We've compiled a list of some Frequently Asked Questions below. If you can't find the question/answer you are looking for on this page, select Search - we'll search the entire site for you.

• What is a "management company," what do they do, and how do I reach them?
• What is a homeowner's association?
• What are the CC&Rs?
• What are the Bylaws?
• What is the Board of Directors?
• Are there any other rules?
• If I am having a problem with a neighbor for a violation of the Policies and Guidelines, what can I do?
• Are Board Meetings open to all residents? If so, where and when are they held?
• If I want to serve on a committee, how do I find out what committees are active and how I can get involved?
• What is my assessment?
• How is the amount of my assessment determined?
• Will my assessment go up?
• What happens if I don't pay my assessment?
• Are there any maintenance measures I should take to keep my home properly maintained?

A: Running a Community Association is tough work.  Between collecting assessments, coordinating major capital projects, overseeing small repairs and maintenance issue, paying the bills, monitoring rules and potential violations... it's enough to drive a Board crazy!  

That's why the Board hires a full time managing agent to handle the micro-management of the day to day activities of the Association.  At PSI, our role is to make the Board's role as easy as possible.

While specific duties are outlined in our Management Contract, the Property Managers all serve as facilitators, sharing industry insight with the Board, helping the Board to reach informed decisions benefiting the community as a whole.  The Property Manager obtains bids and manages Board hired contractors and employees to insure that all work is done according to specification, on-time and within budget.  We handle the day to day contact with residents, and take the burden away from the Board.  

While Property Managers work under the direction of the Board, this does not mean that the Board should feel the need to micro-manage their Property Manager.  PSI prides itself in training and educating our staff.  Once the Board gives direction to the Property Manager, he or she is fully capable of handling the details and communicating back to the Board any issues that may arise.  Remember, members of the Board are volunteers. 

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A: It is a non-profit corporation registered with the State and managed by a duly elected Board of Directors. Its purpose is to maintain all common areas and to govern the community in accordance with the provision of the legal documents: CC&Rs, Bylaws, and Articles of Incorporation. The governing legal documents for the association may be viewed online within the Resource Center page of this site. The corporation is financially supported by all members of the homeowners association. Membership is both automatic and mandatory.

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A: The Covenants, Conditions and Restrictions (CC&Rs) are the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation. The CC&Rs were recorded by the County recorder's office of the County in which the property is located and are included in the title to your property. Failure to abide by the CC&Rs may result in a fine to a homeowner by the Association. The governing legal documents for the association may be viewed online within the Resource Center page of this site. Depending on your Association, it may be referred to as a Declaration.

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A: The Bylaws are the guidelines for the operation of the non-profit corporation. The Bylaws define the duties of the various offices of the Board of Directors, the terms of the Directors, the membership's voting rights, required meetings and notices of meetings, and the principal office of the Association, as well as other specific items that are necessary to run the Association as a business. The Bylaws for the association may be viewed online within the Resource Center page of this site.

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A: The Homeowner's Association again is a corporation and therefore a governing body that is required to oversee its business. The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws. The limitations and restrictions of the powers of the Board of Directors is outlined in the Association governing documents found within the Resource Center page of this site.

The role of the Board of Directors for a Community Association is simple.  The Board is elected on behalf of the homeowners to set the overall policies and goals of the Associations.  

This is done under a macro-management approach, with the Board reviewing the work and overall progress of the Association's hired Managing Agent. 

The community itself is run as a corporation.  Each member of the Board must act in the best interests of the corporation, thus the community as a whole.  The fiduciary duties constitute two components:

1. Avoid conflicts of interest
2. Act as reasonable, responsible people in managing the association's affairs.

It is important to understand that the Board of Directors are non-compensated volunteers.  It is NOT their responsibility to micro-manage the day to day operations of the community.  That is the role of the Managing Agent.

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A: Most associations have developed Rules and Regulations as provided for in the CC&Rs and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and pool use hours, etc. In addition, your Association will adopt Architectural Guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well. Violations of these rules may result in action by the Board of Directors and a fine. In addition, if you proceed with an exterior improvement or change, without written approval of the Board of Directors, or Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or be fined for the violation. For more information about this topic visit the Resource Center page of this site.

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A: If residents cannot resolve a situation between themselves, then turn to your Association. Should you have a situation that does not appear to be resolved through neighborly means, and you are willing to actively participate in the enforcement provided by the Policies and Guidelines, you may complete a Violation Witness form online.  If the situation is deemed in violation of the Policies and Guidelines, the Board of Directors will institute the enforcement policy. Your continued assistance may be required.

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A: Yes. Notice of the time and place of any regular board meeting will be noted in the community newsletter, through post card notification or accessed online on the Calendar page depending on the preference of your Board.  While all Board Meetings are public, please note that the purpose of the meetings to to conduct the business of the Association.  This is not the place or time for socail gatherings. 

Once a Board meeting begins, the only persons able to vote are the members of the Board themselves.  Homeowners can and should vocie concerns to the Board during the public comment portion of the meeting, typically scheduled immediately before or after the actual meeting.

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A: The best way to offer your services is to contact your community's property manager.  Let them know which committee you are interested in serving, and your specific background.  The property manager will then notify the Board on your behalf.

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A:The assessment is the periodic amount due from each homeowner to cover the operating expenses of the common area and provide for reserve funds for replacement of common facilities in future years. Unless otherwisse stated, your assessments are typically due on the first of the month. Most Associations will choose to issue coupon books at the beginning ofthe fiscal year.  PSI accepts payments through check, cash, or credit card (credit card payments only accepted through the online payment services).  If you wish to arrange for an automatic withdrawl from your bank account, you may due so by completing this form and returning to your property manager with a voided check. 

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A:The Board of Directors works with the managing agent annually to determine the overall budget for the Association.  These figures are based on the overall costs of maintaining the common elements of the Association as well as providing savings for longterm capital improvements.  These expenses are then equally shared among the members of the Association or based on your ownership percentage in the case of a condominium association.  You will recieve a copy of the proposed budget 30 days prior to any adoption meeting. 

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A:There is no concrete answer to this. As the cost of doing business increases, the Board will need to find new ways to pay for each, or simply reduce services. The Board of Directors may approve an increased budget, increasing your assessment up to this percentage in order to cover increased costs of operating and maintaining the common area and sufficient reserve funds.  Most Boards prefer to increase their assessments by a small percentage on an annual basis, rather than wait several years and be forced to raise the rate by a much larger figure.

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A:The maintenance and management services incurred by the Association are dependent upon timely receipt of the assessments due from each homeowner. Late payments will result in a late charge. In addition, the CC&Rs allows the Association to charge late charges and interest and proceed with a lien on your property, or forcible eviction proceeding for nonpayment of assessments.  Under Illinois Law, if a homeowner is evicted, the Association has the right to rent out your home on a month to month lease until the debt is settled.  Once your account is made current, you would then be able to reclaim your home from the association.

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A:  Your home is likely to be the largest investment you make in your lifetime.  Keeping your home properly maintained is essential to recieve the greatest return for your dollar.  PSI recommends the following routine maintenance measures to protect your home's value, while helping to prevent major repairs.  Please note that home owners should always remember to disconnect power source for all electrical or gas appliances before inspecting, replacing or repairing.  If you are uncomfortable performing any of these measures, please contact a professional for assistance.  Maintenance needs may vary depending on type of home.

Monthly

• Drain two gallons of water from water heater to remove sediment from the bottom of tank.
• Inspect fire Check indicator on pressure gauge to make certain extinguisher is charged.
  • Be sure lock pin is intact and firmly in place.
  • Clean extinguisher and check for dents, scratches, and corrosion.
• Vacuum electric elements on baseboards.
• Clean forced hot-air heating and/or cooling system's air filter to prevent airborne dirt from circulating throughout house. (If metal, remove and wash. If disposable, vacuum once, then replace.)
• During summer use, clean room air-conditioner filters:
  • If permanent, wash in mild detergent and water, rinse, and dry thoroughly.
  • Replace the filter if it is disposable.
• Check the circuit breakers and fuses. Call an electrician if fuses blow or circuit breakers trip frequently.

Spring

• Gas Heater -- Shut off the heater then check the exhaust vent and air shutter openings for dirt and dust. Clean the burner of lint and dirt and vacuum air passages to burner.
• Inspect the heating system's fan belt for frayed or worn spots, and check tension. (Should give about 3/4 inch). Keep a spare belt on hand.
• Refill water softener (ionization type) with salts (available from dealer).
• Examine inside of foundation walls for dampness or water stain, which indicates seepage or a leak.
• Check for broken or cracked glass and damaged screens or storm windows.
• Examine all hardware on windows and doors. Lubricate moving parts.
• Check weather stripping on windows and doors for damage and tightness of fit.
• Check vents and louvers for free air movement. Clean screen.
• Check faucets, hoses, bibs, commodes, and shutoff valves for leaks.

Fall

• If you have a humidifier connected to your heating system:
  • Drain and clean water pan.
  • Work float arm back and forth to dislodge obstructions.
  • Ream with a piece of wire or bent clothes hanger to clean water inlet of mineral buildup.
  • Lubricate motor with a drop or two of 20-weight oil.
  • Be sure there is water in the reserve tank.
• Check flame color on gas furnace (should be blue with little or no yellow).
• Remove cover on thermostat, and dust components carefully with a soft brush. To clean oil film from metal contacts, slide a piece of white paper several times between two closed switch contacts.
• Check fireplace damper to be sure it operates properly. Clean iron grates.
• To clean a wood-burning heater:
  • Scrape interior (especially nooks and crannies) with wire brush.
  • Check for cracks, and repair with stove cement if necessary.
  • Clean exterior completely.
  • If heater has a blower, vacuum the blower or replace any filters, and oil the motor.
• Close shutoff valves to outside faucets and waterlines; Drain hoses.
• Check gutter and downspout alignment to be sure rainwater collects properly and drains away from the house.
• Refill water softener (ionization type) with salts.
• Make sure waterlines and hose bibs are protected from freezing.
• Clean leaves and debris from around the outside condenser on heating and cooling systems.
• Check weather stripping on windows and doors for damage and tightness of fit.
• Check vents and louvers for free air movement. Clean screens.
• Inspect faucets, hose bibs, commodes, and shutoff valves for leaks.

Yearly

• Clean smoke alarms by pulling cover steadily downward. Remove the power cell. Vacuum any accumulated dust from the sensing-chamber openings. Wash cover with soap and water, dry, and replace. Press test switch.
• Lubricate heater blower motor and fan with one or two drops of 20-weight oil. (Do not use too much oil.)
• Clean gas space heaters. Be sure lines are clear.
• Clean electric space heater. Be sure dust and dirt are not on heating coils.
• Clean entire unit of room air conditioner:
  • Vacuum dust and lint from condenser and evaporator.
  • Use soap and water to wipe dirt and grime from compressor, tubing, motor, and blade.
  • Clean leaves and debris from outside.
  • Straighten any bent metal fins.
  • Scrape off any rust, then reprime and paint.
• Check all joints, ceramic tiles, and laminated plastics.
• Check caulking around sinks, bathtubs, and showers.
• Inspect floors for wear and damage. Check particularly where one type of flooring material meets another, such as carpet joining wood or tile.

Every Three Years

• Gas Furnace:
  • Call for professional service.
  • Check burners and heat-exchange areas for soot, debris, and corrosion. Clean where needed.
  • Check air intakes to be sure they are unobstructed.

Every Six Years

• Discard contents of fire extinguishers and have a professional refill the unit.

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