Frequently asked questions.
AVHOA response time for replies to homeowners concerns or complaints?
Please allow 5-7 business days for initial response.
Who is responsible for Isles homeowners storm drainage in courtyard shared driveways?
Each Isles cluster lot has 4-6 homes within the cluster that share a driveway. All Isles homeowners within each cluster lot share any maintenance costs, equally, that is associated with the maintenance of the storm drains within their shared cluster driveway (Please see: Storm Drainage Agreement in phase 3 and 7 of the Covenants.) Isles homeowners must work together and schedule/collect payment for maintenance. The HOA association DOES NOT assist. If a homeowner refuses to help pay for the cost of the maintenance, please notify the association to file complaint.
Who enforces Residential Guidelines?
The Board of Directors enforce the guidelines. The Board has the option to enforce all rules or elect to enforce parts of the guidelines as long as the rules are enforced equally within the HOA. This can change from Board to Board. Each Board should post the guidelines for the current year(s) that inform homeowners what expectations are.
For 2025 the Board will make a determination at the 03/25/25 Directors meeting and will post on the “Documents” Page. All homeowners are currently responsible for the standard set of guidelines as all times.
If my personal mail box key is not working and the lock is jammed, can the HOA assist with repair?
The proper steps is to inform the main post office in Eugene and request for them to send a tech out to replace the individual lock. This process can take up to 3-4 weeks or longer.
Who is responsible for the Isles backflow testing?
AVHOA.
Who is responsible for Classics backflow testing?
Classic Homeowners
Who is responsible for homeowners front yard maintenance?
Per legal: Classic and Isles homeowners
Who is responsible for Isles: Easements of Enjoyment maintenance?
Per legal: Isles homeowners
Who is responsible for Isles front yard and park strip irrigation maintenance and repair?
AVHOA
Who is responsible for Classics front yard and parkstrip irrigation maitenane and repair?
Classic homeowners
Who is responsible for park strip trees maintenance?
City of Eugene. There is no set schedule. Private homeowners must call the city to complain and request maintenance. AVHOA does not assist.
Who is responsible for street leaf clean up from trees in park strips?
City of Eugene comes twice per year usually in December. Otherwise it is suggested that homeowners proactively work together to remove.
Who is responsible for tree maintenance on Praslin and Avalon that is listed as common property?
AVHOA
Who is responsible for the maintenance of neighborhood mail boxes?
AVHOA
How long does it take to complete maintenance projects that the HOA is responsible for?
It is a lengthy process. Once the HOA receives inquiry. The BOD must schedule and receive a bid(s). Sometimes up to 3 bids if contractors respond back. If there is enough money for the repair in the budget, the BOD standardly waits for the next scheduled meeting to vote to approve. Once approved it can be scheduled to be completed. In emergency situations, if the cost is less than $2K the president of the BOD can solely make the decision to approve but must go through the bid process and usually uses a contractor that the HOA has an established relationship. Non emergency items can take up to 120 days to complete.
How many board meeting does the HOA conduct each year?
AVHOA conducts 4 Director Quarterly meetings per year and 1 Annual Meeting of the homeowners. One of the Quarterly meetings is the Annual Meeting of the Directors. Quorum of the Directors is needed to conduct each meeting of directors. Directors may use a proxy to be represented by another board member in place for their presence and voting purposes. Quorum of the homeowners is needed to conduct the annual homeowners meeting.
What constitutes legal quorum and voting rights?
Quorum is the minimum number of members of the board or its members that must be present at any of its meetings to make the proceedings of said meeting valid.
At directors meeting the quorum is set during the the annual homeowners meeting of electing new board members and is required to be maintained until the next annual meeting of the homeowners. Quorum minimum for AVHOA is set at 3 directors up to 10 directors. Quorum is reached at 50% of the total number plus 1. Example: If there 6 directors. Quorum is set at minimum of 4 directors. The BOD can appoint new members to the board to maintain quorum as necessary throughout the year at any of the director meetings. If quorum is reduced to less than 50% plus 1. The board will need to wait until the next meeting or conduct a special meeting to appoint new board members. All homeowners can choose to apply at that time.
At director meetings, directors vote. Homeowners have option to be present. Special Meetings or Emergency Meetings are not standard meetings and can be called by the board to conduct business in between the standard meetings. Homeowners may or may not be able to be present based on certain criteria being addressed during meeting.
Homeowners meeting require 20% quorum which (2024) 74 homeowners of AVHOA to constitute quorum to be able to conduct the annual meeting of the homeowners. At these meetings homeowners vote (standardly hold the yearly director election). Homeowners may use a proxy (allowing said homeowner to be absent) but represented by another member for their presence and for voting purposes. Directors do not vote and quorum is not required for the directors.
Can homeowners proxies be used during director meetings?
No.
What items do homeowners vote on during homeowner meetings?
Homeowners vote to elect re/elect board members. Homeowners do not vote who becomes president, secretary, or treasurer. This is completed at the next scheduled meeting of the directors and appointed by directors.
Homeowners also vote to update or change AVHOA Covenants. Please refer to Covenants and Bylaws for the different quorum requirements and percentages that constitutes a majority needed for such changes. Some of the percentages are listed in AVHOA Covenants and the Bylaws however, OR law provides other specified percentages for uncommon changes. Usually the board will have legal recommendation to ensure proper percentages are being recognized and followed. If the proposed changes are approved by the association membership, proper filings with the court and recordings with Lane Co. are required to be filed in order for the change to become legal and recognized by AVHOA.
What items do directors vote on?
Directors vote on but not limited to annual budgets, special assessments, unforeseen maintenance items throughout the year and what vendors the board will use to conduct maintenance requirements of the common property for AVHOA and who the property management that will be used if needed. They also vote if legal representation is needed in order to ensure that AVHOA is in compliance with the law and to protect the BOD and homeowners from legal risk or litigation.
Do homeowners have a right to know what the attorney is advising the BOD?
No. The BOD receives attorney client privilege and is given advisement on what to disclose to the homeowners to protect the homeowners and the BOD from legal risk and litigation. The BOD can also decide what to release to its’ members.
Does Metco Realty Property Management regulate the board of directors?
No. The property management company is an employee of AVHOA and helps with administrative needs as directed by the board.
Can the BOD vote to add new resolution to Covenants and Bylaws?
Yes. As long as the resolution does not conflict with the original covenants and bylaws. BOD’s cannot change the covenants or bylaws on their own by a majority vote. A homeowners meeting needs to be held and depending on the subject requires different ownership quorum and percentages of majority to pass. The changes are not effective or legal until they are approved by courts and filed with lane county records.
What happens if the BOD makes a mistake in conducting/posting proper agenda’s, meeting, and minutes?
At the next scheduled appropriate meeting classification the board can ratify or amend errors.
What are all the common properties AVHOA is responsible for using common funds to maintain?
Common property listed in AVHOA Covenants as tracks A-F (swales on Avalon (2), All 4 monument signs entering and exiting Praslin Rd, wetland tracks (3). All wetland signage.
All Isles irrigation, including irrigation in the parkstrips, common water meters, common sprinkler control panels, common address plaques.
All Classics park strips maintenance excluding irrigation.
Can the board enforce design guidelines differently between Isles and Classics?
No. One neighborhood cannot benefit more than the other. The board however can elect to enforce certain criteria and let others go unregulated unless a specific complaint is made by an adjoining neighbor from side to side and in back of homeowners lot. If this is the case, the board would be forced to address the complaint and adhere to the rules and regulations. This may change with every new board. It is at the board’s discretion if there aren’t any formal complaints. It is encourage that homeowners get permission from all surrounding neighbors if they wish to put up anything within their lots, front or backyard that is not approved in the guidelines to avoid formal complaints.
Can a homeowner ask for exceptions outside of the residential guidelines?
It is rare that an exception would be made by the board unless the it is in compliance with Fair Housing Disability protections. One homeowner cannot benefit or be treated differently than another homeowner.
Is the AVHOA Facebook group page a standard form of communication the BOD uses to inform homeowners of events and updates?
No. The FB group page is not a standard form of communication to keep homeowners up to date. It is at the discretion of each board member if they elect to respond to any posts or make posts themselves. None are required to. Homeowners are directed to use proper forms of contact: email inquiries, call Metco directly or check AVHOA website.
What is the ARB (Architectural Review Board) and what do they do?
All BOD’s shall serve also as an ARB and shall use the same quorum and voting requirements and a single set of bylaw in both roles as BOD’s and ARB’s. Covenants 4.7; 4.7.1; 4.7.2.
Why did the BOD stop recognizing the “Best Practices” Resolution/Recital?
The BOD was informed by attorney, Mike Vial, that the BOD does not possess the power to create or enforce a Resolution or Recitals by majority vote of the BOD that conflicts with the original Covenants.
If there is a question a homeowner would like to be addressed please submit questions via email. Not all questions make it to the FAQ page and is at the discretion of the board.
This page is updated periodically throughout the year. Newly acquired questions may take some time to show up on this FAQ page.