Watch on Wave.video · Presented by Mark Saunders · Approximately 17 minutes
A clear process helps HOA boards address violations consistently while giving homeowners an opportunity to respond. In this training, Mark Saunders explains how our team documents reported concerns, communicates with homeowners, coordinates hearings and keeps boards informed.
Start with the facts
Report the property address, the concern and supporting photos when available. Identify the applicable community rule instead of assuming every association has the same restrictions. Accurate records help management communicate clearly and help the board review the situation fairly.
Give homeowners a chance to resolve the issue
Our workflow starts with an initial warning allowing seven days to correct the issue, followed by a second seven-day warning if it remains unresolved. Management handles the notices and records communication in AppFolio. Homeowners should let management know when an issue has been corrected and provide confirmation where appropriate.
These two warning periods are Saunders’ company policy. Hearing notices, delivery methods and any later deadlines must follow the requirements that apply to the association. Confirm those details with management and the association’s attorney rather than treating the recording’s timing examples as universal legal requirements.
Understand the board’s role in a hearing
When an unresolved issue reaches the hearing stage, management works with the board to schedule the meeting and communicate with the homeowner. The video describes using Google Meet, admitting homeowners individually and giving each an opportunity to explain the situation. Board members need to attend, review the information and document their decision.
Communicate the decision and next steps
After the board reaches a decision, management sends the homeowner the outcome and applicable next steps. Any fine, deadline or escalation must follow the association’s governing documents and applicable law. A fine is not an automatic response to a reported concern.
For planned communities subject to G.S. 47F-3-107.1, the published statute sets a fine limit of $100 and addresses continuing violations more than five days after the decision. Have the association’s attorney confirm the requirements for your community before imposing fines.
Unpaid fines and unpaid dues should not be assumed to follow identical enforcement procedures. G.S. 47F-3-116(h) provides a distinct judicial-foreclosure requirement for fines-only liens. Refer collection and legal-enforcement questions to the association’s attorney.
Keep the board informed
Your monthly board packet includes a violations report showing open issues and their progress. Review that report, respond to scheduling requests and notify management when you observe that an issue has been resolved. This helps the team keep records current and avoid unnecessary follow-up.
Focus on resolution
The video’s examples include yard maintenance, exterior repairs, trash and pet-related concerns. The goal is consistent communication and correction of the problem. When a homeowner is arranging repairs, communication with management helps the board understand the circumstances.
Board member checklist
- Report concerns with an address and useful supporting evidence.
- Review the community’s applicable rule.
- Check the violations report in your monthly board packet.
- Respond to hearing scheduling requests and participate in the decision.
- Report corrections so management can update the record.
- Refer legal questions and escalation decisions to the appropriate professionals.
We help boards in Winston-Salem and nearby North Carolina communities manage these responsibilities. Contact Saunders HOA Management with questions about your association’s process, or find your community’s information.
More Board Member Education · More about Violations
The Knowledge Center provides general education only. All associations are different and are governed by their own specific governing documents. Information on this page is for general knowledge and purposes only. No one at Saunders HOA Management is an attorney, and none of this information should be perceived as legal advice.