What happens when an Association rule is broken?
Step 1: When a rule violation is reported a letter is sent to the homeowner. The letter will describe the alleged violation, and the source of the rule it breaks. For example:
Dear Mr. & Mrs. Smith;
It was reported that a dog belonging to your unit was on Association property without a leash. Please be advised that under Article IX of the Declaration and Bylaws, dogs must be leashed at all times when outside on the property. Please keep all dogs leashed in the future.
If the violation would require time to fix (such as a satellite dish in the wrong place, or a deck hat needs to be painted), a date to have it done by will be given.
If a resident receives a letter that they believe is mistaken, they should call Grace Property Services right away. For example, if you receive the above letter and no one in your home owns a dog, Grace Property Services should be informed. Reports of rule violations often come from other residents, and mistakes in addresses can happen.
Step 2: If the rule continues to be violated a second letter will be sent. This letter will reiterate the rule that was broken, reference the earlier letter, and mention that fines can be applied if the rules are not followed. For example:
Dear Mr. & Mrs. Smith;
It was reported that a dog belonging to your unit was on Association property without a leash. As you were informed in a letter sent January 10th, under Article IX of the Declaration and Bylaws, dogs must be leashed at all times when outside on the property. Please keep all dogs leashed in the future or a fine may be assessed against your unit.
Step 3: If the rule is violated a third time, a fine will be assessed against the unit. The fine amount varies for each association. A letter will be sent describing the violation and informing the homeowner of the fine. When a fine is applied, homeowners have the right to a hearing by the Board, protesting the fine. For example:
Dear Mr. & Mrs. Smith;
It was reported that a dog belonging to your unit was on Association property without a leash. As you were advised in letters sent January 10th and January 21st, under Article IX of the Declaration and Bylaws, dogs must be leashed at all times when outside on the property. As this is your third violation, a $25 fine has been assessed against your account. You have the right to a hearing on this matter. If you would like a hearing, return the enclosed form within 10 days of receipt of this letter.
If a hearing is requested, the homeowner will speak to the Board about the circumstances that led to the fine, and why they believe a fine should not be assessed. The Board will make a decision after the homeowner has left, and Grace Property Services will inform the homeowner of this decision. Attorneys are not permitted at these meetings.
If a fine is assessed, it must be paid just as homeowner fees must be paid. Unpaid fines can lead to late fees, legal charges, and liens on the home.
How do I report a rule violation?
All complaints about rule violations must be sent in writing to Grace Property Services, either through email or the post office. Complaints must be signed (your typed name at the end of an email is sufficient). The complaining residents name is withheld from the offender until a hearing is held.
