • Remove laundry sign up sheets from folder for return to leaseholder office with coins

collected.• Keys are coded to identify which key is used for machines – “#1, #2 or W-new,” etc.• Coins from all washers will be collected and placed in zip lock bag(s) marked “washers”.• One team member will be in charge of opening the coin cup and depositing coins into zip

lock bag held by the other team member.• Close coin cup, lock and verify cup is locked in place. Proceed to next machine and repeat

process.• Once coins from all washers have been placed in zip lock bag(s), close them to be taken to

leaseholder office when collection is complete. • Once the bags are sealed closed, they should not be opened for any reason until taken to

the leaseholder office.• If the bag(s) are too heavy to carry by hand, use a wheeled laundry cart to transport the

bags to the leaseholder office to complete count. (Be sure to return the cart to laundry).• Assure that the coin cups are securely locked before moving to the next machine.Dryers• Keys are coded to identify which key is used for which machine – “D-new or D-old”.• Coins from all dryers will be collected and placed in zip lock bag(s) marked “dryer”.• One member will be in charge of opening the coin drawer and depositing coins into the zip

lock bag held by the other team member.• Close coin cup, lock and verify cup is locked in place. Proceed to next machine and repeat

process.• Once coins from all dryers have been placed in zip lock bag(s), close them to be taken to

leaseholder office when collection is complete. • Once the bags are sealed closed, they should not be opened for any reason until taken to

the leaseholder office.• If the bag(s) are too heavy to carry by hand, use a wheeled laundry cart to transport the

bags to the leaseholder office to complete count. (Be sure to return the cart to laundry).• Assure that the coin cups are securely locked before moving to the next machine.

At the Leaseholder Office:Counting & Processing Coins:

• To avoid interruptions and provide a secure area for counting, close and lock leaseholder office door. (It is easier to lock the door than having to ask visitors to leave the office.)

• A key for the laundry file cabinet drawer is on the key chain with washer and dryer keys. • Access file cabinet drawer, remove scale and box, sign in sheet folder, sign off sheet

clipboard and black binder.• Place collected sign in sheets from laundry room into “sign in sheets” folder.• Set up scale by plugging it in, removing plastic protector, turn on scale, place plastic tray

on scale, press first button to engage scale, press second button “tare” then press button on bottom row indicating 25¢.

• Test scale by placing $2.00 in quarters in tray. Scale should indicate $2.00 in window. of 93

• The booklet for calibrating and operating the scale is in the box that houses the scale, if needed.

• One team member weighs coins, other team member tallies total weighed. Be sure to keep washer and dryer counts separate on paper.

• Loomis, numbered sealable bags will be used for collection of washer and dryer coins. They are located in the black binder in sheet protector labeled “new security bags”. Prior to filling Loomis sealable bags with coins, complete information on front of bag:

1. To: Indicate washer, dryer or washer & dryer (quarters deposited in bag) 2. From: team signatures 3. Date: (date of collection) 4. Declared Amount: Total being deposited in bag • Deposit counted coins in Loomis sealable bag(s). • During winter months, collections are reduced so that all quarters can be contained in one

or two bags. During summer months, more bags may be required as collections are significantly greater.

• After bag is filled half way, remove white strip and carefully seal bag. Once the bag is sealed, it cannot be opened or tampered with.

• Fill in information on white strip and put it in the “used security bag” labeled sheet protector in binder.

• When all coins have been counted and sealed in Loomis bag(s), complete “collection team sign off sheet” on clipboard by showing separately, the amount collected for washers and dryers. Indicate the number on the Loomis sealable bag(s), date and sign.

• Return all supplies and scale to the file cabinet drawer and lock.• Both team members must take money to the business office immediately. • Team signs in that keys have been returned.• Business office personnel signs sheet indicating they have received the money bag(s).

Depositing Collected Laundry Money:• Once business office has received the Loomis sealed bag(s), they are responsible for the

money. • A board member will deposit laundry collection monies and will return the empty Loomis

bag(s) and a copy of the receipt showing deposit into bank account to the lead volunteer.• Lead volunteer will match empty Loomis bag(s) to white slips in black binder and place

them in the “used security bag” sheet protector.• Deposit slip will be marked in pen with the date collection was made and placed in the

“bank deposit slips” sheet protector.• Lead volunteer will record collections and post same on clubhouse bulletin board.• This completes the entire weekly collection cycle.

The Board of Directors listed below approved the Policy in April 2014:

John Crooks, John Randolph, George Hilke, Ed Herner, Jim Spaulding, Dwight Williamson, Tom Youtsey

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LAUNDRY ROOM

1. You must sign-up before doing laundry; the sign-up sheet is in laundry room.

2. Sign-up is done at the top of every hour NO Half Hour Times.

3. Please do not come in late and start laundry, you must remove clothes from washer as soon as it is finished. (25 to 30 minutes) Dryers take approximately 1 hour. Remember someone else may be signed up after you.

4. You must stay at the Clubhouse while doing laundry.

5. Remember there are 7 washers and 1 utility washer. Sign-up for the correct amount. If signing up second after someone else, check the number of washers already signed for.

6. No powder detergents are allowed, only liquid detergents may be used.

7. Dryers will start with 25 cents, but load will not dry for 25 cents, start with 50 cents. Put one quarter in, start dryer then add second quarter. Do not put both quarters in and start dryer you will only get 1 quarter of time.

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LEASEHOLDER LIAISONPOLICIES & PROCEDURES

JULY 2012

The Leaseholder Liaison will be a member of the Board of Directors.

PURPOSE:1. The purpose of the Leaseholder Liaison is two-fold:

a. To keep harmony between leaseholders, settling small disputes before things escalate to a grievance position.

b. And, to assist leaseholders when rules and regulations are questioned.

PROCEDURES:1. If the complaint is minor, the Leaseholder Liaison should be able to settle the dispute

easily. If there is no way that any settlement can be reached, the parties will always have the right to take their problems to the Grievance Committee.



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LOT RENTAL FORM

LOT RENTALTo qualify to have your lot in the rental pool, there can be no recreational vehicle on it, the lot must be clean, neat, free of weeds, and unsightly or neglected growth at all times, and no electricity can be in use. Lots with porches on them are not allowed in the Rental Pool.

If your lot does not continue to meet the above requirements, it will be removed from the rental pool and you will be notified. It will remain out of the rental pool until it once again qualifies. Weeds will be removed and you will be billed for the cost per Standing Rules sec.U–Membership rules 3D. It is necessary that you notify the managers at the Park Office seven (7) days prior to your return to the park to make sure your lot is available for your use.

LOT RENTAL POOL

Please place Lot No. _______________ in the Rental Pool for the period of:

____________________________________ TO ________________________________________Starting date MO/DAY/YEAR Ending Date MO/DAY/YEAR or “Until Notified”

SKP #: _______________ ____________________________________________ Please Print Your Name

Date: ___________________ ______________________________________ SignaturePhone: ______________________ Email _______________________________________________________________________________________________________________

OFFICE CHECK LIST

CHECK-OUT CHECK-IN

____Change Address ____Remove from Rental Pool____ Change Office Board ____Change Office Board____ Board/Mail File ____Change Mail Board/Mail File____ Change Phone Number ____Remove from Lot Rental Sheet____ Final Meter Reading/Red Reading ____Change Electric Reading Sheet to Black____ Create Invoices for Electric ____Change Phone Number____ Put In Rental Pool Credit ____Add to Lot Rental Sheet

This Form must be filled out and signed yearly.

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LEASEHOLDER CHECKOUT FORM

Please fill out this form and leave at the Park Office before you leave Evergreen Coho SKP Park.

1. DATE: ___________________________ SKP #:__________________________

2. Leaseholder name: _______________________________________ Lot #: ________________

3. Date of Departure and Return:

______________________________________ _____________________________________Date of Departure Date of Return (estimated)

4. Email Address: ________________________________________________________________

5. Forwarding Address: ___________________________________________________________

_____________________________________________________________________________

6. Telephone Number: ____________________________________________________________

7. Mail Forwarding Instructions (check where applicable)

AS INSTRUCTED ALL FORWARDED MAIL WILL BE SENT BY USPS PRIORITY MAIL.YOUR ACCOUNT WILL BE CHARGED ACCORDINGLY.

Forward 1st Class & toss junk mail:

Every week ______ Every two weeks ______ Once a month ______ Or when notified ______

Forward All Mail:

Every week ______ Every two weeks ______ Once a month ______ Or when notified ______

If Office is NOT NOTIFIED in 30 days, Mail will Returned to Sender.

KEYS: If keys are left with the Park Office, the Managers need written permission before allowing ANYONE to enter your rig or shed except in case of an emergency. If you leave the keys with a neighbor, please let the managers know who you’ve have left the keys with.

KEYS left with: ___________________________________________________________________

This Form must be filled out and signed yearly.



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LOT TRANSFER GUIDELINES and PROCEDURES

A membership is defined as one or two adults (as defined by the state) living in the same recreational vehicle on a continuing basis who have entered into a current Lease Agreement with the Evergreen Coho SKP Park (ECSP) and who are members in good standing of the Escapee RV Club.LEASE AGREEMENT:

The Lease Agreement is defined in the Bylaws, Article III, Section 2.

PURPOSE:

The purpose of the Lot Transfer is to complete the smooth transfer of a lot from one member to another member. This may involve the lot transfer from a departing member to a new member (New Member Transfer), from one member to another member within the park (In-park Transfer), or combinations of both types of transfer.

An In-park Transfer applies when one member transfers from one lot to another lot. This could consist of two or more Members trading lots.

A New Member Transfer applies when a terminating member releases a lot to the Park and this lot is then offered to and accepted by a potential new member on the ECSP waiting list.

BACKGROUND:

Active Waiting List: The Waiting List is defined in the Bylaws Article I, Section 2. A $20.00 non-refundable administrative fee and a $1000.00 refundable earnest money deposit are required.

When an applicant reaches number ten (10) on the waiting list, the park office shall notify the applicant, by mail and by email, of their position on the list and shall tell them that Articles of Incorporation, Bylaws, Standing Rules, Policies and Procedures and current issues of the Coho Tales are available on the park’s website for their review.

When an applicant reaches number five (5) on the waiting list, the park office shall notify the applicant, by mail and by email, of their position on the list.

When an applicant reaches number three (3) on the waiting list, the park office shall notify the applicant, by mail and by email, of their position on the list. The applicant is now required to call the park office between 9:00 a.m. and 11:00 a.m. (Pacific Time) Monday mornings to learn if a lot is available.

The order of position will be retained by the park office. In his/her order to choose, anyone who declines three (3) lots or misses three (3) weekly calls, or combination thereof, will have his/her name moved to the bottom of the waiting list.

The park office must receive lot payments in full no later than seven (7) business days after acceptance of the available lot.

In-park Transfers: In-park transfers require a non-refundable $5.00 fee for each lot requested, with a limit of three (3) lots per member. Only one (1) transfer per twelve (12) month period of time is allowed (with the exception for inheritance issues). If two members trade lots with each other, the $5.00 rule doesn’t apply. Lot transfer or trade requests must be in writing. The lot and shed must be cleared and available for immediate occupancy. Lot payment must precede transfer to a new lot. The lot will not be available for transfer unless the above conditions are met.

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LOT TRANSFER PROCEDURES

1. The lot becomes available for inspection on the date it is vacated by the member terminating the lease.

2. After the Lot Management Committee’s inspection and evaluation of lot improvements, the Lot Management Committee will oversee any needed repairs or cleanup. A fee may be charged if repairs or cleanup are required to bring the lot up to transfer standards. The updated Lot Equity file shall be signed and dated by three (3) members of the Lot Management Committee and returned to the park office. The Business Manager will compute the cost of the transferring member’s lot on the Lot Transfer Worksheet.

3. If another member has filed a request for the lot and is eligible to transfer, the Business Manager shall notify that member of the lot availability. If that member accepts the available lot, proceed with an In-park Transfer.

4. If a request by a member for the available lot has not been filed, a notice of lot availability shall be posted for forty-eight (48) hours on the clubhouse bulletin board and outside the park office. The lot shall be made available to the first member submitting the non-refundable $5.00 fee to the park office within the forty-eight (48) hour posting period. If a non-refundable $5.00 has been submitted within the forty-eight (48) hours, the posting shall be removed. Proceed with an In-park Transfer.

5. If a request by a member for the available lot has not been filed, and a current member does not request a transfer, after forty-eight (48) hours the posting shall be removed. Proceed with a New Member Transfer.

IN-PARK TRANSFER

1. The member requesting the available lot shall be notified (first filed, first notified) and informed that the lot is available. Notification is done by phone calls or e-mail. If e-mail, they are given 24 hours to respond. If the requesting member has not had a transfer within the past twelve (12) months and accepts the lot, the transfer shall be completed.

2. The transferring member must fill out a Lot Transfer Request form. The Business Manager starts a Lot Transfer Worksheet and computes the cost of the lot that is being vacated.

3. The park office will notify the transferring member that their present lot may be vacated with the exception of their recreational vehicle. The transferring member must vacate their present lot and shed and complete the transfer within seven (7) days.

4. The vacated lot and shed shall be clean, empty, and ready for occupancy by the end of the seven (7) day period.

5. If the lot improvements of the transferring member are evaluated at a lower cost than the lot improvements of the new lot, the difference will be invoiced to the transferring member. The member will then send a check to the park office.

6. If the lot improvements of the transferring member are evaluated at a higher cost than the lot improvements of the new lot, the difference shall be disbursed to the transferring member. This disbursement shall take place upon receipt of funds by the park office from the member of the last lot to be transferred, regardless of how many transfers are involved.

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7. The previous Lease Agreement and Certificate of Membership shall be surrendered to the park office. A new Lease Agreement and Certificate of Membership shall be prepared. The original new Lease Agreement shall be retained by the Corporation in the member’s file.

8. The previous lot of the transferring member will then be transferred according to the Lot Transfer Procedure.

TRADE BETWEEN TWO MEMBERS

1. Each member will complete a Lot Trade Request form. The Business Manager will complete Lot Transfer Worksheets for each lot.

2. The lots become available for trade after Lot Management inspects both lots and sheds.

3. After the Lot Management Committee’s inspection and evaluation of lot improvements, the Lot Management Committee will oversee any needed repairs or cleanup. A fee may be charged if repairs or cleanup are required to bring the lot up to transfer standards. The updated Lot Equity files shall be signed and dated by three (3) members of the Lot Management Committee and returned to the park office.

4. The member whose lot improvements are valued at a lower cost will pay the difference to the Park, and the other member will be compensated.

5. The previous Lease Agreements and Certificates of Membership shall be surrendered to the park office. New Lease Agreements and Certificates of Membership shall be prepared. The original new Lease Agreements shall be retained by the Corporation in the members’ files.

6. A copy of the Lot Transfer Worksheet shall be placed in each member’s file.

NEW MEMBER TRANSFER

1. The Business Manager starts a Lot Transfer Worksheet and computes the refund to the terminating member and the charge to the incoming member on the Lot Transfer Worksheet.

2. The park office shall post the lot for 48 hours, and if no existing leaseholder wants the lot, it will be offered to the potential new member listed as number one (1) on the ECSP Waiting List on the following Monday morning.

3. Upon acceptance by the new member, receipt of funds for the total value of the basic membership (less the wait list deposit of $1,000), value adjustments, and lot improvements must be received by the park office within seven (7) business days. Maintenance fees start on the date of lot acceptance.

4. The Business Manager shall send the Lease Agreement to the new member. The new member shall sign the Lease Agreement and return it to the park office. After the Lease Agreement has been signed by the new member it shall be signed by two members of the Board of Directors.

5. The original Lease agreement shall be retained by the Corporation in the new member’s file. A copy shall be given or sent to the new member.

6. The Certificate of Membership shall be given or sent to the new member. The new member's manual will be given to the new member upon his/her arrival at the park.

7. After receipt of funds by the park office, the new member may move onto the lot.

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CHANGES TO THE LEASE AGREEMENT

1. If there is a change in the status of a member by death, divorce, separation, etc., a new Member Lease Agreement and Certificate of Membership must be executed and the original copies surrendered.

a. In the case of death, a copy of the death certificate must be submitted for the file.

b. In the case of death of the last surviving leaseholder, the Board and Management will work with the heirs to facilitate the orderly turnover of the lot. The Board of Directors and Management will be as accommodating as is reasonable in this stressful time for the heirs.

c. The Board of Directors will have the authority to facilitate the sale of a Park Trailer/Park Model by allowing any necessary lot transfers between the decedent’s lot and an ECSP member wishing to purchase the unit and trade lots in the process. This will take precedence over any other claim on the lot including those who may have made a deposit to be next in line to obtain the lot.

2. In the case of divorce or separation, a notarized signed statement relinquishing interest must be submitted from the member whose name is being removed.

3. A single member of a membership may add another adult to his/her Lease Agreement: (if living in the same RV) however, a new Lease Agreement and Certificate of Membership must be executed and the original copies surrendered in accordance with Bylaws Article III, Section 4D.

TERMINATION OF A LEASE

1. The terminating member must fill out a Termination of Membership and Lease form and vacate their lot within seven (7) days.

2. Lot Management will verify/evaluate the lot improvements and inspect the lot for appearance.

3. There will be a cleaning fee should Lot Management find that the shed or lot has not been left as required.

4. Following the approval of Lot Management, the surrender of the Member Lease Agreement and Certificate of Membership, the membership and lot will be available for transfer.

5. Any outstanding money due to the Park including, but not limited to, electric and propane bills will be deducted from the reimbursement.

6. Reimbursement will be made after a new leaseholder’s payment for the membership clears the bank. In the event that other lots are already available, reimbursement will be made in the order the lots became available.

These Procedures were approved by the following members of the Board of Directors on October 20, 2014:

Charlene Cates, Tom Cochran, Betty Grewell, Bill Laird, Ron Lund, Janet Richards, Herm Schilling, Mary Trott, Dwight Williamson

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MAIL POLICY

1. Mail is delivered to the Park from the Post Office.

a. It is then distributed into Leaseholder’s mail boxes in the Clubhouse for those who are in the Park.

b. Mail for Leaseholders who are out of the Park for short periods of time, their mail can be held in the Park Office for up to 30 days.

2. When Leaseholders leave the park for long term (over 30 days), they must complete the check-out form, which includes mail forwarding instructions and options.

a. Mail forwarding will be done using priority envelopes only, weekly, bi-weekly, monthly, or when notified (within the 30 day limit).

1) Postage will be charged to the Leaseholder.

3. Any Leaseholder not checking out with the Office and completing the check-out form will have their mail “Returned to Sender”.



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MILEAGE REIMBURSEMENT

NAME COMMITTEE DATE MILEAGE PAID BYCASH/CHECK

Car - .25 Cents Per MileTruck - .45 Cents Per MileTruck pulling Trailer - .65 Cents Per Mile

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OVERSIZE TRUCK PARKINGPOLICY

This policy does not restrict parking in dry camp or weekly rental lots.

SUBJECT: Oversized Tow Vehicles

The Board of Directors recognizes that all leaseholder lots do not have adequate apace to park large tow vehicles. Therefore, when assigning spaces for monthly rentals, the following criteria will be used:

POLICY:

1. Tow trucks defined by the USDOT Vehicle Inventory and USE Survey (VIUS) as class 7 or 8 (heavy duty) shall be restricted to daily rental sites.

2. Tow trucks designated as class 6 (medium duty) may park in any 30 day site.

a. Trucks that are longer than 22 feet long or over 8 feet high will be restricted to lots designated for oversize vehicles.

3. The Board of Directors will identify those lots that may be used for oversize tow vehicles. a. At a minimum, the lots must provide tow vehicle parking other than parallel to

the street.

4. Management may waive these rental restrictions if the guests agree to park the oversize vehicle in an off-site designated area.



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PERSONAL ATTACK POLICY

The posting of personal attacks, whether signed or unsigned, against any individuals(s) or group will not be allowed anywhere on Corporation property.

All issues, concerns, complaints, disputes, and/or disagreements between individuals or groups of individuals must be handled in accordance with the procedures/steps contained in the Bylaws, Standing Rules, and Policies and Procedures.

Additionally, any such material will not be allowed in Open Board Meetings.

Violators may be subject to fines.



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From one Pet Owner to anotherLet’s call our rules a “Good Neighbor Policy”

1. There shall be a limit of two pets per leasehold or RV site.

2. Pets must be leashed and accompanied at all times (6’ max leash).

3. Pets must be under control at all times.

4. Pets are not allowed in common areas within the area bounded by the paved perimeter streets. Pet walking on the streets and graveled walkways is allowed.

6. Pets may be walked in the common areas outside the paved perimeter streets such as storage areas, gravel pit, trails. Pets are not allowed on the golf course area (near entrance), the area behind the 600 & 700 Rows and other maintained areas, i.e. Ralph’s Hill, Blossom Point, Lila’s Garden, etc.

7. Droppings must be picked up everywhere in the Park, even in grassy areas and on leaseholds.

8. Pets must not be left unattended outside.

9. Pets must not be permitted to become a nuisance to other persons in the Park.

10. No pets may be present at people gatherings.

11. Pets are not allowed on other leaseholds, unless invited (except handicap- assist animals.

12. There is an off-leash pet area west of the Park. The trails to the pet area are marked.

THANK YOU

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POLICY INTERPRETATIONJULY 2012

1. When there is a need to clarify a Park Policy, such clarification and/or interpretation will be done only by the Board of Directors.

2. When there is disagreement over the meaning or application of a Park Policy, the Board will meet in an Open Meeting, unless required to be a Closed Meeting, discuss the issues and publish their interpretation of the Policy in question. The Board’s interpretation will be issued in writing as an addendum to the Policy affected and will be titled, “Clarification of description of affected Policy.” Copies will be distributed to all Leaseholders.

3. The Board’s decision will be final. The decision will apply to the current issue only.

4. The Board will decide whether the Policy involved should be further clarified; and, if so, will prepare the necessary changes and distribute the revised Policy to all Leaseholders.



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RENTAL POLICIES October 2014

In order to rent a space at the Evergreen Coho SKP Park, a guest must present a current Escapee membership card or be the guest of a Leaseholder who is present in the Park. Rental fees shall be paid in advance. Escapee Members will be limited to a total of 180 days in any 12-month period on all rentals. At the Manager’s discretion an extension of up to 30 days is allowed. Further extensions must be presented to the Board for their consideration.

Visiting SKPs may make a reservation in the park. A Leaseholder may make a reservation for a personal guest, but the Leaseholder must be residing in the Park during the time of the reservation. “Personal Guest” is defined as a Leaseholder’s immediate family member (Parents, Children, Siblings, Grandchildren) whether they are SKPs or not or a non-SKP friend. When a reservation is made for a personal guest of a Leaseholder, (whether they are SKPs or not), it will be limited to a total of 30 days in any 12 month reservation period. A reservation cannot be made for a particular space. Reservations must be canceled at least 48 hours before the reservation date. If the reservation is not canceled at least 48 hours before the reservation date, he/she is responsible to pay for the reservation time of one day.

All guests (except guests who are in the top three on the waiting list) are subject to the first in/ first out rule. The first in/first out rule states that at the end of a rental period, a renter will be required to vacate their space if the Park is full and SKPs are waiting for a space.

There will be no usage of a rental pool shed by a guest.

Rental Types:Dry Camp Rental - The rate is $5.00 per day plus state taxes, maximum 7 days in a 12 month period. A SKP will be allowed up to seven (7) days per year in dry-camp. Stay may be extended at the discretion of the Manager.

Daily Rental - $22.20 per day includes state tax and electricity. A Daily guest will normally be placed on one of the 22 rental spots, but at the discretion of the Manager, could be placed on a rental pool space. From June 15 to September 15, a daily guest can only rent a space for a maximum of 7 days at a time.

Weekly Rental - $133.20 includes state tax and electricity.A Weekly guest will be placed on one of the 22 rental spots. From June 15th to September 15th, a weekly renter can only rent a space for a maximum of 7 days at a time after which, if the park is full and others are waiting for hook-ups, the renter then goes to dry camp.

30-Day Rental - $350 per 30 day period, plus electricity. The maximum rental period is 30 days at a time. When space is available, extensions can be made in 30 day increments up to the maximum stay of 180 days, 30-day rental guests will be placed on a rental pool space. If a 30-day rental lot is vacated early, daily rates will be in effect, but not to exceed $350.00 total. A 30-day guest on a rental lot can extend at the daily rate less $3.00 for the electric credit if first in/first out is not in effect. There will be a $3.00 per day reduction in the daily rate if a daily guest is placed on a rental pool space, where there is a charge for electricity.

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COMPANY TRUCK USEAGE POLICY

Use of the Vehicle1. Keys and a sign-out log will be maintained in the Park Office. Mileage and fuel, or

lubricant use shall be entered on the sheet by each operator. 2. The vehicle shall be used only for park business. 3. In order to use the vehicle, approval of a Committee Chairperson or a Co-Chairperson is

required. 4. Trailers may not be towed on public roads, until they have been registered and insured. (At

this time one trailer is registered and none are insured.) 5. Vehicle operators must have a current driver’s license. The Office will confirm this

when the vehicle is checked out.

Care and Maintenance1. Drivers shall check and correct oil and lubricant levels, tire pressure, and fluids before

driving. 2. Oil must be changed every 3000 miles or 6 months, whichever comes first. 3. Drivers should use the pre-lubrication feature on the engine before initial startup. The key

should be turned on and the engine not started until the oil pressure gauge reads normal.

Any questions or problems should be reported to the Shop Committee Chairperson or to Management.

This policy was approved by the Board Members listed below on June 23, 2009

Ed Chatham, Tem Cochran, Judy Lahore, Patricia J. Benz, Kay Vezie, Linda Pratt, Robert Medina, Gerald P. Pollock

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Wi-Fi (INTERNET) GROUPPOLICIES AND PROCEDURES

JULY 2012

PURPOSE:To provide secure Wi-Fi (Internet) Service to the members and guests of Evergreen Coho Park

POLICIES:1. There shall be NO unnamed or unsecured network sites in Evergreen Coho SKP

Park. 2. A secured site will have WPA encryption or above.

PROCEDURE:1. To identify and neutralize the illegal network sites that has been set up in Evergreen Coho

SKP Park. 2. To work to keep the WI-FI systems in the park secure and safe for all members and guests in

the Park.

GENERAL INFORMATION:1. For Board members information:

a. The following involves both those who have their own phone company internet and those receiving Wi-Fi. 1) Unnamed and unidentified network sites are a way of hiding activities

from others. This is a favorite way hackers have of hiding their activities. 2) Unsecured network sites (open sites) are a favorite way for hackers to trap

innocent users so as to gain control of their hard drive for sending out spam, identity theft, gain bank passwords, etc.

b. We have evidence that both of these activities are taking place in the park (no one has lost any money or had their identity stolen yet, but there is plenty of spam being sent out).

c. A policy such as the one at the top of the page is needed now for a safe Internet experience for all.



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