Preferred Communities

Preferred Communities did not double bill Mr [redacted] When a home sale occurs in an HOA, the Title Company (in this case, [redacted] ***e) requests a disclosure statement from the HOA Management Company We received and responded to the Title Company on 1/2/ Payment from Mr [redacted] 's property management company was not received until 1/4/ Please see the attached statement for reference The Title Company did not contact Preferred Communities again prior to closing at the end of January If they had contacted us, we would have provided an updated statement showing that payment was received on 1/4/ Nonetheless, when we received the information from Title on 2/6/identifying the new owner of the property, a credit of $was applied to Mr [redacted] 's account and a refund was requested It can take up to days from the date requested for a refund to be issued in our system The refund check of $was issued on 2/28/made payable to [redacted] LLLP However, the mailing address on the check is the property management address That is the mailing address we were instructed to mail all communication toIf Mr [redacted] would like the check mailed to his address in Canada, I will need to be instructed to do so

Preferred Communities does works at the bequest of the Board of Directors The Board of Directors sets the Board Meeting agendas and authorizes action against homeowners As I stated in my prior response, Preferred Communities does not have authority to take legal action against a homeowner, the Board must authorize all action As Mr [redacted] is aware, of the Board Members resigned during the February Board Meeting, and the remaining Board Members were forced to resign at the April Board Meeting, by homeowners who threatened a Board recall new board members were elected at the Annual Meeting in May These new board members have been dealing with all of the issues that were left by the prior Board The Board was forced to rescind policies that were adopted by the prior board members, including allowing residents to store RV's in the community Before the Board could take legal action against Mr [redacted] ' neighbor, the board obtained legal opinions regarding the prior policies in the community, and they had to provide proper notification to all homeowners & residents in the community

I am sending my payments to this company to have the bylaws enforced There are responses that must be taken to resolve situations as stated in the bylaws that are not being done It has been multiple years of hearing how it will be handled at the next meeting, yet I'm always told it isn't important enough to have made the meeting discussions That is not an acceptable excuse to delay the appropriate action any longer

Check # *** made payable to [redacted] LLLP in the amount of $was mailed to [redacted] **is morning (March 2, 2018) In response to the statement that it took days to issue a refund, this is incorrectThere is always a delay in receiving payment from Title Companies after a sale closes escrow As seen on the statement attached, payment from the Title Company was not received by Preferred Communities until February 6, It can take up to days to issue a refund The refund was issued on February 28, This was calendar days / business days

[redacted] HOA has hired Preferred Communities to manage the day to day functions of the HOA Preferred Communities conducts regular community inspections where fines may be assessed based on ongoing violations of the community documents, at the direction of the Board of Directors MrA [redacted] 's property had significant amount of large weeds, and as this has been an ongoing issue with this property, a fine was assessed when the inspection was done on 4/5/ MrA [redacted] called Preferred Communities on Monday, April 11, and spoke with M [redacted] M [redacted] , followed by the attached email conversation The Board of Directors has not given Preferred Communities authority to give out the directors personal contact information Rather, we have been instructed to forward the homeowner contact information and the Board President will contact the homeowner at his convenience, as serving on the board is a voluntary and unpaid position All fine amounts collected are held by the HOA and put into the general HOA Operating account which is used for general upkeep & improvements Preferred Communities charges a set monthly management fee which does not change based on the number of letters mailed or fines assessed When a check is received at the Bank Lock box, the system automatically applies the payment to the oldest outstanding fees on the account In contrast, if the check is received by our office, our AR specialist will manually enter the payment based on the direction written on the check We apologize for any miscommunication our staff members may have given We have provided additional training to the staff members in our office I believe all of MrA [redacted] 's questions & complaints were addressed in a timely manner (within hours) by Preferred Communities and by the HOA Board President, Shandy Odell If this is not the case, I would be happy to meet with MrA [redacted] to ensure all issues are addressed

Hello: As on the monthly HOA bill it shows the $was paid twice by myself, without a refund been given for this double payment for days now, I cannot accept the companies replyI will re look at this issue, once this double payment has been sent to meIt is with disappointment that I do see the company has not even moved forward, with refund, until I had to bring it up with the Revdex.comThe mailing address for the funds is *** *** *** *** *** *** *** *** *** *** *** ***

The desired outcome of Mr***' complaint is not under Preferred Communities control Preferred Communities is the management company for Windmill Village HOA We do not have the authority to take legal action without approval from the Board of Directors As I explained in my
email response to Mr*** on September 12, (attached), the Board of Directors meeting was scheduled for Monday, September and this specific issue would be addressed during the Board Meeting As this situation involves contemplated legal action against another owner in the community, I am not able to post the Board Decisions on a public website Regarding timely responses, I have instructed Mr*** numerous times to send his emails to the general email address so a team member may be able answer his emails, as community managers are not in the office all of the time Please refer to the attached email conversation between Mr*** and Korin P***

The Wayne Ranch Community Association Board of Directors has a fiduciary responsibility to the community to enforce the CC&R's which includes ensuring homeowners in the community are maintaining their lots in compliance with the CC&R's Preferred Communities has been instructed
by the Board to conduct community wide inspections on a monthly basis Notices are sent to homeowners when Lots are not in compliance with the CC&R's The rules are enforced uniformly in the community Violations fines paid by homeowners are paid to Wayne Ranch Community Association, not to Preferred Communities Regarding this specific weed violation & fine notice sent on 6/22/17: Section of the CC&R's states "...maintenance shall include, but not be limited to, keeping the areas neatly trimmed, cultivated and free from trash, weeds and unsightly material..." The picture sent with the violation notice clearly shows multiple weeds (spurge) that is covering a third of the rock area on the left side of the driveway Mr*** was advised to follow the appeals process as outlined on the community website if he wants to dispute the fine We have not received an appeal Rather, he sent an on 6/27/claiming the picture shows a strawberry plant Diana with Preferred Communities responded to the email on 6/29/stating these are weeds and not strawberry plants, and asked the owners to review the governing documents The complaint submitted to the Revdex.com is stating something completely different than what was provided to Preferred Communities in the attached email conversationPreferred Communities is following the direction of the Board, and uniformly enforcing the CC&R's As previously instructed, Mr*** would need to follow the appeals process as outlined on the community website to request the fine be removed Appeals are reviewed by the Wayne Ranch Board of Directors at the next scheduled meeting

Per the Fine Policy adopted by the Board of Directors, in a duly noticed Open Board Meeting on November 19, 2014, a fine will be assessed if there is a recurrence of the same violation within a 3 month period of the last notice.   The initial courtesy notice was sent on 1/20/16.    M[redacted] M[redacted] & I, K[redacted] H[redacted] (Community Manager), conducted the community inspection in which the weeds were identified as an ongoing issue on 4/5/16.       The Policy is available to all owners on the website http://www.gothoa.com/wayneranch.html.     I apologize for the miss-information that was given, and as I identified in my previous response, additional training has been provided to all of the staff at Preferred Communities, including M[redacted] M[redacted].   The Board has authorized a one-time waiver of the $25 fine on 4/5/16, however, future fines for weeds will not be waived by the Board.  Section 4.4 of the [redacted] CC&R's is very specific: "...keeping the areas neatly trimmed, cultivated and free from trash, weeds and unsightly material...”  As Mr. A[redacted] lives in [redacted], he will need to ensure that his property manager and tenants keep the property weed free.    While I am an owner of Preferred Communities, I am also the Community Manager for [redacted].  I work closely with the Board of Directors in all aspects, and I am out in the community on a weekly basis.  I am more than happy to speak with Mr. A[redacted] regarding these issues.  I acknowledge that I was included on the email discussions in 2015, however, as a Community Manager I am out in the communities conducting inspections, attending board meetings and meeting with vendors.   The administrative assistants in my office are responsible for responding to email & phone calls.  I apologize that I did not respond in 2015.    We cannot go back and change the past, all we can do is move forward.

Preferred Communities does works at the bequest of the Board of Directors.   The Board of Directors sets the Board Meeting agendas and authorizes action against homeowners.   As I stated in my prior response, Preferred Communities does not have authority to take legal action against a homeowner, the Board must authorize all action.  As Mr. [redacted] is aware, 3 of the 5 Board Members resigned during the February 2016 Board Meeting, and the 2 remaining Board Members were forced to resign at the April 2016 Board Meeting, by homeowners who threatened a Board recall.    5 new board members were elected at the Annual Meeting in May 2016.   These 5 new board members have been dealing with all of the issues that were left by the prior Board.   The Board was forced to rescind policies that were adopted by the prior board members, including allowing residents to store RV's in the community.   Before the Board could take legal action against Mr. [redacted]' neighbor, the board obtained legal opinions regarding the prior policies in the community, and they had to provide proper notification to all homeowners & residents in the community.

[redacted] HOA has hired Preferred Communities to manage the day to day functions of the HOA.   Preferred Communities conducts regular community inspections where fines may be assessed based on ongoing violations of the community documents, at the direction of the Board of Directors.  ...

   Mr. A[redacted]'s property had significant amount of large weeds, and as this has been an ongoing issue with this property, a fine was assessed when the inspection was done on 4/5/16.   Mr. A[redacted] called Preferred Communities on Monday, April 11, 2016 and spoke with M[redacted] M[redacted], followed by the attached email conversation.  The Board of Directors has not given Preferred Communities authority to give out the directors personal contact information.  Rather, we have been instructed to forward the homeowner contact information and the Board President will contact the homeowner at his convenience, as serving on the board is a voluntary and unpaid position.      All fine amounts collected are held by the HOA and put into the general HOA Operating account which is used for general upkeep & improvements.    Preferred Communities charges a set monthly management fee which does not change based on the number of letters mailed or fines assessed.    When a check is received at the Bank Lock box, the system automatically applies the payment to the oldest outstanding fees on the account.  In contrast, if the check is received by our office, our AR specialist will manually enter the payment based on the direction written on the check.     We apologize for any miscommunication our staff members may have given.    We have provided additional training to the staff members in our office.    I believe all of Mr. A[redacted]'s questions & complaints were addressed in a timely manner (within 72 hours) by Preferred Communities and by the HOA Board President, Shandy Odell.   If this is not the case, I would be happy to meet with Mr. A[redacted] to ensure all issues are addressed.

I am sending my payments to this company to have the bylaws enforced.  There are responses that must be taken to resolve situations as stated in the bylaws that are not being done.  It has been multiple years of hearing how it will be handled at the next meeting, yet I'm always told it isn't important enough to have made the meeting discussions.  That is not an acceptable excuse to delay the appropriate action any longer.

Check # [redacted] made payable to [redacted] LLLP in the amount of $43.50 was mailed to [redacted]is morning (March 2, 2018).  In response to the statement that it took 40 days to issue a refund, this is incorrect. There is always a delay in receiving payment from Title Companies after a sale closes escrow.      As seen on the statement attached, payment from the Title Company was not received by Preferred Communities until February 6, 2018.     It can take up to 30 days to issue a refund.    The refund was issued on February 28, 2018.   This was 22 calendar days / 16 business days.

Preferred Communities did not double bill Mr. [redacted]. When a home sale occurs in an HOA, the Title Company (in this case, [redacted]e) requests a disclosure statement from the HOA Management Company.  We received and responded to the Title Company on 1/2/18.   Payment from...

Mr. [redacted]'s property management company was not received until 1/4/18.   Please see the attached statement for reference.  The Title Company did not contact Preferred Communities again prior to closing at the end of January.  If they had contacted us, we would have provided an updated statement showing that payment was received on 1/4/18.   Nonetheless, when we received the information from Title on 2/6/18 identifying the new owner of the property, a credit of $43.50 was applied to Mr. [redacted]'s account and a refund was requested.  It can take up to 30 days from the date requested for a refund to be issued in our system.  The refund check of $43.50 was issued on 2/28/18 made payable to [redacted] LLLP.  However, the mailing address on the check is the property management address.  That is the mailing address we were instructed to mail all communication to. If Mr. [redacted] would like the check mailed to his address in Canada, I will need to be instructed to do so.

Per the Fine Policy adopted by the Board of Directors, in a duly noticed Open Board Meeting on November 19, 2014, a fine will be assessed if there is a recurrence of the same violation within a 3 month period of the last notice.   The initial courtesy notice was sent on 1/20/16.    M[redacted] M[redacted] & I, K[redacted] H[redacted] (Community Manager), conducted the community inspection in which the weeds were identified as an ongoing issue on 4/5/16.       The Policy is available to all owners on the website http://www.gothoa.com/wayneranch.html.     I apologize for the miss-information that was given, and as I identified in my previous response, additional training has been provided to all of the staff at Preferred Communities, including M[redacted] M[redacted].   The Board has authorized a one-time waiver of the $25 fine on 4/5/16, however, future fines for weeds will not be waived by the Board.  Section 4.4 of the [redacted] CC&R's is very specific: "...keeping the areas neatly trimmed, cultivated and free from trash, weeds and unsightly material...”  As Mr. A[redacted] lives in [redacted], he will need to ensure that his property manager and tenants keep the property weed free.    While I am an owner of Preferred Communities, I am also the Community Manager for [redacted].  I work closely with the Board of Directors in all aspects, and I am out in the community on a weekly basis.  I am more than happy to speak with Mr. A[redacted] regarding these issues.  I acknowledge that I was included on the email discussions in 2015, however, as a Community Manager I am out in the communities conducting inspections, attending board meetings and meeting with vendors.   The administrative assistants in my office are responsible for responding to email & phone calls.  I apologize that I did not respond in 2015.    We cannot go back and change the past, all we can do is move forward.

[redacted] HOA has hired Preferred Communities to manage the day to day functions of the HOA.   Preferred Communities conducts regular community inspections where fines may be assessed based on ongoing violations of the community documents, at the direction of the Board of Directors.  ...

   Mr. A[redacted]'s property had significant amount of large weeds, and as this has been an ongoing issue with this property, a fine was assessed when the inspection was done on 4/5/16.   Mr. A[redacted] called Preferred Communities on Monday, April 11, 2016 and spoke with M[redacted] M[redacted], followed by the attached email conversation.  The Board of Directors has not given Preferred Communities authority to give out the directors personal contact information.  Rather, we have been instructed to forward the homeowner contact information and the Board President will contact the homeowner at his convenience, as serving on the board is a voluntary and unpaid position.      All fine amounts collected are held by the HOA and put into the general HOA Operating account which is used for general upkeep & improvements.    Preferred Communities charges a set monthly management fee which does not change based on the number of letters mailed or fines assessed.    When a check is received at the Bank Lock box, the system automatically applies the payment to the oldest outstanding fees on the account.  In contrast, if the check is received by our office, our AR specialist will manually enter the payment based on the direction written on the check.     We apologize for any miscommunication our staff members may have given.    We have provided additional training to the staff members in our office.    I believe all of Mr. A[redacted]'s questions & complaints were addressed in a timely manner (within 72 hours) by Preferred Communities and by the HOA Board President, Shandy Odell.   If this is not the case, I would be happy to meet with Mr. A[redacted] to ensure all issues are addressed.

Please find attached response as there was word limit.

Review: I am owner of the property at [redacted]. Recently, they brought new HOA management company, Preferred communities to manage the property. Since then, experience has been downhill. Not only it is difficult to contact staff to resolve/discuss issues but staff/system not trained well to handle issues. For eg:

1. Paid HOA dues on time. Mailed a letter with a fine that they did not receive it. When showed proof, they said it is used to pay weed violation fine. When told them violation is still under appeal, they said but since not board meeting since fine, they still cashed the check to account for violation. Notice all violation money goes to HOA management company balance and it is illegal to use it to direct it for something other than HOA due for which it was meant. Asked me to send the check at different location if doesn't want to apply towards anything other than monthly dues. Then told me they cannot transfer the money if it has already been sent by me. Literally begged them. Have email proofs to show them. Sounds fishy again. At this I called the bank to stop payment of check. Now charged me with fees for canceling the check. I was about to call lawyer but kept my patience. Asked board to review this matter. All fines were canceled and received credit.

Now again having issues and asked to talk/contact Board president. Mimi McSharry at HOA told me to write to community manager instead since she cannot give out board president's email. I refused to email community manager since she herself is the owner of HOA management company. This is conflict of interest. My complaint can't be forced to go through a person/system against which complaint is about. I am being forced to stay shut. Please help before I seek legal help to resolve this.Desired Settlement: Provide board president's contact. Let him personally review this complaint. I would like to talk to him personally.

Business

Response:

[redacted] HOA has hired Preferred Communities to manage the day to day functions of the HOA. Preferred Communities conducts regular community inspections where fines may be assessed based on ongoing violations of the community documents, at the direction of the Board of Directors. Mr. A[redacted]'s property had significant amount of large weeds, and as this has been an ongoing issue with this property, a fine was assessed when the inspection was done on 4/5/16. Mr. A[redacted] called Preferred Communities on Monday, April 11, 2016 and spoke with M[redacted] M[redacted], followed by the attached email conversation. The Board of Directors has not given Preferred Communities authority to give out the directors personal contact information. Rather, we have been instructed to forward the homeowner contact information and the Board President will contact the homeowner at his convenience, as serving on the board is a voluntary and unpaid position. All fine amounts collected are held by the HOA and put into the general HOA Operating account which is used for general upkeep & improvements. Preferred Communities charges a set monthly management fee which does not change based on the number of letters mailed or fines assessed. When a check is received at the Bank Lock box, the system automatically applies the payment to the oldest outstanding fees on the account. In contrast, if the check is received by our office, our AR specialist will manually enter the payment based on the direction written on the check. We apologize for any miscommunication our staff members may have given. We have provided additional training to the staff members in our office. I believe all of Mr. A[redacted]'s questions & complaints were addressed in a timely manner (within 72 hours) by Preferred Communities and by the HOA Board President, Shandy Odell. If this is not the case, I would be happy to meet with Mr. A[redacted] to ensure all issues are addressed.

Consumer

Response:

Please find attached response as there was word limit.

Business

Response:

Per the Fine Policy adopted by the Board of Directors, in a duly noticed Open Board Meeting on November 19, 2014, a fine will be assessed if there is a recurrence of the same violation within a 3 month period of the last notice. The initial courtesy notice was sent on 1/20/16. M[redacted] M[redacted] & I, K[redacted] H[redacted] (Community Manager), conducted the community inspection in which the weeds were identified as an ongoing issue on 4/5/16. The Policy is available to all owners on the website http://www.gothoa.com/wayneranch.html. I apologize for the miss-information that was given, and as I identified in my previous response, additional training has been provided to all of the staff at Preferred Communities, including M[redacted] M[redacted]. The Board has authorized a one-time waiver of the $25 fine on 4/5/16, however, future fines for weeds will not be waived by the Board. Section 4.4 of the [redacted] CC&R's is very specific: "...keeping the areas neatly trimmed, cultivated and free from trash, weeds and unsightly material...” As Mr. A[redacted] lives in [redacted], he will need to ensure that his property manager and tenants keep the property weed free. While I am an owner of Preferred Communities, I am also the Community Manager for [redacted]. I work closely with the Board of Directors in all aspects, and I am out in the community on a weekly basis. I am more than happy to speak with Mr. A[redacted] regarding these issues. I acknowledge that I was included on the email discussions in 2015, however, as a Community Manager I am out in the communities conducting inspections, attending board meetings and meeting with vendors. The administrative assistants in my office are responsible for responding to email & phone calls. I apologize that I did not respond in 2015. We cannot go back and change the past, all we can do is move forward.