2025 minutes

Building Team General responsibilities

General responsibilities of the Buildings Team are as listed:

• Provide management for all HCCA owned structures.  Such structures include, but not limited to, building dwelling units from interior drywall and out, exterior outlets, concrete pavements, Common House, parking lot lighting, parking garages, parking lot asphalt pavement, parking striping, exterior porches and patios, and common plumbing (back flow valves).  The following are not properties of HCCA nor responsibility of the Team:

  • All dwelling unit appliances, furnaces, heaters, fans, pertinent intake and exhaust, drains, sumps, and pumps.

  • All doors, screens, storm doors, windows, skylights, alcove type add-ons, sun rooms, and shade structures.

  • All previously approved exterior improvements.

• Follow facility maintenance schedule outlined in the Long Term Reserve.  The Long Term Reserve schedule is used by the Team as a guide, not a rule to follow strictly.

• Emergency repairs that require Team intervention or attention.  Such items include but not limited to:

  • Plumbing related flooding in basement or through common walls.

  • Electrical outage

  • Roof leaks

  • Any common wall or ceiling exhibiting excess moisture, discoloration, mold, or mildew

  • Building structure distress or failure

All damage to common structures caused by tenant properties shall be the responsibility of the individual tenant.

• Handle general maintenance and repair.  Such items include but not limited to:

  • Gutter cleaning and repair

  • Roof tile repair

  • Touch up painting of common structures

• Review community questions and approval of minor interior / exterior modifications.  Such items include but not limited to:

  • Kitchen / bathroom remodeling

  • Exterior painting (railing, front door exterior, storm door.)

  • Modification to existing light sconce by entrance door.

  • Exterior deck staining

• Review all major interior / exterior alterations, improvements, or additions for recommendation to Steering Committee for final approval.  The following areas are required for review by the Team prior to commencement of Work:

  • Skylights, or shade structures

  • Window and door replacement or modification

  • Modification of full height interior wall structure, or any portion thereof

  • Modification to floor, roof, or ceiling structure

  • All electrical and plumbing modification

  • All exterior modification/addition in close proximity to building structures, or involving structures greater than 4’-0” in height.

Shall any work be completed without prior review of the Team and approval by the Steering Committee, the Tenant would be responsible to comply with any and all remedial actions deemed necessary by the Team

• Submit yearly team budget to Finance Committee.

Specific responsibilities

Team constitution and responsibilities:

• Team Facilitator(s) - Create and post meeting agenda on HCCA Yahoo Group and community bulletin

  • Organize and facilitate monthly meetings

  • Organize and update team folder

  • Coordinate with Finance Team Facilitator for all expenses

  • Track and bring up long term maintenance progress with Long Term Reserve Study schedule.

  • Create yearly team budget

  • Update Team Charter as necessary

• Team Secretary - Take meeting minutes

  • Distribute minutes to HCCA Yahoo Group, to team members through e-mailed or hardcopies in community folders for members not having e-mail, and to archive in Team folder.

• Team Members - Also includes Team Facilitator and Team Secretary

  • Attend team meetings, and approve meeting minutes

  • Keep an watchful eye on community property for any repairs, and assist community members with any related concerns.

  • Vote on bids and team yearly budget

  • Be available to aid in all team related tasks and do-to-list items

  • Failure to notify the team of one's vote within a designated time frame denotes agreement with the final team decision

Long Term / General Maintenance and Repair:

• Team will hold discussion on maintenance or repair items in team meetings.

• Team will determine the appropriateness of work and schedule for bid solicitation.

• Team will solicit, when possible, minimum of three (3) bids from different vendors, evaluate the bids, and award the bid based on qualification, cost, and past experience.  Established reputable vendors with whom we already have a relationship will be our first choice to solicit a bid.  All bidders would be required to have proof of insurance.

• Team will monitor and track all work progress and make acceptance of final completed work.

• Upon acceptance of work, invoice is submitted by the Team Facilitator to the Community bookkeeper for issuance of payment.

• Team Facilitator to coordinate final expenses with Finance Team.

Emergency Repair:

• The Tenant shall contact the Team Facilitator or any one of the Team Members first.  The Team would then recommend a repair service immediately based on past experience for the Tenant to contact.  If no past repair service experience is available or the Team could not be reached, the Tenant may contact a repair service of their choice.

• The Team will hold an emergency meeting to discuss the relevancy of the repair.  If common properties are impacted, the Team is required to be a party in the negotiation of the scope of the repair.  Upon determination of the cause for the repair, Team would negotiate with Tenant to determine what portion of the final cost would be assumed by the Team and/or the community.  Requests for payments / bills should be funneled through the Team Facilitator to ensure continuity of communication, budget tracking and two-person-signature requirement, as well as proper "coding" for the bookkeeper.

• If the emergency is not caused by failure of the common property, the Team would provide assistance only as requested by the Tenant.  The tenant is then responsible for all costs.

General Questions and Minor Modifications:

• All questions shall be directed to the Team Facilitator.  Team Facilitator or a Team Member will provide a verbal answer to the tenant that meet the requirements of the Team and CC&R.

• All minor modifications shall be brought to the attention of the Team Facilitator, who would determine and verbally inform the tenant if the modification would impact the common structure in a significant way.  If so, the modification is classified as major improvement and shall be reviewed and approved as so in the following section prior to commencement of work.  If the modification makes no impact to common structure, work may begin and be completed without Team oversight.

Major Alterations, Improvements, or Additions:

• Tenant should submit a brief, dated written request with a simple drawing of the proposed changes to the Team.

• Team Members will review the proposed changes within seven (7) days and make recommendations to the Tenant for any deficiencies.  Upon review and negotiation of the changes, Team would move to approve the changes through a vote.  The Team approval would constitute as an approval recommendation to be forwarded to Steering Committee for final approval.

• Steering Committee will respond in writing to the tenant directly within 30 days of its opinion.

Yearly Team Budget:

• Team Facilitator would initiate a discussion in a Team meeting for the upcoming year team budget.

• Team Members would vote to approve the budget.

• Team Facilitator would submit the approved budget to Finance committee.