Updated May 2024. Subject to updates, as needed.
The following step-by-step process describes our Violation & Notification Process, including the notifications that are sent at each step.
Step 1️⃣: (Day 0)
Step 2️⃣: (Day 0-5, email and letter)
If valid, kickoff the Courtesy Reminder, first notification, letter by email and mail to the addresses on file for the owner, specifying a deadline for correction.
- If reported electronically (online or email) with confirming information, the violation is confirmed immediately via the provided information, and the Courtesy Reminder letter is emailed and mailed to the addresses on file for the owner.
- If reported electronically without confirming information or by telephone, the violation is confirmed on the next scheduled drive-through inspection. If confirmed to be valid during the inspection, the Courtesy Reminder letter is emailed and mailed to the addresses on file for the owner.
- If recorded during the drive-through inspection, the violation is confirmed immediately by the inspector, and the Courtesy Reminder letter is emailed and mailed to the addresses on file for the owner.
Step 3️⃣: (Day 5-20, email, First Class letter)
Violation is reviewed at the next scheduled drive-through inspection.
- If corrected, the violation is marked as Fixed on the owner’s account, but remains active until there are 6 months of non-activity for the violation (additional occurrences of the same or similar violation assigned in the same category during this 6-month period continue to the next step of the process).
- If not corrected, the violation is marked as Not Fixed on the owner’s account and continues to the next step of the process.
Step 4️⃣: (Day 20-50, email, First Class letter, 30 day 209 Certified letter)
A Pre-Fine letter is both emailed and mailed (Certified) to the addresses on file for the owner, specifying a deadline for correction and the amount of the fine at the next step.
Violation is reviewed at the next drive-through inspection.
- If corrected, the violation is marked as Fixed on the owner’s account, but remains active until there is 6 months of non-activity for the violation (additional occurrences of the same or similar violation assigned in the same category during this 6-month period continue to the next step of the process).
- If not corrected, the violation is marked as Not Fixed on the owner’s account and continues to the next step of the process.
Step 5️⃣: (Day 50-60, Email, First Class letter, Certified letter)
A
Fine letter is both emailed and mailed (Certified) to the addresses on file for the owner, specifying a deadline for correction, the amount of the fine, and the amount of the additional fine at the next step (fine amounts are added to the owner’s account and can be viewed in the owner’s account on the
Smartwebs Resident Portal).
Violation is reviewed at the next drive-through inspection.
- If corrected, the violation is marked as Fixed on the owner’s account, but remains active until there are 6 months of non-activity for the violation (additional occurrences of the same or similar violation assigned in the same category during this 6-month period continue to the next step of the process).
- If not corrected, the violation marked as Not Fixed on the owner’s account and continues to the next step of the process.
Step 6️⃣: (Day 60-70, email, First Class letter, Certified letter)
Violation continues to be reviewed at following drive-through inspections. Fine letters continue to be emailed and mailed (Certified) to the addresses on file for the owner, at each inspection in which the violation is not corrected (with progressive fine amounts at each review).
Step 7️⃣: (Legal, Email, First Class letter, Certified letter)
A Final Notice letter is emailed and mailed (Certified) to the addresses on file for the owner, specifying a deadline for correction, the amount of the fine, and that the next step is Board review and possible referral to collections with a final fine, as determined by by the Board.
Violation is reviewed at following drive-through inspections.
- If corrected before or with the Final Notice letter, the violation is marked as Fixed on the owner’s account, but remains active until there are 6 months of non-activity for the violation (additional occurrences of the same or similar violation assigned in the same category during this 6-month period continue to the Board for review and possible referral to collections).
- If not corrected, the violation is marked as Not Fixed on the owner’s account and continues to the Board for review and possible referral to collections, with a fine amount determined by the Board.
Step 8️⃣:
Referral by the Board to the attorney for collection. All attorney and collection fees, including Certified mail fees, are added to the owner’s account, along with the total fine amount, and must be collected before the violation can be closed. Attorney and collection fees incurred, owed, and paid by the Association cannot be waived.
At any time in this process, the owner has the right to request a Hearing with the Board to question or protest the violation. Non-response to communications (Certified letters and email) results in the violation continuing through the process, while accumulating collection and attorney fees.