Enforcement of Rules and Regulations:
- Courtesy letters are sent to both the resident address as well as the homeowner. All financial institutions receive violations via certified mail. If the homeowner is not compliant after the designated time in the courtesy letter, a hearing/violation notice is sent to the homeowner.
- We input all violations on a monthly spreadsheet.
- We have one person who inspects all communities who works with the community managers and/or the Board of Directors. Arrangements are made with the compliance officer for Board members to inspect the community with her. Some associations regularly inspect the property with the compliance officer as part of their policy and procedures.
- Most contracts are written for monthly inspections from the compliance inspector and the community manager generally visits the community at least once a month or as needed.
- Once an inspection has been completed, an inspection report or violation log is generated listing all addresses and non compliance issues. This is then sent to the Board or to the Board's designated officers for review, (if so requested), the Board would then notify H&L if they approve which homeowners are to receive letters. A copy of the letter, inspection report and or photograph(s) is kept in the individual owner's file folder and summarized on the excel spreadsheet (in addition to be saved on the computer system.)
- H&L continually provides input, updates, and suggestions regarding all policies, as continued legislative changes, policies are reviewed and suggestions made for required updates and needed revisions. We provide the Board with guidance through the hearing process and intervention with extreme difficult cases to ensure fairness and compliance is achieved.
- Phone calls are returned with 24 hours of receipt unless the call takes place over the weekend or holiday. The answering service is instructed to contact the manager on call if there is an emergency. All letters, emails and faxes are generally responded to when received. By State law, all homeowner correspondence is to be responded within ten-(10) days of receipt. Response can be delayed depending upon the issue when management involves the Board of Directors for their input on "non-standard" correspondence; i.e. potential litigation or serious conflicts.
- The architectural requests are scanned and emailed to the committee (or mailed if plans are too large to scan). Once a decision is made, we then generate the approval/denial letter from our office. There are no additional charges for this service to the association or homeowners. However, if there has to be a special trip to the property for the architectural review process outside of the standard inspection date there is a $45.00 charge.
- Also, there is a year-to-date reporting on all architectural requests that are processed. A copy of this report is provided with every end of month report to the Board.