Vangarde Association Management
P.O. Box 17750
Tucson, AZ 85731
P.O. Box 17750
Tucson, AZ 85731
| Entrada Property Owners Association |
Frequently Asked Questions (FAQs)
Table of Contents
1. Why do we have Annual Assessments on Entrada properties?
2. How do I pay my Annual Assessment?
3. Do I have to pay my assessments if I don't agree with how the
money is spent?
4. What if I don't pay my assessment?
5. Who is Vangarde Association Management?
6. Whom do I contact when I have a complaint or issue to resolve?
7. When and where are the monthly Board meetings?
8. How can I get on the EPOA Board?
9. When are the roads maintained?
10. Why doesn't the Violations Committee go out looking for
CC&R violations?
11. What can be done about pets roaming the neighborhood?
12. When do I use a proxy and where do I get the form?
13. What is Entrada's Conflict of Interest Policy?
1. Why do we have Annual Assessments on Entrada properties?
2. How do I pay my Annual Assessment?
3. Do I have to pay my assessments if I don't agree with how the
money is spent?
4. What if I don't pay my assessment?
5. Who is Vangarde Association Management?
6. Whom do I contact when I have a complaint or issue to resolve?
7. When and where are the monthly Board meetings?
8. How can I get on the EPOA Board?
9. When are the roads maintained?
10. Why doesn't the Violations Committee go out looking for
CC&R violations?
11. What can be done about pets roaming the neighborhood?
12. When do I use a proxy and where do I get the form?
13. What is Entrada's Conflict of Interest Policy?
Why do we have Annual Assessments on Entrada properties?
Answer: Assessments are used to fund Bylaw- and CC&R-mandated EPOA
responsibilities. These responsibilities include maintaining 12 miles of road
(Wilmot, Mann, Kolb, Camino Del Toro, Camino Aurelia, and Foresight),
insurance, management company fees, legal fees, newsletter production,
Web site costs, audit fees, and other items as determined by the Board of
Directors and Entrada residents.
responsibilities. These responsibilities include maintaining 12 miles of road
(Wilmot, Mann, Kolb, Camino Del Toro, Camino Aurelia, and Foresight),
insurance, management company fees, legal fees, newsletter production,
Web site costs, audit fees, and other items as determined by the Board of
Directors and Entrada residents.
How do I pay my Annual Assessment?
Answer: After the next year's assessment amount is determined at the
December Annual Meeting, Vangarde Association Management will send a
letter to each Entrada property owner to notify them of the assessment
amount and request payment. One of two payment options are available: (1)
single payment, or (2) quarterly payments.
December Annual Meeting, Vangarde Association Management will send a
letter to each Entrada property owner to notify them of the assessment
amount and request payment. One of two payment options are available: (1)
single payment, or (2) quarterly payments.
Single payment. If you choose the single payment option, the entire
assessment amount is due on 1 January of the assessment year. For
example, at the 2 December 2007 Annual Meeting, the 2008 property owners
assessment was set at $300.00. Therefore, the entire $300.00 is due on 1
January 2008. A late fee of $15.00 will be assessed if payment is postmarked
after 30 January. Note: This is the only payment option available unless
you notify Vangarde Association Management in writing prior to 30
January that you wish to make quarterly payments AND enclose the
first quarterly payment.
assessment amount is due on 1 January of the assessment year. For
example, at the 2 December 2007 Annual Meeting, the 2008 property owners
assessment was set at $300.00. Therefore, the entire $300.00 is due on 1
January 2008. A late fee of $15.00 will be assessed if payment is postmarked
after 30 January. Note: This is the only payment option available unless
you notify Vangarde Association Management in writing prior to 30
January that you wish to make quarterly payments AND enclose the
first quarterly payment.
Quarterly payments. You may notify Vangarde Association Management in
writing prior to 30 January of the year the assessment is due that you wish
to make quarterly payments. Each payment of one-fourth of the total
assessment is then due on 1 January, 1 April, 1 July, and 1 October. A late
fee of $15.00 will be assessed for each payment postmarked later than 30
January, 30 April, 30 July, or 30 October of that year. Follow the
instructions given in the Vangarde letter as to how to set up quarterly
payments.
writing prior to 30 January of the year the assessment is due that you wish
to make quarterly payments. Each payment of one-fourth of the total
assessment is then due on 1 January, 1 April, 1 July, and 1 October. A late
fee of $15.00 will be assessed for each payment postmarked later than 30
January, 30 April, 30 July, or 30 October of that year. Follow the
instructions given in the Vangarde letter as to how to set up quarterly
payments.
Checks should be made payable to Entrada POA. Send or take payments to:
Vangarde can be reached at (520) 750-0422 or at vangardemgmt@yahoo.com.
Do I have to pay my assessments if I don't agree with how the money
is spent?
is spent?
Answer: Yes. The covenant you signed when you bought your property
states that payment of assessments is required. If you have concerns over
the use of EPOA resources, the best way to voice those concerns is by
attending the Annual Meeting, which is held the first Saturday in December. It
is at that meeting that budget issues are addressed and moneys allocated.
You can also attend the monthly EPOA Board meetings and get involved in
committees.
states that payment of assessments is required. If you have concerns over
the use of EPOA resources, the best way to voice those concerns is by
attending the Annual Meeting, which is held the first Saturday in December. It
is at that meeting that budget issues are addressed and moneys allocated.
You can also attend the monthly EPOA Board meetings and get involved in
committees.
What if I don't pay my assessment?
When assessment payments are not received on time, a letter is sent to the
property owner notifying them that a late fee is being assessed. This will be
repeated monthly until both the assessment payment and any late fee are paid. If
there is no response after three (3) mailed notices, the matter will be turned over to
the collection attorneys and a lien will be placed on the property. Payment
arrangements can be made with Vangarde Association Management.
property owner notifying them that a late fee is being assessed. This will be
repeated monthly until both the assessment payment and any late fee are paid. If
there is no response after three (3) mailed notices, the matter will be turned over to
the collection attorneys and a lien will be placed on the property. Payment
arrangements can be made with Vangarde Association Management.
Who is Vangarde Association Management?
Answer: Vangarde Association Management is the management
company that has been retained to handle the accounting for the Entrada
Property Owners Association. If you have questions about your payment
record, contact Vangarde at the address and/or phone number listed
above or on the Board of Directors page. Note: Vangarde does NOT
handle complaints regarding road maintenance issues or any other
non-accounting-related Entrada matter. See "Whom do I contact
when I have a complaint or issue to resolve" below for contact
information.
company that has been retained to handle the accounting for the Entrada
Property Owners Association. If you have questions about your payment
record, contact Vangarde at the address and/or phone number listed
above or on the Board of Directors page. Note: Vangarde does NOT
handle complaints regarding road maintenance issues or any other
non-accounting-related Entrada matter. See "Whom do I contact
when I have a complaint or issue to resolve" below for contact
information.
Whom do I contact when I have a complaint or issue to resolve?
Answer: Entrada currently has eight (8) Committees that are charged
with carrying out most of the work of the Board of Directors. At present,
some of these committees consist of just one member, such as the
Nominating, Violations, Newsletter, and Web Site Committees (this can
change if others volunteer). If you have something you need to discuss
with the appropriate committee chair, please contact that person. If your
call is not returned within a day or so, please contact any of the other
Board members. See the Committee Web page for information on how to
contact these individuals.
with carrying out most of the work of the Board of Directors. At present,
some of these committees consist of just one member, such as the
Nominating, Violations, Newsletter, and Web Site Committees (this can
change if others volunteer). If you have something you need to discuss
with the appropriate committee chair, please contact that person. If your
call is not returned within a day or so, please contact any of the other
Board members. See the Committee Web page for information on how to
contact these individuals.
When and where are the monthly Board meetings?
Answer: Monthly Board meetings generally are held the first Monday of
each month at 7:00 P.M. at the American Legion Post 109 near the
corner of Sahuarita road and Houghton Road. It is the building with the
F-4 Phantom aircraft in front. Exceptions to the meeting dates are when
the monthly meeting would occur during a holiday weekend, such as
Labor Day. See the Meetings Web page for specific dates, times, and
places.
each month at 7:00 P.M. at the American Legion Post 109 near the
corner of Sahuarita road and Houghton Road. It is the building with the
F-4 Phantom aircraft in front. Exceptions to the meeting dates are when
the monthly meeting would occur during a holiday weekend, such as
Labor Day. See the Meetings Web page for specific dates, times, and
places.
How can I get on the EPOA Board?
Answer: There are two ways to serve on the Board. The first is to be
nominated to fill a vacancy at the annual meeting and be voted on by the
property owners in attendance. Secondly, if a vacancy should open up
mid-term (a member of the Board moves or no longer desires to serve),
then the Board will announce the vacancy and seek property owners
who wish to serve. From among all those who desire to serve, the Board
will vote and the candidate who receives the largest number of votes will
serve the remainder of that term.
nominated to fill a vacancy at the annual meeting and be voted on by the
property owners in attendance. Secondly, if a vacancy should open up
mid-term (a member of the Board moves or no longer desires to serve),
then the Board will announce the vacancy and seek property owners
who wish to serve. From among all those who desire to serve, the Board
will vote and the candidate who receives the largest number of votes will
serve the remainder of that term.
CALL FOR NOMINATIONS: Now is the time to seriously consider
whether you would like to serve on the 2009 EPOA Board of Directors.
Your experience and willingness to serve could be just what our
community needs.
whether you would like to serve on the 2009 EPOA Board of Directors.
Your experience and willingness to serve could be just what our
community needs.
When are the roads maintained?
Answer: The Road Committee submits its yearly requirements to the
Budget Committee. The Budget Committee, in turn, looks at the next
year's projected income and expenditures and recommends how much
of the Road Committee budget to allocate. The total budget is then
presented to the Board, which, in turn, acts on the Budget Committee
recommendations. The final determination, however, rests with the
Entrada property owners and is decided at the Annual Meeting.
Budget Committee. The Budget Committee, in turn, looks at the next
year's projected income and expenditures and recommends how much
of the Road Committee budget to allocate. The total budget is then
presented to the Board, which, in turn, acts on the Budget Committee
recommendations. The final determination, however, rests with the
Entrada property owners and is decided at the Annual Meeting.
Based on funds available, the Road Committee schedules routine
maintenance (grading) and whatever road improvements are deemed
most necessary. The normal maintenance schedule calls for six (6)
grading per year, or about one (1) every other month.
maintenance (grading) and whatever road improvements are deemed
most necessary. The normal maintenance schedule calls for six (6)
grading per year, or about one (1) every other month.
If you encounter a problem on the roads, such as a severely eroded
condition or a potential safety hazard, please contact the Road
Committee and it will be addressed. See the Road Committee Web
page (under Committees) for more on our roads.
condition or a potential safety hazard, please contact the Road
Committee and it will be addressed. See the Road Committee Web
page (under Committees) for more on our roads.
Why doesn't the Violations Committee go out looking for CC&R
violations?
violations?
Answer: The Violations Committee does not exist to patrol
Entrada in search of neighbors violating the rules. However, alleged
violations will be investigated when they are reported to the
Violations Committee; but first they must be reported. To report a
possible violation, call or e-mail the chair of the Violations
Committee (see the Committees Web page) for instructions on
how to proceed. If the violation is confirmed, Section 3.5.1 of the
CC&Rs specifies the action the Board will take. It reads:
Entrada in search of neighbors violating the rules. However, alleged
violations will be investigated when they are reported to the
Violations Committee; but first they must be reported. To report a
possible violation, call or e-mail the chair of the Violations
Committee (see the Committees Web page) for instructions on
how to proceed. If the violation is confirmed, Section 3.5.1 of the
CC&Rs specifies the action the Board will take. It reads:
CC&Rs 3.5.1. NOTICE OF VIOLATION. A Lot Owner, upon written
notification from the Association of a violation of the Declaration or the
Rules of the Board of Directors, shall have thirty (30) days from the
date of the notice of violation to remedy the violation or present a
proposal for a written solution or alternatives to the Board. The Board
shall respond in writing to the written proposal within ten (10) days
from receipt thereof.
notification from the Association of a violation of the Declaration or the
Rules of the Board of Directors, shall have thirty (30) days from the
date of the notice of violation to remedy the violation or present a
proposal for a written solution or alternatives to the Board. The Board
shall respond in writing to the written proposal within ten (10) days
from receipt thereof.
See also section 4.9.2 of the CC&Rs for other possible
owner-initiated actions.
owner-initiated actions.
Remember, the purpose of the rules we live under is to help each of
us maintain a lifestyle in which we can enjoy the peaceful, quiet
desert beauty we moved to Entrada to enjoy. A little bit of common
courtesy will help us all do just that.
us maintain a lifestyle in which we can enjoy the peaceful, quiet
desert beauty we moved to Entrada to enjoy. A little bit of common
courtesy will help us all do just that.
What can be done about pets roaming the neighborhood?
Answer: Sections 4.2 and 4.3 of the CC&Rs discuss the keeping
of animals in Entrada. Sections 4.2.1 and 4.2.1.1 read:
of animals in Entrada. Sections 4.2.1 and 4.2.1.1 read:
4.2.1. Animals. The following types and numbers of animals are
permitted, provided that all such animals are confined by fences or
walls.
permitted, provided that all such animals are confined by fences or
walls.
4.2.1.1. A reasonable number of dogs and/or cats (considered
“pets,” as to not cause a nuisance to neighboring Lot Owners.
“pets,” as to not cause a nuisance to neighboring Lot Owners.
Sections 4.2 and 4.3 also limit the number of animals that are
allowed.
allowed.
If a neighbor is allowing pets to roam freely or otherwise violating
the above CC&R sections, you can do a number of things.
the above CC&R sections, you can do a number of things.
If the neighbor will listen, discuss the matter with them.
You can call Pima County Animal Control, report the situation to
them, and request they act on your complaint.
them, and request they act on your complaint.
You can contact the Violations Committee chair by phone or
e-mail (see the Committees Web page) for instructions on how to
proceed with a formal complaint.
e-mail (see the Committees Web page) for instructions on how to
proceed with a formal complaint.
Remember, not everyone may love "poochie" or "kitty" or "horsey"
as much as you do. Let's all be considerate of our neighbors.
as much as you do. Let's all be considerate of our neighbors.
When do I use a proxy and where do I get the form?
Answer: A proxy allows someone to vote in your place at the
Annual Meeting. Article IX of the Bylaws says this about proxies:
Annual Meeting. Article IX of the Bylaws says this about proxies:
"Any vote of the Membership or the Board of Directors may be by
proxy. Proxies must be in writing and signed by the Owner or
Director, with the proxy being limited to a specific and designated
meeting and any adjournment thereof of the Membership or the
Board of Directors."
proxy. Proxies must be in writing and signed by the Owner or
Director, with the proxy being limited to a specific and designated
meeting and any adjournment thereof of the Membership or the
Board of Directors."
Proxies are most commonly used by persons who wish to vote at
an Annual Meeting but for whatever reasons will not actually
attend the meeting. CAUTION: Make sure the person to whom you
give your proxy has YOUR interest a heart and will vote as YOU
would. Be careful of people with personal agendas.
an Annual Meeting but for whatever reasons will not actually
attend the meeting. CAUTION: Make sure the person to whom you
give your proxy has YOUR interest a heart and will vote as YOU
would. Be careful of people with personal agendas.
Click on Proxy Form link(s) below to download a proxy for the 4
January 2010 Annual Meeting.
Proxy Form (,doc file)
Proxy Form (.pdf file)
Proxy Form (.txt file)
January 2010 Annual Meeting.
Proxy Form (,doc file)
Proxy Form (.pdf file)
Proxy Form (.txt file)
What is Entrada's Conflict of Interest Policy?
Answer: At the 2 April 2007 Board of Directors Meeting, the
following Conflict of Interest Policy* was adopted unanimously:
following Conflict of Interest Policy* was adopted unanimously:
Resolved that this Association shall communicate to volunteers and
Board Members the Association’s policy on Conflict of Interest. The
Association’s policy on Conflict of Interest is that personnel in a
position of trust are not related to each other; all transactions in
behalf of the Association between Board Members and companies
affiliated with or acting as major customers of such Board Member
are adequately controlled by the Board by obtaining a minimum of
two competing written bids from the other sources and that all such
transactions are properly disclosed and recorded in the minutes of
the Board Meetings. Such transactions shall be only in the normal
course of business and approved by a majority vote of the Board of
Directors as long as Board members notify the Board in advance of
a relationship.
Board Members the Association’s policy on Conflict of Interest. The
Association’s policy on Conflict of Interest is that personnel in a
position of trust are not related to each other; all transactions in
behalf of the Association between Board Members and companies
affiliated with or acting as major customers of such Board Member
are adequately controlled by the Board by obtaining a minimum of
two competing written bids from the other sources and that all such
transactions are properly disclosed and recorded in the minutes of
the Board Meetings. Such transactions shall be only in the normal
course of business and approved by a majority vote of the Board of
Directors as long as Board members notify the Board in advance of
a relationship.
*The April 2007 newsletter incorrectly reported that ARS (Arizona
Revised Statutes) 38-503 had been adopted.
Revised Statutes) 38-503 had been adopted.
Being a considerate neighbor is very important!
There is no substitute for courtesy!
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Annual Assessment Payment Options
Vangarde Association Management
P.O. Box 17750
Tucson, AZ 85731
P.O. Box 17750
Tucson, AZ 85731
Vangarde can be reached at (520) 750-0422 or at vangardemgmt@yahoo.com.
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