Rosewall Homeowners Association, Inc.
Repair Policy and Procedures
Effective February 26, 2002
The following is the general policy and procedures for reporting, managing and resolving repair issues for those repairs covered by Rosewall Homeowners Association’s (“RHA”) responsibility as established by the Rosewall covenants and other controlling documents.
I. Repair Classifications
1. Emergency Repair
Damage Type: Emergency
Description: The repair should be classified as an “Emergency” repair if the damage to common area or owner’s property (jointly “Property”) happens unexpectedly, adversely impacts the life, safety or well being of any person, or significantly impacts the reasonable physical integrity or use of a Property and, if not repaired immediately, will quickly lead to significantly greater damage,
Repair action: Emergency repairs should take place immediately or as fast as reasonably possible under the direction of the Board, an officer or the Building Committee chairman. The RHA should direct the repair services to address the “emergency” nature of the damage. Board action is not necessary to authorize an Emergency repair. However, the Board has the authority to intervene to direct the nature of the repair, or to change the classification of the repair from “Emergency” to another type of repair. Where appropriate, the Board should seek feedback from the owner and utilize the advice and council any applicable committee.
Examples: Examples of repairs would include (when covered by RHA’s specific obligation to repair): a roof cave-in; a broken water main; a falling house wall; or a fallen tree extending through a wall into a house.
2. General Repair
Damage Type: General
Description: The repair should be classified as a “General” repair if the damage to Property is not an emergency but adversely impacts the reasonable physical integrity or use of a Property.
Repair action: The Board must approve the repair. The repair should take place within a reasonable period of time but as quickly as reasonably necessary to minimize additional damage. The Board should seek feedback from the owner and utilize the advice and council any applicable committee.
Examples: Leaking roof; rotting wood on siding, door or window; defective yard light; rotting tree within striking distance to a house;
3. Aesthetic Repair
Damage Type: Aesthetic
Description: The repair should be classified as an “Aesthetic” repair if the damage to Property does not impact the reasonable physical integrity or use of a Property but is predominately cosmetic in nature.
Repair action: The Board must approve the repair. The repair should take place within a reasonable period of time. These repairs will take place simultaneously with other community wide repairs of a similar nature, but as quickly as reasonably necessary to ensure the overall reasonable quality of the aesthetics of the Rosewall community. The promptness of the repair will depend in part of the visibility and aesthetic impact of the damage. The Board should seek feedback from the owner and utilize the advice and council any applicable committee.
Examples: pothole in driveway; discolored paint; dead shrubs;
4. Capital Repair
Damage Type: Capital
Description: The repair should be classified as a “Capital” repair if the damage is caused by long-term wear and tear or is normally considered a capital expense type of repair. The damage should be addresses so as to minimize the capital costs while maximizing the long-term value of Property.
Repair action: The Board must approve the repair. The Board should seek feedback from the owner and utilize the advice and council any applicable committee. The Board should make repairs consistent with the RHA long-term capital improvement plan.
Examples: new roof shingles; regular exterior painting; parking pad resurfacing
II. Repair Reporting Procedure
Step 1. When the homeowner identifies a repair needed covered by RHA’s responsibility to repair, the homeowner completes the Repair Order Form and provides it to the secretary (or management company, if one).
Step 2. The secretary creates a Repair Order number and enters the repair order into the database. The secretary then delivers the partially completed Repair Order Form to the appropriate committee chairman. If the repair involves the home of the committee chairman, the secretary delivers the Repair Order to the President.
Step 3. The designated committee chairman assesses the Repair Order and classifies the repair as Emergency, General, Aesthetic or Capital. The chairman then takes the following action:
A) If an “emergency repair”, the chairman takes the action listed below.
B) If a “general repair”, the chairman presents the repair order request to the Board for approval of the repair item, costs and contractor. If the repair, funds and contractor were pre-approved by the Board, the chairman proceeds with engaging the contractor.
C) If a capital or aesthetic repair, the chairman and the committee review the repair and make recommendations to the Board as to the manner, cost and contractor need to complete the repair. If not budget, the committee should consider adding the item to the capital improvements or repairs covered by the next year’s budget.
D) Prior to a contractor beginning any project, Rosewall should have a written contract, or if the work is a one-time task and the cost is less than $500, a written work order signed by the contractor.
Step 4. Once the repair is complete, the committee chair, homeowner or committee members shall review the repair work and sign off on the work as acceptable. The chairman then returns the completed Repair Order Form to the secretary.
Step 5. The secretary enters the data from the Repair Order Form into the database and sends the Repair Order From (and contractor invoice when received) to the Treasure for payment.
III. Repair Reporting Procedures - Emergencies
If an emergency, the homeowner reports the damage to a director, or committee chairman as soon as possible. The Rosewall representative should take the action necessary to minimize further damage and until the emergency is under control.
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