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 of the month. In addition, the CC&Rs allows the Association to charge late charges and interest and proceed with a lien on your property, or foreclosure proceeding for nonpayment of assessments.
There is no concrete answer to this. Typically the Civil Code provides for annual increases, but not to exceed 10 percent per year without the vote of the membership. The Board of Directors may approve an increased budget, increasing your assessment up to this percentage in order to cover increased costs of operating and maintaining the common area and sufficient reserve funds.
The Department of Real Estate typically requires an initial budget from the developer for each community that a developer proposes to build. This budget is set upon specific guidelines for utilities, landscaping, administration, etc. Reserve funds are monies set aside for future expenses due to the life expectancy of certain items: lighting, street resurfacing, pool equipment, etc. These amounts are then divided by the number of units built in a given phase of the development. Subsequent budgets are developed by the Board of Directors and adjusted periodically to meet anticipated expenses.
The assessment is the periodic amount due from each homeowner to cover the operating expenses of the common area and provide reserve funds for replacement of common facilities in future years. Your assessments are due on the first of the month. Statements will be sent for assessments as a reminder of the amount due.
If I want to serve on a committee, how do I find out what committees are active and how can I get involved?
The Contact Us page of this website will inform you of the status of current committees organized and committee contact information. If you are interested in volunteering, please contact the committee chair or fill out the online volunteer form.
Yes. Notice of the time and place of any regular board meeting will be posted at the entrances, your community’s newletter, website or emailed to you. To receive emails please update your contact information.
If I’m having a problem with a neighbor for a violation of the Policies and Guidelines, what can I do?
If residents cannot resolve a situation between themselves, then you should turn to your association. Should you have a situation that does not appear to be resolved through neighborly means and you are willing to actively participate in the enforcement provided by the Policies and Guidelines, you may complete a Covenant Violation form online. The violation form may be found within the Management Office page on this site. If the situation is deemed in violation of the Policies and Guidelines, the Board of Directors will institute the enforcement policy. Your continued assistance may be required.
Most associations have developed Rules and Regulations as provided for in the CC&Rs and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets, pool use hours, etc. In addition, your association will adopt architectural guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well. Violations of these rules may result in action by the Board of Directors and a fine. In addition, if you proceed with an exterior improvement or change without written approval of the Board of Directors, or Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or be fined for the violation.
A homeowner’s association is a corporation and therefore a governing body is required to oversee its business. The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws. The limitations and restrictions of the powers of the Board of Directors is outlined in the Association governing documents.
The Bylaws are the guidelines for the operation of the non-profit corporation. The Bylaws define the duties of the various offices of the Board of Directors, the terms of the Directors, the membership’s voting rights, required meetings and notices of meetings, the principal office of the Association, as well as other specific items that are necessary to run the Association as a business. The Bylaws for the association may be viewed online within the Resource Center page of this site.
The Covenants, Conditions and Restrictions (CC&Rs) are the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation. The CC&Rs were recorded by the County recorder’s office of the County in which the property is located and are included in the title to your property. Failure to abide by the CC&Rs may result in a fine to a homeowner by the Association. The governing legal documents for the association may be viewed online within the Resource Center page of this site.
A homeowner’s association is a non-profit corporation registered with the State and managed by a duly elected Board of Directors. Its purpose is to maintain all common areas and to govern the community in accordance with the provision of the legal documents, including: CC&Rs, Bylaws, and Articles of Incorporation. The governing legal documents for the association may be viewed online within the Resource Center page of this site. The corporation is financially supported by all members of the homeowners association. Membership is both automatic and mandatory.
A management company is contracted by the Board of Directors to provide such services as: collection of assessments, supervision of subcontractors, obtaining bids for subcontracted services, providing financial statements and collection reports, serving as a general clearing house for problem solving, communications with homeowners and the Board of Directors and to serve in an advisory capacity. The management company reports directly to the Board and all decisions are made by a majority vote of the Board of Directors. The management company may be reached online through the Management Office page on this website or by phone from the numbers listed on the Contact Us page on this site.
Collection of Monthly Association Assessments. Monthly assessments are deposited into the association operating account and posted to individual unit owner accounts. A late notice is generated and mailed if the monthly assessment is not received by the designated date, in accordance with the documents.
Pursuit of Delinquent Unit Owner Accounts. In accordance with the Documents and Rules and Regulations of the HOA, HOA Management Services notifies unit owners of delinquent balances. HOA Management Services also works with the HOA’s legal counsel on accounts requiring additional action.
Payment of Invoices. All invoices will be approved and paid on a weekly basis. All contracted work is inspected for accuracy and fulfillment prior to payment.
Monthly Deposits into Reserve Accounts. As budgeted, the monthly reserve funding will be deposited into a segregated reserve account.
Monthly Financial Reports. Each month HOA Management Services will provide the Associations Board with a Balance Sheet, Budgeted Statement of Operations, General Ledger, and Delinquency Report. The Budgeted Statement of Operations reflects, by budget line item, the actual amounts paid, the budgeted amount and the variance from the budget both for the current month and for the fiscal year to date. The Balance Sheet lists the current assets, liabilities, and equity of the Association. The General Ledger lists all of the specific invoices paid during the month for each line item, plus all the assessment and interest deposits made into the operating and reserve accounts of the Association. The Delinquency report lists all unit owners, balances, amounts billed and amounts paid during the month. Additional reports can be provided at the request of the Association.
Preparation of the Annual Budget. HOA Management Services works closely with the Board of Directors in the preparation of an annual budget which meets the objectives of not only the current year goals but also the long term goals of the association. HOA Management Services will analyze the specific needs of the association including major projects, recurring expenses, contracts and assessment amounts while preparing a preliminary budget for board review. The Board reviews the budget, makes necessary changes, and then the final budget is prepared.
Rules and Regulations Enforcement. As specifically directed by the Board, HOA Management Services will enforce and notify unit owners and/or residents who are in violation of the communities’ rules and regulations.
Correspondence with Unit Owners and Board of Directors. HOA Management Services receives phone calls from owners and vendors during the daily operation of the Association. Additionally, HOA Management Services also receives mail and email as well as maintains an Emergency Service for after hour maintenance emergencies. Owners with maintenance problems or questions, account balance questions or other concerns contact management daily.
Unit Sale Information. HOA Management Services provides and easy online ordering process of resale certificates, copies of insurance coverage for the community, statements of assessment accounts, and various individual mortgage lender questionnaires.
Contract Negotiation and Performance. HOA Management Services developed hundreds of working relationships with local vendors. HOA Management Services has strong name recognition and a financially strong reputation which allows HOA Management Services to quickly obtain bids and negotiate advantageous contracts from a pool of the best subcontractors available. All contractors are required to have liability and workmen’s compensation insurance. HOA Management Services assists in creating a scope of work which is approved by the Board of Directors and generally distributed to three contractors for bidding. The results are presented to the Board for approval prior to awarding the contract. The contract is awarded and monitored to ensure the work is completed timely and as prescribed.
Regular Visits and Walk-Through of the Community. HOA Management Services will perform regular inspections of the community.
Annual Meeting. A HOA Management Services representative attends and assists with the organization of the annual meeting.
Professional Advice to Counsel. Upon the request of the Board, HOA Management Services can provide management advice regarding procedures, formulation of rules and regulations, feasibility of various projects or any other questions associated with HOA and Condominium Associations.
To ensure that the type of improvement harmonizes with the nature of the neighborhood. The Association has certain criteria in which all homeowners abide by. This type of control is what residents look for in a homeowner’s association.
The assessments that each homeowner pays go toward the upkeep of the common areas on the property. This includes but is not limited to such items as landscaping, common area water & electricity, upkeep of access gates (if applicable), payroll (if applicable), pest control, garbage pickup and water treatment i.e. water softener (if applicable), etc. A portion of the homeowner assessment goes to pay administrative fees such as the Management Company, office supplies, copies, faxes and telephone expense. A portion also goes toward paying for legal advice, when needed; licenses and permits (i.e. pool permits, outside utility companies, etc.), and end of year audits. General Liability Insurance would also be a part of an assessment. A part of the assessment should also be set aside in a reserve account for future repair and replacement in the common areas so that the Board of Directors does not have to ask for special assessments on a frequent basis.
In short, the assessment that every homeowner pays goes to one thing for the property and that is to protect, preserve and enhance the property values of each and every homeowner in the association.
Thank you for going green and paying your assessment online! There are several key pieces of information you will need when completing the electronic form in addition to your credit card or bank information. Please review the following instructions and remember not to enter any dashes in the form, including when you type your account number.
HOA Management Company ID #: 7635
Association ID #: Please enter three zeros, followed by your three letter Association abbreviation. This abbreviation is the first three digits on your account number, which you can find on your assessment coupon from HOA Management Services. For example, the Association ID for Willow Grove would be “000WG.” You can find your Association ID here.
Association Name: The name of your association as written on your assessment coupon.
Management Company Name: HOA Management Services
Account Number: This can be found on your coupon; type in the entire number without dashes. If you enter dashes, the website will not be able to recognize your account, the payment will be rejected, and you may be subject to late fees, so please take a moment to double check that all information has been inputted correctly. If you do not know your account number, please call HOA Management Services at 210-651-2138.
After making your payment, you will receive two emails. The first will arrive immediately; it will only inform you that your information was received. The second email typically arrives in 24 hours; this email will inform you if your payment was processed, so please be on the lookout for your second email.
If you encounter any issues with the online payment feature or have any questions, please call HOA Management Services at 210-651-2138. Thank you!