Welcome Visit/letter

Our ACC since the beginning has been very good at maintaining the neighborhood according to the CC&Rs but they sometimes lacked a good "bedside manner" when dealing with new owners or violators. I've heard complaints that they "showed up at the door, shoved some papers in my face and said here are the rules, don't break them."

None of these people are still on the ACC but they still live in the neighborhood and still try to keep it up as unofficial volunteers. They are the ones who asked me to run, nominated me, and elected me to the board. I appreciate their dedication and service and I too, want to keep the neighborhood in good shape.

I'm looking for two things from those with experience:

1. A good way to welcome the new neighbors, introduce them to the BOD and ACC, and present the CC&Rs in a "positive" way without offending them from the start.

2. A polite and friendly "violation letter" for the first or second violation that will be more likely to produce voluntary compliance without resentment.

Thanks

Ask your management company to prepare a sample welcome package for your new owners. The welcome package should include a nice cover letter (who the Board and Committees are, ManagementCompany and Manager's contact info.), a copy of the Rules & Regulations (perhaps highlight the ones that people break the most or overlook), All ACC forms, Work Request forms,copys of past newsletters (2-4) and this years budget packet. Although, homeowners' usually get these items in escrow, they are often overlooked because of the amount of paperwork.

Here is a sample "soft" violation letter to get you started....

It is the responsibility of your Board to maintain a quality environment at ________ by upholding its Policies and Rules & Regulations of your complex. Your Board is responsible for attending to care and maintenance of the Common Area and to remind owners and/or residents of their obligations.

The Board noticed that you recently installed __________. We recognize you are new to the community and are perhaps unaware that you must submit a written request to the Architectural Committee before doing any of the following projects:
1.
2.
3.

Carefully review the enclosed forms and procedures. You may request a retrorequest for your newly installed ____________. Please fill out the attached forms and mail or fax them to our management company at ______________________.

In the future you must submit these forms 10 days advance the next Board of Directors meeting for approval. The Board generally meets every third Thursday at the Clubhouse at 7:00 p.m.

Thank you for your anticipated cooperation. If you have any questions please contact __________ with the Architectural Committee at ___________________.

Sincerely,
Board of Directors
Anywhere Homeowners' Association

Ron, attached is a welcome letter and a first warning notice (a second notice with specific information is provided if necessary).

William, attached are our first Violation Notice letter (the first letter sent is Warning Notice which has a more informative tone) and the Rules and Regulations on Enforcement of Covenants and Rule. The Rules and Regs spell out what happens if a violation is confirmed and compliance is not achieved.

Rodger, I'm a little on the dumb side when it comes to computers....is there any other way you can send to attachments other than doc....I can't open them.

Great suggestion Joseph.