Policies and Proceedures

Purpose: The Residency Application Committee (RAC) was formed in January 2016 to ensure

that all residents residing in Sandpiper meet the residency requirements as outlined in the

Restrictive Covenants for the Sandpiper Property Owners Association.

A. Committee:

1. The committee will consist of three members plus an alternate appointed by the Board of Directors.

2. Decisions will be made by a quorum of at least two members.

3. A chairperson will conduct the business of each meeting and minutes will be kept by a designated secretary.

B. Application Process (New):

1. New homeowners (see exceptions below) and new renters/occupants must make application to the POA.

2. In addition to a written application that gives permission to conduct a background check, all applicants must submit a photo ID and money to cover the cost of USA or

foreign background checks. (Cost may vary depending on company providing service)

3. Prior to occupancy (and prior to key cards being issued), the owner(s) or property manager(s) of a rental property must complete and sign a form indicating the names of all occupants and rental dates.

C. Current Homeowners Application Process:

1. Current Sandpiper owners who are purchasing another home in Sandpiper or who wish to rent are grandfathered and do not need to complete an application. They

do need to be current in their dues and have no outstanding complaints against their current property.

2. Long-term renters (permanent and those who were renting on a yearly basis prior to the formation of this committee in 2016) are grandfathered into their current rental address.

D. Requirements:

1. Duration: All rental agreements must be for a minimum of 30 days.

2. Age requirement: At least one occupant of any purchased property or any rental property must be 55 years of age or older. No occupant for over 30 days can be under the age of 16.

3. Criminal Record: No applicant will be approved (owner, renter or occupant) who has a felony conviction within the past five years. Any applicant who has a felony or sexual offense beyond the five year period will require further discussion

between the committee and a representative from the POA Board of Directors before a final decision is made.

4. An application for home purchase or rental must be made by the individual who will be residing in that residence. Applications from companies or corporations will not be approved.

5. Sales or Rentals will not be approved unless the Seller/Property Owner is current in all Sandpiper requirements: fees, fines, or complaint remediation.

6. If a home is being “loaned” for more than 30 days without the collection of rent money, the guest must fill out an application and have a background check done the same as any renter. There must be at least one person age 55 or over in the group. Children under the age of 16 are not allowed for more than 30 days per calendar year.

E. Confidentiality and Communication:

1. All business conducted by the RAC will be conducted behind closed doors and will be held in the strictest of confidence.

2. Minutes will be kept for each meeting and emailed to all committee members, including the alternate, the POA President and the office manager.

3. Warning letters to property owners will be written by the RAC secretary and signed by the Chairperson with copies to the POA President and Office Manager.

4. The committee will provide monthly reports to the POA at the monthly POA business meeting.

F. Penalties:

1. Rental owners will receive a warning letter if it appears that policies and procedures have not been followed.

2. Failure to comply with requirements for Residency in Sandpiper may result in a fine being levied at the discretion of the POA Board of Directors. (See attachment A)

3. Failure to comply with requirements for Residency in Sandpiper will result in key cards being turned off.

G. Other:

1. The POA Office Manager will maintain files that contain copies of all minutes, letters to property owners/renters, and copies of background checks and applications.

2. No key cards will be issued to renters until all required documents are received, approved, and on file in the POA office. Key cards issued to renters/occupants will be assigned an automatic end date which invalidates the key card at the end of the current lease. Distribution of key cards is delineated in a Policy and Procedure titled, “Issuance of Security Key Cards to Residents Only” and a second titled,

“Issuance of One Security Key Card per Person.” (See attachments B1 and B2) One

key card will be provided to each rental property after a refundable deposit of $25

has been paid. Owners are NOT to give their issued key cards to renters. Failure

to comply will result in deactivation of the owner’s key card(s).

3. Following committee approval of a rental or sale, a notification letter will be mailed by the POA to the applicant with a copy to the owner of the property.

4. Any exceptions to the procedures and guidelines listed above will be considered on a case by case basis.