FAQ

Since many residents are living in a townhome for the very first time we have prepared this FAQ to help you understand how you can fully enjoy the convenient and carefree lifestyle of your new home.

First and importantly, read the Declarations of Covenants Conditions Easements and Restrictions and By Laws of your Association. They are the legal documents through which your Association has been formed and establish the rules and regulations for owners, residents and guests.  A copy of these documents is provided at the time of closing.


 
Association
  • What are some of the services provided by the Association?
    1. Lawn care including grass cutting, weed control, fertilization, mulching, pruning, and edging.
    2. Snow removal from driveways and sidewalks. The board with the recommendation of the landscape        committee will establish their own standard for snow removal.
    3. Operation and maintenance of the clubhouse and pool.
    4. Common area lighting of the entry and grounds.
    5. Insurance of the structures excluding any improvements made by a resident and any resident’s personal belongings. The Association insurance covers all you originally purchased other than mechanical items.
    6. Maintenance of the exterior of your home.
    7. Driveways as well as concrete walk and curb maintenance.
    8. Professional management of the association.
    9. A limited amount of reserves for future exterior repairs and replacement
  • What are the responsibilities of the association?

    The association is responsible for the exterior of all buildings, as well as, all driveways, lawns, landscaping, lawn/street lighting, the entrance improvements and the clubhouse and pool. Eventually, the association may hire a management company to manage the day-to-day operations of the community. Basically you control the inside of your townhome and the association maintains and manages everything else.

  • Who controls the association?
    In mid- 2017, a meeting of all owners was held to elect five members of the board of directors. The elected board provides the leadership for the Association, determines policies and procedures, and monitors finances in accordance with the Declarations and Bylaws. The board is responsible for selecting contracted vendors as well as managing cost and services. The board has the authority to hire a property management company; however, at this time the board has chosen to work as a volunteer group to control costs. The board will hold quarterly meetings and schedule a Special Meeting if determined necessary.
    Once each year all owners are invited to attend an annual meeting during which at least two of the five board terms will be open for election. Your board of directors will be made up of fellow homeowners. Their purpose is to protect and maintain the value of your community. The board will ask owners to volunteer to serve on committees such as Finance, Maintenance, Landscape, Social, Rules and Clubhouse.
  • Whom do I consult regarding questions about the Association?
    Please contact any member of the board of directors who will be happy to help answer any questions you have.
  • How do I volunteer to serve on a committee or the board of directors for the Association?
    Notify a member of the board of directors of your interest to serve on the board. You must be nominated and elected by the owners at the annual meeting. Nomination procedures are discussed in the annual meeting notice that is sent to homeowners.
  • Does the board choose its officers?
    Yes, after the board has been elected at the annual meeting, the board of directors then nominates the officer positions.
  • Are the board meetings public?
    You will be notified of the time and place of the board meetings. Everyone in the community is invited to attend.

Clubhouse
  • How do I reserve the Clubhouse?
    To reserve the Clubhouse, you will need to login to the website. 
    • Select Resources at the top of the page and AG Clubhouse Reservation.  
    • Once on the Reservation Calendar, you will see the current month and next month. Select the day you would like to reserve by clicking on the day.  Details of the day selected will be shown below. You can quickly see if the clubhouse is available for the time desired. The Clubhouse may be reserved for rental only once each day.  
    • If your rental is for a later month, select the month from the drop-down in the upper left and hit Go.
    • To begin reservation, click on the box next to your desired starting time. You will see the Terms/ Conditions of your reservation.
    • Scroll down the page. Your name, email address and start time are pre-filled.  Enter the End Time of your event and the purpose of rental i.e .. shower, family gathering.
    • Review your reservation information and if correct, hit submit.
    • The ‘Reservation submitted ‘screen lets you know your reservation has been sent for approval. 
    • You will receive an email that your reservation has been submitted. And another email with the Terms and Conditions of the reservation for you to keep. Please review the Terms and Conditions carefully.
    • Once your reservation is approved, you will receive an email stating it has been approved.
  • What are the Terms and Conditions of reserving the Clubhouse for my exclusive use?
    The Terms and Conditions contain important information regarding renting the Clubhouse. A copy is available for review in the Document section of the website or click here.  You will also receive an email copy when you reserve the Clubhouse. 

Common/ Limited Common Areas
  • What should owners do if they observe damaged items in the common area?
    Please report any damage using the maintenance request form link on this website. 
     
  • Am I allowed to take guests to the clubhouse and pool?

    Yes.  However, our Association has policies regulating the use of the clubhouse and pool. Up to four guests are permitted; guest under 18 years of age must be accompanied by an Owner/ Resident at all times. Please see the use of amenities document on our website for details regarding use of the clubhouse and pool.

  • May I add landscaping, shrubs, or trees?
    You may not add landscaping, shrubs or trees without prior written approval of the board of directors. Any additions must compliment the master landscape design prepared for the entire property. Additions require submission of a plan specifying your proposed additions and locations to the board for approval.
  • May I build or place a swing set or other structure in the lawn area beside my town home?
    No
  • What am I allowed to change on the outside of my town home?
    Nothing! No change may be made to the building’s exterior structure or the common area surrounding your home without prior written approval of the association, including the display of decorative items, additional landscaping etc.
    Limited modifications will be considered assuming they conform to specifications adopted by the Association.  Examples of such modifications are the installation of storm or screen doors or additional landscaping. Any request must be in writing and should include a complete description of the materials and a location sketch. Remember that in all cases any additions or modification require advanced approval in writing. If you have a question or desire to make a modification, you can use the forms on the website or contact a member of board of directors. The maintenance committee will review your request and make a recommendation to the board of directors who will approve or deny the request and provide written confirmation.
  • May I decorate the exterior of my residence during holiday seasons?
    Tasteful decorating done safely without damage to the exterior of the town home is usually permitted. Please refer to the Covenants and Bylaws.
  • May I store my boat, RV or commercial vehicle in the driveway outside my residence?
    No, the board may decide to permit the parking of such vehicles for up to 24 hours for the convenience of the owners.
  • May I keep my trash containers on my patio or in the side yard of my home?
    No. Trash containers must be kept in the garage at all times except for trash collection day.
  • May I add a storm door at my main entry?
    Association rules require prior approval in writing for such a modification. The Association can provide you with information on the specific door and color that is approved.
  • How can I enjoy the common area with my pet?
    Rules specify that pets must be on a leash at all times in the common area. Owners are required to clean up pet waste immediately. The cooperation of all pet owners is required. The Association generally sets a limit of 2 pets per residence. If you have any questions, please consult the Covenants and Bylaws.

HOA Fees
  • How do I pay my Association fees?
    Association fees are due on the first day of each month and can be mailed to 709 Arbor Grove Parkway. We also offer and prefer a direct ACH from your account. Since we are a volunteer organization, ACH is the most economical and convenient method to pay your monthly Association fees.
  • Should my monthly fees increase substantially during any one year?
    The Association fee may be increased annually by percentages close to the annual rate of inflation for the first several years. Assuming inflation is kept under control, the annual increase should be modest. Unforeseen circumstances, however, such as tax increases or rising insurance, repair, or maintenance costs, may cause these to increase.
  • Who determines the amount of the Association fee?
    The board of directors determines Association fees each year based on input from the owners and the finance committee.

Website
  • How can I login to the Arbor Grove website?

    The Arbor Grove website can be accessed at www.arborgrove. org.   There’s no need to login to view the Homepage where you’ll have quick access to seeing  Announcements, Events and FAQs.

    Many pages will require you to login with a username and password to access them. These are pages are only available to members and cannot be seen by the general public. This protects the private information on our website such as your name, address and email addresses.

    As part of the setup we created a username and password for all current residents.  You will use the same entry for both your username and password.  ONLY New residents will use the register * feature to log in.  

    We used your address and your first name to create your initial username and password. Each resident will have their own login. 

    Here is an example using a fictitious member:

    Margaret Bacon ………address 750A Arbor Parkway

    First 4 characters of the address ………     750a

    First 2 characters of first name   ………      ma

    Add 2 zeroes (8 characters required) …  00   

    Margaret’s username and password =    750ama00

    NOTE – Margaret’s husband Bill has his own login which will be 750abi00

    We recommend you change the password to your own after your initial login.  We used all lowercase letters however when making your own username and password you may use uppercase and the symbols listed below.

    The requirements for all username and passwords are:

    • 8 – 40 characters,
    • case sensitive,
    • these characters are accepted a-z, A-Z, 0-9, ­_  , - , ! , @ , #

    Changing your Profile:

    Your profile is an important feature of the Arbor Grove website. We will rely on you to keep your information updated so that we can communicate important information and happenings.

    After logging in you will notice your name in the upper left-hand corner. You will also see “Your Profile” next to your name. All the information for your member account is kept in your profile. You can change your username, change your password, upload a profile photo and update your profile here.  Please review   your email address and phone numbers in your profile and make any necessary adjustments.

    Be sure to click on save so your changes will be kept.

    Don’t worry if you notice and error after your work is saved. You can simply make the correction and save your corrections.

    There will be a couple of items under your profile such as view transactions and event registration we are not using at this time but maybe in the future.

    Once you’ve logged in you now have full access to the Arbor Grove website. Be sure to check-out some of the great features of our new website.  Enjoy!

    *Register

    New residents after February 2018 will need to use the Register feature to obtain access to the website. Simply click on register and complete the form. If you wish your profile information to be hidden from other residents, you can make that selection. Remember the public cannot see your private information only those who have logged on to the site which is LIMITED to residents.

  • Who can see my profile information?
    The Directory can only be accessed after a visitor has logged in to the website. And log ins are available only to residents of Arbor Grove. So you can feel secure your profile information is safe from casual visitors to our website.
    You can even set the specific information available to anyone under your profile by selecting Directory Preferences. That way you are in control!!