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1. PURPOSE: This manual should include policy as determined by the Board as well as policy established by Board of Directors resolutions and Agenda Items. Certain Bylaws provisions are restated to provide continuity.
   
2. FIPOA GOVERNMENT: The government of the Association is established by the Bylaws; "The Board shall have the necessary powers to conduct the general affairs of the Association." "The President shall be the Chief Executive Officer of the Association and shall have general charge of the business of the Association, subject to the direction of the Board." If at any time there may be or may appear to be a conflict between this manual and the FIPOA Bylaws, the Bylaws shall prevail.
   
3. FIPOA PURPOSE: As established by the Bylaws, "The purpose of this Association is to preserve and enhance the general welfare, security, privacy and appearance of Fripp Island."
   
4. REVISIONS: This manual should be updated April of each year or as the Board may determine necessary to reflect policy changes since the last update. The FIPOA Board of Directors must approve all revisions to this manual. This manual shall prevail over any previously dated Board actions (Agenda Items, motions or resolutions).
   
5. ADMINISTRATION: All office personnel shall report to the General Manager. (June 1, 2005--The title of Community Manger has changed; now General Manager.) The General Manager shall report to the President of the Board of Directors. Office hours will be 8:30 AM - 4:30 PM Monday through Friday. 
   FIPOA files will not be removed from the FIPOA office. If information is needed from a file, please give staff 48 hours to find it and make whatever copies are necessary for you. Property owner files are confidential and access is limited to the FIPOA Officers, Board of Directors and office staff. 
   Secretarial or other services and expenses are not normally allowed for non-FIPOA related matters.
   
6. FINANCIAL: Any purchase over $500.00, which has not been formally budgeted in the annual budget (an unexpected expenditure) must have Board approval. Checks over the amount of $5,000.00 will require two (2) signatures from a list approved by the FIPOA Board. An FIPOA member will be appointed by the Treasurer to review the monthly bank statements. Telephone transfers between accounts will be made by the account signatories only.
   
7. FIPOA ROAD & BRIDGE FUND: The FIPOA has established a Road & Bridge Fund with a limit of $1,000,000.00. Funds come from a special annual assessment for the sole purpose of maintaining a special fund to meet the unexpected situations involving required major repairs of our bridges and roads which cannot be funded otherwise. See attachment 27(a).
   
8. SECURITY: FIPOA policy on golf carts, bicycles and skateboards was established by Agenda Item #1 dated July 22, 1993. Agenda Item #75 dated June 8, 1996, established FIPOA policy that all golf carts be registered with Security and have a decal affixed for identification. FIPOA curfew policy was established by Agenda Item #84 dated August 22, 1996. It is FIPOA policy that all golf cart owners will be responsible for their own liability insurance coverage. FIPOA will not accept any liability for golf carts. See attachments 27(c,d,e)
   
9. RULES AND REGULATIONS: The Board approved Fripp Island Rules and Regulations were established by Agenda Item #252 on January 12, 2002 and were last revised and approved in October of 2003. A copy is attached to this manual.
   
10. MEETING MINUTES: The primary purpose of the minutes is to provide a record of the business conducted at Board meetings. A secondary purpose is to provide information to the property owners. A box will be maintained in front of the FIPOA office so that owners may pick up a copy of the current draft minutes. Draft minutes are posted on the FIPOA website, www.fipoa.org and notice that minutes are available will be emailed to each owner who has given the office their email address. 
    Electronic recordings are not allowed at executive session Board meetings and minutes will not be published.
    
11. BOARD MEMBER PROXIES: Board Member proxies are not allowed.
    
12. COVENANT ENFORCEMENT: Covenant violations for single family detached dwellings should normally be forwarded to the ARB. Covenant violations for multi family dwellings should normally be forwarded to the appropriate regime manager. The Board retains the right to decide when, if and to what extent it is in the best interest of the majority of property owners for the FIPOA to be involved in covenant violations. 
    In October of 2001, the POA was assigned certain declarant rights pursuant to the consolidated covenants. The POA may enforce paragraphs 8,9, and 10 of the 1974 covenants. This assignment allows the FIPAO to enforce cleanliness of single family lots. The developer retains the right to enforce said provisions if it feels that the POA has not satisfactorily done so.
    
13. AGENDA ITEMS: Requests for items to be placed on the Agenda for a Board Meeting should normally be turned in to the General Manager by the previous Friday (i.e. 8 days) before a Saturday meeting in order for the Executive Committee to review it and formulate the agenda packet. Agenda packets will be in the directors' boxes three days prior to the Board meeting. Agenda packets will be emailed to all directors. Agenda item #1 dated June 8, 1991 is included as an attachment to this manual. See attachment 27(b).
    
14. ASSESSMENT BILLING: Any property destroyed by erosion should be removed from assessment billing. Also removed from assessment billing will be a lot that is not located on the sewer system and is unbuildable because DHEC will not approve a septic system. Initial billing for development lots will be prorated from the date that Beaufort County gives final or bonded approval for recording of the development plat. The annual assessment rate will be at the rate the same for all residential properties. Commercial assessments shall be 1.667 times the residential rate. (Currently $605 for residential, $1,009 for commercial)
    
15. AUDUBON SOCIETY: The Audubon Society is allowed to establish a nature trail at the end of Porpoise Drive near the 14th green with the understanding that the Board has the right to rescind this decision.
    
16. FIPOA OWNERSHIP RIGHTS: The Board will protect the value of homeowners' interests in FIPOA owned property. The Board may approve contractual agreements, when it is deemed to be in the best interest of the owners. None of the rights of ownership may be waived without Board approval and a properly signed agreement. 
    During February of each year when contractors are sent applications for Fripp Island vehicle decals, they will also be sent notice that road cuts are not allowed and FIPOA permission is required before boring under FIPOA roads. The notice will also explain that permission is required for removal of any trees or alteration of vegetation characteristics, with the exception of direct entry driveways which cross FIPOA road right of way and the tree removal or vegetation alteration is approved by the FIARB.
    
17. PAVING OF GRAVEL ROADS: Paving of gravel roads should be primarily at the expense of the adjacent property owners. The initiative to make phone calls and solicit support of the adjacent owners should normally be with a neighborhood owner. The FIPOA will provide required grading and drainage improvements as well as administrative assistance and information. When there is an adequate commitment by neighboring owners, the FIPOA will establish an escrow account specifically for the project. The escrow deposit should be calculated to include the estimated cost per owner plus an additional amount for contingencies. The excess amount in the escrow account will be refunded after the paving is completed. If sufficient funds are not deposited in the escrow account within a reasonable time, the project will be terminated and escrow deposits refunded. The FIPOA Board encourages owners on gravel roads to make this improvement.
    
18. STANDING COMMITTEE STRUCTURE: The FIPOA Guidelines for Committee Structure will provide additional information not required in the bylaws. These guidelines should be reviewed in April of each year at the same time as the Policy Manual.
    
19. BUDGET POLICY: After the FIPOA Board approves the annual budget, the 1983 Agreement provides that "THOMASSON (now FIR) shall have (15) days to review the budget and make recommendations and/or comment thereon." The agreement also provides that in the event that mutual agreement can not be reached that the arbitration procedures of the agreement will be used. The following policy is established to comply with the 1983 Agreement:
    
    1. The agreement does not provide FIR with approval authority of the FIPOA budget.
    2. The FIPOA Board approved budget will be sent to FIR for recommendation and/or comment.
    3. The FIPOA Board approved budget can only be changed by the FIPOA Board or an arbitration decision.
       
20. FIPOA AGREEMENTS AND CONTRACTS: All FIPOA agreements and contracts must be approved by the FIPOA Board of Directors before they are finalized except that work order contracts within budget under $1,000.00 will not require full board approval.
    
21. STREET AND SIGN LIGHTING: In an effort to maintain the natural appearance of Fripp Island it is FIPOA policy to discourage exterior lighting. Reflective paint should be adequate for street signs. The FIPOA will not normally approve funding or installation of exterior lighting on FIPOA property.
    
22. PAVEMENT CUTS: See attachment 27(f).
    
23. SEWER LINES NOT OWNED BY THE PSD: See attachment 27(f).
    
24. FRONT ENTRY LANDSCAPE PAYMENTS TO FIR: Since 1991 the FIPOA has allowed FIR, at their request, to maintain this area. Per mutual agreement dated July 17, 1998 the monthly payment to FIR for front entry landscape is $900. (May 14, 2005--This policy has changed; POA maintains this area.)
    
25. PROPERTY OWNER ADDRESS AND PHONE INFORMATION LISTS: The FIPOA will not release property owner address and phone lists, other than the Fripp Island telephone book, without board approval. We will share lists with the Fripp Company, the ARB, Community Centre, Audubon Club, regimes and similar organizations.
    
26. ROAD RESURFACE PROJECTS: A road resurface priority list should be approved by the FIPOA board when approving the annual road budget. The board should approve significant changes.
    
27. ATTACHMENTS
    
    1. Memorandum w/ note on Special Assessment for Road & Bridge Repairs September 9, 1988.
    2. Agenda Item #1 dated June 8, 1991.
    3. Agenda Item #1 dated July 22, 1993.
    4. Agenda Item #75 dated June 8, 1996.
    5. Agenda Item #84 dated August 22, 1996.
    6. Security notice labeled "Leash Law."
    7. Policy for Utility Access under POA Roads, June 6, 2003.
    8. Rules and Regulations, revision October 11, 2003.
       
28. BOARD SCHEDULES AND LISTS: The following schedules and lists should be included as attachments to this manual and replaced when current schedules are issued:
    
    1. Board of Directors List. New list is available during May each year.
    2. Board of Directors contact sheet with cell numbers & email addresses.
    3. Committee List. New list is usually available during July each year.
    4. Board Calendar. New schedule is available during February each year.
    5. Monthly Board Meetings. New schedule is available during November each year.
    6. Board Election Schedule. New schedule is available during December each year.

Original Policy Manual…………………………………Approved at FIPOA Board Meeting, March 8, 1997.

1st Revision of Manual, includes adding Items #17 and #18; changes made to #7 and #8 ……………………………………………………………Approved at FIPOA Board Meeting, May 9, 1998.

2nd Revision of Manual, includes adding Items #19-#27; changes made to #11 and #17; attachment of 28(f) ……………………………………………………………Approved at FIPOA Board Meeting, May 8, 1999.

3rd Revision of Manual, includes changes to attachment of 28(f) ……………………………………………………………Approved at FIPOA Board Meeting, September 11, 1999.

4th Revision of Manual includes changes to items #5, #6, #7, adding a new item #9 (Rules and Regulations), #10, deleting item on bridge inspection (#11), changing #11, #12, #13, #14, #16, #19, #22, deleting item on workshop with developer, changing #24, adding attachments 27(a,g), adding lists 28(b,d) ……………………………………………………………Approved at FIPOA Board Meeting, October 9, 2004.

 

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