Garden Homes Maintenance Association

Standard Protocol for Meetings, Committees and Architectural, Landscape, Maintenance and Parking Issues

Architectural

1. Management Company sends Architectural Packet (including Architectural Guidelines) to homeowner upon request.  An action item should be created on the Action Item List upon receipt of any and all architectural requests. 
2. Homeowner submits completed application allowing at least 90 days for review by Garden Homes and Turtle Rock Glen associations.
3. Management Company reviews all applications for completeness and forwards all complete applications to the Board of Directors representative on the Architectural Committee for committee review and recommendation.  Incomplete applications will be returned to the homeowner for revision. 
4. Architectural Committee confirms completeness of application, reviews compliance with architectural standards and the CC&R’s, and prepares recommendation for approval/disapproval within 30 days of the committee’s receipt of the application. 
5. The Board of Directors Architectural Committee Representative forwards completed review to the Management Company. 
6. Management Company includes Architectural Application and Committee Review in the next upcoming Management Report.
7. Board of Directors reviews and approves/disapproves Architectural Application based on Architectural Committee recommendation.
8. Management Company sends approved Architectural Application and Committee Review to the Turtle Rock Glenn master association for review and approval. 
9. Management Company sends Approval/Disapproval Letter to homeowner. 

Landscape

1. Management Company forwards all requests or comments regarding landscaping to the Board of Directors Landscape Committee representative for review and action by the Landscape Committee.  An action item is created on the Action Item List upon receipt of any and all landscape requests. 
2. The Landscape Committee is authorized to approve or otherwise take action on all items provided that total monthly costs remain total less than $300 and such actions do not materially change the appearance and/or maintenance requirements of the development. 
3. Landscape Committee provides a monthly summary of Landscape Committee activities to the Management Company for inclusion in the Management Report. 
4. Management Company directs and otherwise manages all approved landscape work.  Management is also to communicate decisions made by the Landscape Committee to the potentially affected homeowners following review and decision by the Landscape Committee. 
5. Actions recommended by the Landscape Committee exceeding $300 in any given month or otherwise perceived by the Landscape Committee to require review and approval by the Board of Directors are to be reviewed and approved by the Board of Directs prior to execution by the Management Company. 

Maintenance

1. Management Company is authorized and expected to take action on all maintenance requests that are deemed to be the responsibility of the Association per the Maintenance and Utility Responsibility Checklist and are estimated to cost less than the amount authorized in the Management Service Contract (currently $1000.00 per incident).
2. Management Company is authorized to take immediate action on all maintenance requests, irrespective of the cost, that are deemed by the Management Company to be an emergency (e.g., involving manifest danger to life and property, or immediately necessary for the preservation and safety of the project, or for the safety of the occupants, or required to avoid the suspension of any necessary service to the project). 
3. Management Company must obtain approval by at least 3 board members prior to proceeding with any non-emergency maintenance activities that are estimated to cost more than the amount authorized in the Management Service Contract (currently $1000.00).   
4. Management Company will present recommended actions and at least 3 supporting bids for review and approval by the Board of Directors for any and all maintenance requests that are deemed to be the responsibility of the Association per the Maintenance and Utility Responsibility Checklist and have a total cost in excess of $2000. 
5.  Management Company will enter all maintenance requests into the Action Item List upon receipt, coordinate services provided by contractors, and will not indicate on the Action Item List that the request is "Done" until completion of all work has been confirmed by the homeowner or Management Company. 
6. Management Company will send a "Customer Convenience Card" to the homeowner or resident upon receipt of a request, completion of committee review, approval or disapproval by the Board, and completion of any work. 

Meetings

1. Management Company will distribute a board package to the board by the Friday prior to each board meeting.
2. The meeting agenda and board package will include the following sections: Homeowner Forum, Acceptance of Previous Months Minutes, Master Association Update, Committee Reports, Management Report, Old Business, New Business. 
3. Each of the following committees in conjunction with the Management Company will prepare a short report for inclusion in the board package: Finance, Landscape, Parking Architectural, and Welcome. 
4. The committee chairs (or Board liaison) will present a short summary report as well as recommendations on all required Board actions. 
5. The primary focus of the Homeowner Forum is for the Board to receive input from Homeowners on various issues.  The Board listen during the Forum and take the matter under advisement for decision, if one is required, after later Board discussion. 

Parking

1. Management Company is authorized to enforce all parking rules as detailed in the Garden Homes Rules & Regulations. 
2.  All parking issues received by members of the Board of Directors or the Parking Committee will be forwarded to the Management Company for action.
3. Management Company may refer any parking issue that is not clearly resolved based on the Rules & Regulations to the Parking Committee for review. 
4. Parking Committee will report any and all recommendations to the Management Company for action or further review by the Board of Directors.
5. All parking issues will be recorded in the Action Items List and updated prior to each meeting of the Board of Directors. 

Welcome

1. The Welcome Committee will be responsible for developing and delivering a neighborhood welcome package to all new residence in the community. 
2. The welcome package will consist of information on the Association, including current Rules and Regulations, description of committees and activities, and contact information for the Board members and Management Company, and local community facilities and events such as libraries, theaters, concerts, etc.
3. The welcome package shall not include any commercial advertisements of any kind.
4. The Welcome Committee is also responsible for planning, organizing, and executing an annual neighborhood picnic or other social gathering. 

Master Association

1.      The President of the Board will serve as the primary communication channel with the board of the Master Association.

2.      He/she will establish regular communications with the president of the Master Association and the Garden Homes member on the Master Association board.

3.      He/she will report out to the Board on current or recent developments or actions by the board of the Master Association. 

Committees

1. All committees will be created by and function under the Board of Directors.
2. All committees will have a chair, preferably not a Board member, and a Board liaison.  The Board liaison is responsible for ensuring that the committee recommendations are reviewed and approved by the Board of Directors prior to actions by the committee.
3. The Board will establish specific expectations and authorities for each of the committees.  This may include pre-approved spending authority (e.g., $300 per month for general landscape upgrades) as well as decision-making authority.