We have strict accounting protocols in place that provide the highest level of security to your association funds. Learn more about fiscal responsibility at SCS.

Expected Upkeep Enforced By The Community Association Management Firm

Expected Upkeep Enforced by the Community Association Management Firm

The staff or volunteers you see occasionally walking around your community with clipboards or tablets, are the association’s covenants enforcement officers. They’re inspecting the property to ensure that everything is working properly, that conditions are safe and that nothing is reducing property values or your quality of life in your Carolina community.

In short, they’re making sure policies and rules are being followed—from pet behavior, parking and unkempt lawns to improper exterior modifications and more. They field complaints from fellow homeowners and, if necessary, remind you (or your neighbor) when a rule has been overlooked.

The officers report their findings to the Carolina Home Association board with photos and detailed notes. Most violations are easily resolved without board action. If not, the next step is a hearing before the board—we want to hear your side of the story. Those who continue to ignore rules may be fined, or worse. The most serious cases may end up in court, though we try very hard never to get to that point.

The association’s covenants enforcement officers perform a vital function; please treat them with courtesy and respect. If you have any questions about the rules, the officers should be able to explain them. The association manager and board members also are happy to listen and respond to your concerns.

When you purchased your home in our common-interest community in the Carolinas, you became contractually bound to abide by the covenants that protect the association. Please review them and ensure you are in compliance. You can find them on our website.

Why Are Quorums Important To HOAs?

Why are Quorums Important to HOAs?

A quorum is the minimum number of North or South Carolina homeowners who must be at a meeting before business can be discussed. State law tells us what that minimum number is for our association. It’s relatively low, but we still have a tough time reaching our minimum. This is a common problem in many homeowner associations.

Meetings that don’t have a quorum must be adjourned and rescheduled at a later date. This costs the association money and creates more work for their teams. Further, achieving a quorum at a second meeting—if we couldn’t get one the first time—is even harder.

So, why bother to try again? Because the Home Owners Association board is legally obligated to conduct an annual meeting. It’s an important part of conducting association business. During the annual meeting, new board members are elected and the coming year’s budget is presented to the Carolina homeowners for approval. No quorum—no election, no budget. This means the current directors will have to continue serving until an election can be conducted. It also means that last year’s budget will remain in effect until a valid meeting (one with a quorum) can be held to approve a new budget.

Good news: You can be “at” a meeting in the Carolinas and across the country at the same time by signing a proxy! That’s how you assign your vote, in writing, to another person. Proxies count toward the quorum, so they’re very important to the association.

We ask you to complete a proxy form, even if you plan to attend the meeting. That’s just in case something comes up that prevents you from attending. And, when you do attend the meeting, your proxy will be returned to you.

Because proxies are so important to achieving a quorum, you may find us knocking on your door, calling on the phone, or even stopping you in the common areas asking you to sign a proxy form. We’ll do anything to achieve a quorum. Without it, we can’t do business, and eventually that affects you, the Carolina homeowner.

Clubhouse Access Policy

Clubhouse Access Policy

Since the clubhouse is the “crown jewel” of many homeowners associations, having a clear access policy should be written out in your homeowner’s manual and be followed accordingly.

First and foremost, it is important to know who is using the facility. Collecting data on how and when it’s used is helpful in doing a better job of meeting your needs and improving HOA services. Daily, weekly, monthly and annual figures on the time of day the facility is used allows the HOA to budget and staff accordingly. It also helps the HOA to check records if something such as an injury report or damage claim arises.

In addition, community centers are funded by your monthly HOA fees and are a privilege for community association members in good standing, their renters and their guests. It’s also important to ensure that those who don’t live in the community—unless they’re a guest—aren’t contributing to the wear and tear such community assets.

Ensuring safety is a priority. With an exclusive access policy, minimizing liability becomes easier. Requiring those who use the facility to sign waivers and verify that they are aware of all facility rules is the most efficient way.

About The Association’s Investment Policy

About the Association’s Investment Policy

Just like homeowners, the homeowners association saves money to cover large future expenses—like new roofs. Because the HOA represents many homeowners in our community, our savings are significant. It’s important to take advantage of that—up to a point—by investing the savings to earn a little extra money for the community association. However, to protect the homeowners’ money, associations often have an investment policy that guides the board in managing those investments.

Protecting the principle is the core of our HOA’s investment policy, and that requires the executive board to be conservative with the homeowner association’s resources. This protects members from well-meaning board members who may have a high tolerance for risk or who believe themselves to be capable fund managers. In fact, the policy only allows the association deal with insured, licensed and bonded agents.

HOA’s investment policies often require the management board to place all association funds in government-insured accounts or similarly protected investments, and it prohibits putting more money in one account than the Federal Deposit Insurance Corporation will insure.

And finally, the investment policy provides continuity from one board to the next, which ensures that association funds are managed consistently over time.

About The Association Collection Policy

About the Association Collection Policy

Homeowners associations adhere to an assessment collection policy to ensure the bills get paid and adequate contributions to the reserves are made. The collection policy lets you know what is required and what happens if you’re behind in your payments. The assessment collection policy answers the following questions:

  • How will assessments be collected?
  • When is a payment considered late?
  • Does the HOA charge fees for late payments and returned checks?
  • What actions will the HOA take to collect delinquent accounts? Does it suspend privileges, levy fines or charge interest?
  • How does the HOA notify homeowners of delinquent accounts? By phone, letter?
  • How will the HOA charge interest on unpaid assessments? Only the unpaid monthly assessment or the entire balance?
  • At what point does the HOA record liens against delinquent properties?
  • Will the HOA grant waivers or negotiate payment plans for delinquent accounts?

If you live in a community with an HOA, ask to see the assessment collection policy to get all the information you need.