 FAQs
The following FAQs or “frequently asked questions” are being provided as a quick reference and as an educational resource for members of the Association. We consider this to be a “working document”, and owners are encouraged to submit comments, edits, questions or suggestions to Ned Gallaway. Immediately below is the FAQ listing summary of the various questions with a direct link to each answer. (Still under construction - scroll down to view answers.)
ASSOCIATION GOVERNANCE
How are Property Owners Associations, such as Dunlora, regulated by the State?
Dunlora Association is a state formed corporation and files a yearly report with the State Corporation Commission. Our corporation is also classified as a "common interest community association," which is responsible for the upkeep and maintenance of common grounds facilities and amenities. With this classification, the Association’s business is subject to, without exception, the Property Owners Association Act, the Nonstock Corporation Act and the Common Interest Community management statues of the Code of Virginia.
Are all owners considered Members of Dunlora Association?
The developer of Dunlora obtained approval for the subdivision with the understanding that the subdivisions would be organized as common interest communities. The original tract of land was therefore subdivided into parcels or lots, each recorded with deed restrictions referring to governing documents for the entire community. Every owner is required to be a Member of the Association and must comply with the Association Governing Documents. Dunlora Community Association is the master association of which Rivercrest Association is a sub-association.
What are the Association’s Governing Documents?
The Governing Documents of Dunlora Community Association are the Articles of Incorporation, Declaration of Covenants and Restrictions, By-laws, ARB Guidelines plus any rules and regulations, resolutions or guidelines that have been established by the Association. These documents are combined to make up the Association’s Disclosure Packet. The governing documents for Dunlora can be found on the Dunlora website in the Community Resources “Association Documents” - Governing Documents folder.
Where and how can I obtain a copy of the Governing Documents?
You received a copy of the Dunlora’s Governing Documents during or prior to the closing on your home. The Governing Documents are always available for your reference on the Dunlora website. Please be aware that there is a fee for preparation of a formal Disclosure Packet. If you have any questions about requesting a Disclosure Packet for a prospective buyer or obtaining a copy of the Governing Documents for yourself, you may contact the Association’s Manager.
What are the common areas facilities and grounds?
These are parcels of land owned by Dunlora Community Association for the use and enjoyment of the owners of the Association including any improvements to the land. They include the pool, clubhouse, exercise room, tennis courts, entrances signs, garden plots, playing field, walking trails and open undeveloped open space. These are all operated and maintained by Dunlora. For more information about rules governing the facilities and hours of operation, go to the Dunlora website in Community Resources “Club Dunlora” folder.
What is the Dunlora Covenants Summary Booklet, and why was it published?
The purpose of this booklet is threefold: a) To provide owners with a quick reference summary of the applicable covenants and restrictions contained in the Dunlora Declaration; b) To educate owners that the covenants and restrictions are a legally binding contract between the owner and the Dunlora Community Association; c) To encourage feedback from owners as to how the covenants and restrictions should be changed to reflect the current needs of the Dunlora Association. The booklet was distributed to all owners of Dunlora in September 2008 and to each new owner. It can also be found on the Dunlora website in the Community Resources “Association Documents-Governing Documents” folder.
Why is the Dunlora Website so important for the Association owners?
The Board is striving for greater transpanceny and accountability to the Association owners. To obtain these goals, the Board has determined that the website will be the main means of distributing and making available important documents and information to the owners about the Association. The website will serve as Dunlora’s archival site where you can review and print important Association documents and information. The website contains three very important sections: the Community Resources that has governing documents, policy resolutions, procedures, rule, & forms; ARB information & forms; minutes of Board & Membership meeting; Reserve Study, Annual audit, budget & financial statements; newsletters; the Club Dunlora page/site? that has the operational rules, times & forms for the common areas facilities & grounds; and the FAQ’s which has frequent asked questions and information.
ASSOCIATION MANAGEMENT
What is the Association Board of Directors authority?
The Virginia Property Owners Association Act, Declaration of Covenants & Restrictions, Articles of Incorporation and the By-Laws authorizes the Board of Directors to have all of the powers and duties necessary for the administration of the Association affairs.
What are the duties of the Association Board?
The Dunlora Association is an incorporated, non-profit common interest community association with an elected board of five directors. The Board is responsible for the establishment of policies and direction for the Association, the oversight of the Manager, the management of the Association’s funds, the levying and collection of assessments, the maintenance of sufficient reserve funds, the enforcement of the deed restrictions, routine operations of the community and the repair and replacement of capital components. A more detailed listing of those duties can be found on the Dunlora website in the “Board and Manager Responsibilities” document located in the Community Resources “Association Documents – Procedures & Rules” folder.
What is the Manager’s authority?
The Managing Agent has no authority except as conferred by the Board of Directors in the Management Agreement. The Manager implements the decisions of the Board and is empowered to utilize his or her resources and experience to further the day-to-day interests of the Association.
What are the duties of the Manager?
Community Group is the Managing Company with which the Association has an agreement for professional association management services. The Manager refers to the community manager who attends to the day-to-day operation of the Association and implements the policies and directives of the Board of Directors. A more detailed listing of the Manager’s duties can be found on the Dunlora website in the “Board and Manager Responsibilities” document located in the Community Resource “Association Documents – Procedures” folder.
What type of qualification does the State require of the Manager and why?
The Commonwealth of Virginia requires all professional managers and management companies to achieve certification in association management through the Community Association Institute. This was a new 2007 requirement with a two-year period for compliance. Fulfillment of the certification is necessary in order for managers and management companies to legally conduct the business of community management. The Common Interest Community Board was formed to administer and oversee the certification process and compliance. These certification standards and controls will ultimately improve and normalize management practices across the Commonwealth.
Does the Association have procedures in place to safeguard collected funds?
Yes, the Board has adopted an extensive “Financial Management Policy” regarding the budget, audit, insurance coverage, types of accounts, transfer of funds, investments and internal controls for Community Group and the Board. The “Financial Management” document can be found on the Dunlora website in the Community Resources “Association Documents – Policy Resolutions” folder. The Board also posts the Annual Budget, the Reserve Study and monthly Financial Statements on the Dunlora website in the Community Resources “Budget & Finance” folder.
Why does the Association have a Reserve Fund?
The Property Owners Association Act and the Declaration of Covenants & Restrictions require the Association to conduct a Reserve Study at least once every five years to determine the necessity and the amount of reserves required to repair, replace and restore the common area facilities & grounds. Such a study is important to ensure that the Association has sufficient funds for long-term (20 years), periodic capital expenditure requirements. The study is intended to be used as a tool to determine reserve fund allocation requirements for the Association, to manage future Association financial obligations and to inform the Association of future financial needs in general. The 2009 Reserve Study projected financial analysis spreadsheet can be found on the Dunlora website in the Community Resources “Budget & Finance – Reserve Study” folder.
Does the Association Board have any policies or rules governing it?
The Board adopted a “Code of Conduct for Board Member” policy that establishes rules and standards of conduct that are applicable to all members of the Board. That document can be found on the Dunlora website in the Community Resources: Association Documents – Policy Resolutions” folder. The Board is also authorized by the Governing Documents to adopt reasonable rules to conduct business during meetings of the Association. The “Meeting Rules” document can be found on the Dunlora website in the Community Resources “Association Documents – Procedures & Rules” folder. Laminated copies of the Meeting Rules of Order are also available at every board meeting.
If I have an Association matter, concern or issue, who should I contact?
Your concerns and comments regarding Association matters are welcomed and encouraged. The Manager should always be your first point of contact. If he/she is unable to provide you with a satisfactory response, then the Manager will then refer the matter to the Board. All official correspondence such as letters and emails to the Board should be sent directly to the Manager to insure they are included in the official records of the Association. You may be asked to put your concerns in writing so the matter can be further investigated and discussed by the Board. You always have the option to attend a Board Meeting and share your concern with the Board and other owners during the Community Input section of each meeting.
Will I be informed when there are Board or committee meetings?
Yes, the upcoming Board meetings are listed in the front of the quarterly Dunlora Community News and all Membership Meeting notices are mailed to the owners. Other Board meetings (such as work sessions) and committee meetings will be announced at least 4 days prior to the meeting via email. This information will also be listed on the Dunlora website in the Home – Dunlora News”. All Board and committee meetings are open to members of the Association and time is allotted for Community Input.
OWNER’S RESPONSIBILITIES
What are the rights and responsibilities of an owner?
The rights and responsibilities as an owner are contained in the Association’s Governing Documents and the Property Owners’ Association Act. The Board has developed a summary document entitled “Owners' Rights and Responsibilities” which can be found on the Dunlora website in the Community Resources “Association Documents – Procedures & Rules” folder.
Why are owners required to pay assessments/dues to Dunlora Association?
Governing documents, such as the Declaration of Covenants and Restrictions, establish the rules and responsibilities for the Association and members alike. Lot owners are “members” of the Association and are responsible to pay dues to support the functions and services of the Association and to maintain sufficient reserve fund for future community needs as outlined in the governing documents. The Association has the authority to file a lien on an owner’s property for non-payment of dues.
How are the collected Dunlora Association assessments/dues determined and used?
The Dunlora Board of Directors has the sole authority to increase the annual assessment when projected annual expenditures deem the increase necessary. Those assessments/dues are used to pay for the professional management, association insurances, administrative costs, reserve funds, trash collection and the maintenance, repairs and replacement of the common areas, facilities, and amenities of the Association which include pool, tennis courts, clubhouse, exercise room, walking trails, playing field, garden plots, etc.
What are the requirements for paying my Dunlora Association assessments?
The 2009 annual assessments are $770.00 and are paid in quarterly installments of $192.50 on the first of January, April, July, and October. Owners will receive a reminder statement at least one week prior to the first day of each quarter. The annual assessment for an unimproved lot is $74.00. Checks or money orders should be made payable to Dunlora Community Association and mailed to the address on the invoice. Dues not received by the 30th of the month due are considered delinquent. A detailed “Collection & Nonpayment of Assessments Policy” can be found on the Dunlora website located in the Community Resources “Association Documents – Policy Resolutions” folder. Questions on your account should be sent to Community Group in writing.
Can I use an automatic payment option to pay my assessments?
Yes. An automatic checking or debit account payment option is permitted, and there is no charge to you or to the Association for this service. In order to register for automatic payments visit: www.communitygroup.com and select “Homeowners” on the home page, then select “Pay Assessments.” You will need the following information listed on your payment coupon: Account Number & Zip Code 22901.
If I am relocating and plan to rent my home, what are my requirements to the Association?
You are required to submit the name(s) of your tenant(s) and the duration of their tenancy to the Manager of the Association. You are also required to provide the Manager with your current mailing addresses and submit your quarterly assessments in a timely matter. As an owner, you will also continue to retain your Association membership and voting privileges and will receive an Annual Membership Meeting packet each October.
What are the responsibilities and rights of the renters?
Renters are responsible for complying with all Association covenants, rules and restrictions. The renters are entitled to use all Club Dunlora facilities and amenities.
Why is it important that I register my email address on the Dunlora Website?
With 80% of our residents already on the Dunlora Email List, the Board has determined that emails will be the primary means of distributing routine communications to the owners for such things as service & event announcements, meeting notices, front entrance updates, etc. Emails will only be used for “Association Business Only.” Emails are always sent as “blind” copies to protect owners’ privacy. To register, go to the Website Home page and click on “Email Signup”.
If I have a change in my contact information, what is the proper notification process?
It is very important to send changes in your contact information to the Manager via email, letter, or fax as soon as possible. You can also update your contact information on the Dunlora website on the “Contact Us” section. (Ned, do we want to add that last sentence or does it need to be worded differently? How would that process work?)
PROPERTY, ARB & CONVENANT CONCERNS
If I have a question about a specific covenant, rule or ARB Guideline, how can I find that information?
All of that information is contained in the Covenants Summary Booklet which you can access in the Community Resources page/site(?). If you need additional information, contact the Manager.
If I observe a common area facility or ground maintenance problem, who do I notify?
All facility and ground maintenance problems should be reported to the Manager. An email is the preferred method of communication so that the Manager will have written documentation of the problem to track.
Who is responsible for the roads maintenance and snow plowing in Dunlora?
Except for Kemper & Pickett Lanes, all of the other roads and streets in Dunlora are owned, maintained and snow plowed by VDOT. If there is a tree across a road or poorly plowed roads, contact both VDOT at 434-293-0011 and the Manager immediately. Kemper & Picket Lanes roads are owned by the Association and maintained by using a special reserves account funded by the residents of those streets. The Association owns and maintains the clubhouse and tennis parking lots. The Manager will coordinate maintenance required for non-VDOT roads and parking lots.
Why does the ARB have to approve exterior lot improvement changes?
Architectural review process ensures that your intended improvement meets the Dunlora Architectural Review Board guidelines for uniformity, harmony, and quality. The intent of these standards is to preserve and maintain the aesthetic appeal and the property value of the community. These restrictions and procedures can be found in the Declaration of Covenants and Restrictions and the Dunlora Covenants Summary Booklet. Contact the Dunlora Manager or go to the Dunlora website in the Community Resources and click on “ARB” for the ARB Request Approval forms.
If I observe an Association covenants or ARB Guidelines violation, who do I notify?
You should review and follow the “Covenant & Rule Violations Policy” that can be found on the Dunlora website in the Community Resources “Association Documents – Policy Resolutions” folder. You should also notify the Manager in writing of your concern.
What are the responsibilities of the Association and the owners for mailbox repairs?
As the owner, you are responsible for the upkeep, repairs and replacement of the metal mailbox, the newspaper section and the post. The Association is responsible for the painting and lettering every five years. Contact the Manager for the ARB Mailbox Specifications and contractor referral, if needed.
INQUIRIES & CONTACTS
Does Dunlora have a Neighborhood Watch?
Yes, the Association has a Neighborhood Watch Program. If you should see or hear anything that is suspicious, call 911 to report the situation. You should also contact call the Neighborhood Watch Committee Coordinator to keep him/her informed of the event.
I need information about Dunlora’s recycling service?
Dixon Trash is in partnership with Van der Linde Recycling Center to collect recyclables in Dunlora without any additional cost to the Association. Place all recyclable items mixed together in a clear plastic bag(s) or an opaque bag labeled “RECYCLE” and place beside trash receptacle for pick-up on Mondays by Dixon Trash. Albemarle County also has an extensive recycling center on McIntire Road where recycle items can be taken. Go to http://avenue.org/rswa/mcintire.htm for more information.
If I want to review an Association document that is not on the website, who should I contact?
You should contact the Manager and complete the “Request to Review Association Books & Record” form. That document can be found on the Dunlora website in the Community Resources “Association Documents – Forms” folder. The completed form can be forwarded to the Manager either via email, fax or postal mail. Upon receipt of the request, the Manager will make the document available for your review within five working days.
How can I obtain a service referral for such things as painting, window washing, etc.?
Montague Miller Home Concierge Services is a personalized problem solver for homeowners to access a network of highly reputable, prescreened home service companies ranging from painters, plumbers & electricians to handymen, cleaners, contractors, landscapers, and more. The vendors are selected for their quality workmanship; are bonded, insured & licensed; are personally interviewed; and are required to provide references. Contact Lee Cubbage at concierge@montaguemiller.com or 951-7161.
If I have another question or concern that is not listed in this FAQ section, who should I contact?
The Manager is your primary contact for general questions about Association and specific issues related to Dunlora. If the Manager is not readily available, other Community Resource managers are trained to help you. Please visit the staff page of the Community Resource website for additional contact information. Board members are also available to the membership for questions and comments. Contact information for the Manager, Board members, and committee chairs is located on the Dunlora website under “Contacts Us”.
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