Changes to the Buildings & Grounds Committee Instructions for All Residents

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Julian Curtis
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Changes to the Buildings & Grounds Committee Instructions for All Residents Instructions for Residents to understand the processes to follow to get approvals completed through the B&G Committee for

1 Changes to the Buildings & Grounds Committee Instructions for All Residents Instructions for Residents to understand the processes to follow to get approvals completed through the B&G Committee for making changes in Landscape and Residence CV Building & Grounds Committee Chairman - John Wyman - jwyman@nc.rr.com Croasdaile Administration Marketing Director (MD) - Carol Roycroft - carolr@umrh.org - X2477 Plant Operations Director (POD) - James Sanes - jamess@umrh.org - X note any reference to POD includes his/her designee Instructions For Residents Who Wish to Make Changes to the Landscape or to the Outside of their Residence Why do we have Covenants? Croasdaile Village (CV) is part of the Croasdaile Farm Homeowners Association. As such, we are governed by the Association s covenants and/or guidelines which create a framework for our policies for implementing them. Once you have been provided your new residence by the MD, and you wish to make changes to your residence or landscaping, you need to do the following: If you wish to make any building changes to the outside of your residence please contact the POD with what you wish to have changed. 1

2 If you wish to make any changes to the vegetation outside of your residence please review the information provided you by the MD on how to write the request for vegetation change, and send it to the POD. If the POD suggests changes to be made to the request, please make them. If there are no changes to be made it will be sent to the Croasdaile Village Resident Building & Grounds Committee (B&G Committee) for their approval at their monthly meeting. Understand that after a residence has been vacated, Maintenance must perform certain changes and upgrades to bring your future residence up to Croasdaile Village standards (e.g. remove invasive vines). Make sure you make your final acceptance of your new residence after this work has been committed and/or completed. Prior to your moving into your residence, Croasdaile Maintenance with the assistance of vendors, has the responsibility to assess and survey the building and grounds of any residence as it becomes vacant and before Marketing starts to show & sell to new residents. The assessment will include any repair and appliance needs, the cleanliness of the residence and its landscape, removal of all unwanted items or conditions that are currently causing a problem or are projected to be a problem in the future. All issues will be corrected before Marketing starts their show & sell and all landscaping will be returned to CV standards. Rules and Regulations Regarding Landscaping Around your Residence CV does not accept responsibility for the cost of moving and relocating plants that you wish to have relocated. Invisible fences are not allowed. Residents are not allowed to plant trees, shrubs, or develop gardens without prior approval from the B&G Committee. New bird houses, bird feeders, and ornamental structures must also be approved. Residents can plant flowers around their residence under the following circumstances: They are annual flowers, vegetables, or bulbs that are not invasive. No plants can be planted in the tree rings surrounding trees. They do not take over existing grass areas next to the residence. They are placed within the existing mulched areas. If a garden plot does not exist, an application for a garden needs to be submitted to the B&G Committee. Hanging plants attached to the roof or side of your residence must have B&G approval as well. 2

3 Any B&G approved plant you install in the ground around your residence will be owned immediately by Croasdaile Village. Residents are to maintain and water new plants for 1 year to ensure viability before CV assumes maintenance responsibility. Invasive plants or vines may not be planted on Croasdaile Village property. If found they will be removed. Some examples of invasive species that have invasive characteristics and spread readily into native plan communities, displacing native vegetation are as follows: Asian Bittersweet - vine Chinese Wisteria - vine English Ivy - vine Kudzu - vine Japanese Honeysuckle - vine Autumn Olive - shrub Bicolor Lespedeza - shrub Chinese Privet- shrub Multiflora Rose - shrub Russian Olive - shrub Japanese Knotweed - herb Sericea Lespedeza - herb Bradford Pear - tree Mimosa - tree Princess Tree - tree Tree of Heaven - tree from the NC State University Cooperative Extension BrightView is the current Croasdaile Village contractor of record. By contract, BrightView is responsible for all pruning of trees, plants and shrubs on Croasdaile Village common property. After a resident has received Buildings & Grounds and Croasdaile Farms approval for the installation of plant material at his/her residence, the resident can proceed with the installation. If the installation of the plant material is to be done by other than the resident, the Croasdaile Village contractor of record (BrightView) is to perform the work at the resident's expense. Rules and Regulations Regarding Making Building Changes to the Outside of Your Residence Any request for changes to be made to the outside of your residence must be given to the POD. Some of these changes will be the Resident s expense (e.g. new porch, new garage, satellite dish). The maintenance of the residence and its landscaping will not be charged to the Resident (e.g. replacing a dead HVAC, replacing CV shrubbery, replacing broken boards on an existing deck). Any damage to the landscape or structure caused by the Resident (e.g. improper parking, oil spills, damage to the deck) will be at the Resident s expense. 3

4 Satellite Dish installation policy is controlled by the POD - refer to the following details on how this policy is implemented. Croasdaile Village Residents B&G Committee Process for Cottage Residents Who wish Vegetation/Landscape Changes Around their Residence All residents with landscape requests should go to the POD for an initial review. Resident provides the POD with the details about the landscaping change requests with pictures, drawings and whatever else is required to understand the request. Resident should review the process particularly the examples of approved landscaping change requests that would be very helpful in completing the requests. If questions come up the POD talks to the B&G Committee to determine best course of action. If contracting work is necessary, the Resident calls the current contractor representative and gets an agreement on what is to get done, when it will be done, and how much it will cost the Resident - if the cost is excessive the Resident stops pursuing the landscape change and informs the POD. If the Resident accepts the cost estimate the Resident communicates the final request to the POD who reviews it, and then sends it to the Chairman of the B&G Committee for approval at the next meeting. Chairman/member of the B&G Committee receives the request and now sends the landscaping request to the Resident and all B&G Committee voting members one week prior to the next meeting. B&G Committee voting members now vote on the request and, if acceptable, the Chairman/member sends it forward to the Croasdaile Farm Review Committee (CFRC) for final approval If unacceptable, the Chairman/member communicates with the Resident and negotiates appropriate change, and then sends to the B&G Committee for vote at the next meeting and subsequent sending to the CFRC. Once the Chairman receives notification of the acceptance of the request, this response is ed to the Resident as well as all B&G voting members. If it is unacceptable, the B&G Committee addresses this request at the next meeting, makes appropriate changes, and returns it to the CFRC for their final approval. 4

5 B&G Committee Process for Residents who wish Building Changes on the Outside of their Residence Resident communicates with the POD on the request and includes pictures, drawings and whatever else is required to understand the request. The POD receives the request and calls the Resident to make an appointment to visit the site and discuss the request just received. Both discuss and (hopefully) agree on what the request should say and if there is contracting work to be performed the POD proceeds immediately to get an approximate cost from the licensed contractor and subsequently informs the Resident on their approval. After approximate cost is known by the Resident, the POD is called and if the cost is excessive, the Resident decides not to pursue this request. If the cost is acceptable, then the Resident asks the POD to proceed with the request approval process. The POD now finalizes the request for the B&G Committee approval at the next meeting. The B&G Committee now votes on the request and, if acceptable, the Maintenance repo in CV sends it forward to the Croasdaile Farm Review Committee (GFRC) for final approval. If unacceptable, the POD communicates with the Resident and negotiates appropriate change, and then sends to the B&G Committee for vote at the next meeting and subsequent sending to the CFRC. Once the POD receives notification of the acceptance of the request the Resident is informed as well as all B&G voting members. If it is unacceptable, the B&G Committee addresses this request at the next meeting makes appropriate changes, and returns it to the CFRC for their final approval. Rules and Regulations Regarding Building Changes to the Outside of Croasdaile Village Apartments CV policy does not allow any alterations to the exterior of any of the apartment buildings. Approved by B&G Committee 7/27/16 5

ARBORS HOMEOWNERS ASSOCIATION STANDING COMMITTEES

ARBORS HOMEOWNERS ASSOCIATION STANDING COMMITTEES The Board President shall annually appoint and the Board shall approve members to the following committees of the Arbors Homeowners Association: Finance,