Oakwood Glen Frequently Asked Questions
Q: Are Board Meetings open to all home owners?
Yes, the Oakwood Glen Association board meetings are open to all home owners. If you would like to address the board please contact the Association President and request time on the agenda. Visit the contact page to email a board member The Oakwood Glen Association Board meets on the third Tuesday of every month at the Clubhouse in the back park starting at 7:00 pm. See the Calendar for more information.
Q: Homeowner Association Terminology - Who's Who?
President
Chief executive officer and leader of the association Presides at all meetings 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
Vice President
Performs all of the duties of the president in his/her absence Typically shares some of the burden 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 board and membership meeting agendas, minutes, and materials referred to in minutes Maintains minutes on all meetings Maintains book of resolutions Maintains all official records, including official correspondence, contracts, membership 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 Prepares period financial reports Arranges, subject to board approval, an independent audit of financial affairs
Q: How do I join a committee?
If you are interested in volunteering, please attend a board meeting and ask or email the board.
Q: What are the Association Responsibilities?
Community associations are created to provide exclusive benefits to the owners within a specific real estate development. The responsibilities may vary with each community, and are in accordance with the desires of the association members and their elected Board of Directors.
The specific duties and responsibilities of a community association are found within their unique set of governing documents. These governing documents typically consist of: Declaration of Covenants, Conditions & Restrictions (also called a Declaration; Covenants; CC&Rs; or Master Deed) - Creates the community association, contains the deed restrictions, establishes mandatory membership and payment of assessments.
Articles of Incorporation (though some condominiums do not have Articles of Incorporation since many states treat condominiums like corporations) - Sets forth the structure and basic governance of the corporate body Bylaws - Defines how the association is to be operated.
In general, the duties and responsibilities of a community association consist of any combination of the following six areas:
Common Areas
Community common areas can be as little as a sign and median strip at the front entrance to a small single-family home community, to as large as a planned community of 25,000 homes which contains extensive greenspace (parks, trails), recreational facilities (marinas, clubhouses, pools, tennis courts), streets and parking areas.
Deed Restrictions
Deed restrictions are designed to provide a common standard of conduct for the community, and may define rules concerning the size and number of pets, limitations on parking and types of vehicles, renting of the home, age restriction of residents, business use of the home, and maintaining the appearance of the property.
Architectural Control
Architectural control provides the mechanism to ensure that the character and aesthetic harmony of the community is maintained in subsequent years, and protected from a gradual deterioration of standards. Prior to purchasing a home in a community association, a prospective buyer should review the architectural restrictions to ensure agreement with standards.
Services & Maintenance Responsibilities
Maintenance and repair responsibilities coordinated by the association provide consistent appearance and quality of work throughout the community, as well as the time-saving benefit for the members. The collective group purchasing power provides for economical services for the common enjoyment of all residents.
Protection of Property Values
Although usually not specifically listed within the governing documents, one of the primary purposes of an association is to protect property values. Whenever someone allows the appearance of their yard and home to seriously deteriorate, it often negatively impacts their neighbors and their property values.
Compliance with common standards helps to ensure the pleasing appearance of the community, the marketability of homes, and maximizes - if not enhances - their collective property values.
Quality of Lifestyle
Another association purpose usually not stated within the governing documents is to maintain a quality of lifestyle for all of the community residents. All too often, we lock ourselves into our homes without having the opportunity to enjoy the company of our neighbors while celebrating the various traditions and festivities during the year. The association can and should act as the vehicle to help bring neighbors together to foster a sense of community.
Q: What are the Board Responsibilities?
Community associations are governed by Boards of Directors, which consist of persons democratically elected by their membership. Elections to the Board are held at the association's annual meeting, and members typically serve staggered, multi-year terms.
As in other forms of representative government (federal, state and local), the association members elect persons whom they believe will devote the time and will best represent their interests. The Board representatives have a fiduciary duty to use good business judgment and to put the best interests of the entire community ahead of their own personal interests.
The Board is empowered to make all of the operational decisions affecting the community association, with the exception of certain powers which are specified in the governing documents and reserved exclusively for the membership (such as approval of special assessments or increases to annual assessments above a particular amount, or election and removal of directors).
The Board is required to comply with all of the mandates cited within the governing documents, and should also represent the collective needs and desires of the membership. The Board usually has the authority to determine the broad range of quality and quantity of services provided by or for the association. For example, if the governing documents state that the association shall be responsible for the maintenance of the grounds, the Board may either select a contractor to perform a minimal level of service, or hire a full-time on-site grounds crew to provide the highest level of care - choices which result in a correspondingly wide-range of costs to the members.
One of the most important functions of the Board is to establish the organizational structure for the community association. The organizational structure determines a chain of command to specifically assign the tasks and duties of the community association to a management team and committees of the Board. The management team may consist of a combination of volunteers, paid employees or a contract management company. Once established, the organizational structure should not be changed unless significant improvements or changes are needed.
The Board is ultimately responsible for the oversight of the community association ("the buck stops with the Board"). Although the Board may retain and delegate some of its duties to volunteers, contractors and professionals, the Board is still ultimately responsible for the duties it may have assigned to others
Q: What are the Bylaws?
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, as well as other specific items that are necessary to run the Association as a business. The Bylaws for the association may be accessed in the download area of this site.
Q: What are the CC&R'S?
The Covenants, Conditions and Restrictions (Deed Restrictions) are the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation. The CC&R's 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&R's may result in some action against the homeowner by the Association. The governing legal documents for the association may be viewed online.
Q: What are the Homeowner Responsibilities?
When someone purchases a property within a community association, a deed restriction on that property provides that the property owner automatically becomes a member of that community association, and continues to be a member of the association until they no longer own the property.
Just as the community association has certain responsibilities to its members, the members also have certain legal responsibilities to their community association. These responsibilities can typically be categorized into three areas: Comply with the deed restrictions in the governing documents and rules and regulations lawfully adopted by the Board. Comply with the architectural control restrictions. Pay the homeowners proportionate share of the expenses to operate the association.
Q: 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. 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: What is a homeowner's association?
It 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: Covenants, Bylaws, and Articles of Incorporation. The governing legal documents for the association may be found in the download area of this site. The corporation is financially supported by all members of the homeowners association. Membership is both automatic and mandatory.
Q: What is my assessment?
The assessment is the yearly 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. Statements will be sent for assessments usually in October or November. Payment plans are available. Contact the Association for payment plan options.
Q: What is the Board of Directors?
The Homeowner's Association 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 in the download area.
Q: Will my assessment go up?
There is no concrete answer to this. Our bylaws provide for annual increases, but not to exceed 3 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.
