Standards
Mission Statement
HCVRA is a group of professionally managed vacation rental companies and individual vacation rental owners in Harbor Country Michigan who are dedicated to professional vacation rental management. HCVRA’s mission is to represent the vacation rental industry in Harbor Country by maintaining a positive relationship among vacation rental guests, property owners, neighborhoods, home owners’ associations, local municipalities and all residents. Members are required to adhere to our vision our code of ethics and best practices.
HCVRA is a group of professionally managed vacation rental companies and individual vacation rental owners in Harbor Country Michigan who are dedicated to professional vacation rental management. HCVRA’s mission is to represent the vacation rental industry in Harbor Country by maintaining a positive relationship among vacation rental guests, property owners, neighborhoods, home owners’ associations, local municipalities and all residents. Members are required to adhere to our vision our code of ethics and best practices.
Code of Ethics & Best Practices:
Vacation Rental Managers Code of Ethics and Practices
AS A PROFESSIONAL VACATION RENTAL MANAGERS:
Vacation Rental Managers Code of Ethics and Practices
AS A PROFESSIONAL VACATION RENTAL MANAGERS:
I recognize the need to eliminate any practices in our community which may be damaging to our neighbors, homeowners and guests, and indirectly to the vacation rental and tourism industry as a whole.
I will be involved with my community of Professional Vacation rental Managers and others directly and indirectly involved in the tourism industry, as well as national and international organizations involved in similar industries, to positively promote the vacation rental industry.
I will ensure that renters will all sign rental contracts that will contain specific information with regard to the number of people allowed, the number of cars allowed etc.
I will ensure that renters will be made aware of any local “noise and nuisance” policies, and any other policies put forth by a local home owners association.
I know I am fiduciary responsible to my homeowners to protect their interests and property by treating all guests fairly and equally.
I would never deny equal professional service to homeowners or guests based on race, color, religion, sex, handicap, familial status, or national origin.
I would never endeavor to rent a property without a valid written contract with the owner of said property.
I would never rent a home to a guest without a valid written rental agreement.
I will always make an effort to address complaints from owners, guests, neighbors and community in a timely, courteous and effective manner.
As a local representative, I will make an effort to be available and address any problems that arise within a reasonable time frame
I always recommend that homeowners contact their insurance professional to ensure they have proper and adequate insurance.
I recognize the importance of not exaggerating misrepresenting or concealing pertinent facts to all affected parties, including homeowners and guests.
I will always endeavor to present an accurate picture of rental offerings in all advertising and representations to the public.
I would never post a sign on a property for rent without consent of the homeowner. All signage would be in compliance with state, local codes and zoning ordinances and any association rules and regulations.
I would never actively pursue properties under contract by another Vacation Rental Agency, nor denigrate another Vacation Rental Agency, nor falsely misrepresent my Agency or that of another
I recognize the importance of protecting my guests from harm, injury and illness.
I will pursue housekeeping excellence for our homeowners and guests.
I will endeavor to provide a safe and enjoyable working environment for our housekeeping employees or independent contract cleaners stressing their importance in owner and guest satisfaction
I will absolutely recommend that all fire alarms, smoke detectors and safety devices that are in a rental home are inspected and tested, regularly and often, and that any home without these precautions in place should have them installed immediately.
I will insist and insure that all housekeepers are trained in proper and safe cleaning techniques and in unit security.
I will endeavor to notify all homeowners and guests of any discovered safety or security issues in and around a rental property and have it rectified as soon as possible.
I will provide emergency instructions and supplies to protect homeowners and guests in the event of power outages, severe weather, fires or personal injury.
I will be involved with my community of Professional Vacation rental Managers and others directly and indirectly involved in the tourism industry, as well as national and international organizations involved in similar industries, to positively promote the vacation rental industry.
I will ensure that renters will all sign rental contracts that will contain specific information with regard to the number of people allowed, the number of cars allowed etc.
I will ensure that renters will be made aware of any local “noise and nuisance” policies, and any other policies put forth by a local home owners association.
I know I am fiduciary responsible to my homeowners to protect their interests and property by treating all guests fairly and equally.
I would never deny equal professional service to homeowners or guests based on race, color, religion, sex, handicap, familial status, or national origin.
I would never endeavor to rent a property without a valid written contract with the owner of said property.
I would never rent a home to a guest without a valid written rental agreement.
I will always make an effort to address complaints from owners, guests, neighbors and community in a timely, courteous and effective manner.
As a local representative, I will make an effort to be available and address any problems that arise within a reasonable time frame
I always recommend that homeowners contact their insurance professional to ensure they have proper and adequate insurance.
I recognize the importance of not exaggerating misrepresenting or concealing pertinent facts to all affected parties, including homeowners and guests.
I will always endeavor to present an accurate picture of rental offerings in all advertising and representations to the public.
I would never post a sign on a property for rent without consent of the homeowner. All signage would be in compliance with state, local codes and zoning ordinances and any association rules and regulations.
I would never actively pursue properties under contract by another Vacation Rental Agency, nor denigrate another Vacation Rental Agency, nor falsely misrepresent my Agency or that of another
I recognize the importance of protecting my guests from harm, injury and illness.
I will pursue housekeeping excellence for our homeowners and guests.
I will endeavor to provide a safe and enjoyable working environment for our housekeeping employees or independent contract cleaners stressing their importance in owner and guest satisfaction
I will absolutely recommend that all fire alarms, smoke detectors and safety devices that are in a rental home are inspected and tested, regularly and often, and that any home without these precautions in place should have them installed immediately.
I will insist and insure that all housekeepers are trained in proper and safe cleaning techniques and in unit security.
I will endeavor to notify all homeowners and guests of any discovered safety or security issues in and around a rental property and have it rectified as soon as possible.
I will provide emergency instructions and supplies to protect homeowners and guests in the event of power outages, severe weather, fires or personal injury.
Association Bylaws
Articles of Association of a Professional Association
Articles of Association of Harbor Country Vacation Rental Association (HCVRA)
These Articles of Association are hereby adopted on December 11, 2018 at 10234 Community Hall Road, Union Pier, Michigan 49128.
Articles of Association of a Professional Association
Articles of Association of Harbor Country Vacation Rental Association (HCVRA)
Article One. Name
The name of the Association shall be Harbor Country Vacation Rental Association (HCVRA)
Article Two. Purposes
The Association's purposes are:
To promote the professional vacation rental industry among the general public, legislators, and other regulatory groups, and professionals who are employed in travel and leisure related businesses;
To educate persons who are now or who may in the future be employed in the vacation rental business so that they can perform their jobs more professionally and efficiently;
To perform any other activities necessary, desirable or incidental to carrying out anyone or more of the purposes of the association.
Article Three. Principle Office
The principal office of the Association shall be at a location TBD by the board of directors. The Association may have such other offices as from time to time may be designated by its members or by its executive committee.
Article Four. Powers
In furtherance of the objects described in Article Two, but not in limitation of such objects, the Association shall have power to collect and disseminate statistics and other information, to conduct investigations, and to hold such property as is necessary to effectuate its purposes.
Board Members must speak with one voice, as a corporate body. No individual member may speak for the Board of Directors.
If there is a request for individual representation or for public opinion, HCVRA board will decide on the appropriate representative and/or response.
Article Five. Government
Directors. The government of the Association shall be vested in a board of directors, to be known as the board of directors of the Association, consisting of 4 members (The 4 founding vacation rental agencies) elected as provided in the bylaws, together with the past presidents who are not, at the time, members of the council by election.
Elective Officers. The elective officers of the Association shall be a president, a secretary, and a treasurer. Other offices and officers may be established and appointed by the active members of the Association at the regular annual meeting.
Standing Committees. The Association shall have at least two standing committees: an executive committee of 2 or more persons and a website committee of 2 or more persons. At the annual meeting held after the adoption of these articles, there shall be elected by vote 4 members of the executive committee and 2 or more members of the website committee. 4 members of the executive committee shall be elected for a term of 2 years. At each subsequent annual meeting, the number of members of each committee equal to the number of those whose terms have expired or are about to expire shall be elected for a term of 2 years. Any member shall be eligible for re-election to either committee.
Article Six. Membership
Active Membership. Membership in the Association shall be limited to those who adhere by the following requirements: Sign and agree to code of ethics. Members must have a business presence/property address in “Harbor Country” (Michiana Shores, Grand Beach, New Buffalo, Union Pier, Lakeside, Harbert, Sawyer & Three Oaks).
Eligibility. In order to be eligible for membership in the Association, a candidate must be at least 25 years of age. The candidate must sign and agree to HCVRA’s code of ethics. The candidate’s property(ies) must be registered in the corresponding city or township. Candidate must be in good standing with this organization, better business bureau, homeowner associations, and any other accredited vacation rental organizations. Documentation to be provided to the HCVRA Board of Directors for review and vote. NOTE: Currently, the HCVRA is a closed group made up of the 5 founding Board of Directors. The HCVRA will explore opportunities to opening up membership by the end of the first year.
Voting. Each active member agency shall be entitled to one vote in the affairs of the Association including eligibility of new members. Proxy voting is permitted.
Expulsion. Any member ceasing to have the necessary qualifications as set forth in these articles may be dropped from the roll of membership by the board as provided for in the bylaws.
Article Seven. Dues
The annual dues required for membership in the Association shall be determined by the vote of the active members, on recommendation of the membership or the board. The amount of the dues may be changed from year to year, but such amount shall be the same for all active members. Dues for associate members shall also be determined by a vote of the active membership, on recommendation of, and classifications suggested by, the membership committee and the council.
Article Eight. Meetings
Annual Meeting. There shall be an annual meeting of the Association during the months of November or December, unless otherwise ordered by the board, for electing officers, receiving reports, and transacting other business. Meetings shall be open to active and associate members. Notice of these meetings, issued by the board, shall be emailed to the last recorded address of each member at least 7 days before the time appointed for the meeting.
Board of Directors Voting: The board of directors may conduct day-to-day business decisions which may require a vote. In these instances, it will be permissible via on-line vote by a majority. Email responses must “reply all” for record keeping purposes.
Quorum. A majority of the active members of the Association, when present at any meeting, shall constitute a quorum, and in case there is less than this number, the presiding officer shall adjourn from time to time until a quorum is present.
Meeting Agenda and Minutes: An appropriate agenda for meetings will be established by the board members. Minutes are required of all official meetings of the HCVRA and shall include the following: organization name, meeting date and time, board member attendance (attendance, excused, absent), quorum status, motions carried, summary of discussions or debate, voting results, meeting end time, and approval signature.
Article Nine. Amendments
These Articles may be amended by a two-thirds affirmative vote of all the members of the Association expressed orally or in writing at the annual meeting of the Association, provided that a notice setting forth the proposed amendment or amendments with the reasons for such amendment or amendments and setting forth any known objections to such amendment or amendments shall have been sent to each member at least 7 days prior to the annual meeting.
Article Ten. Bylaws
Bylaws will be adopted by the board. Such bylaws may be amended or repealed, in whole or in part, in the manner provided in such bylaws, and the amendments to the bylaws shall be binding on all members, including those who might have voted against them.
Article Eleven. Distribution of Property on Dissolution
In the event of dissolution of the Association, its property shall be distributed as follows: Equally among its membership.
The name of the Association shall be Harbor Country Vacation Rental Association (HCVRA)
Article Two. Purposes
The Association's purposes are:
To promote the professional vacation rental industry among the general public, legislators, and other regulatory groups, and professionals who are employed in travel and leisure related businesses;
To educate persons who are now or who may in the future be employed in the vacation rental business so that they can perform their jobs more professionally and efficiently;
To perform any other activities necessary, desirable or incidental to carrying out anyone or more of the purposes of the association.
Article Three. Principle Office
The principal office of the Association shall be at a location TBD by the board of directors. The Association may have such other offices as from time to time may be designated by its members or by its executive committee.
Article Four. Powers
In furtherance of the objects described in Article Two, but not in limitation of such objects, the Association shall have power to collect and disseminate statistics and other information, to conduct investigations, and to hold such property as is necessary to effectuate its purposes.
Board Members must speak with one voice, as a corporate body. No individual member may speak for the Board of Directors.
If there is a request for individual representation or for public opinion, HCVRA board will decide on the appropriate representative and/or response.
Article Five. Government
Directors. The government of the Association shall be vested in a board of directors, to be known as the board of directors of the Association, consisting of 4 members (The 4 founding vacation rental agencies) elected as provided in the bylaws, together with the past presidents who are not, at the time, members of the council by election.
Elective Officers. The elective officers of the Association shall be a president, a secretary, and a treasurer. Other offices and officers may be established and appointed by the active members of the Association at the regular annual meeting.
Standing Committees. The Association shall have at least two standing committees: an executive committee of 2 or more persons and a website committee of 2 or more persons. At the annual meeting held after the adoption of these articles, there shall be elected by vote 4 members of the executive committee and 2 or more members of the website committee. 4 members of the executive committee shall be elected for a term of 2 years. At each subsequent annual meeting, the number of members of each committee equal to the number of those whose terms have expired or are about to expire shall be elected for a term of 2 years. Any member shall be eligible for re-election to either committee.
Article Six. Membership
Active Membership. Membership in the Association shall be limited to those who adhere by the following requirements: Sign and agree to code of ethics. Members must have a business presence/property address in “Harbor Country” (Michiana Shores, Grand Beach, New Buffalo, Union Pier, Lakeside, Harbert, Sawyer & Three Oaks).
Eligibility. In order to be eligible for membership in the Association, a candidate must be at least 25 years of age. The candidate must sign and agree to HCVRA’s code of ethics. The candidate’s property(ies) must be registered in the corresponding city or township. Candidate must be in good standing with this organization, better business bureau, homeowner associations, and any other accredited vacation rental organizations. Documentation to be provided to the HCVRA Board of Directors for review and vote. NOTE: Currently, the HCVRA is a closed group made up of the 5 founding Board of Directors. The HCVRA will explore opportunities to opening up membership by the end of the first year.
Voting. Each active member agency shall be entitled to one vote in the affairs of the Association including eligibility of new members. Proxy voting is permitted.
Expulsion. Any member ceasing to have the necessary qualifications as set forth in these articles may be dropped from the roll of membership by the board as provided for in the bylaws.
Article Seven. Dues
The annual dues required for membership in the Association shall be determined by the vote of the active members, on recommendation of the membership or the board. The amount of the dues may be changed from year to year, but such amount shall be the same for all active members. Dues for associate members shall also be determined by a vote of the active membership, on recommendation of, and classifications suggested by, the membership committee and the council.
Article Eight. Meetings
Annual Meeting. There shall be an annual meeting of the Association during the months of November or December, unless otherwise ordered by the board, for electing officers, receiving reports, and transacting other business. Meetings shall be open to active and associate members. Notice of these meetings, issued by the board, shall be emailed to the last recorded address of each member at least 7 days before the time appointed for the meeting.
Board of Directors Voting: The board of directors may conduct day-to-day business decisions which may require a vote. In these instances, it will be permissible via on-line vote by a majority. Email responses must “reply all” for record keeping purposes.
Quorum. A majority of the active members of the Association, when present at any meeting, shall constitute a quorum, and in case there is less than this number, the presiding officer shall adjourn from time to time until a quorum is present.
Meeting Agenda and Minutes: An appropriate agenda for meetings will be established by the board members. Minutes are required of all official meetings of the HCVRA and shall include the following: organization name, meeting date and time, board member attendance (attendance, excused, absent), quorum status, motions carried, summary of discussions or debate, voting results, meeting end time, and approval signature.
Article Nine. Amendments
These Articles may be amended by a two-thirds affirmative vote of all the members of the Association expressed orally or in writing at the annual meeting of the Association, provided that a notice setting forth the proposed amendment or amendments with the reasons for such amendment or amendments and setting forth any known objections to such amendment or amendments shall have been sent to each member at least 7 days prior to the annual meeting.
Article Ten. Bylaws
Bylaws will be adopted by the board. Such bylaws may be amended or repealed, in whole or in part, in the manner provided in such bylaws, and the amendments to the bylaws shall be binding on all members, including those who might have voted against them.
Article Eleven. Distribution of Property on Dissolution
In the event of dissolution of the Association, its property shall be distributed as follows: Equally among its membership.
These Articles of Association are hereby adopted on December 11, 2018 at 10234 Community Hall Road, Union Pier, Michigan 49128.
