Frequently Asked Questions
What is the Management Company’s Role?
As a homeowner, what specifically can you expect from Bluestone & Hockley?
As a Board Member, what specifically can you 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 you don’t pay Association dues on time?
What do you need to know about homeowner attendance at Board Meetings?
Do you need to submit a suggestion, maintenance emergency or concern?
Do You Still Have Questions?
What is the Managment 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 you 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 you 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 together closely to enforce the governing documents and set policies to uphold property values, minimize delinquencies, stay on budget and preserve harmony throughout the community.
Once a Director’s term has expired, a Board member will either be re-elected or a new member 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 is always established and meetings are effective; otherwise, imperative decisions may be delayed.
What is the Homewoner’s Role?
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 are the “law” of the association. Governing Documents are enforceable by fine, lien or other legal recourse, so it is important that you familiarize yourself with and follow the rules at all times.
Pay Your 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 a large amount of delinquencies, many lenders will refuse to fund loans for homes within the association. This can make it very difficult for owners to sell their homes in what is already a tough real estate market.
Carry Proper Insurance Coverage - Although a portion of your association dues pays for insuring the common elements, Directors and Officers insurance 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 may vary. The Community Association Managers are not insurance agents, so please discuss your insurance needs with your preferred insurance agent to ensure you are covered adequately.
Participate In Your Community - While the Board of Directors and Community Association Manager take care of business, it is important for associations to establish active committees. Some potential ideas for committees are ARC (Architectural Review Committee), Social Committee, Landscaping Committee, Building and Grounds Committee, Helping Hands Committee and many more. Whatever you can think of that enhances the community and doesn’t counteract the association guidelines is potentially a good idea for a Committee. Even if you are unable to participate in a committee, attending Board meetings and association sponsored events is very important to the livelihood of the community.
Who determines the budget for a Homeowner’s Association?
At Bluestone & Hockley, the Community Association Manager will typically draft a budget using figures from the current year and estimates for the upcoming year received from vendors and utility companies. The Community Association Manager’s familiarity with the common areas, maintenance and landscaping needs of the association are also important in determining the projected costs for the upcoming year. With the review of these figures and the analysis of the current reserve study and impending projected capital expenses, the Community Association Manager, the Treasurer and the entire 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?
Along with the annual budget, or soon thereafter, all owners not participating in the Automated Clearinghouse (ACH) payment service will receive a payment coupon book. This payment book will provide the amount of your dues, your account number and the mailing address for payment.
You may pay your dues by check and send to:
“YOUR ASSOCIATION”
c/o Bluestone & Hockley
9320 SW Barbur Blvd. Suite 300nue
Portland, OR 97219
The Automated Clearinghouse 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 option takes the thought out of having to remember to send in a check to pay your dues and avoids potential late fees if not paid on time.
What happens if you don’t pay Association dues on time?
The Collection Resolution and Late Fee Resolution determine the payment structure, as well as the late fee to be imposed if payment is not received by the due date. When you do not pay your association dues, this late fee is added to your account. Depending upon your association’s Collection Resolution, accounts may then be subject to collection and a lien 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.
What do you need to know about homeowner attendance at 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.
Do you need to submit a suggestion, maintenance emergency or concern?
Contact your Community Association Manager through our website Contact Us section, which will allow you to email us directly, or by contacting our office Monday through Friday, 8:00 a.m. to 6:00 p.m. at (503)222-3800.
For emergencies, you may contact our office at anytime to be put in contact with the On-Call staff and Maintenance Technician 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, which directs you to our email. We generally respond within a 24-hour period.
