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Frequently Asked Questions or FAQ’s
FAQ -1 Could you please give me a Village IV 101 overview?
• Village IV is one of 5 Condominium Villages within the Villages of McCormick Ranch community, Scottsdale, Az.
• Village IV is regulated under Arizona Law through Applicable Arizona Statutes, CCR’s, and Rules and Regulations developed by the Home Owners Association Board (HOA).
• The CCR’s, By-Laws, and Rules and Regulations can be found on the Village IV HOA web site, http://villages4az.com/ and the National Property Services Website, https://npsphxportal.com/ .
• The business of managing Village IV is the responsibility of the Village IV Home Owners Association Board of Directors. Currently the Board is comprised of 5 Directors who are to meet at least quarterly to oversee the operation and planning of the community, recently the Board has been meeting monthly, even though there is no documented requirement to do so with this frequency.
• Under the Board’s authority to manage the business of the community the Board:
o Engages professional property managers, currently, National Property Services (NPS), to manage the day to day needs of the community, including landscaping, water and wastewater servicing coordination, lighting, pest control, management of homeowner’s requests, coordination of tree trimming services, management of emergency response services, communication of homeowner concerns with the Board, and, generally, most needs to maintain an acceptable level of service and support for the success of the community.
o Receives from NPS and discusses requests from the community with regard to various issues such as landscaping conditions, drainage, building maintenance, common area activities, pet control, waste management, etc.
o Plans and provides for the future capital requirements of the community under the Village IV Reserve Plan. Some recent capital requirements have been tile roof underlayment, pavement replacement, overall community paint project, and flat roof repair project. Future requirements are replacement of the irrigation system, future painting projects, foundation repairs, and regular pavement upgrade/maintenance.
o Monitors the annual operating costs of the Village to allow for a fair and realistic monthly HO Fee that addresses operating costs, administrative costs, Villages of McCormick Ranch (VRA) Master Association contributions, and provision according to the Reserve Plan for future Capital needs.
o Stays current with laws and regulations governing the Business of managing a Community Home Owners Association in Arizona, the City of Scottsdale, and
Maricopa County. The Board, when deemed needed, consults with external Legal Counsel for advice and Guidance.
o Communicates with Homeowners, through open Board and Annual General Meetings, and, through communications directed from the Board through National Property Services to the Homeowners.
o Manages the HOA’s finances through monthly review of the accounts, develops and approves an annual budget, and tracks the performance of the budget against actual operating costs. The Board reports to the Association at its annual general meeting (AGM) normally occurring in March each year.
• The Board is formed from elected/appointed Homeowners confirmed at the AGM. There is no compensation to Board Members. Operating costs are managed by the Property Managers and reviewed and approved by the Board as prerequisite to payment.
• Individual Homeowner requests, comments and concerns are reviewed. Refer to specific FAQ’s for:
• Landscaping
• Use of Common Areas
• Use of Limited Common Areas
• Pets
• Garbage and Recycling
• Emergency & Fire Response systems, tactics and expectations
• Expectation of HO Service Providers while on Village IV Property
• Rights and Guidelines of Home Owner Guests and Tenants
• Swimming Pool and Racquet Court rules, guidelines and courtesies
• Rental Regulations under Arizona Law and Village IV Guidelines
Regulatory Compliance
• Arizona Statutes
• City of Scottsdale Planning and Building Department Regulations, Laws and Guidelines
• Maricopa County Regulations, Laws and Guidelines
FAQ -2 Will the HOA modify the plumbing so that each unit has its own shut off valve? About 10 years ago, the HOA did a study on the feasibility of isolating the water supply for the upper and lower units so each homeowner would have their own shutoff. The results of the study were that the costs of the project would be prohibitive and be extremely disruptive to all homeowners with work required in the drywall and foundation slabs of the buildings. The HOA will not modify the plumbing of individual units to isolate upper and lower units from the building water feed. Homeowners are encouraged to have properly operating shut off valves installed ahead of all plumbing fixtures such as toilets, sinks, washer, hot water tank etc.., to allow for isolating the fixtures in the event of maintenance or replacement.
FAQ -3 Can I tile or otherwise surface treat my deck? Upper deck surfaces can be enhanced, however all treatments, tile, wood, carpet, paint, etc. are only permitted after an architectural request submitted to the property manager has been approved by the Board. As a general rule of each application, the Board will require a plan and treatment system that results in a positive drainage across the deck to the available scuppers to ensure that no ponding occurs. The installation of permeable treatment systems that result in retention of moisture/dampness on the deck is not permitted. Board acceptance of any request does not carry with it a real or implied transfer of responsibility from the homeowner to the HOA for any water damage that may occur as a direct or indirect consequence of the deck enhancements. All enhancements to the deck are to the benefit and risk of the homeowner and are transferable to all future homeowners. Contact: Jeannine Jacob, Community Manager – Village IV National Property Services (480) 443-5566 Ext 102 [email protected]
FAQ -4 Why do I have to hire AC contractors with 32-foot ladders? All of the Village IV AC unit compressors are located in wells located at the roofs of the building units. As such, maintenance requires access to and from the AC wells, normally at least annually. Village IV was built with very fragile Mexican tile roofs which can be damaged with foot traffic. Thus, in order to manage and protect the HOA’s investment in these tile roofs, access by way of the tile roof is strictly forbidden by anyone other than skilled roofing professionals contracted with the Village IV HOA. Due to a reasonably consistent AC well height throughout Village IV, safe access can only be made to the AC wells using 32-foot extension ladders or other personnel equipment, such as a cherry picker, to service the AC units. Contractors may find it helpful to have a smaller ladder on site as well, as there is a 3- 4 foot drop to the AC well over the parapet wall. Homeowners who allow their service company to walk on the tile roof will be held responsible for the cost of roof inspection and any required roof repairs.
FAQ -5 What action do I take if I hear the fire sprinkler alarm ringing, are the Sprinkler alarms connected to the Fire Department? All housing units in Village IV are serviced with sprinkler systems to mitigate the impacts of fires to each housing unit. When there is a fire that activates a sprinkler or a sprinkler leaks, the system will sense water flowing to the sprinklers and automatically activate the fire alarm bell. The alarm and alarm bell are not connected to the Scottsdale Fire Department. In the event of a fire or an alarm the individual(s) hearing the alarm shall
• Immediately dial 911 to report the alarm
• Next, and without delay, contact the property manager to report the event,
• To the best of their ability notify neighbors who could be potentially at risk There shall be no placement of materials, plants, decorative items, or any items in the common and limited common areas that will potentially interfere with access to the fire sprinkler system control panels or to individual housing units. In addition to the sprinkler system, each unit shall be equipped with operating smoke detectors to alarm the occupants of fire risks. Units employing fireplaces or other carbon monoxide generating facilities are recommended to install carbon monoxide detectors as well as smoke detectors. Smoke detectors and carbon monoxide detectors are the responsibility of the home owner to install, maintain and monitor. Contacts:
• 911
• Jeannine Jacob, Community Manager – Village IV National Property Services (480) 443-5566 Ext 102 [email protected]
FAQ -6 What do I do if I see a landscape sprinkler leaking? If you see, or you are notified of a landscape sprinkler leaking, report the leak, including location and nature of the leak to the property manager as soon as possible. If possible, take a picture of the leak, as this is very helpful in identifying the location. If a leak runs for more than 5 minutes, it is likely a main line leak and the property manager will have the entire irrigation system shutoff. If the leak only lasts for a short period of time during the timed watering of an area, it is likely a broken or defective sprinkler head. Sprinkler heads are usually repaired within 48 hours after reporting and not an urgent emergency. Contact: Jeannine Jacob, Community Manager – Village IV National Property Services (480) 443-5566 Ext 102 [email protected]
FAQ -7 What is the procedure for replacing my windows and Patio Doors? The requirements for replacement of windows and patio doors are published on the Village IV website. Homeowners are directed to the website for detail regarding these requirements. Those HO who do not have access to a computer may contact the Property Manager for a copy. http://villages4az.com/wp/wp-content/uploads/2019/06/Condo-Renovation-Information-Package-Revised-2019-06-245015.pdf
FAQ -8 Do I need permission to remove my carpet and replace with wood, tile or other hard or engineered flooring system? If you own a second storey unit, application and approval are required as an Architectural Change, for any removal and replacement of existing flooring systems, either carpeted or hard surface. The process of application is published on the Village IV website. Homeowners are directed to the website for detail regarding these requirements. http://villages4az.com/wp/wp-content/uploads/2014/03/Village-IV-Achitectural-change.pdf
Homeowners who reside on the second floor impact the owners below with their selection of flooring material and must take precautions when replacing carpet with hard surface flooring.
While you do not need a City of Scottsdale permit to change flooring you do however require HOA board approval through an Architectural Change Application located at www.villages4az.com if you reside on the second floor.
While the City of Scottsdale does not have airborne sound transmission standards for existing construction it has indicated that HOAs should provide guidelines similar to those provided for new construction.
Therefore, the Village IV HOA Board has implemented the following standards for acoustic mat which must be installed prior to any hard flooring.
• STC (Sound Transmission Class) • IIC (Impact Insulation Class) Minimum of 50 Minimum of 50
These sound ratings are generally accomplished using an acoustic mat (underlayment) that is at least 2mm thick. Home owners are required to install acoustic mat that adheres to these standards prior to any hard surface flooring installation.
Here is an example of an acoustic mat that is acceptable "Mapesonic 2". An alternate manufacturer would be acceptable providing the specifications are equal or better.
It is worth noting that no hard surface flooring together with acoustic mat will provide the same impact noise control as the existing underlay and carpet. Therefore, any homeowner who changes from carpet to any other flooring does so at his/her own risk and will not hold the HOA board responsible for any disputes arising as a result of such alteration.
FAQ -9 How long can I store a car in a visitor parking spot? Homeowner fulltime parking is limited to the homeowner’s assigned space. Guest parking is for the express purpose of guest parking and, short term pick-up and delivery of people and goods. No vehicles are to be stored in guest parking spaces The following excerpt from the Rules and Regulations is reproduced for ease of reference.
Parking and Street Use
1. A 15 MPH speed limit is to be observed on all complex streets. 2. YOUR VEHICLE SHOULD BE PARKED IN YOUR UNIT’S ASSIGNED SPACE. 3. Changing parking space numbers is not permitted. 4. Vehicles are not to be stored in guest parking spaces. 5. Parking or storage of RV’s, trailers, boats, etc., is not permitted on Village Four premises. 6. Ball playing, skating, roller-blading or skate boarding, is not permitted on complex
streets as this can be very dangerous. 7. Unnecessary noise is prohibited (including horn blowing) on complex streets.
http://villages4az.com/wp/wp-content/uploads/2014/03/V4-Rules-Regulations1.pdf
FAQ -10 Can I rent or lease my unit? Yes, a homeowner may rent or lease their unit. The minimum rental period permitted shall not be less than 30 days in a single rental period. There are specific laws, rules and regulations regarding the rental and leasing of housing units in Village IV. The rules and guidelines are referenced on the Village IV website. You are referred to the relevant Arizona sources of state laws that govern rental and leasing. http://villages4az.com/wp/wp-content/uploads/2014/03/V4-Rules-Regulations1.pdf
Many of our condominium units are rented to outside tenants. It is imperative that all owners (and/or rental agents) be aware that any infraction of the Rules, Regulations, Covenants, Conditions and Restrictions is the sole responsibility of the owners of record. Any fine/assessment will be levied against that specific unit owner. All tenants and/or rental agents must be provided with a copy of the Rules and Regulations. Owners are also responsible for the actions of their guests. It is suggested that a copy of these Rules & Regulations be posted in a prominent place in your unit for renters. For your convenience we have a flyer available for Homeowners to display in the unit with the most common rules for your guests and long-term renters. An electronic version can be found here:
http://villages4az.com/wp/wp-content/uploads/2014/03/BrochureV9_FINAL.pdf
The minimum rental period permitted shall not be less than 30 days in a single rental period.
Prior to any rental occupancy the property manager shall be provided with information regarding each and every rental which shall include:
• The name of the Homeowner and all current contact information
• The name of the rental/leasing agent, where applicable, and all current contact information
• The name of the renter/lessee and all current contact information, vehicle registration number including licencing jurisdiction, and emergency contact information
Contact: Jeannine Jacob, Community Manager – Village IV National Property Services (480) 443-5566 Ext 102 [email protected]
FAQ -11 Please define the Common and Limited Common Elements within the community? The Common Elements include all portions of the Project other than the Units and Limited Common Elements, as described on the Plat. The Limited Common Elements include the entryways, patios, balconies and assigned parking spaces, as identified on the Plat. The Plat also identified the Unit to which such Limited Common Elements are allocated.
VILLAGE IV
COMMON & LIMITED COMMON AREAS
FAQ -12 What are the guidelines for Garbage and Recycling including the disposal of hazardous wastes, large items such as furniture, mattresses, electronics, appliances, etc.?
1. Owners are responsible for a litter-free environment around their unit. 2. All trash/garbage is to be placed inside tied up plastic/paper bags and must be placed
inside the dumpster. 3. Recyclable materials are to be placed in the Recycling dumpster located on 94th Way.
The listing of acceptable recycling materials is listed on the Dumpster Enclosure. Note that no plastic bags are permitted and should be separated from the recycling as it is deposited in the dumpster.
4. The dumpster covers and dumpster enclosure doors should be closed completely after use.
5. Moving and other corrugated and plain cardboard boxes must be broken down before being placed in the dumpster and shall not overflow the dumpster areas.
6. Major appliances, furniture, exercise equipment and all other articles not suitable for disposal as everyday domestic wastes must be disposed of off-site. It is the homeowner’s responsibility to arrange for pick up and disposal of such items
7. Cigarettes/butts are to be properly disposed of, not on walks or common areas. 8. Hazardous wastes and electronic wastes, such as televisions, computers, and other
electronics must be disposed of by the homeowner offsite at facilities or organisations, such as the City of Scottsdale or a recognised waste management firm specializing in such services.
9. Materials that are to be disposed of in either the Garbage Dumpsters or Recycling station must be separated according to content and disposed of in the appropriate Dumpster. Materials that are found to be inappropriately disposed of will initiate a notice and fine to the HOA from the waste disposal contractor. Such fines will be assessed to a Home Owner’s individual account when a Homeowner is found to be violating the waste disposal procedures. When a specific Homeowner is not apparent, the fines will go against the HOA operating costs, which will potentially increase everyone’s monthly assessments.
Contact:
City of Scottsdale - Solid Waste 9191 E. San Salvador Dr. Scottsdale, AZ 85258 P: 480-312-5600 F: 480-312-8115 Report a Solid Waste Issue
https://www.scottsdaleaz.gov/solid-waste/household-hazardous-waste
FAQ -13 Can I hang Bird Feeders, art, or other items from my patio overhang and can I store bikes and other items on my Patio/Deck? Article 6.07 of the Village IV CCR’s identifies the Miscellaneous Restrictions that apply to hanging items and storage of items on a patio or deck. Summarizing these Restrictions:
• No wind bells, windchimes, or other similar devices shall be permitted
• Enclosures, shades, screens, or other items affecting the exterior appearance of any patio or balcony shall not be permitted without the express written consent of the Board of Directors, and shall be subject at all times to the Rules and Regulations.
• Patios and balconies shall be furnished only with normal patio furniture and furnishings and shall not be used for storage of personal items, such as bicycles.
Humming bird feeders are permitted on patios and balconies in the limited common area, but not within the Common Areas of the community.
Bird feeders of the seed variation are not permitted in any location in Village IV and will be removed by the property manager as part of the Village IV’s pest management services.
FAQ 14- Am I permitted to have a barbeque on my Deck/Patio?
ONLY ELECTIC BARBECUES WITH A COVER MAY BE USED ON THE PATIO/BALCONY. THE SCOTTSDALE FIRE DEPARTMENT WILL ENFORCE THIS RULE. NO PROPANE OR CHARCOAL GRILLS ARE ALLOWED.
Two Community (VRA) accessible barbeques are conveniently located at each of the pools.
FAQ 15- Can I store my bikes underneath the stairs?
Homeowners may store no more than two bicycles/tricycles/walkers per unit under the stairways to the second-floor housing units. During long absences from Village IV, stored bicycles/tricycles/walkers are to be relocated from under the stairs to the housing unit or other
location to allow worker access for repairs and maintenance.
FAQ 16- Am I required to provide renters information to The Property Manager? Yes, homeowners renting or leasing their units must comply with the Rules and Regulations as described in FAQ 10. Contact: Jeannine Jacob, Community Manager – Village IV National Property Services (480) 443-5566 Ext 102 [email protected]
FAQ 17- If I shut off the water supply to my condo unit will I be shutting off the water to the unit above or below me as well? Yes. Upper and lower units are serviced by a common cold-water supply. Shutting the service valve will shut off your neighbor above or below. You are encouraged to coordinate the timing of shutoffs to accommodate both you and your neighbor.
