Operations
The goal of this page is to document the operations of the HOA for continuity and to help the community understand how things work.
Responsible Parties
The HOA Board
The HOA board is made up of volunteers within the community that are elected by the homeowners. The board is ultimately responsible for:
- approving the spending of funds
- setting annual dues
- delegating certain operations to others
The board has 3 primary roles:
- President - calling meetings, establishing committees, executive actions
- Treasurer - tracking expenses, planning the budget. ensuring vendors are paid
- Secretary - taking meeting notes, creating and retaining records
Property Management - Elite Housing
Elite Housing has been delegated by the HOA board as the property manager for the community. The builder originally selected Elite Housing and when the HOA was turned over to the community, the board continued the relationship. These responsiblities include:
- vendor management
- bid gathering
- ensuring vendors complete work
- paying vendors
- enforcing covenants
- driving the neighborhood
- sending out violation notices
- communicating with homeowners about violations
- submitting variances to Architectural Review Committee
- fining violations of the covenants
- maintaining HOA accounts
- collecting annual HOA dues
- collecting fines
- using attorney for collections
- paying vendors and utilities
- creating annual budget
Vendors/Contractors
The HOA utilities different vendors/contractors for performing various work necessary around the neighborhood. The HOA board uses a competative bid process where the property manager gathers multiple bids for the work and the HOA board selects one and the property manager ensures it is executed correctly.
The Work
To best organize what needs to happen we’ve broken the work different committees and then split that inti into regularly reoccurring work and seasonal work.
Committees
- Architecture Review
- Pool
- Landscaping
- Events
- Bookkeeping / Accounts Payable
- Enforcement of Covenants
ARC
The Architecture Review Committee is responsible for reviewing and approving or denying changes along with feedback for changes. To do this the ARC utilizes Elite Housing’s portal for receiving requests, taking notes and voting on requests.
Pool - unstaffed and handled by the board
The pool committee is responsible for planning the opening and closing dates of the pool. Soliciting and evaluating bids from pool maintenance companies and making recommendations to the board. Planning repairs or improvements to the pool area within the budget. Checking on the pool area and furniture periodically.
Annual
- light bulb checks / maintenance
- inventory / replace pool furniture
- ensure function of the bath house
Start of Season
- open pool and let everyone know of when
- pressure wash the deck
- turn on water at the meter (check for leaks!)
End of Season
- close the pool and let everyone know
- turn off the water at the meter and run water to depressurize plumbing
Reoccurring
Pool area contractors should:
- Clean filter
- Clean pool
- Check chemicals
- Check and clean bathrooms
- Stock toilet paper in bathrooms
- Stock soap in bathrooms
- Remove trash from bathrooms and pool area
Landscaping - unstaffed and handled by the board
The landscaping committee is responsible for the landscaping aesthetic for the neighborhood. They manage any landscaping / weed control / etc contractors. Make plans to improve the aesthetic of the neighborhood.
Start of Season
- Ensuring cut and weed treatment cycle is set
- Mulch trees and flowerbeds
- Plant flowers near pool
Reoccuring
Landscaping contractors should:
- mow regularly
- weed regularly
- prune and care for shrubs
Events
The events committee should organize community events.
Ideas:
- Hold annual community Yard Sale
- Hold annual community Beautification Project
Bookkeeping / Accounts Payable
Currently delegated to Elite Housing.
Covenant Enforcement
Currently delegated to Elite Housing.
- Drive past all properties and document violations
- Send notices and fines
Water Meters
- Near larger electrical box by pool parking lot
- There is a valve next to the pool house and parking lot as well
- Gillespie by 200 Maigold (sprinklers)
- Balch by 101 Idared (sprinklers)
Vendor List
| Vendor | Contact | Number / Email | Responsibility |
|---|---|---|---|
| Elite Housing | 256-808-8719 | Property / Vendor Management & Bills | |
| Heard, Ary, Dauro | Adam Dauro | 256-535-0817 / adauro@Heardlaw.com | Legal |
| Huntsville Utilities | Power & Trash | ||
| Madison Utilities | Water | ||
| Turf Masters | Grass Cutting and Mulch | ||
| TDI | 256-461-6909 | Weed Treatment | |
| Alabama Pool Kings | Ramona Warden | 256-325-1044 | Pool Maintenance |
| Jason Brannon | 256-917-8080 | Fence Repair | |
| Namecheap.com | Domain Name | ||
| GitHub | Website Hosting | ||
| Mailchimp | Community Emails |
Adding/Removing a Board member
- login to NameCheap and add/remove board member emails to the board@ email address
- notify Elite Housing of the board member additions/removal (with emails)
- add/remove board member from text message chain
- give/return board member keys