Enforcement of the Rules & Regulations
By The e-Pointe Staff (June/July 2008)
The enforcement of Rules and Regs at Sierra
Pointe has been carried out with a variety of methods. Simply checking for messy patios and decks seems like a fairly easy task. But
the size and scope of our property creates its own challenges. Sierra Pointe consists of 32 buildings - with no two
buildings the same - which all sit on nearly 15 acres of land. The 8 different styles of condo models offer 282 patios and decks
of varying configuration, not including the additional 24 roof top decks on the Santa Fe models. Of course, decks and patios aren't
the only areas to inspect: there are windows, stairwells and the common areas of the property, as well.
Before
the digital camera
Over the years, Rules & Regulations enforcement has challenged every Board, and the range of success has
varied. Long before the affordable digital camera, the manager would do visual inspections and write up violations based on what he/she
saw. The matter would come down to the word of the manager vs. the homeowner. Disputes about the validity of the infraction arose. Debate
about favoritism and fairness would inevitably follow. It was a hit and miss system, as no one person could cover the entire
property on a consistent basis, and then accurately follow up with corrections. In the mid to late 1990's, a company was
actually hired to take Polaroid photos and note the date, time and address of the infraction. Since photos speak a thousand
words, it did solve most of the debate over the validity of most violations. The company was paid $1.00 per photo taken,
plus the cost of film and the standard hourly charge. Management was then paid for mailing out violation notices. The total cost
to Sierra Pointe worked out to be $5.00 to $10.00 (give or take) by the time notices were sent out. It was a fairly expensive
system, but it seemed to cut down cries of injustice from residents. In addition, it was an efficient system that
cranked out upwards of 20 to 50 letters a month, which gave true perspective on the scope of our property.
Today: Checks & Balances
With our 2008 board, a system has been adopted that allows for several checks and balances. A team
of three Board members inspects the property as a group. The inspection schedule is situated that a walk through should
occur roughly 10 days before a Board Meeting, and 5 to 7 days following a Board meeting. This is done so that the
homeowner can receive the notice and - if they choose - come to the Board Meeting to discuss it. If at least two out
of three team members agree to the validity of a violation, a photo is taken and notes are taken to cite the specific
violation. The photos and notations are then submitted to the manager. The manager may then discard the violation if he
feels the photo and documentation do not warrant a violation notice. However, the team members that originally wrote up the violation
can override the Manager's decision if 2 of the 3 members of the team disagree with the manager. Then, the violation's validity will
be voted on by the entire board. To date, this has not occurred.
To ensure both consistency and fresh sets of eyes, each
time a team goes out to inspect the property one person rotates off the team and another replaces. Follow-ups are easier as there
are consistently two "veteran" team members at any time.
A minimum of 2 out of 3 team members plus the manager,
must unanimously agree that a violation has occurred before a notice is sent to the homeowner. The letter will cite the specific infraction
of the Rules & Regulations, and specify a date for corrections. A second letter is sent out
when a homeowner fails to make corrections.
Don't take it personally, take action!
If you receive a courtesy letter - remember
not to take it personally. Most infractions are minor matters. The common messy patio violation is a quick fix by simply cleaning
up.
If for some reason you are not able to make corrections prior to the deadline indicated, don't panic - communicate! If it's absolutely not possible for you to meet the deadline, communicate that to the manager immediately. You could send an email to the manager and ask for an extension. You will want to suggest a deadline that you can meet. More likely than not, an extension will be granted. A word of caution, if an extension is agreed to - be sure you keep your word and meet the deadline!
Contact
Information for your Board and Manager