WHEN IS THE MANAGEMENT OFFICE OPEN? The management office is open from 8:00AM to 4:00PM (M-F). In the event that the GM is not in the office, you can refer to the schedule posted on the door. If you need to drop-off paperwork, simply insert it in the door drop slot. WHEN ARE THE BOARD MEETINGS SCHEDULED? Board meetings are held on the 3rd Tuesday of each month - starting at 6:45 PM. All meetings are "hybrid" and will broadcast from the Community Room. Please be aware that some monthly meetings may move to another day or cancelled..
WHEN DOES TRASH GET PICKED-UP? Trash can be left outside your front door on Monday, Wednesday, & Friday mornings (Prior to 10:00 AM) for the custodial crew to pick-up and dispose of it for you. If you miss the trash pick-up, you can always bring your garbage to the outside dumpster. The dumpster gets picked-up on Mon. & Fri. throughout the year.
CAN I RENT MY UNIT OUT? Yes, units can be rented. However, you need to secure one year lease with your tenants. The CC&R's prohibit short-term rentals, and a "Rental Cap" is currently set at (8) units and pre-approval is required by the board.
WHO DO I CALL IF I HAVE ISSUES WITH MY CABLE BOX? You will need to call COX and speak with their Communication Service Department. A technician will be scheduled to resolve your cable issues.
WHEN ARE CONTRACTORS ALLOWED IN THE BUILDING? Contractors are only allowed in the building from 9:00 AM to 5:00 PM (M-F). Work is not permitted on the weekends. In addition, unit renovations are not allowed from Memorial Day to Labor Day. All renovations must be pre-approved by the board by submitting an ARC Application and a $250.00 fee.
WHAT HOURS DOES THE POOL STAY OPENNED? The outdoor pool will remain open from Memorial Day weekend to the end of September. The hours are from 8:00 AM to 10:00 PM (Mon. - Sun.).
WHERE CAN I STORE MY BICYCLE? There is a bicycle storage room located in the garage. However, space is limited and provided on a first come first serve basis. It is recommended that you use your closet space in the garage too store your bicycle(s).
WHEN IS THE ANNUAL MEETING? The Annual Owner's Meeting is held in August and will start at 9:30 AM on Saturday morning.
WHAT IS INCLUDED IN THE NEW OWNER PACKET? The new owner mailing will include the following forms: > Welcome Letter > Owner Information Sheet > Moving Guidelines > Vehicle Registration Form > Bike Registration Form > Watercraft Registration > Vehicle Decal Placement Picture > Fob Request Form > Responsibility Chart > ARC Application
WHAT ARE THE CURRENT REGISTRATION FEES? > Non-Refundable (ARC) Renovation Fee - $250.00 > Pet Fee $ 150.00 (Paid every January) > Move In/ Move Out Damage Deposit - $300.00 (Refundable) > Move In/Move Out Non-Refundable Fee - $200.00 (Non-Refundable) > Community Room Rental / Damage Fee - $500.00 (Refundable) > Mobile App Fee - $10.00 (Paid every January) > Visitor Pass Replacement Fee - $25.00 > Base Re-Financing Questionnaire Fee - $125.00 // $50.00 per page.
WHAT TO DO WHEN YOU LEAVE TOWN FOR EXTENDED PERIOD OF TIME? First, owners are required to let the GM know that they are leaving for an extended period of time. Second, the main water valve and hot water tank (inside the unit) must be turned off. Third, owners are required to have a person check their unit on a weekly basis to prevent any problems.
WHAT IS AN ASSOCIATION? It is a non-profit corporation registered with the state and managed by a duly elected Board. Its purpose is to maintain all common areas and to govern in accordance with the governing documents. The corporation is financially supported by all members of the Association. Membership is both automatic and mandatory.
WHAT IS MEANT BY THE TERM COVENANTS, CONDITIONS & RESTRICTIONS (CC&R)? Also known as the Declaration or Master Deed, this document is used to establish the chain of title and rights of ownership; in other words, the CC&R's defines the community Association. It sets up the charter of the Association as a (non-profit corporation) and outlines voting rights, usage rights of common property, and sets assessments fess on a yearly basis. The CC&R's legally obligates the owners to abide by the Governing Documents through the purchase of a unit.
WHAT ARE THE COMPONENTS OF THE GOVERNING DOCUMENTS? The governing documents regulate community life - depending on type of Association (condominium, town home, etc.) Types of governing documents include State law Plats of Survey and Easement Agreements, which may be separate, but are often included in the Covenants, Conditions and Restrictions (CC&R) or Master Deed by-laws, rules, and regulations.
WHAT ARE BY-LAWS OR CODES OF REGULATIONS? The by-laws contain the formally adopted regulations for the administration (board elections, member voting, calling and conducting meetings, and the fiduciary duties of the board.
WHAT IS A RESOLUTION? Resolutions are more formal than a simple motion and are used whenever the issue is complex, lengthy or formal. They are most commonly used when the board enacts a new rule or formalizes a policy. Resolutions often affect owners’ rights and obligations and usually address ambiguities and omissions in the Declaration. They also can affect internal operations of the Association by addressing ambiguities and omissions in the By-laws.
WHAT ARE ARCHITECTURAL GUIDELINES? Association often adopt Architectural Guidelines with procedures for submitting requests to make improvements to the interior appearance or structure of a unit. These guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners. Violations of these guidelines may result in action by the Board and a fine. In addition, if you proceed with an interior improvement or change, without written approval of the (Board/Architectural Committee) you will be required to remove or correct the alteration and/or be fined for the violation.
WHAT IS THE PURPOSE OF THE RULES & REGULATIONS? Most Associations have developed Rules & Regulations as provided for in the governing documents and adopted by the Board. Rules are established to provide direction to the owners, residents and renters for common courtesies (i.e., parking, vehicles, pets, pool use hours, etc.). These rules are set up to maintain the aesthetic value and integrity of the community on behalf of all owners. Violations of these rules may result in action by the Board and a fine.
WHAT IS THE ROLE OF THE BOARD OF DIRECTORS? The Association is a corporation and therefore a governing body is required to oversee its business. The Board is elected by the owners, or as otherwise specified in the By-laws. The limitations and restrictions of the powers of the Board is outlined in the Association governing documents.
WHAT IS THE ROLE OF THE ASSOCIATION MANAGER? A manager is contracted by the Board to provide such services as: collection of assessments, supervision of contractors, obtaining bids for contacted services, providing financial statements and collection reports. The manager also serves as the center for problem solving, communications with owners and the Board, and to serve in an advisory capacity. The manager reports directly to the Board and all decisions are made by a majority vote of the Board.
WHAT CAN BE DONE IF I AM HAVING A PROBLEM WITH A NEIGHBOR? If residents cannot resolve a situation between themselves, then turn to your manager and Board. After contacting them, if the situation is deemed in violation of the rules, regulations, or guidelines, the Board and manager will institute the enforcement of the applicable policy via written communication to the offender. Until the violation is resolved, continued assistance and compliance is required. Your manager may advise that you contact the police for certain issues that are beyond the scope and jurisdiction of the Association.
WHAT IS AN ANNUAL MEETING? The Association’s Governing Documents require an annual meeting of the Members and election be held. This meeting is open to all members (in good standing). You are encouraged to attend this meeting and participate in the election process. This meeting is typically held in August.
IF I WANT TO SERVE ON A COMMITTEE, HOW DO I GET INVOLVED? Committees are an important part of any community, and your involvement is encouraged. If you are interested in volunteering, please contact the GM via phone or e-mail.
WHAT IS THE PURPOSE OF THE ASSESSMENT? An assessment is the obligation of the owner of record, based on the Governing Documents, to maintain the common elements of the Association. The assessment is also known as a maintenance fee to maintain the common element, maintain services and create a lifestyle. The assessment is periodic in nature and driven by the documents. It is a fee based on unit “square footage” and payable in monthly installments.
HOW IS THE AMOUNT OF MY ASSESSMENT DETERMINED? The assessment fees are determined by what common elements and services will be maintained by the Association and incorporated into an annual budget. Maintenance and services contracts are bid and selected by the Board. These include contracts such as (landscape, maintenance, administration, utilities and unanticipated expenditures which may include repairs and replacement. Each individual fee is calculated by a percentage established the Governing Documents.
WHAT HAPPENS IF I DON'T PAY MY ASSESSMENT? The maintenance and management services incurred by the Association are dependent upon timely receipt of the assessments due from each homeowner. Late payments will result in a late charge, as assessments are due on the first (1st) of each month. In addition, the Governing Documents allow the Association to charge late charges and interest and proceed with legal action such as a lien on your property, or foreclosure proceeding for nonpayment of assessments.
HOW DOES THE ASSOCIATION PREPARE AND SAVE FOR FUTURE EXPENSES? Communities use what is called a Reserve Study, typically done by an engineering firm, to plan for future expenses. It is a budget planning tool which the Association uses to determine the amount to put into savings to properly prepare for the maintenance and repair of the physical components of the property such as roofs, siding, asphalt, etc. due to ongoing deterioration and inevitable future repairs. A Reserve Study is required by law to be performed every five years.
WHAT ROLE DOES THE GM PLAY? Advise and provide managerial, and operational counsel to the Association governing body Exhibit professionalism and loyalty to the principal Board Exercise diligence in performing duties on the principal’s behalf Account for financial activities covered by the management agreement Perform on-site property inspections Solicit and evaluate bids for Association services Supervise maintenance activities and contractor performance Oversee and authorize payment for primary Association services Know and enforce the Declaration, By-laws and Rules & Regulations Working in balance with owners and the Board to solve problem
WHAT OFFICER POSITION ARE INCLUDED ON THE BOARD? PRESIDENT: Chief Executive Officer and leader of the Association Presides at all meeting of the Board and membership Executes legal documents on behalf of the Association Sets meeting agendas and controls all meetings Represents the Board before the residents May have nominating, if not appointment, responsibility for all committees VICE PRESIDENT: Performs all of the duties of the president in his/her absence Shares some of the duties of the president regarding appearances, liaison, public hearings, etc. Usually assigned liaison responsibility to specific staff or contractors, and to specific committees SECRETARY: Prepares and distributes membership meeting agendas, meeting minutes, and materials referred to in minutes Maintains minutes and book on all meetings Maintains book of resolutions Maintains all official records, including official correspondence, contracts, owner roster, etc. Receives, verifies, and maintains all proxies Attests, by signature, to the legitimacy of certain documents TREASURER: Works with appropriate staff, contractors, and committees to develop and submit annual operating budget for approval Maintains adequate records of all Association financial transactions Maintains roster of disbursement of funds, as authorized Arranges, subject to Board approval, an independent fiscal year audit of financial affairs
WHAT IS A RESALE DISCLOSURE PACKAGE? Per Virginia State Law, a “Resale Disclosure Package” must be ordered anytime a Unit is being sold. This process ensures that all the documents pertaining the Association are disclosed to the Buyer BEFORE the sale so they can make an informed decision. Please Contact your manager (Brian Devost) to order your resale package by e-mailing him at [email protected]. Full Disclosure Packages for a RESALE are paid for at closing. All other services provided by the Association IE. Mortgage Questionnaires, Moving-In/Out Fees, or registration fees are paid for at the time of request.
