Important Information for Residents
Dues and Fees
The annual property owners’ dues (Assessments) are required by the Covenants to provide the revenue needed to conduct the Association’s business. Those dues are collected at the beginning of the budget year, which is the calendar year for the Association.
The majority of residents pay their dues on time, but the Association still needs incentives, such as late fees and penalties, for the few each year who do not pay their dues on time. If there is a significant drop in revenue flow between the end of the previous budget year and the new budget year, the Association will not have the necessary funds to fulfill its contracts and obligations, provide necessary services, or to keep the neighborhood running as residents expect and deserve.
To provide incentives for paying dues on time, Section 4.05(c) of the Eaglesgate Covenants states that if a property owner fails to pay by the delinquency date:
[S]uch unpaid amount shall become a binding personal obligation of such Owner, and the Association shall have the right, pursuant to the provisions of Section 15.03 hereof to enforce the lien for Assessments imposed by Section 4.01. The Association shall have the right and duty to take all appropriate actions and steps to collect any such unpaid Assessments.
That section further states that the Association “may institute a suit to recover a money judgment for the same, together with interest thereon and reasonable expenses of collection, including attorney fees....”
Here are the steps in the dues collection process:
- The deadline for annual dues is January 31. The Association will send out invoices by email and mail on or before January 1.
- Residents whose checks have not arrived at the Association’s management services office by January 31 will be sent a late notice.
- Residents who have not paid their late dues by February 15 will be sent an invoice for the dues plus a late fee.
- If the dues and late fees have not been received by June 1, residents also will face loss of Eaglesgate membership privileges (voting rights, pool, tennis and basketball court, clubhouse rental, community events, etc.), as well as the possibility of a lien process against their property, and other Right of Action measures provided for in Article XV of the covenants.
Dues for 2018 will be $450 per lot (owner occupied). If a home is being rented, the dues will be $800. Last updated November 20, 2017.
Compliance and Complaints Policy
The Association is charged with addressing violations of the Covenants that affect construction standards and requirements, safety, health, property appearance and maintenance, and quality of life in the Eaglesgate community. As the neighborhood has grown in the number of homes and residents, the number of violations (mostly minor but sometimes major) has increased.
It is most important that residents understand how the complaint system works so that Eaglesgate remains a great place to live.
Article X of the Covenants lists the most common violations and Association policies. Section 8.12 authorizes the complaint system. Article XV describes various actions the Association may take in enforcing compliance.
Often, the complaint process begins when a member of the Board of Directors or the Design Review Committee observes an apparent violation. It is neither the policy nor practice of the Association to allow a complaint filed by a resident to be the sole basis of a complaint notice sent to another resident. When a resident does report an apparent violation, a member of the Board or the DRC must personally confirm that report.
The reason for this confirmation practice is to make sure complaints are actually violations of the Covenants, Board policies, or DRC guidelines. The Board and DRC serve in this role to make sure that disinterested parties administer these matters in an informed and even-handed manner. This practice also is intended to prevent confrontations between or among residents.
Here are the steps in the compliance and complaint process:
- An apparent violation is noted by a member of the Board or DRC, or a resident may report an apparent complaint to the Board and DRC at email@example.com. A complaint form also is available Covenants Violation Complaint Form
- If the complaint is initiated by a resident, a member of the Board or the DRC will visit the property to confirm that a violation has occurred.
- If the complaint is confirmed, the homeowner will be notified. The matter may be handled by email or personal contact. Otherwise, an advisory notice will be sent by mail to the resident, requesting a response within 10 business days.
- If no response is received in 10 days, a second notice will be sent by certified mail, return receipt requested, allowing five days for response.
- If the situation is not resolved by that time, the Association has the following options:
- Contract with someone to enter the property and fix the problem; the resident will be charged the cost of the work, administrative fees, and penalties.
- A fine of $100 will be imposed when a resident fails to resolve a violation issue “in a timely manner.” (This policy, approved by the Board on April 23, 2014, replaces a previous policy that allowed for a noncompliance fee of $25 per day.)
- Other actions may be taken for repeated violations or failure to pay charges and fees. Those Right of Action provisions of Article XV of the Covenants, include loss of privileges (voting rights, pool, tennis and basketball courts, clubhouse, etc.), fines, liens, and more.
If you have questions about the compliance and complaint policy, please send an email to firstname.lastname@example.org.
Last updated June 11, 2014
In addition to the annual dues and other periodic assessments and charges, Eaglesgate residents must pay a transfer fee. The one-time administrative fee, in the amount of $250, is paid by all new property owners in Eaglesgate.
The transfer fee is designed to cover a variety of administrative functions triggered by the sale of property from one owner to another. Those tasks include changes and updates to mail files, the billing database, the Eaglesgate directory and map, community email accounts, pool card, and compilation and distribution of resident welcome packets, as well other administrative responsibilities.
The transfer fee is supposed to be collected at the time of closing on a property by the closing company and forwarded to the Eaglesgate Community Association. If the closing company fails to collect the fee, it is collected from the new property owner.
This fee has been collected since development of the sub-division began, and Association Boards of Directors have continued that policy. It was most recently affirmed by the Board on February 19, 2014.
The Association’s support service follows up on every property transaction to make sure the transfer fee is collected and sent to the Association.
Last updated June 11, 2014