Ironwood Homeowners Association. Policy Manual Reviewed and Revised 2015

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1 Ironwood Homeowners Association Policy Manual Reviewed and Revised 2015 Ironwood Homeowners Association Policy Manual Summary Page 1 of 24

2 Ironwood Homeowners Association (HOA) has established policies which detail services that are provided through the HOA on behalf of members. These services ONLY apply to front yards or areas abutting or bordering streets within Ironwood. These policies identify the specification of work and the criteria on which the work will be completed. These Policies do NOT over-ride current West Woods Master Association Guidelines and Policies. Those policies will continue to be met by Ironwood HOA members. If conflicts between policies are identified, the stricter policy will apply. Members are financially responsible for their portion of any base service provided by the established Ironwood HOA Policy. Costs of these services are included within fees that are derived from the budget which is ratified by the membership on an annual basis. Members who wish to change an established policy are to submit a written request to the identified Property Management Company as per the process identified within this booklet. Such requests are to specifically identify the suggested change and, where possible, cost of implementing such a change. Each request will be reviewed by the elected Ironwood Board of Directors. Due to specific tastes or desires, Ironwood Members do have an opportunity to OPT OUT of offered services. Members who choose to OPT OUT must complete the appropriate Declaration contained within this Manual and submit the request through the Property Management Company. Signed Policies are retained as HOA Official documents by the Ironwood HOA Board. Copies of signed policies are available through the Property Management Company. Board of Directors Ironwood HOA Ironwood HOA Policies Page 2 of 24

3 Table of Contents Policy Page Common Provided Services 4 Delinquent Accounts 5 Landscape Maintenance 7 Tree & Shrub 10 Snow Removal 14 Fence Maintenance and Replacement Guidelines 17 OPT OUT Declaration 19 Management Company 21 Request to Modify Policy 23 General Information 24 Page 3 of 24

4 Ironwood Homeowners Association Policy Manual Common Provided Services The Ironwood HOA budgets for and provides Common Services on an annual basis. The costs of such services are included in a budget which is presented to and approved by the HOA Members on an annual basis. Member fees provide income to offset expenses. The HOA budgets a financial reserve each year to minimize operational impact for unforeseen events or cash requirements. Ironwood Members have approved a financial reserve of $25,000. If, through the review by the Ironwood HOA Board of Directors, operational impacts have drawn down the reserve below the target amount, the Board can implement a Special Assessment upon approval of the membership to return the reserves to the identified level. Various options to replenish the reserve will be considered, and the Board will establish a methodology. Special Assessments will comply with the Bylaws of the Association. Fees are in addition to those levied by the West Woods Master Association of which Ironwood Members are included and have voting membership rights. Common provided services provided and budgeted on behalf of Ironwood Members are: Administrative Expenses A. Property Management Company B. Insurance C. Accounting D. Taxes E. Postage F. Printing Operational Expenses G. Water/Sewer H. Trash Removal I. Snow Removal J. Landscape Maintenance K. Tree Care (where applicable) L. Sprinkler Maintenance M. General Membership/Special Meetings N. Contingency Fund Replenishment Page 4 of 24

5 Ironwood Home Owners Association Policy Manual Delinquent Accounts History: Ironwood Home Owners Association Members are obligated to pay annual assessment fees to be used for the purpose identified by the Board through majority voting of HOA members. These assessments are referred to as Dues and are payable at a minimum, annually at the beginning of the calendar year. Members have the following options of payment: Annual dues paid in full by January 10 th of the applicable year Monthly to be paid by the 10 th day of the month Multiple months or quarterly to be paid by the 10 th day of the first month of the months or quarter Members may pay by any combination of above as long as the payment is received by the 10 th of the month of the first month the dues will cover. Members have the option of signing up for an automatic payment plan. It is in the best interest of the Association to refer delinquent accounts promptly to an attorney for collection so as to minimize the Association s loss of assessment revenue. The Board of Directors has retained an attorney with experience in representing homeowner associations in collections and other matters. The Association provided NOTICE to the members of the Association by adopting a RESOLUTION OF THE IRONWOOD AT WEST WOODS RANCH HOMEOWNER S, SUBSIDIARY ASSOCIATION, INC., A PART OF WEST WOODS RANCH REGARDING POLICY AND PROCEDURES FOR THE COLLECTION OF UNPAID ASSESMENTS, effective January A summary of procedures and amendments (shown in bold) within that Resolution are shown below. Members can obtain a complete copy of the Resolution by contacting Mock Property Management. 1. Due Dates. The monthly installments of the annual assessment shall be due and payable on the 1 st of each month. Assessments or other charges not paid in full to the Association within 15 days of the due date shall be considered pas due and delinquent. 2. Receipt Date. The Association shall post payments on the day that the payment is received by the Association. 3. Late Charges on Delinquent Installments. The Association shall impose on a monthly basis of $10.00 late charge for each Owner who fails to timely pay his/her monthly installment of the annual assessment within 15 days of the due date. The Association may impose interest from the date due at a rate of 21% per annum on the amount owed for each Owner who fails to timely pay their monthly installment of the annual assessment within 30 days of the due date. 4. Return Check Charges. A reasonable fee, not to exceed $20.00, shall be assessed against an Owner in the event any check or other instrument attributable to or payable for the benefit of such Owner is not honored by the bank or is returned by the bank for any reason whatsoever, including but not limited to insufficient funds. If two or more of an Owner s checks are returned unpaid by the bank within any (fiscal) year, the Association may require that all of the Owner(s) future payments, for a period of one (1) year, be made by certified check or money order. Page 5 of 24

6 5. Service Fees. In the event the Association incurs any type of service fee, regardless of what it is called by its management company, for the handling and processing of delinquent accounts on a per account basis, such fees will be the responsibility of the Owner as such fee would not be incurred by for the delinquency of the Owner. 6. Attorney Fees on Delinquent Accounts. As an additional expense permitted under this Policy and by Colorado law, the Association shall be entitled to recover its reasonable attorney fees and collection costs incurred in the collection of assessments or other charges due the Association from a delinquent Owner. The reasonable attorney fees incurred by the Association shall be due and payable immediately when incurred, upon demand. 7. Payment Play. Any Owner who becomes delinquent in payment of assessments AND whose account is not currently with the Association s attorney or a collection agency for collection, may enter into a payment plan with the Association, which plan shall be for a minimum term of 6 months or such other term as may be approved by the Board of Directors. Payments received when an account is in delinquent status shall be applied to the oldest month of delinquent status. 8. Collection Procedures/Time Frames. a. First Notice will be sent after 30 days of delinquency. b. Second Notice will be sent after 60 days of delinquency. c. Third Notice will be sent after 90 days of delinquency. This notice will include intent to file lien, and offer to enter into a payment plan. d. Delinquent account turned over to Association s attorney; Lien filed; and Demand for Payment letter after 120 days of delinquency. Rest of Page Left Intentionally Blank Page 6 of 24

7 Policy: Ironwood Home Owners Association Policy Manual Landscape Maintenance This Policy covers maintenance of front lawn and landscaped areas abutting or bordering streets within the Ironwood Residential area. Sprinkler winterization/activation, repairs and testing for the irrigation system owned by the Ironwood HOA. This policy does NOT include Maintenance of the entry monument located at Salvia Court and West Woods Circle. Flowers located within the front yard areas, both perennials and annuals. This is due to the unique tastes of the individual Homeowner. Backyard lawn and landscape maintenance are the sole responsibility of the individual Homeowner. Service Levels: Policy Activity Action Sprinkler System Winterization The system will be winterized on or around the 20 th of and Activation October. The Contractor, according to weather conditions and the service schedule provided, will determine system start-up. Repairs Normal repairs or replacement of broken sprinkler heads and electric valves or components. These repairs will be accomplished as soon as possible. Individual repairs costing more than $250 will have Board approval prior to commencing work. Sprinkler damage will be promptly reported to the Management Company. Any repairs requested by the Homeowner which are outside the Agreement between the HOA and Contractor require approval of the HOA Board. Upon approval, repairs will be completed at the Homeowner s expense. Any repairs/troubleshooting of the irrigation systems that are required due to a Homeowner or his/her agent manipulating or changing the system will be charged to the Homeowner. Testing and The Contractor will periodically check zones and clocks of Controllers the system to assure the sprinkler system is working properly. Checking will be, at a minimum, monthly May through September. The Contractor will maintain proper programming of the controller so as to promote good turf quality and meet applicable water recommendations and/or restrictions. Homeowners are NOT to perform adjustments to controllers. Page 7 of 24

8 Policy Activity Action Fertilization Application of One application of Caliber-Cote formulated turf fertilizer chemical and/or will be applied during the early growing season. organic fertilizer Applications of other fertilizer will be made as appropriate and agreed to with the Contractor and the Board. Additional fertilization could include chemical weed control. Spot treating with herbicides is the preferred solution. Such application will be done at the direction of the HOA Board. Turf Maintenance Mowing Lawns will be maintained in a healthy condition Grass areas will be mowed to a minimum height of two and one half (2 ½ inches) and a maximum of three and one half (3 ½ inches) depending on weather conditions. Mowing will commence in April (weather permitting). Grass will be mowed: o April and October Twice o o o May through September weekly The weekly mowing schedule will be set annually by the contractor and HOA Board. However, this day can be moved due to weather or holiday schedules. From May through September the minimum days between mowing will be six (6) and the maximum will be nine (9). The Contractor will ensure that mower blades are sharp. Recommended mulched mowing will be practiced. The contractor will determine when the grass clippings will be caught and removed. Lawns may be mowed with the following equipment or combination thereof: o Residential push or self-propelled mowers o Commercial walk behind/platform mowers o o Commercial riding mowers If multiple types of equipment are used, mowing heights will be the same. Contractor will replace any broken sprinkler heads caused by mowing operations. Any damages caused by Contractor operations will be repaired at no charge. Sidewalks, driveways and street areas will be swept or blown free of clippings after each mowing as necessary. Street sweeping is NOT included within this policy. Page 8 of 24

9 Policy Activity Action Leaf Removal Turf Maintenance, Continued Member OPT OUT Clause Leaf removal will occur once initially in October or November with one major clean up to complete the process no later than December 15 th, weather permitting Edging All front walks and driveways will be edged twice a month Aeration Turf areas will be aerated four (4) times a year Ironwood Members can OPT OUT of this service on an annual basis if they prefer to perform landscaping maintenance themselves. If a member chooses to OPT OUT of this service, they will not be eligible to participate until the next year. Members desiring to OPT OUT must complete and file a declaration with the HOA; a four (4) week notification is desirable for proper notification of the contractor. Fee structures will not be reduced for those who OPT OUT of provided services. Fees collected will be deposited in the Association s general fund. If a Member chooses to OPT OUT their landscape maintenance must be equal to that provided by the HOA. Determination that the landscape is equal is at the discretion of the HOA Board. The HOA decision must be by majority vote of the Board. If it is determined that landscape is NOT equal to that provided by the Contractor, the Contractor will be instructed to provide service. Additional maintenance to bring the landscape back to an equal condition will be at the Homeowner s expense. Rest of Page Left Intentionally Blank Page 9 of 24

10 Ironwood Home Owners Association Policy Manual Tree & Shrub Policy History: Genesee, the developer of Ironwood, guaranteed specific front yard shrubs and trees for two years to original buyers. If a shrub or tree died during that guarantee period, the tree was replaced by Genesee. That original guarantee has since expired. Therefore, trees and shrubs located within the front yards are owned by the homeowner. Trees and shrubs located in the back yards have always been owned and maintained by the Homeowner. Homeowner Responsibilities: Trees and shrubs shall be kept and maintained in an attractive, healthy, live and growing condition. Diseased or dead shrubs and trees shall be promptly removed and replaced at the homeowner s expense. Replacement trees and shrubs require prior approval by the West Wood Architectural Review Committee (ARC) and must meet the guidelines specified by West Wood Master Homeowner Association. Trees and shrubs do NOT have to be replaced once they are removed; replacement is at the discretion of the Homeowner. When replacing or adding a new tree, the homeowner must consider the location and selection of species, its mature tree size and impact on adjoining property. Ironwood HOA Tree and Shrub Responsibilities The Ironwood HOA will perform the following tree and shrub related activities during each seasonal year. This service is preventative in nature. However, the HOA will not be held responsible for tree or shrub death. Funding of these activities will be included within the annual fee structure of the Homeowners Association. If severe damage or disease occurs, a special assessment will be considered to cover remedial costs. Special Assessments must be approved in accordance with current Ironwood Bylaws and Subsidiary Declaration of Covenants. These services ONLY apply to trees and shrubs planted in the front yards or areas abutting or bordering streets within Ironwood. Trees and shrubs located within back yards are NOT covered by this service. Also, trees planted within these areas that do not conform to the Approved Tree listing within this policy stated below will NOT be covered. Season Activity Corrective Action Spring Inspection Inspection of trees and shrubs Perform trimming of dead/diseased located within the front landscaped areas limbs and winter damage to a height of 10 feet off the ground. Identify potential disease and spray accordingly after HOA Board approval. Identify dead and diseased trees that should be removed. Summer Inspection Inspection of trees and shrubs located within the front landscaped areas Page 10 of 24 Identify mid-growing season condition and suggest corrective action to the HOA Board The HOA Board must approve corrective actions of the contractor performing remedial tree/shrub work.

11 Season Activity Corrective Action Winter Perform one deep watering of roots Winter drought conditions might as required and if weather allows prompt suggestions to homeowners on care and damage prevention. Major Storm Inspect trees and shrubs after major Suggestions to homeowners on Damage storm damage as directed by the damage restoration. Ironwood HOA Board Possible assessment for neighborhood clean-up for severe damage. Special Assessments must be properly approved. Shrub Trimming Trim shrubs as required by species Recommend replacement of species if growth is out of control. Such replacement must be an approved species. Inspection/Maintenance Communication Schedule of inspections will be published either via to Ironwood Members or in the Ironwood newsletter. Tree and shrub care suggestions will be included when provided by the selected contractor. Guidance on Assisting Homeowners with Tree Root Problems in Common Areas Tree removal and stump/root grinding in common areas due to surfacing root systems is the responsibility of the individual homeowner. Renovation of turf areas and irrigation will be coordinated, or completed, by the HOA contractor. The homeowner can request the HOA to contribute to turf and irrigation system renovation ONLY associated with stump and root removal. Such requests must be submitted to the Board in writing and approved by the HOA Board prior to removal of the tree, stump and root system. 1. The HOA will have a certified arborist look at the tree to determine if removal is the only option. The HOA will assume the cost of this inspection only when scheduled through the HOA contractor. 2. If removal is the only option, the homeowner can request the HOA Board to assist financially with turf and sprinkler line renovation. The HOA Board will authorize assistance not to exceed $1,000 or 25% of the remedial costs whichever is less per household. 3. Tree replacement costs or other major landscape modifications made by the homeowner in conjunction with this problem are not subject to this assistance. 4. Work done by contractors other than the HOA contractor will not be warranted by the HOA or its contractor. 5. Tree replacement and landscape modifications must be pre-approved by the Master Association Architectural Review Committee (ARC) prior to initiating work. 6. This Guidance does not include any trees located in the back yards of the neighborhood. Page 11 of 24

12 Member OPT OUT Clause Ironwood Members can OPT OUT of this service on an annual basis if they prefer to perform tree/shrub maintenance themselves. If a member chooses to OPT OUT of this service, they will not be eligible to participate until the next year. Members desiring to OPT OUT must complete and file a declaration with the HOA, a four (4) week notification is desirable for proper notification of the contractor. Fee structures will not be reduced for those who OPT OUT of provided services. Fees collected will be deposited in the Association s general fund. Replacement Trees Guidelines: 1. Because of the small lot sizes and even smaller planting spaces available, trees having a smaller size when mature should be considered, generally less than 30 feet wide and 50 feet tall. 2. Selection should provide diversity, variety of color, form and texture. For common areas, trees should produce minimal, small fruit, if any. 3. Planting diameter size should be between 2 inches for ornamental and 3 inches for shade trees. Trees larger than 3 inches will take longer to establish, while trees less than 2.5 are more subject to damage and will appear quite small when replaced. 4. All new tree plantings or replacements in turf areas should be finished with a 3 foot diameter mulched tree ring. 5. Pruning to control tree size is not permitted. Approved Replacement Trees: Current Preferred replacements are: A. AMUR MAPLE: Acer ginnala. Mature height to 20, Spread 15 to 20. Varietal form Flame offers a consistent fire red fall color. B. IMPERIAL HONEYLOCUST: Gleditsia triacanthos Impcole. Mature height to 35, Spread 30. Compact rounded outline, bright green, yellow fall color. C. SPRING SNOW CRABAPPLE: Malus Spring Snow. Mature height to 25, Spread 15. Upright oval form, profuse white blossoms in spring, rarely develops fruit, low maintenance requirements. D. MAYDAY TREE: Prunus padus Purpurea. Mature height to 40, Spread 20. (aka Summer Glow ) Foliage emerges green then turns reddish purple. E. CHANTICLEER PEAR: Pyrus calleryana. Mature height to 35, Spread 15. White blossoms followed by glossy green leaves turning orange red in fall. Fruitless. F. IMPERIAL HONEYLOCUST: Gleditsia triacanthos Impcole. Mature height to 35, Spread 30. Compact rounded outline, bright green, yellow fall color. G. COLUMNAR ENLISH OAK: Quercus robur Fastigiata. Mature height to 40, Spread to 10. Leaves persist on tree during winter. Crimsonspire provides great red fall color. Other Approved replacements are: Autumn Blaze Maple Blue Spruce (ONLY DWARF FORMS I.E. HOOPSI FAT ALBERT OR SMALLER, are APPROVED) Bosnian Pine (ONLY IN A DRY LOCATION) Vanderwolf Pyramid Limber pine Swiss Stone Pine Page 12 of 24

13 Pinyon Pine Other Approved replacements are, continued: Oregon Green Austrian Pine Bristlecone Pine Chanticleer or Stonehill Pear Thornless Cockspur Hawthorn Pin Cherry ONLY blight resistant non-fruit producing forms of Crabapple (see below). Discouraged Trees/Shrubs The following trees/shrubs are discouraged due to disease acceptability, maintenance frequency or maintenance costs Aspen NOTE: Discouraged trees/shrubs or other unique species if planted by or at the direction of the Homeowner will not be covered by this policy. Inspection and maintenance will be the sole responsibility and financial obligation of the Homeowner. Prohibited Trees/Shrubs The following trees/shrubs are prohibited by either the Master Association or the City of Arvada. The City should be contacted prior to selection to ensure it is allowed. Russian Olive Cottonwood Weeping Willow (And other Salix species) Siberian or Chinese Elm Satellite Dish Clearance Satellite dish arrangements and clearances from trees are the responsibility of the homeowner. The HOA will not fund tree branch removal to ensure satellite dish clearance. Approval to remove trees/branches belonging to adjacent property owners is the responsibility of the requesting Member. Rest of Page Left Intentionally Blank Page 13 of 24

14 Ironwood Home Owners Association Policy Manual Snow Removal Policy History: Ironwood Homeowners approved fees to cover snow removal for front sidewalk, primary walkways to front doors and driveways under specified conditions. The Homeowners Association (HOA) has developed performance criteria within a Snow Removal Agreement which is reviewed at the close of each year. Ironwood HOA Snow Removal Requirements Specification Scope of Work Damages Incurred During Removal Criteria To clear snow from front sidewalks and driveways areas within the Ironwood Subdivision The contractor will be liable for damages to property caused by his/her workforce while meeting the specifications and scope of work within the agreement. The Homeowner must notify the Ironwood HOA of suspected damages within 48 hours of damage. If the member is away (vacation, out of town) when snow is removed, the member has 48 hours from returning for the notification. The Member needs to state when they returned within the notification. Pictures of the damage are desirable but not necessary. Decorative concrete driveways or sidewalks installed by the homeowner will only be covered for damage done by contractor neglect. The contractor will be advised by the Ironwood HOA Management Company of such surfaces at the beginning of the snow season. The contractor will be requested to consider using plastic edge shovels on these surfaces. Surface scratches caused by plowing or shoveling are NOT considered contractor negligence where gouges or breaking of the concrete are. A gouge is defined as a grove or cavity made within the concrete. Damages done by back dragging driveways, sidewalks or landscaping with small snow plows is the sole responsibility of the contractor. Page 14 of 24

15 Specification Contractor Services Homeowner Responsibilities Equipment Street Plowing Snow Removal Decision Greater than 2 inches of accumulation Criteria Snow will be removed after two inches of accumulation on sidewalks and driveways as required by the Scope of Work. Under normal conditions removal will begin within 24 hours after the snow has stopped falling. During prolonged snowfall and at the direction of the On Call HOA Board Member, removal will be done every 24 hours for the duration of the storm. During severe weather, this schedule may be altered due to accessibility and accumulation amounts. Snow accumulation less than 2, ice removal and use of ice melting products are the sole responsibility of the individual Homeowner. Due to its abrasive nature, sand is not recommended for ice buildup. Magnesium chloride will NOT be used to remove snow/ice. The contractor can use a combination of equipment and/or tools to remove snow. Snow blowers, shovels (metal or plastic) and small plows are considered as approved equipment. Back dragging driveways with large street plows is discouraged and requires prior approval from the HOA On Call Board member. However, any damage caused by snow removal must be reported timely (see Damages Incurred During Removal above). Plowing of streets is NOT included within the service agreement. Street plowing is considered an extended service and will only be done by request of the HOA Board. The preferred source of street plowing is the City of Arvada. The On Call HOA Board member will consider the following factors prior to approving snow removal: a. The expected high temperature the day after the storm versus the amount of accumulation (probability of melting) b. Time of year of the storm or Holiday situations that will promote more pedestrian traffic on sidewalks c. Magnitude of the storm and availability or access of resources in severe situations Arvada Municipal Code: Sec Removal of snow and ice from sidewalks; required. It shall be the duty of the owner or occupant of the premises abutting or bordering upon any street, avenue or highway in the city to keep the sidewalks in front of and adjoining his premises clear and safe for pedestrians. Such owner or occupant shall remove snow, ice and slush within 24 hours after the cessation of any storm or fall of snow. Page 15 of 24

16 Homeowner Financial Responsibilities Any work requested by the individual Homeowner or group of Homeowners outside the requirements of the agreement will be the sole responsibility of those requesting the service. Member OPT OUT Clause Ironwood Members can OPT OUT of this service on an annual basis if they prefer to perform snow removal of their driveways and primary walks to the front door. Sidewalks abutting or bordering streets will be cleared of snow as described within this policy. If a member chooses to OPT OUT of this service, they will not be eligible to participate until the next year. Members desiring to OPT OUT must complete and file a declaration with the HOA; a four (4) week notification is desirable for proper notification of the contractor. Fee structures will not be reduced for those who OPT OUT of provided services. Fees collected will be deposited in the Association s general fund. Rest of Page Left Intentionally Blank Page 16 of 24

17 Ironwood Home Owners Association Policy Manual Fence Maintenance and Replacement Guidelines Fence Maintenance: Ironwood Homeowners are responsible for the maintenance of their fences, both front and back yards. Fencing materials are restricted and must be approved by the West Woods Ranch Architectural Review Committee prior to work being started. Brick and Wrought Iron Fencing: Maintenance of brick and wrought iron fencing is governed by the West Woods Master Association. These sections of fence are inspected on a routine basis by the Architectural Review Committee (ARC) and needed maintenance is discussed with the specific owners. These brick and wrought iron fences are located between homes along Salvia Court and the Golf course and back yards of homes that back up to West Woods Circle. Cedar Wood Fencing: Water protection of either new or existing cedar fencing will comply with current West Woods Master design guidelines. There is no current requirement that wood fencing be sealed from the weather. However, sealant is recommended to prolong the life of the pickets, rails and posts. Cedar fencing that has fallen down needs to be either repaired or replaced as soon as weather permits. If the fence is between two or more properties, it is the responsibility of the affected owners to complete repair/replacement. Costs of such maintenance are the sole responsibility of the impacted Homeowners. Fence repair does not require ARC approval unless the repair is outside of current policy. Because the Master ARC meets only once a month, the review and approval of fence line replacement can take four weeks or more. In such instances, temporary fencing may be installed until ARC approval is obtained. Under no circumstances will temporary fencing be considered permanent replacement. Low Maintenance Fencing Material: Low maintenance fencing material can be considered as an option for natural wood replacement. New age manufacturing techniques combine reclaimed wood and plastic into low maintenance material. This material will not warp or rot due to harsh weather and it doesn t need sanding, staining or painting. Any artificial or low maintenance fence replacement as described within this policy MUST be pre-approved by the ARC. Fence Replacement: Fence replacement within Ironwood shall be accomplished with either natural wood cedar or new low maintenance material whose color and texture compliments natural cedar in order to maintain neighborhood consistency. Low maintenance material requires ARC approval prior to installation. Fences shall be six (6) foot high, installed on minimum 6 foot centers for adequate wind support. New gates within fence lines must be approved by the ARC. Fence replacement along Salvia Court will be installed over a concrete apron that is eight (8) inches wide and three (3) inches thick. This provides protection from trimming/mowers and will keep the fence pickets out of landscape. Pickets shall be installed ¼ inch above the concrete mow strip. Sprinkler heads might have to be Page 17 of 24

18 moved to accommodate the concrete apron. Costs of such movement will be the responsibility of the Ironwood HOA. Such movement must be coordinated with the Property Management Company and the Landscape vendor. Existing wood fence replacement within back yard areas shall be either cedar wood or low maintenance fencing that compliments natural cedar for neighborhood consistency. It is the homeowners' preference, at this time, concerning the specific composition of the type of fence material used. However, any fence replacement choice MUST be approved by the ARC. It is the homeowner s preference, at this time, concerning the type of fence material. Again, fence replacement must be approved by the ARC. Rest of Page Left Intentionally Blank Page 18 of 24

19 Ironwood Homeowners Association Policy Manual OPT OUT Declaration Information Sheet Ironwood Homeowners Association has established policies which detail services which are contracted out on behalf of members. These services apply ONLY to front yards or areas abutting or bordering streets within Ironwood. Established policies identify the specification of work and the criteria on which the work will be completed. All current West Woods Master Association Guidelines and Policies will continue to be met by the Ironwood Homeowners Association and its individual members. Members are financially responsible for their portion of any base service provided by the established HOA policy. Costs of these services are included within the annual fees that are derived from the budget which is ratified by the membership. If a member chooses to OPT OUT of a provided service, the fee is still applicable. Fee structures will NOT be reduced for those members who OPT OUT of HOA services. Fees collected will be deposited in the Association s general fund. If a Member chooses to OPT OUT of a service, the level of service provided by the member must equal that which is provided through the HOA. If the member provided service is NOT equal, the HOA will instruct the HOA Contractor to provide the service. Additional maintenance to bring the service back to an equal condition will be at the Homeowners expense. Determination that the member provided service is equal is at the discretion of the HOA Board. The HOA decision must be by majority vote of the Board. Members who choose to provide levels of service which are above the established HOA policy are responsible for both base and any additional costs they incur. Members, who choose to OPT OUT of a service, must OPT OUT of the entire service; picking and choosing of items within a level of service is not allowed. Each member will be provided an opportunity to OPT OUT of a service annually. To OPT OUT a member needs to complete the attached Declaration and forward it to the Management Company for proper processing. Any Declaration is valid for the year designated. If a member chooses to change their Declaration, a four (4) week notification is desirable for proper notification of the contractor. Such notification of a Declaration reversal also needs to be forwarded through the Management Company. Page 19 of 24

20 Ironwood Homeowners Association OPT OUT Declaration Date Member Name Address Phone Number Declaration I/We choose to OPT OUT of the following services provided through the Ironwood Homeowners Association. The levels of service are described within the current Ironwood Homeowners Association Policy Manual. By choosing to OPT OUT of a service, I/we understand that the level of service provided by me must equal that which is provided through the HOA. If the service is NOT equal, the HOA will instruct the Contractor to provide the service. Additional maintenance to bring the service back to an equal condition will be at the Homeowners expense. Determination that the member provided service is equal is at the discretion of the HOA Board. The HOA decision must be by majority vote of the Board. I/we also understand that fee structures will NOT be reduced for those members who OPT OUT of HOA services. It is our personal preference to provide the level of described service. I/we also understand that if we choose to OPT OUT of a service, we must OPT OUT of the entire service; picking and choosing of items within a level of service is not allowed. Current provided services are listed below. Please check the box or boxes you wish to OPT OUT. OPT OUT Please Check Those That Apply Landscape Maintenance Snow Removal Signature(s) Provided Service Tree and Shrub Care (if offered during current year) To be completed by Management Company Date Received Received By Validated By & Date Contractor Notification Page 20 of 24

21 Ironwood Home Owners Association Policy Manual Management Company History: Ironwood Homeowners Association operates normal business through an elected volunteer Board of Directors in association with a selected and paid Property Management Company. The Property Management Company assists the Board of Directors in day to day management of contracts for those performing services for the Ironwood HOA. Management Company responsibilities include: Daily management of contracts and services provided to the HOA through contractors 24 hour Emergency Service for front yard landscaping and snow removal services including sprinkler systems. Produces HOA newsletters as directed by the Board of Directors Provides updates to HOA members regarding policy and/or issues Provides accounting services and reports as required Coordinates resolution of issues/complaints between HOA members, contractors, and the Board Provide non-routine services as directed by the Ironwood HOA Board of Directors The Property Management Company does NOT: Authorize services beyond contractual agreements unless specifically approved by a majority vote of the Board of Directors Negotiate individual agreements between members and existing contractors performing services for the HOA Provide non-routine services as directed by members of the HOA Performance Expectations Professional Service Offered Daily Management of HOA Business Expectation Provide resolution of complaints and/or issues filed by HOA members in accordance with established agreements. Process and resolution will be accomplished in a professional manner. Resolution will comply with current Ironwood Homeowner Association Policies. Provide to the Board of Directors a monthly log of issues filed by members and resolution of same. Log is to be provided to Ironwood HOA Board Members by the 5 th working day of the month for previous month s activity. delivery of the log is considered appropriate. Provide an to Ironwood HOA Board Members of emergency requests and resolution of same on the next normal working day after the event. Page 21 of 24

22 Professional Service Offered Expectation Daily Management of HOA Business, Provide 24 hour emergency service contact continued information Attendance at Ironwood HOA Board, Annual General Membership and special membership meetings. Publish Newsletters as directed by the Ironwood HOA Board of Directors. Maintain Ironwood Web site as required. Provide status letters and new homeowner packets as required. Administer Homeowner OPT OUT requests to ensure compliance with requests. Administration of Contracts and/or Properly administer the terms and conditions of Agreements on Behalf of the HOA contracts and/or agreements between the HOA and contractors providing services Provide quality assurance of contracts via monthly inspections Solicit bids for impending projects as directed by the HOA Board of Directors Solicit Request for Proposals for services as directed by the Ironwood HOA Board of Directors. Accounting Aggressive collection of delinquent accounts. Collection will include both late fees and interest as established within Ironwood Homeowner Association Policies. Process invoices in a timely manner. Ensure that invoiced amounts comply with current contracture agreements. Provide monthly statements including balance sheet, income statement, budget comparison, expenditure report and aged receivables to the Ironwood HOA Board of Directors. Provide annual budget Prepare notice, proxies and agendas for the Annual Meeting Ensure that annual reports/returns are filed properly and timely. Page 22 of 24

23 Ironwood Homeowners Association Policy Manual Request to Modify Policy Members that are In Good Standing may request a review of current Policy, suggest a new Policy or request a current Policy be deleted. Members In Good Standing are defined as those that are current in fee payment. Requests for Policy change that conflict with the West Woods Master Association Guidelines and Policies will not be processed by the Ironwood HOA; such requests should be forwarded through that Association for review. Requests to change, initiate or delete current Policy must be forwarded in writing to the Property Management Company. Such requests need to contain: A. Detailed explanation of the request B. Details prompting the reason for the request C. Intended benefit of request (how success can be measured) D. Documented financial impact of the request E. Summary of how the request will benefit the HOA The Property Management Company will forward the request to the Ironwood HOA Board for review. Additional detail may be requested by the Board during review. The HOA Board will advise the requesting Member of the status of the request in a timely manner. Requests that have far reaching impact on the Association will be discussed at the annual meeting or at a special meeting called at the discretion of the Board. Requests that do not contain the items listed above will be returned to the Member for revisions. Rest of Page Left Intentionally Blank Page 23 of 24

24 Ironwood Homeowners Association Policy Manual General Information The Ironwood HOA Board has focused on establishing Policy which can be referenced by each Member and the Property Management Company. Stated Policy will enable Members to understand what services are offered and how performance to those services will be monitored. Management Company, Complaints and Issues: Members who wish to contact the Association s Management Company with questions, comments, complaints or issues are to lodge those with Mock Property Management. Contact information is: Mailing: Ironwood Homeowners Association, Inc. c/o Mock Property Management 825 S. Broadway, Suite #200 Boulder, CO HOA@mockpm.com Phone: After Hours Emergency: Board members are volunteers and residents within the community. They are available to answer questions. However they will direct all communication and forward all calls or s to Mock Property Management to ensure that the concerns/issue is handled properly on behalf of all association members, not just a few. PUBLIC DISCLOSURE Ironwood Homeowners Association, Inc. Managed by: Mock Property Management 825 S. Broadway, Suite #200 Boulder, CO Budget, Financials, Audit/Review, Insurance Information, Governing Documents, Minutes and Governance Policies are available to Association Members upon reasonable notice. See contact information above Page 24 of 24