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Frequently Asked Questions
  • Management Company
  • Board of Directors
  • Monthly Fees
  • Emergency Procedure/
  • Responsibilities
  • Renting

Q:   What is a “Management Company,” what do they do and how do I reach them?

A:  A management company is contracted by the board of directors to provide such services as: collection of monthly fees, supervision of contractors, obtaining bids for subcontracted services, providing financial statements and collection reports, as well as a general clearing house for problem solving, communications with homeowners and all the board of directors and to serve in an advisory capacity. The management company reports directly to the board and most decisions are made by a majority vote of the board of directors.

Q:   What is a Homeowners Association?

A:    It is a non-profit corporation registered with the state (or District Government) 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 provisions of the legal documents: Declaration of the Covenants, Conditions, and Restrictions; Bylaws; and Articles of Incorporation. The governing legal documents for the association were included in the Public Offering Statement you received prior to settlement. They may be viewed online within this website. The corporation is financially supported by all members of the Homeowners Association. Membership is both automatic and mandatory.


Q:   What is the Declaration of the Covenants, Conditions and Restrictions?

A:  The Declaration of the Covenants, Conditions, and Restrictions (CC&R’s) is the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation. Failure to abide by the CC&R’s may result in a fine to a homeowner by the Association. The governing legal documents for the association may be viewed online within this website.


Q:   What are the bylaws?

A:  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, and 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 this website.


Q:   What is the Board of Directors?

A:  The Homeowners Association again is a corporation and therefore a governing body that is required to oversee its business. The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws. The limitation and restrictions of the powers of the Board of Directors is outlined in the Association governing documents found within this website.


Q:   Are there any other rules?

A:  Most associations have developed Rules and Regulations as provided for in the CC&R’s and/or Bylaws, and are then adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and 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.


Q:   Are Board Meetings open to all residents? If so, where and when are they held?

A:   Yes. Notice of the time and place of regular board meeting will be noted on this website and around your community.

Q:   What is my assessment?

A:  The assessment is the monthly amount due from each homeowner to cover the operating expenses of the common area and provide for 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 you would like to sign up for direct debit, please contact CapCity.


Q:   Will my assessment go up?

A:  There is no concrete answer to this. Typically the Civil Code provides for increases, but not to exceed 20 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.


Q:   What happens if I don’t pay my assessment?

A:  The maintenance and management services incurred by the Association are dependant 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 each month. In addition, the CC&R’s allows the Association to charge late charges and interest and proceed with a lien on your property, or foreclosure proceeding for nonpayment of assessments.

Q:   Who do I contact for different emergencies?

A:   Emergencies for 911
   Fire: In the event of a fire, call 911 or the fire department immediately.
   Gas leaks: If you smell gas, call both Washington Gas and the Fire Department. Washington Gas – 800.752.7520
   Break-ins: If you see a break-in occurring call 911 immediately.
   Vandalism to Property: If your property is vandalized make a vandalism report to the police. They will often step-up patrols if they know an area is being targeted.

         Emergencies for the Property Manager (PM)
   No heat with common heating system: if you have no heat in your unit and the outside temperature is below 50 degrees, call the PM. Please note, if you have heat in some but not all radiators, this is NOT an emergency. The problem is likely that radiator rather than in the system at large and you should call a plumber to have your radiator checked. Also, make sure that your valves are turned on before placing an emergency call about heat to the PM – many no heat situations are resolved by adjusting a radiator’s thermostat or opening a valve.
   Water leaking into a common area: if you notice water leaking into a common area, contact the PM.

Q:   What are the issues that I need to take care of?

A:  The things that owners are responsible for fixing and maintaining are: appliances; air conditioning units, mechanical system in the unit, burned out light bulbs, backed-up drains, clogged toilets, broken doors, lost keys, damaged walls.

Q:   If I decide to rent my unit out, what is required of me?

A:  First and foremost, your by laws may limit the number of investment units allowed. Please make sure that renting your unit is an option before doing anything else. Also, please notify the management Office of any change in occupancy by completing an Authorized Resident Form. A copy of the lease should be provided to Management, and should include language that your tenants will abide by all the rules and regulations set forth by the Homeowners Association. Please make sure that all utilities are transferred immediately into the new tenant’s name. There should be no gap in between utility services. Management will not pay any bills that are received for your unit. If you would like to change over the water account to your tenant’s name, please contact Management and they will process the name change for you. Also, please keep in mind that all maintenance or warranty repair requests should come from you as the Landlord – Management does not have a relationship with your tenants.

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