Homeowner Maintenance and Landscape Oversight. The Work Order Process

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1 Homeowner Maintenance and Landscape Oversight The Work Order Process Your board is committed to providing the highest quality of maintenance and landscape services within the financial restraints of the Association. To that end a Maintenance Committee has been established to ensure all contractual obligations of the Landscape Contractor are fulfilled to ensure an aesthetically pleasing appearance is maintained throughout the Association. Maintenance Oversight Members of the Board and the Maintenance Committee perform periodic drive - bys as well as walk arounds to inspect homeowner property relative to landscape maintenance performance. Meetings and performance reviews are performed to evaluate the performance of the Landscape Contractor. However, with limited staff and volunteers, it is very difficult to inspect the entire Association on a timely and thorough basis. As a result, the best oversight needs to come from the homeowner relative to any maintenance deficiencies or omissions in service. The Board and Maintenance Committee have established a procedure to correct any maintenance issues through a follow up work order process. Any lack of maintenance performance i.e. trimming, bed weed control, turf mowing and weed control, damaged property and related issues should be reported directly to the Association s Property Manager and not discussed with the Landscape Contractor s employees. Please keep in mind that not all exterior maintenance items are provided by the Association. Please see the attached POLICY MA01 POA MAINTENANCE RESPONSIBLIITES from the Association s Policy Manual to see what grounds maintenance and other items are and are not provided by the Association. 26

2 Property Manager The Property Manager is under contract with the Association to provide oversight and resolve issues relative to maintenance performance. The Property Manager s contact information is as follows: Eileen Walsh phone e.walsh@tampabay.rr.com Some issues may not be able to be corrected immediately. For instance, if a shrub has been over trimmed, the regrowth will take a period of time. However, this should be reported for discussion with the Contractor. The Work Order Process If the maintenance issue can be addressed or cured through follow up performance by the Contractor, a work order will be completed and forwarded to the Contractor. Timeliness of the completion of the work order is tracked by the Property Manager, the Maintenance Committee and the Board. The work order process is of a critical nature to ensure homeowner satisfaction. However, the effectiveness relies on the homeowner inspecting their individual property and reporting any issues to the Property Manager. The number of work orders in addition to the nature of the work orders are used in the ongoing evaluation of the Landscape Contractor s performance. Also issues that are reported to the Property Manager that may not have resulted in a work order are discussed and noted as part of the review process.

3 LAKEVIEW VILLAS, P.O.A. INC. POLICY MA01 POA MAINTENANCE RESPONSIBILITIES Purpose: This policy defines the guidelines for what maintenance is included in maintenance free living and what maintenance is not included in maintenance free living for the Lakeview Villas Property Owners Association, Inc. A. WHAT IS INCLUDED IN MAINTENANCE FREE 1. Common Areas Maintenance (Total Maintenance) a. Plot I on the recorded plat of the Lakeview Villas Property Owners Association, Inc., which is the open area in the center of Diamond Shore Loop. 2. Villa Exterior (Limited Maintenance as determined and scheduled by the Board of Directors) a. Lawn irrigation system. b. Lawn cutting, trimming, fertilization and weed control. c. Lawn pest control. d. Shrub fertilization and trimming. e. Tree trimming, up to eighteen (18) feet above ground level and/or twelve (12) away from buildings. f. Edging of curb, plant beds, driveway and entry walk. g. Plant and shrubbery beds shall be kept reasonably free of weeds. Some weeds may appear during interim periods. h. Dead shrub removal shall be provided for shrubs up to four (4) feet in height. i. Plant bed mulch refurbishment and/or replenishment on an as needed basis. (See Mulch Policy MA02). j. Exterior repainting including pressure roof cleaning of the Villa shall be done as provided in Policy MA 04 Villa Repainting and Pressure Roof Cleaning. The POA in not responsible for extra charges related to changes in colors. (See Repainting Policy MA05). k. Sod replacement to the extent such action is not the result in any way of Villa owner s actions/inactions. 3. Vacant lot maintenance including lawn cutting, trimming, fertilization, weed control and pest control will be as determined by the Board of Directors. Lots under construction are excluded from this maintenance.

4 B. MAINTENANCE FREE, WHAT S NOT INCLUDED 1. Repair or Replacement of the following: a. Villa Roof. b. Exterior light bulbs and fixtures. c. Post Light bulbs, posts, fixtures, wiring and photocell. d. Window glass, screens and frames. e. Lanai and pool enclosures, frames, screens, doors and drains. Exterior portion of bath, kitchen and laundry vents. f. Maintenance, removal and replacement of trees. g. Replacement of dead trees and shrubs. h. Driveways, entry walks, concrete or stacked stone walls, exterior concrete steps and pads. i. Structural repairs. j. Water intrusion through stucco, windows and doors. k. Features/Items/Improvements added to Villa exterior or landscaped area by Villa owner. Although all exterior changes or additions must have prior approval of the Architectural Control Committee, the responsibility for maintaining, repairing and eventual removal remains with the Villa owner. The Architectural Control Committee may require that Villa owners remove additions that are not properly maintained such as: Rain gutters and downspouts. Plant bed décor items. Screen doors and enclosed entrance areas. Security and storm shutters. Emergency electrical power generators. Swimming pools and pool equipment. Aquascapes. Concrete and other types of plant bed edging. l. Mold removal on driveway, walkways and lanai areas. Cleaning by the homeowner should occur when or before, the mold/dirt buildup exceeds approximately 30% of the applicable area of the driveway, walkway or lanai. The property manager will advise homeowners if drives are approaching need to clean criteria. m. House numbers. n. Garbage pickup service and Cable TV connection and service. o. Drain tile/french drains and other underground drainage systems installed on individual lots. 27

5 2. Modifications of the irrigation system required as part of a Villa owner s modification of their Villas or approved landscape plans. 3. Replacement of sod which is caused by the Villa owner s request not to trim shrubs/trees which restrict proper watering coverage or other owner actions/inactions.