ARTICLE I NAME AND LOCATION
The name of the corporation is HEATHER LAKES HOMEOWNERS ASSOCIATION, INC., hereinafter referred to as the "Association". The principal office of the corporation shall be located at Little River, South Carolina 29566, but meetings of members and directors may be held in or out of this State at the place as may be designated by the Board of Directors.
ARTICLE II
DEFINITIONS Section 1. “Association" shall mean and refer to HEATHER LAKES HOMEOWNERS ASSOCIATION, INC., its successors and assigns.
Section 2. "Properties" shall mean and refer to that certain real property described in the Declaration of Restrictions and Protective Covenants for Heather Lakes, and such additions thereto as may hereafter be brought within the jurisdiction of the Association.
Section 3. "Common Area" shall mean all real property owned by the Association for the common use and enjoyment of' the owners.
Section 4. "Lot" shall mean and refer to any plot of land shown upon any recorded subdivision map of the properties with the exception of the Common Area.
Section 5. “Owner" shall mean and refer to the record owner, whether one or more persons or entities, of the fee simple title to any Lot which is a part of the Properties, but excluding those having such interest merely as security for the performance of an obligation.
Section 6. “Declaration” shall mean and refer to the Declaration of Restrictions and Protective Covenants for Heather Lakes, applicable to the Properties recorded in the Office of the Clerk of Court of Horry County, South Carolina registry and all amendments and supplements.
Section 7. "Member" shall mean and refer to those persons, entitled to membership as provided in the Declaration.
Section 8. “Proxy” shall mean an agent designated in writing by a member to vote or to otherwise act for the member at a meeting of the members of the Association. The proxy so named shall be either another member/owner or an immediate family relation (parent, adult child, spouse, or other adult permanent resident of the property) of the member making the designation.
Section 9. “Ballot” shall mean a written instrument by which a vote is registered.
ARTICLE III
MEETINGS OF MEMBERS
Section 1. Annual Meetings. The annual meeting will be held yearly on the third Saturday of September at 1 p.m. Members intending to raise issues at the Annual meeting must provide the Secretary, no later than August 15th, with a brief statement, in writing and mailed to the Association’s mailing address, describing the issue(s) to be raised for inclusion in the notice of the meeting.
Section 2. Special Meetings. Special meetings of the members may be called at any time by the president or by the Board of Directors, or upon written request by one-fourth (1/4) of members who are entitled to vote.
Section 3. Open Meetings. No less than one Open Meeting for the exchange of information between the Board and the members shall be held quarterly. More meetings may be held at the Board's discretion.
Section 4. Notice of Meetings. Written notice of each annual and special meeting of the members shall be given by, or at the direction of, the secretary or person authorized to call the meeting, by mailing a copy of such notice, postage prepaid at least 15 days before such meeting to each member entitled to vote thereat, addressed to the member's address last appearing on the books of the Association, or supplied by such member to the Association for the purpose of notice. Such notice shall specify the day, date, place, and hour of the meeting, and, in the case of a special meeting, the purpose of the meeting.
Section 5. Quorum. The presence at the meeting of members or of proxies entitled to cast fifty-one percent (51%) of the total vote of the Membership shall constitute a quorum for any action, which is subject to a vote of the members at an annual or special meeting of the Association, except as otherwise provided in the Declaration or these By-Laws. If a quorum is not present at the meeting, the members entitled to vote shall determine the next meeting date provided that the notice of any subsequent meeting, due to the lack of a quorum, will be given in accordance with the provisions specified in Article III, Section 4, Notice of Meetings.
Section 6. Voting
(a) At all meetings of members, each member, in the conduct of Association business and in the election of Directors, may vote in person or by proxy.
(b) Any action that may be taken at any annual or special meeting of members may be taken without a meeting if the Board delivers a written ballot to every member entitled to vote on the matter.
(c) No member shall be eligible to vote, either in person or by proxy, to be elected to the Board of Directors, or to be appointed to any office of the Association who is shown on the books of the Association to be more than thirty (30) days delinquent in any payment due to the Association.
(d) Election to the Board of Directors shall be by written ballot. All ballots for election of directors and other issues to be voted upon at the meeting shall be on official printed forms provided by the Association with the seal of the Association affixed.
(1) Such ballot shall set forth each proposed action and provide an opportunity to vote for or against each proposed action.
(2) Candidates for director shall be listed in alphabetical order.
(3) Candidate profiles in alphabetical order shall be included with the ballot mailing.
(4) Cumulative voting shall not be permitted.
(e) A Ballot form shall be mailed to all members at least fifteen (15) days before such meeting.
(f) Completed ballots shall be cast at the meeting of members either:
(1) By the member who is present at the meeting; or,
(2) By the proxy designated by the member in writing and filed with the Secretary and who is present at the meeting.
Section 7. Proxies
(a) All ballots appointing proxies shall be in writing and shall be filed with the Secretary. An appointment of a proxy is effective when received by the Secretary. All ballots to be cast by designated proxies must be received by the Secretary at least two days prior to the meeting.
(b) The appointment of a proxy shall automatically cease upon conclusion of the meeting. The appointment of a proxy is revocable at any time by the member either by attending any meeting and voting in person or by signing and delivering to the Secretary a written statement that the appointment of the proxy is revoked.
(c) Designated proxies shall obtain the official ballot to be cast from the Secretary at the meeting.
Section 8. Action Taken Without a Meeting. The directors shall have the right to take any action in the absence of a meeting, which they could take at a meeting by obtaining the written approval of all the directors. Any action so approved shall have the same effect as though taken at a meeting of the directors.
ARTICLE IV BOARD OF DIRECTORS: ELECTION: TERM OF OFFICE Section 1. Number. A Board of five (5) directors shall manage the affairs of the association. All members of the Board of Directors shall be members of the association.
Section 2. Terms of Office. Beginning with the 1995 annual meeting, the members shall elect three (3) directors for a term of one (1) year, and two (2) directors for a term of two (2) years. At annual meetings thereafter, the members shall elect such directors, as vacancies exist. The two candidates receiving the highest number of votes shall be elected for the two-year terms.
Section 3. Removal and Vacancy. Any director may be removed from the Board, with or without cause, by a majority vote of the members of the Association. In the event of death, resignation or removal of a director, the remaining members of the Board shall appoint a successor. Such successor shall serve until the next annual election.
Section 4. Compensation. No director shall receive compensation for any service he may render to the Association. However, any director may be reimbursed for his actual expenses incurred in the performance of his duties.
ARTICLE V
NOMINATION AND ELECTION OF DIRECTORS Section 1. Nomination. Within thirty (30) days following the close of the annual meeting of the members, the Board of Directors shall appoint a Nominating Committee and advise the membership of its composition. The Nominating committee shall consist of a Chairman, who shall be a member of the Board of Directors, and two or more members of the Association. The Nominating Committee shall make as many nominations for election as is determined to fill the required number of Directors but not less than the number of vacancies that are to be filled. Such nominations must be made from among members eligible to vote.
Section 2. Duties. The Nominating Committee shall make nominations for election to the Board of Directors and shall be responsible for conducting the election of the Board of Directors. The Committee shall:
(a) In conjunction with the Secretary, prepare the ballot to be sent to every member eligible to vote in the election.
(b) Prepare the Candidate Profiles, in alphabetical order, to be distributed to all members.
(c) Conduct the election of directors and the tally of votes. The Board of Directors shall select no more than three member volunteers to observe the tally of the ballots.
(d) Certify to the Board of Directors and the membership the results of the election. The candidate(s) receiving the highest number of votes shall be elected.
(e) On the day before the annual meeting, ballots appointing a proxy which have been received by the Secretary shall be opened. The Nominating Committee shall determine the validity of the proxy appointment, which will then be certified by the Secretary. With prior notice to the Chairman of the Nominating Committee, any member of the Association may observe this validation and certification process. The Nominating Committee shall have the authority to limit the number of observers to five.
ARTICLE VI
MEETINGS OF DIRECTORS
Section 1. Regular Meeting. Regular Meetings of the Board of Directors shall be held monthly with notice to each Board member, by telephone, by email or in person, at such place and hour as may be fixed from time to time by the Board.
Section 2. Special Meetings. Special meetings of the Board of Directors shall be held when called by the president of the Board of Directors, or by any three directors, after not less than three (3) days notice to each director either, by telephone, by email or in person, at such place and hour as may be fixed from time to time by the Board.
Section 3. Quorum. A majority of the number of directors shall constitute a quorum for the transaction of business. Every act or decision done or made by a majority of the directors present at a duly held meeting at which a quorum is present shall be regarded as the act of the Board.
ARTICLE VII
POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Section 1. Powers. The Board of Directors shall have power to:
(a) Adopt and publish rules and regulations governing the use of the Common Area and facilities, and the personal conduct of the members and their guests thereon at such Common Areas and facilities, and to establish penalties for the infraction thereof;
(b) Suspend the voting rights and right to use the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment, levied by the Association. Such rights may also be suspended after notice and hearing, for a period not to exceed 60 days for infraction of published rules and regulations;
(c) Exercise for the Association all powers, duties and authority vested in or delegated to this Association and not reserved to the membership by other provisions of these By-Laws, the Articles of Incorporation, or the Declaration;
(d) Declare the office of a member of the Board of Directors to be vacant in the event such member shall be absent from three (3) consecutive regular meetings of the Board of Directors; and
(e) Employ a manager, an independent contractor, or such other employees as they deem necessary, and to prescribe their duties.
Section 2. Duties.
It shall be the duty of the Board of Directors to:
(a) Cause to be kept a complete record of all its acts and corporate affairs and to present a statement thereof to the members at the annual and each open meeting of the members, or at any special meeting when such statement is requested in writing by one fourth (1/4) of the members who are entitled to vote.
(b) Convene the Annual Meeting and Special Meetings, and hold no less than one Open Meeting quarterly;
(c) Supervise all officers, agents and employees of this Association; see that their duties are properly performed; and ensure the solicitation of bids and the execution of contracts for work performed by contractors.
(d) As more fully provided in the Declaration, to:
1. Fix the amount and the due date of the annual assessment against each Lot at least thirty (30) days in advance of each calendar year.
2. Send written notice of each assessment to every Owner subject thereto at least thirty (30) days in advance of each calendar year; and
3. Foreclose the lien against any property for which assessments are not paid within sixty- (60)-days after due date or to bring an action at law against the owner personally obligated to pay the same.
(e) Issue, or to cause an appropriate officer to issue, upon demand by any person, a certificate setting forth whether or not any assessment has been paid. The Board for the issuance of those certificates may make a reasonable charge. If a certificate states an assessment has been paid, such certificate shall be conclusive evidence of such payment;
(f) Procure and maintain adequate liability and hazard insurance on property owned by the Association;
(g) Cause all officers or employees having fiscal responsibilities to be bonded, as it may deem appropriate;
(h) Cause the Common Area to be maintained.
ARTICLE VIII
OFFICERS AND THEIR DUTIES Section 1. Enumeration of Officers. The officers of this Association shall be a President and Vice-President, who shall at all times be members of the Board of Directors, a Secretary, and a Treasurer, and such other officers as the Board may from time to time by resolution create.
Section 2. Election of Officers. The election of officers shall take place at the first meeting of the Board of Directors following each annual meeting.
Section 3. Term. The Board shall elect the officers of this Association annually and each shall hold office for one (1) year unless he shall sooner resign, or shall be removed, or otherwise be disqualified to serve.
Section 4. Special Appointments. The Board may elect such other officers as the affairs of the Association may require, each of whom shall hold office for such period, have such authority, and perform such duties as the Board may, from time to time, determine.
Section 5. Resignation and Removal. The Board may remove any officer from office with or without cause. Any officer may resign at any time after giving written notice to the Board. Such resignation shall take effect on the date of receipt of such notice or at any later time specified therein, and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
Section 6. Vacancies. A vacancy in any office may be filled by appointment by the Board. The officer appointed to such vacancy shall serve until the next annual election.
Section 7. Duties. The duties of the officers are as follows:
President
(a) The President shall preside at all meetings of the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, mortgages, deeds and other written instrument(s) and shall cosign all checks and promissory notes.
Vice-President
(b) The Vice-President shall act in the place and stead of the president due to absence, inability or refusal to act and shall exercise and discharge such other duties as may be required by the Board.
Secretary
(c) The Secretary shall record the votes and keep the minutes of all meetings and proceedings of the Board and of the members; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the members; keep appropriate current records showing the members of the Association together with their addresses, and shall perform such other duties as required by the Board.
Treasurer
(d) The Treasurer shall receive and deposit in appropriate bank accounts all monies of the Association and shall disburse such funds as directed by resolution of the Board of Directors; shall sign all checks and promissory notes of the Association; shall prepare an annual budget; keep proper books of account; produce a financial statement and cause an audit of the Association books to be made by a Certified Public Accountant at the completion of each fiscal year; and shall prepare a statement of income and expenditures to be presented to the membership at its annual meeting and at each open meeting. Copies of the annual budget, financial statement and statements of income and expenditures shall be delivered to each member.
ARTICLE IX
COMMITTEES
The Board of Directors shall appoint an Architectural Review Board, as provided in the Declaration, and a Nominating Committee, as provided in these By-Laws. In addition, the Board of Directors shall appoint other committees as deemed appropriate in carrying out its purpose.
ARTICLE X
BOOKS AND RECORDS Section 1. Fiscal Year. The fiscal year of the Association shall begin on the first day of January and end on the last day of December.
Section 2. Books and Records.
(a) All books, accounts, minutes, tapes, diskettes, CD-Rom disks and official actions of the Board, shall at all times be and remain the property of the Association.
(b) Books and accounts of the Association shall be kept under the direction of the Treasurer in accordance with generally accepted accounting practices, consistently applied.
(c) Records of the minutes of all meetings and proceedings of the Board and the membership shall be kept under the direction of the Secretary in chronological order.
(d) The Treasurer and Secretary, in the performance of their respective duties, shall cause Association financial records and records of the minutes of all meetings and proceedings of the Board and the membership, maintained in computer databases to be backed up on physical media such as tapes, diskettes or CD-Rom disks and kept at a location, approved by the Board, separate from the original records.
(e) At the end of the Treasurer and Secretary’s respective terms in office, all such books, accounts, minutes, back up tapes, diskettes or CD-Rom disks in their respective possession shall be turned over to the Board.
Section 3. Inspection of Books and Records.
(a) The books and accounts of the Association, with supporting documentation for the entries made therein, the records of the minutes of all meetings and proceedings of the Board and the membership, as well as the current membership list showing names, addresses, phone and lot numbers, the Declaration, Articles of Incorporation, By-Laws and any rules and regulations governing the Association shall all be available for examination, without charge, by any member at the principal place of the Association where such records are kept during reasonable business hours. Such examination shall be conducted under the supervision of the then current officers having respective responsibilities for such records, etc., and at least one board member.
(b) A copy of any of the above-referenced books, records, minutes, Declaration, Articles of Incorporation, By-Laws and any rules and regulations may be purchased by any member at a reasonable cost to be determined by the Board, prior to the making of any such copy.
ARTICLE XI
ASSESSMENTS As more fully provided in the Declaration, each member is obligated to pay to the Association annual and special assessments, which are secured by a continuing lien upon the property against which the assessment is made. Any assessments, which are not paid when due, shall be delinquent. If the assessment is not paid within thirty (30) days after the due date, the assessment shall bear interest from the date of delinquency at the highest rate of interest allowed by law, and the Association may bring an action at law against the Owner personally obligated to pay the same or foreclose the lien against the property, and interest, costs, and reasonable attorney's fees of any such action shall be added to the amount of such assessment. No Owner may waive or otherwise escape liability for the assessments provided for herein by nonuse of the Common Area or abandonment of his Lot.
ARTICLE XII
CORPORATE SEAL The Association shall have a seal in circular form having within its circumference the words HEATHER LAKES HOMEOWNERS ASSOCIATION, INC., 1990.
ARTICLE XIII
AMENDMENTS Section 1. These By-Laws may be amended only by a vote of a majority of a quorum of members.
Section 2. In the case of any conflict between the Articles of Incorporation and these By-Laws, the Articles shall control; and in the case of any conflict between the Declaration and these By-Laws, the Declaration shall control.
IN WITNESS WHEREOF, we, being all of the directors of the HEATHER LAKES HOMEOWNERS ASSOCIATION, INC., have hereunto set our hands this 1st day of January 1991.
Amendments
_______________________________________________
First Amendment to the By-Laws approved on November 5, 1994 and recorded in Deed Book 2416, page 755.
_______________________________________________
Second Amendment to the By-Laws approved on May 29, 1996.
Content - It amended Article III, Section 2; Article V, Section 1; Article VI, Section 2; Article VII, Section 2; Article IX and Article XIII, Section 1.
_______________________________________________
Amendment to the By-Laws approved on July 29, 2000.
Content - It amended Article I
_______________________________________________
Amendment to the By-Laws approved and effective on February 3, 2007, and filed with the Horry County Registrar of Deeds on February 27, 2007. Recorded in Deed Book 3224, Page 2643.
Content – Many obsolete references were removed, Article III (Annual Meeting moved to September), Article III (Quorum redefined), Article III (Open meetings required), Article III (Proxies), Article IV (appointment of board members), Article V (Counting of ballots).
Amended and restated By-Laws approved and effective on June 20, 2009.
Content –
Article II – Definitions
Section 5 - Omitted contract sellers
Section 6 – Added “and all amendments and supplements”.
Section 8 – NEW. Removed old section (duplicated Section 7) and added definition of “Proxy” and those who may serve as such.
Section 9 – NEW. No prior definition of “Ballot”.
Article III – Meetings of Members
Section 1 – Replaced floating deadline with date certain.
Section 4 – Added “date”
Section 5 – Restores prior requirement of 51% for a quorum.
Section 6 – Completely revised to explain “Voting” Procedures.
Section 7 – New. Explains “Proxies”
Section 8 – No change. Relocated from Article IV, Section 5.
Article IV - BOARD OF DIRECTORS: SELECTION: TERM OF OFFICE
Section 3 – Board’s discretionary authority to appoint a successor is restored.
Section 5 – Relocated to Article III, Section 8.
ARTICLE V - NOMINATION AND ELECTION OF DIRECTORS
Section 1 – Set timeframe for appointment of Nominating Committee.
Section 2 – Redefines the duties of the Nominating Committee with regard to the conduct of election of Board members.
ARTICLE VI -MEETINGS OF DIRECTORS
Section 1 & Section 2 – Added methods by which Board members are to be notified
ARTICLE VIII - OFFICERS AND THEIR DUTIES
Section 6 – Changed the appointed officers time in office.
Section 7 – Vice-President - Revised to be gender neutral.
ARTICLE X - BOOKS AND RECORDS
Section 1 - Fiscal year moved from Article XIV, Misc.
Section 2 – Defines ownership of HOA records and requirements to transfer association records to successor officials.
Section 3 – Added definition of procedures for inspection and copying of Association documents.
ARTICLE XIV – MISCELLANEOUS
Article deleted.
GUIDELINES FOR
ARCHITECTURAL REVIEW COMMITEE OF
HEATHER LAKES
Revised October 2011
(index at end)
1. PURPOSE OF THE GUIDELINES
The Architectural Review Committee (ARC), which is appointed by the Board of Directors of the Heather Lakes Homeowners Association, is charged with the responsibility of approving, in writing, all plans and specifications for improvements to all lots within Heather Lakes.
This approval process is for the purpose of maintaining or enhancing existing property values by seeking to assure compatibility, consistency and conformity within Heather Lakes. It is the intention of these guidelines to set forth desired design parameters which will assist property owners, architects, contractors and other professionals with planning property improvements within Heather Lakes which will assure the purpose set forth above. These guidelines may be changed, deleted or added to after the proposed revisions have been submitted in writing to the Board of Directors and approved by a two-thirds (2/3) vote.
2. REVIEW PROCESS AND REQUIREMENTS
A. For New Home Construction or Replacement, Structural Alterations and Additions:
The General Contractor and Owner must submit a completed Application Form along with required plans, drawings and a Contractor’s Repair and Maintenance Deposit to the ARC.
The ARC shall act upon all applications and shall communicate its decision to the applicant within 20 business days for new construction and 10 days for all other changes, after the Owner’s filing unless extended by written agreement. The failure of the ARC to act within these periods shall be considered as an approval of the application. All decisions of the ARC shall be in writing and shall be made by a majority of the committee members. Application forms are available from the Chair of the ARC.
B. For All Other Exterior Changes Including, But Not Limited To, Walls, Fences, Docks, Ornamentation And Changes In Landscaping:
Prior to any changes, Lot owners are required to submit a written request complete with scale drawings and/or photographs to the ARC detailing the changes they would like to make. For fences, walls and patios a plot plan showing property lines, setbacks, proposed locations and existing structures as well as hard surfaces must be included.
The ARC shall act upon all applications and shall communicate its decision to the applicant within 10 business days after filing unless extended by written agreement. The failure of the ARC to act within these periods shall be considered as an approval of the application. All decisions of the ARC shall be in writing and shall be made by a majority of the committee members.
C. Contractor’s Repair and Maintenance Deposit for New Home Construction or Replacement, Structural Alterations and Additions:
This deposit is required for all new home construction, additions and structural alterations. This is a Contractor’s Repair and Maintenance Deposit for maintenance, repair and clean-up costs that may be incurred by the HOA/ARC created by the project. This deposit also can be utilized to cover any Fines that may be assessed by the Board of Directors, for contractors and their employees not following the HOA rules and requirements. This deposit does not relieve the Owner(s)/Contractor(s) from their obligations for additional clean up, repair and maintenance needed, at the discretion of the HOA. The Contractor’s Repair and Maintenance Deposit is required to help insure satisfactory completion of Owner/Contractor obligations and is completely refundable at satisfactory completion of these obligations.
For Additions, Structural Alterations and Partial Replacement, the required deposit is 2% of the estimated project cost.
For New Home Construction or Full Replacement, the required deposit is $4,000.00.
D. Contractor’s Rules of Conduct:
The contractor’s rules of conduct that are to be adhered to while completing improvements on all lots in the Heather Lakes Community are available as a separate document. These rules apply to the General Contractor, their subcontractors and the property owner (when acting as the contractor and/or subcontractor) if applicable.
While the Heather Lakes Board of Directors as well as the ARC would appreciate and expect the full cooperation of all contractors, compliance with the Contractor’s Rules of Conduct will be monitored. Any infractions will be reported to the appropriate authorities and /or fines imposed as authorized by the Covenants of the Homeowners Association.
3. GUIDELINES
A. Landscaping and Ornamentation
(a) Landscaping. With the exception of those areas of the front yard surfaced with approved walkways and driveways, a minimum of fifty percent (50%) of the remaining area of the front yard landscape and the street side yard on corner lots shall be covered with mature sod. No portions of any developed Lot shall be allowed to grow wild or lack some form of ground cover. Any grass must be installed as mature sod. Landscaping must be fully installed within sixty (60) days of the issuance of final approval by the Horry County Building Inspector, unless a waiver is granted by the ARC for extenuating circumstances. All landscaping shall be maintained in a healthy and attractive manner.
(b) Ornamentation. Statues, figurines, silhouettes, fountains or ornamental objects exceeding 24” in height shall not be erected or placed on any Lot without prior approval of the ARC. No more than five (5) such objects, less than 24 inches in height, are permitted to be displayed as part of the front landscaping of any Lot.
B. Buildings
1. Approval will be in accordance with all-applicable building codes and zoning ordinances.
2. Approval will be in accordance with the Declaration of Restrictions and Protective Covenants for Heather Lakes and conform to all building restriction lines as set forth on the recorded plats.
3. Roofs
Hip and gable roofs are among the preferred types. Mixing incompatible styles is discouraged. Small portions of flat roofs will be allowed on connecting elements and breezeways. Dormers are encouraged to avoid large single roof expanses. High profile architectural shingles are suggested. Roof pitches generally shall not be less than 6:12, or more than 12:12.
4. Windows and Doors
Windows shall be double or single hung. True divided window mullions are preferred, but grills are acceptable.
5. Exterior Finish
Exterior finish should be predominantly of wood, brick/stone or vinyl, or a combination of the same. If wood is used, shiplap, beaded siding, or other horizontal appearances are required. Plywood, except as an accent, is not permitted. Pre-finished fiberboard and vinyl siding shall be allowed when profiles resemble traditional wood siding. Brick/stone should appear on the facade of wood houses as a foundation material or as accent walls.
C. Site Development, Maintenance and Use Restrictions:
1. All drives, patios on grade, walks and turn around areas shall be paved with cement concrete, exposed aggregate or brick-pavers. Asphalt concrete is not permitted. All drives must be paved to the edge of the roadway.
2. The paint, coating, stain and other exterior finishing colors on all buildings and exterior surfaces to include, but not be limited to, roofs, fences, walls, driveways, patios and walkways, may be maintained as that originally installed, without prior approval of the ARC, but prior approval by the ARC shall be necessary before any such exterior finishing color is changed.
3. All garbage/trash shall be stored within the residence of each Owner or in storage facilities provided for said residence at the time of construction. The storage area must be visually screened in order to conceal it from view from the road and adjacent properties. No Owner may change or supplement the garbage/trash storage facilities provided unless the ARC shall first approve, in writing, the change or addition to the method of storage.
4. No mercury vapor or similar high-intensity, commercial or industrial-type lighting, whether free-standing or attached, shall be permitted on any Lot. Only residential-type lighting and flood lamps shall be allowed.
5. All lots shall be so graded as to maintain drainage within their own property lines. Surface water drainage may not be changed to divert water onto adjoining lots. All existing drainage ditches must be maintained. Lake lot owners are responsible for the installation of grass on lake banks and drainage ways adjoining their lots.
6. No fences, docks, gazebos or other structures of any kind may be located on any Lot without the prior written permission of the ARC. Said permission may not be unreasonably withheld as long as all the requirements of the ARC have been satisfied. No fence over six (6) feet in height shall be allowed. No privacy fence shall be allowed on waterfront Lots. On any corner Lot, no wall, fence or other structure shall be erected or altered and no hedge, tree, shrub or other growth shall be permitted which may obscure the view of drivers using the roadways. Chain link and wood fences are not permitted.
7. Sports equipment may be placed in rear yards at owner’s discretion. Requests for placement of sports equipment, including, but not limited to, basketball hoops, outdoor gyms, swing sets, or trampolines, must be submitted to the ARC for written approval prior to location in front or side yards. When the equipment is no longer in use or falls into disrepair, so as to diminish the appearance of the Lot and neighborhood, it shall be removed by the Owner.
8. No structure of a temporary nature including, but not limited to, tents, canopies, inflatables, storage pods and roll-off dumpsters, shall be erected or allowed to remain on any Lot unless and until permission for the same has been granted by the ARC, or its designated agent or representative.
9. Stand-alone garden/storage sheds are prohibited.
10. No mailbox may be placed on any Lot until prior written approval has been received from the Architectural Review Committee. Mailboxes shall be maintained in a neat, clean and attractive manner.
11. Trees of less than four (4) inches in diameter, at the base, or less than ten (10) feet in height may be removed without approval of the ARC. Trees that interfere with construction of improvements, are dead or diseased, or present a hazard to persons or property may also be removed without approval of the ARC. Live trees not included in the above of four (4) or more inches in diameter, at the base, or more than ten (10) feet in height must have prior approval from ARC before removal. (If in doubt, contact the ARC.)
12. All non-portable, above-ground propane tanks of 125 gallons or less are required to be screened from view of the public street adjacent to the front yard, (front and side yards for corner Lots) with landscaping or fencing material compatible with the house. All screening must receive prior written approval from the ARC. All larger propane tanks must be buried.
13. All irrigation pumps and plumbing are required to be screened from view of the public street adjacent to the front yard, (front and side yards for corner Lots) with landscaping or fencing material compatible with the house. All screening must receive prior written approval from the ARC.
14. Window-mounted and through-the-wall air conditioning and/or heating units are prohibited in the front and sides of the home. Through-the-wall air conditioning and/or heating units may be permitted in the rear of the house upon approval of the ARC.
4. PROCEDURE BEFORE THE ARC:
All applications for the review of plans or for changes as provided in these Guidelines shall be in writing. A fee schedule, where applicable, for all proceedings before the ARC shall be adopted by the Board of Directors. The ARC shall act upon all applications and shall communicate its decision to the applicant within ten (10) business days (twenty (20) business days for new construction and replacement) after filing unless extended by written agreement. The failure of the ARC to act within these periods shall be considered as an approval of the application. All decisions of the ARC shall be in writing and shall be made by a majority of the committee members.
5. APPEALS FROM THE ARC:
Any Owner aggrieved by a decision of the ARC may appeal the decision to the Board of Directors. Such appeals shall be filed within ten (10) business days of the date of communication of the decision in such form as the Directors may prescribe and shall include all grounds for the appeal. After review of the appeal, a majority of the Directors must affirm, reverse, modify or amend the decision of the ARC, attaching such reasonable conditions as it deems necessary and proper under the circumstances. All appeals to the Board of Directors shall be acted upon and communicated to the appellant within twenty (20) business days from the date of receipt of the appeal. The decision of the Board of Directors shall be final.
Heather Lakes Homeowners Association
Architectural Review Committee
Contractor/Owner
“Fine Schedule”
Violation | Minimum Fine Per Incident | Description/Details |
Parking | $10.00 | Contractors will be notified, upon each project approval, of the parking requirements. Owners will be provided one (1) written warning prior to fine. |
Project Start without ARC Approval | $250.00 | Any contractor or owner starting a project without prior ARC approval, i.e., clearing lot of trees 4 inches in diameter or larger, construction start before project approval. |
Occupancy of Residence Prior to ARC Final Approval | $250.00 | Any contractor allowing occupancy prior to obtaining a final inspection and approval by the ARC. |
Failure to Respond | $50.00 | Failure to respond within 30 days to HOA correspondence. |
Construction Completion Timetable | $250.00 | Failure to complete any project within one (1) year of obtaining project approval from the ARC. Only exception requires a written extension from the ARC setting the extended construction period. |
Tree Removal | $250.00/tree | The removal from any property, without prior approval, trees measuring 4 or more inches in diameter. See Article VIII, Section 18 of the Covenants. |
Other Violations of HOA/ARC rules | * | This includes any other violation of HOA/ARC construction project rules and requirements. |
*Note: These fines will be applied based on severity of violation as
determined by the HOA & ARC.
NOTE: The HOA/ARC requires a formal request for final inspection and deposit return, by the depositor of record, upon completion of any project and before occupancy of new construction.
Rev. 10-2011
INDEX--- Guidelines for Architectural Review Committee (ARC) | 3-Oct-11 |
Heather Lakes Community | | |
| | | | |
The ARC guidelines for home / lot improvements reside in two HOA documents--- | |
1 | Guidelines for the Architectural Review Committee (ARC) of Heather Lakes | |
2 | HOA Declarations of Restrictions and Protective Covenants for Heather Lakes | |
| | | | |
This index is provided to assist the home/lot owner in finding the information related to House/lot improvements or HOA restrictions |
| | | | |
Area of Improvement and/or Restriction | Location of information | |
| | | HOA Covenants/restrictions | ARC Guidelines |
Building -- New Building/Replacements, Addition/Alterations -- ARC pre-construction review process and requirements |
| | | | |
| ARC -- Purpose | | Article VII | Section 1 |
| ARC -- Members and terms | Article VII Section 2 | |
| ARC -- Duties of ARC | | Article VII Section 3 | Section 1 |
| ARC -- Revision of Guidelines | Article VII Section 3 | Section 1 |
| ARC -- Review of Plans for New homes, Replacements, Structural Alterations & Additions | Article VII Section 4 | Section 2A |
| ARC -- Review of Plans & Requirements for All other Exterior changes -- walls, Fences, Docks, Ornamentation and landscaping changes | Article VII Section 4 | Section 2B |
| ARC -- Approval procedure/actions | Article VII Section 5 | Section 4 |
| Contractor's Repair & Maintenance Deposit | | Section 2C |
| Contractor's Rules of Conduct | | Section 2D |
| ARC -- Appeal process | Article VII Section 6 | Section 5 |
| ARC -- Contractor/Owner Fine | | Section 2C & 2D & pg 8 |
| | | | |
Building -- New Building/Addition/Alterations (Exterior only) | | |
| | | | |
| Building Codes and Zoning Compliance | | Section 3B - 1 |
| HOA -- Approval requirements | | Section 3B - 2 |
| Building Height | | Article VII Section 4 | |
| Garage requirements and minimum square footage of house | Article VII Section 4 | |
| Roof -- style recommendations | | Section 3B - 3 |
| Exterior Finishes -- Building Materials | Article VII Section 4 | Section 3B - 5 |
| Exterior Finishes -- colors/materials----roofs, fences, walls, driveways, patios, walkways etc. | Article VII Section 4 | Section 3C - 1 & 2 |
| Air conditioning/Heating -- Through-the wall | Article VIII Section 27 | Section 3C - 14 |
| Windows and doors -- Type | | Section 3B - 4 |
| Window & Door Appearance -- reflective materials | Article VIII Section 26 | |
| Building/Structure Maintenance | Article VI Section 2C(b) | |
| Building/Structure -- Partial or damaging loss | Article X Section 4) | |
| | | | |
Building -- temporary structures (canopies, pods, dumpsters, etc) | Article VIII Section 12 | Section 3C - 8 |
| | | | |
Lot/Site Development ---- Landscaping | | |
| | | | |
| Land use -- Lots | | Article VIII Section 3 | |
| Landscaping-installation/maintenance | Article VIII Section 20(a) | Section 3A -- (a) |
| Lot/Grounds maintenance | Article VI Section 2C(a) | |
| Drainage of Lot | | | Section 3C - 5 |
| Tree(s) -- diseased / damaging / live -- Removal requirements | Article VIII Section 18 | Section 3C - 11 |
| Ornamental yard statues, figurines, silhouettes or fountains | Article VIII Section 20(b) | Section 3A -- (b) |
| | | | |
Lot/Site Development --other Site Development/Maintenance | | |
| | | | |
| Birdhouses, Birdfeeders and Birdbaths | Article VIII Section 22 | |
| Clothesline -- outside | | Article VIII Section 28 | |
| Driveways, Patios, Walkways & turn around areas | Article VIII Section 11 | Section 3C - 1 & 2 |
| Fences, docks, gazebos or other structures -- Restrictions | Article VIII Section 14 | Section 3C - 6 |
| Flags, Banners, Windsocks | Article VIII Section 21 | |
| Garbage/Trash receptacles screening | Article VIII Section 16 | Section 3C - 3 |
| Gardens | | Article VIII Section 19 | |
| Irrigation equipment screening | Article VIII Section 24 | Section 3C -13 |
| Lighting -- exterior | | Article VIII Section 30 | Section 3C - 4 |
| Mailboxes | | Article VIII Section 15 | Section 3C - 10 |
| Propane tank -- screening/burial | Article VIII Section 23 | Section 3C -12 |
| Sheds | | Article VIII Section 13 | Section 3C - 9 |
| Signs | | Article VIII Section 25 | |
| Sports Equipment -- Basketball goals, swing sets, trampolines, etc | Article VIII Section 29 | Section 3C - 7 |
| Satellite dishes | | Article VIII Section 31 | |
October 2010
Heather Lakes HOA
Lakes & Grounds Committee
(Document below was adopted by the Heather Lakes Board of Directors July 2010)
Background
There are approximately 15 acres of Common Area owned by the Heather Lakes Home Owners Association, Inc.. Lake Luck, the island, four smaller ponds and the Amenity Center complex comprise over 10 acres, and the remaining acres are on four parcels located throughout the development. Creeks and streams, including Mullet Creek and Hoop Hole Branch adjacent to Common Areas, are part of Lakes and Grounds Committee responsibilities. Maps are on file with HOA records and in the appendix to this document.
Mission of Heather Lakes and Grounds Committee
The mission of the Lakes & Grounds Committee (L&G), which is appointed by the Heather Lakes Board of Directors (BOD), is to oversee the maintenance and improvements to the real property belonging to the Heather Lakes Community HOA. The committee’s oversight does not include HOA structures at the Amenity Center and Pool, front entrance sign, Amenity Center planting beds and public utilities on HOA property. These are managed by other committees or directly by the BOD.
The general responsibilities of the committee are to:
- Frequently inspect the real property belonging to the HOA for needed maintenance and potential enhancements as well as follow-up on all the needed repairs and improvements.
- Seek community involvement in the maintenance and improvements of the HOA real property such that the pride and real property value of the community is enhanced.
- Work with all HOA contract services and local government agencies to insure the complete fulfillment of the services to the community.
- Insure that there is compliance to all Federal, State and County regulations related to the HOA real property such as DHEC dam inspection and Storm Water requirements.
- Make recommendations and suggestions to the Heather Lakes Board of Directors (BOD) as they relate to the maintenance and/or improvements to the HOA real property
- Assist the BOD in controlling cost to maintain and enhance the HOA real property
Responsibilities of Heather Lakes L&G Committee
Areas of responsibilities covered by the L&G committee are listed below. The intent of the committee is to have a committee resident lead each area. Details related to the responsibilities of each Team as well as each Team Leader, are detailed in the subsequent sections of this document.
L&G Lead Positions
L&G Chairperson
Board Liaison
Team Areas
Bridge
Grass and Wooded Areas
Irrigation System
Island
Lakes
Playground
Power Washing
Signs
Streets and Drains
Street Lights
L&G CHAIRPERSON
Scope: L&G Committee leader
Responsibilities :
1. Functions as the primary contact to the BOD related to all L&G activities, concerns and potential issues.
2. Conducts monthly L&G meetings and provides written summaries of meeting discussions and plans to BOD.
3. Submits all L&G recommendations to the BOD for direction and approval.
4. Coordinates all L&G activities by working closely with the area team leaders.
5. Promotes community involvement in the maintenance and improvements of the HOA real property such that the pride, community spirit and real property value of the community is enhanced.
6. Encourages committee members to pursue all approaches that aid in minimizing HOA expenses associated with maintaining the HOA real property and simultaneously pursuing a higher level of condition of the HOA real property. Examples of this would be to promote the use of more durable maintenance-free materials and/or maintenance methods.
L&G BOARD LIAISON
Scope: Board representative for guidance and information to and from the BOD
Responsibilities:
1. Attend each L&G monthly meeting with the purpose of establishing and maintaining timely communication between the L&G committee and the Heather lakes BOD.
2. Inform the L&G committee of any community or BOD activities, decisions and issues that may involve or affect the L&G committee.
3. Be the primary contact for all residents concerning L&G related requests and issues. Provide timely follow up on requests and issues from residents.
4. Alert the BOD of any L&G committee concerns and potential issues.
5. Provide the L&G committee with any BOD recommendations for committee projects, actions, and recommendations.
HOA GRASS AND WOODED GROUNDS
Scope: All HOA green space and trees, HOA Common Areas, Lake Luck walk paths, Lake Luck embankments, Mullet Creek, and Hoop Hole Branch adjacent to Common Areas. See appendix for map showing all HOA Grounds areas. (The planting beds around the Amenity Center and Front Entrance sign are presently not part of the L&G committee oversight.)
Responsibilities:
1. Keep L & G committee chairperson informed of all Grounds issues and resident requests and concerns.
2. Foster a long range goal to make as much of the Grounds available and accessible to residents. These green areas may be walking paths, rest areas, etc. available to all residents without harming the flora & fauna.
3. Conduct annual inspections of the areas to assess the conditions and needed work.
4. Schedule and coordinate mowing of dam embankments at least twice each year.
5. Oversee all Grounds related contracts; eg. grass mowing, fertilizing, bush hogging. Follow up on any Grounds related contract issues. Participate in any revisions or renewals of Grounds contracts.
6. Lead, organize and coordinate with volunteers on Common Area maintenance and enhancement projects.
7. Coordinate all activities with Federal, State, and County agencies on issues and projects related to Mullet Creek and Hoop Hole Branch.
8. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
BRIDGE
Scope: Bridge to Lake Luck Island: inspection and maintenance of structure.
Last full inspection was in January 2008 and is on file with HOA records.
(See appendix for map showing location of bridge and information on the previous bridge inspection.)
Responsibilities:
1. Keep L & G committee chairperson informed of all bridge issues and resident requests and concerns.
2. Inspect bridge supports, decking and railings annually in early spring.
3. Power wash bridge in conjunction with the power washing program as outlined in Power Washing Responsibilities.
4. Paint decking, railings and associated features as needed.
5. Organize, schedule and oversee all bridge related maintenance and project community work sessions and/or contractor work.
6. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
IRRIGATION SYSTEM
Scope: Amenity Center and front entrance area lawn sprinkler system including the Lake Luck pumping station (pump house, pump, suction and discharge piping system) as well as all zone piping and sprinkler heads.
Responsibilities:
1. Keep L & G committee chairperson informed of all maintenance issues or project status related to the lawn sprinkler system.
2. Establish and maintain a layout of the sprinkler zones and note all modifications.
3. Perform spring startup inspection and repairs of the pumping system and all sprinkler zones.
4. Perform fall draining and shutdown of the entire sprinkler system. If the system is left operating during the winter months, frequently monitor the system to insure that freezing of systems does not occur.
5. Conduct periodic inspection of the pump and sprinkler zones during the summer operations.
6. Organize, schedule and oversee all system related maintenance and project community work sessions.
7. Pursue opportunities to reduce HOA annual costs to maintain the sprinkler system.
8. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
ISLAND
Scope: Maintenance of Lake Luck Island and grounds including paths, benches, wooded areas and boat storage area. (See Appendix for Island Plan)
Responsibilities:
1. Keep L & G committee chairperson informed of all maintenance issues or project status related to the island.
2. Perform maintenance on paths and boat area to insure they stay free of weeds and any items that may represent a tripping hazard.
3. Complete periodic inspection of all standing trees for possible trimming and/or removal.
4. Organize, schedule and oversee all island related maintenance and project community work sessions and contractor work.
5. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
LAKES
Scope: All 5 community lakes & associated dams, shorelines, outfalls, and overflows.
(See Appendix 1 for community map showing all lake locations and assigned lake numbers.)
Responsibilities :
1. Keep L & G committee chairperson informed of all lake issues and residents’ request/concerns related to the lakes
2. Maintain a standard inspection form listing all lake items that are to be inspected. Scope of inspections to include all lake dams, overflows, water quality, outfalls, water shoreline, and surrounding trees.
3. Using the inspection form, quarterly inspect all lakes and provide a written status report to the L & G chairperson complete with full details and recommendation to the committee chairperson on all needed maintenance/repairs. as well as the associated costs.
4. Organize, schedule and oversee all lake related maintenance/project community work sessions.
5. Schedule and coordinate all DHEC dam inspections. (Note: last dam inspection was November 1, 2010. See appendix for DHEC communication and safety information.)
6. Oversee all lake related contracts. Be the primary contact for all lakes contract services. Follow-up on any lake-related contract issues. Participate in any revisions or renewals of lake contracts. (Lake treatment contract expires Dec. 2010.)
7. Monitor and/or lead all lake related projects.
8. When a major hurricane, or other significant storm event, is forecast, monitor the dam with the Grass and Wooded Areas Leader. If the dam appears to be in danger from overtopping, or if failure of the dam appears to be imminent because of other problems, notify the state and local officials as shown in the Surveillance Plan and Emergency Notification Plan (Appendix 7).
9. Pursue opportunities to reduce HOA annual costs to maintain the HL lakes and associated facilities.
10. Provide each month an activity/accomplishment report to L&G committee chairperson.
PLAYGROUND
Scope: All playground equipment and the ground area within the fence area of the Heather Lakes Playground
Responsibilities:
1. Keep the L & G committee chairperson informed of all issues related to the Heather Lakes playground equipment and associated fenced area as well as any residents requests and concerns related to the play ground equipment and area
2. Inspect the playground equipment and the fenced-in area monthly for any potential safety issues and maintenance (repairs and painting) of the equipment.
3. Timely follow up on all playground related request and issues particularly if there is a safety related concern.
4. Organize and schedule all playground maintenance and project work sessions related to the playground.
5. Provide a monthly activity and accomplishment report to the L&G committee chairperson.
POWER WASHING and PAINTING
Scope: Front entrance, Amenity Center, pavilion, pool deck, pool storage, island bridge and parking area sidewalks.
Responsibilities :
1. Keeps L&G Committee chairperson informed of accomplishments and concerns.
2. Perform a routine visual inspection of all buildings, fences, deck, concrete walls and parking sidewalks.
3. Maintain a yearly maintenance power washing schedule.
4. Inspect for painting requirements on inside Amenity Center.
5. Lead, organize and coordinate with volunteers on maintenance cleaning.
6. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
SIGNS
Scope: All signs within the Heather Lakes community including street signs, stop signs and miscellaneous community related signs. (The Front Entrance sign is not, as of this writing, a L&G committee responsibility.)
Responsibilities :
1. Keep L & G chairperson informed of all sign issues and residents’ request and concerns related to community signs.
2. Maintain a standard inspection form listing all signs that are to be inspected. Inspections to include a summary of all sign as well as a means to prioritize repairs and maintenance of the involved signs.
3. Using the inspection form (see Appendix), perform a quarterly inspection of all signs and provide a written status report to the L & G chairperson on all needed maintenance, repairs and upgrades along with the associated costs.
4. Organize, schedule and oversee all sign related maintenance and project community work sessions.
5. Monitor and/or lead all sign-related projects
6. Pursue opportunities to reduce HOA annual costs to maintain the HL signs.
7. Provide each month an activity and accomplishment report to L&G committee chairperson.
STREETS and DRAINS
Scope: All community streets and street drains within the Heather lakes community. This includes all paved County streets and all storm water drains, surrounding area of the drains, as well as the discharge areas of these drains. Private property drains and associated issues are not the responsibility of this area.
Responsibilities:
1. Keep L & G committee chairperson informed of all street and storm water drainage issues as well as all residents’ requests/concerns related to these streets and drains.
2. Maintain a standard inspection form and map listing all street and drains that are to be inspected and the conditions to inspect at each street and drain. Inspections are to include a summary of all street and drain conditions, cleaning required and other related repairs.
3. Using the inspection form, quarterly inspect all Storm Water drains and their respective outfalls. Provide a written status report to the L & G chairperson complete with full details and advice on all needed maintenance and repairs along with the associated costs.
4. Follow up with Horry County Public Works and Storm Water Department personnel to clean and/or repair all street and drainage related problems.
5. Organize, schedule and oversee all street and drain related maintenance and project community work sessions.
6. Provide each month an activity, accomplishment and issues report to L&G committee chairperson.
STREET LIGHTS
Scope: Street and lakes lights.
(Does not include pool, entrance and amenity center building lighting.)
Responsibilities:
1. Keeps L&G Committee chairperson informed of lights issues.
2 Conduct early morning or night walks to survey all lights.
3 Report all outages to Santee Cooper and assure all repairs are successfully competed.
4 Provide each month an activity, accomplishment and issues report to L&G committee chairperson.