Bluestone and Hockley Real Estate Services

Frequently Asked Questions

What is the Management Company’s Role?
As a homeowner, what specifically can I expect from Bluestone & Hockley?
As a Board Member, what specifically can I expect from Bluestone & Hockley?
What is the Board of Director’s Role?
What is the Homeowner’s Role?
Who determines the budget for a Homeowners’ Association?
What payment options are provided to pay Association dues?
What happens if I don’t pay my association dues on time?
I am a  homeowner; can I participate in Board Meetings?
How can I submit a suggestion, concern, or maintenance emergency?
Do You Still Have Questions?

What is the Management Company’s Role?

• We work directly for the Board of Directors.
• First line of contact for most homeowner inquiries.
• Bluestone & Hockley provides 24/7/365 on-call emergency services.
• Provide bookkeeping services for all receivables and payables.
• Inspect the community on a regular basis and follow up on all violations of the CC&Rs (Covenants, Conditions & Restrictions).
• Monitor owner payments and follow up on delinquencies in accordance with the Collection Resolution.
• Act as Agent of Record; comply with regulatory agencies on behalf of the association.
• Maintain proper insurance coverage at all times.
• Oversight of maintenance contracts.
  

  

As a homeowner, what specifically can I expect from Bluestone & Hockley?

• Frequent communication regarding the community via first-class mail, electronic communication and presence at Board Meetings.
• A reliable contact for any concerns, suggestions or questions you may have.
• Management of common areas and open spaces to protect quality of life and property values.
  

  

As a Board Member what specifically can I expect from Bluestone & Hockley?

• Attendance at Board and Committee meetings as provided for in the management agreement.
• A complete operating report including full financial and correspondence records by the 10th of each month.
• Assistance in the preparation of annual operating & reserve budgets.
• Arrange for completion of annual corporate tax filings and other legally required paperwork.
• Coordination of the bidding process for maintenance (landscaping, gutters, pool maintenance, etc.) and professional services (insurance, reserve study, financial review) and provide a comprehensive summary for simplified decision-making.
• Coordination of the architectural modification application process in conjunction with the Architectural Review Committee.
  

  

What is the Board of Director’s Role?

The Board of Directors act on behalf of the Association as outlined in the Bylaws and in accordance with their fiduciary responsibility.  The Board of Directors and the Community Association Manager work closely together to enforce the governing documents and to set policies that uphold property and aesthetic values, minimize delinquencies, operating within budget and preserve harmony throughout the community.

Once a Director’s term has expired, either a Board member will be re-elected or a new member will be elected at the Annual Meeting of the association.  Homeowners may also be appointed to the Board of Directors when a vacancy occurs between annual meetings.  It is important to keep all Board positions filled so a quorum may be established. This way, essential decisions are not delayed, and Board meetings are effective and productive.

What is the Homeowner’s Role?

Know & Follow the Rules – Familiarize yourself with and abide by the Governing Documents, and all Rules, Regulations and Resolutions of the association.  The (CC&Rs) Covenants, Conditions, and Restrictions contain the “law” of the association.  Governing Documents are enforceable by fine, lien or other legal recourse, so it is important that you understand and follow the rules at all times.

Pay Association Dues – All homeowners within an association must pay dues in accordance with the Late Fee and/or Collection Resolution and as set forth in the Governing Documents.  Association dues are necessary for the on-going physical and financial maintenance of the association.  If owners fail to pay their dues in a timely manner, and an association accrues large delinquencies, many lenders will refuse to fund home loans for within the association.  This can make it very difficult for owners to sell their homes in an already tough real estate market.

Carry Proper Insurance Coverage – Although a portion of your association dues pays for insuring common elements, Directors and Officers policy, and general liability coverage for the association, you need a separate policy to cover your personal property and personal liability.  Depending on your association type, the required coverage varies.  The Community Association Managers are not insurance agents, so to ensure you are adequately covered please discuss your insurance needs with a preferred insurance agent.

Participate In Your Community – While the Board of Directors and Community Association Manager are charged with on-going business, it is important for communities to establish active committees.  Some ideas that have proven effective: ARC (Architectural Review Committee), Social Committee, Landscaping Committee, Building and Grounds Committee, and Helping Hands Committee.  Any community that enhances the community and doesn’t counteract association guidelines is potentially a good idea.  Even if you are unable to participate on a committee, you can contribute to the livelihood of the community by attending Board meetings and association-sponsored events. 

Who determines the budget for a Homeowner’s Association?

At Bluestone & Hockley, the Community Association Manager will typically draft a proposed budget using figures from the current year and estimates for the upcoming year obtained from vendors and utility companies. The Community Association Manager’s familiarity with common areas, maintenance, and landscaping needs of the association are important in projecting costs for the upcoming year. With the review of these figures, analysis of the current reserve study and impending projected capital expenses, the Community Association Manager, Treasurer and Board of Directors will review and revise the draft budget and approve as the final budget.

What payment options are provided to pay Association dues?

After approval of annual budget, all owners not participating in Bluestone & Hockley’s Automated Clearinghouse (ACH) payment, service will receive a payment coupon book. This payment book will provide the amount of your dues, account number, and the mailing address for payment.

You may pay your dues by one of the following methods:

1. Online Payment: Go to Customer Log-in section of our website and Log into your account to make payment(s). In case you haven’t signed up for online access, contact our office to set up an account.

2. Check/Money order: Please make payment(s) payable to:

“YOUR ASSOCIATION”
c/o Bluestone & Hockley
9320 SW Barbur Blvd, Suite 300
Portland, OR 97219

If you are interested, Automated Clearinghouse (ACH) payment service allows owners to have their dues automatically transferred from their bank account to the association’s bank account on a pre-determined date each payment cycle. This helps owner avoids potential late fees if payment is not mailed and received by the designated due date. Always remember to update us if your banking information changes while using our ACH service. While we strive to have ACH available to all communities, some factors may prohibit your community from using this service.

What happens if I don’t pay my association dues on time?

The Collection Resolution and Late Fee Resolution determine the payment structure and applicable late fees for your community. When you do not pay your association dues, this late fee is automatically added to your account. Depending upon your association’s Collection Resolution, severely delinquent accounts may then be subject to collection and a lien being placed upon the property.

If you are having difficulty paying your association dues, please contact your Community Association Manager as soon as possible. The Community Association Manager will forward the information to the Board for consideration. This can often help avoid the collections process.

I am a homeowner; Can I participate in Board Meetings?

As an owner, you have the right to attend meetings of the Board, but you may not participate in these meetings unless the Board provides an owner forum. Board meetings are designed for the purpose of decision-making and conducting association business.

Conversely, the Annual Meeting is the homeowners’ forum to receive information, ask questions, and learn of the management plan for the upcoming year. Elections to fill any vacancies or expiring terms on the Board of Directors are also conducted at the annual meeting.

How can I submit a suggestion, concern, or maintenance emergency ?

Contact your Community Association Manager through our website’s “Contact” section, which will allow you to email us directly. You may also contact our office directly, Monday through Friday, 8:00 a.m. to 5:00 p.m. by calling (503)222-3800.

For emergencies, you may contact our On-Call staff and Maintenance Technician. They are ready to assist you 24 hours a day, seven days a week, 365 days a year.

Do You Still Have Questions?

For additional questions, please fill out our Contact Us Form or select the Community Manager’s name – that will direct you to our email. Our goal is to respond to your inquiry within a 24-hour period.