Board, Officers

Board - How is the Board elected?

• The Board of Directors of the Association is elected by the Homeowners at the Annual Meeting of the Association.  The Board is comprised of five members, with terms staggered so that a portion of the Board is elected each year (two elected the first year, three elected the next year).               

Board - What is the term of service?       

• The Board members serve for a two-year period, with their term of service generally extending from the November meeting (in the year they were elected), and continuing until the Board meeting following the Annual Meeting two years later.

How can I stay informed about Association business and Board action?   

The two best ways to stay informed about all the issues being addressed by the Board are:

• Come to the monthly Board meetings.  The date, time, and location for upcoming meetings are always updated on the website.  Homeowners are always welcome to attend the meetings.
• Review the Board minutes for recent meetings.  They are posted on the website as soon as they are approved by the Board.  For example, the meeting minutes for the January Board meeting are reviewed and approved at the February Board meeting.

Officers - How are they selected?

• The Officers are selected by the Board, from within the Board's present membership.  This usually occurs shortly after the Annual Meeting.

Officers - What is the term of service for each position? 

• In general, the Officer positions are fixed for a one-year period, extending from the November meeting of any given year, until the October meeting of the following year.  However, this "term of office" is not fixed, and can be changed as circumstances require.

Officers - What Officer positions exist?  

• The Officers consist of a President, Vice President, Secretary, Treasurer, and an additional Director - for a total of five members.  Additional officers and directors can be added, as needed.

Annual Assessment

How is the Assessment amount determined?     

• The Board of Directors develops an annual budget during the fourth quarter of each year.  Based on that budget, the amount needed per home is computed.  This is the basis for setting the annual Assessment.

Installment Assessment payments - is this possible?        

• Yes, an installment arrangement can be worked-out with the Association's Treasurer if that would make things easier for you.  Unfortunately, the installments must be paid in advance of the final due date for lump sum payments.  In other words, multiple payments can be made provided that the payment plan is concluded (fully paid) no later than January 31 of the budget year.

Is payment of the Assessment mandatory?         

• Yes, payment of the annual Assessment is mandatory.  This requirement is associated with ownership of a home within our subdivision, and is described in the Declaration of Covenants - which is made available to each person contemplating the purchase of a home within the subdivision.

Is my Assessment payment covered by my mortgage escrow account?              

• The Assessment is a direct obligation of the homeowner, and is not covered by any mortgage escrow arrangement.

What charges are imposed for nonpayment of the Assessment?

• Immediately following the end of the grace period (January 31), the account is characterized as "delinquent."  A one-time per year delinquent account fee of $25 is charged to the account, which covers the costs associated with initiating the collection activities.
• A monthly late payment fee of $25 is charged.  This covers the ongoing costs associated with follow-up and communications associated with the delinquent account.
• If the account remains unpaid, a lien is placed with the Oakland County Register of Deeds.  A $100 charge is imposed once this occurs; this charge covers both the placement and the release of lien.
• Interest is also charged against unpaid balances after a lien is placed.
• All charges are subject to change, and are subject to the discretion of the Board.

What does the Assessment pay for?       

• The primary responsibility of the Board of Directors is to manage the Association's commonly owned properties.  So, the largest portion of the annual budget covers the maintenance and repairs for those properties.  Some of those funds are for current year invoices.  An additional amount is reserved for major repairs / replacements in future years. 
• Other expenses include insurance coverage for the Association, administrative expenses, communication expense (primarily the website), and social events.

What happens if I refuse to pay the Assessment?

• The Board of Directors is obligated, by law, to protect the financial interests of the Association, which operates as a Michigan nonprofit corporation.  In order to protect those interests, the Board is obligated to pursue payment of all Assessment amounts. 
• The collection process includes, but is not limited to, reminder letters, service charges, interest on past due balances, the placement of a lien on the homeowner's property, and legal action.  All of the costs associated with these activities are charged to the homeowner's delinquent account.

When is the annual Assessment payment due? 

• The annual Assessment payment is due on January 1 of each year.  Payments can be made immediately upon receipt of the annual Assessment letter. 
• As a courtesy to our homeowner members, a 30-day grace period is extended, during which time no penalties are imposed.  That grace period ends on January 31 of each year.  Following that date, collection procedures are initiated, and penalties are imposed.

Why must I pay an Assessment? I do not participate in any activities.       

• The payment of the annual Assessment is mandatory, without regard to your participation in any Association events.  As a guideline, approximately 5 - 9% of the Association's annual budget is associated with social events.  A similar amount is spent on administrative and communications expenses. The balance of the budget, which represents the great majority of the annual spending, is for the maintenance and repair of commonly-owned properties.  This spending benefits all homeowners.

Property Sales

Signs - Are "Open House" signs allowed?

• The Board has adopted the practice that these signs are allowed, provided that they are put into place immediately before the Open House starting time, and they are removed immediately after the conclusion of the event.  Under no circumstances can signs be placed several days in advance advertising an upcoming open house.

Signs - How many signs are allowed?      

• Our subdivision's Declaration of Covenants generally prohibits signs on residential lots.  However, an exception is made for the typical "for sale" sign when a property is being marketed.  The exception is limited to a single (1) sign, placed in the front yard of the property.

Signs - My realtor would like to place a sign in my back yard. Is this OK? 

• Some realtors have take the approach that the visibility of their sign can be improved by placing it in the back yard of the home.  Within our subdivision, this might occur on the residential lots facing Potter Road.  However, this is strictly prohibited by the subdivision's Covenants.

What type of document is needed from the Association for a property sale?        

• As mortgage closing documentation is prepared, it is typical for the Association to be contacted concerning the Assessment status for the property being sold.  This is because the Assessment is generally prorated between the seller and the buyer, based on the period that has elapsed during the current year.  In order to compute the prorated amounts, the mortgage title company needs to know the current year assessment amount and status, prior year status, and the existence of any liens or special assessments.  All of this information is provided by the Association in the form of a standard-format Assessment status letter.  The mortgage title company, mortgage bank, or realtor can contact the Association for this letter.

Maintenance

How is the subdivision's landscaping contract awarded?

• The Board solicits quotes from various area landscaping maintenance firms during the early Spring of each year.  Based on the competitive quotes, and the quality of service performed in the past (if applicable), the business is awarded, following a vote by the Board.

Mailbox - I don't like the common mailbox; can I replace it?

• No.  One of the attractive and distinctive features of our neighborhood is the installation of common mailboxes, all of which are owned by the Association.  In fact, other neighborhoods have contacted us for information about how to pursue such an installation.  If replacement mailboxes are required, they will be handled, on a uniform basis, by the Board.

Mailbox - I need repairs; what do I do?  

• The mailboxes within the subdivision are owned, repaired and maintained by the Association.  If you notice that repairs are required, contact the Board.  However, if the issue is minor (such as a loose knob or screw), feel free to make the necessary adjustments yourself.  Homeowners are also encouraged to clean and paint their mailboxes, as needed. The specific paint (black, semi-gloss) will be provided to homeowners at no charge by the Association.

Snow - I just finished shoveling my driveway, and the plow just pushed a pile of snow in front of my driveway.  Who is responsible?

• Unfortunately, this is one of the homeowner responsibilities.  The City of Wixom Department of Public Works attempts to minimize this problem.  However, it is inevitable that some shoveling will be required after the plows pass.

Snow - Why does it take so long for our streets to be cleared?    

• Following a snowstorm, streets are plowed based on an established priority.  Main arterial roadways are plowed first.  That is followed by other roads of critical importance, such as school bus routes.  That is followed in priority by residential streets.  Please be assured that the City staff is working as quickly as possible to clear our streets.

Architectural Review

Do we need to get Architectural Review Committee when finishing the basement?

• No.  The Architectural Review Committee does not get involved with any interior modifications to your property.

We are thinking about painting the exterior of our home. Do we need to speak with the committee about this?     

• It is a good idea to consult with the Architectural Review Committee about this, in order to ensure that your plans are consistent with the Declaration of Covenants.

When do I need to consult with the Architectural Review Committee?    

• As a general rule, whenever you are making a permanent (or long-term) addition or modification to the exterior of your property, you should consult with the committee.  This would include the installation of decks, play structures, patios, and landscaping features (other than plantings).

Miscellaneous

Newsletter - We have not received a subdivision Newsletter in a long time. Why?

• The Board decided that we would eliminate the use of paper Newsletters and information flyers, and utilize the website for most of our communications.  The website will be supplemented with periodic e-mail messages (to the address used in registering for the website), and occasional placement of an information sign.

What is the password for the Erlich mosquito control program?

• The password for this program is "this will be changing".
• Here are a few tips for the use of this program (which is neither sponsored nor endorsed by our subdivision):

1. Go to their website at www.jcehrlich.com/detroit-mi/.
2. Scroll down until you can select the Mosquito Subdivision Program link.
3. Click on the 2nd option "Click here to pay for the Mosquito Subdivision Program".
4. Enter the password THIS WILL BE CHANGING.
5. Select Loon Lake Woods, and complete all other required fields.

What about placing political signs on the lawn? Isn't that a "free speech" issue? 

• Lawn signs are not allowed within the subdivision.  However, there is nothing to stop or hinder your expression of political preferences by placing a sign inside of your home, on an outward facing window.

What type of lawn signs are allowed?    

• In strict compliance with the Declaration of Covenants, no lawn signs are allowed within the subdivision.  As a practical matter, the Association tends to "look the other way" for signs that are placed for a very short time period, such as those associated with garage sales, open houses, and parties.

What types of contractor signs are allowed?

• These signs are not allowed. Many contractors and service people (such as landscapers, painters, window washers, and others) will try to place these signs on your lawn. Some of them do this without even asking you.  However, they all recognize that some homeowner associations prohibit them. So, you should ask for their understanding of our Covenants, and decline to have such signs placed on your property.