Page 10 - HMS -- Windward RFP -- updated 2017-04-19 1502

6. Architectural Control Process
As an aging community, Windward anticipates an ever increasing focus on Modification
Requests and covenant enforcement items. In 2016, Windward processed over 800
Modification Requests and issued another 800 first-time letters for covenant violations.
WCSA is open to suggestions for improving or replacing our process for Modifications &
Covenant Violations.
Response: While HMS appreciates the number of letters and requests identified above,
HMS typically processes over 2,500 such communications each month. HMS can readily
process the annual volume required by Windward.

At present, our process is as follows:
Response: HMS can replicate the existing process through CINC, or through SmartWebs.
a. Modifications (Management Staff receives & manages all phone/email contacts):
i. Owner submits application request for any non-routine maintenance item on the
home exterior or yard;
ii. Once application checked for completeness, data is uploaded (scanned or
transferred) into tracking software (presently using SmartWebs); Response:
Through CINC database
iii. Landscape, Architectural and/or Color Consultants are notified of the application;
iv. Within 1 week, Consultants submit report in their area of expertise. This is uploaded
into database;
v. All items are added to the bi-weekly Committee agenda with name, address & one-
or two-word description. Some items are approved directly by Consultants, in which
case, approval notice is sent to Applicant;
vi. Committee members review, discuss and decide on the remainder, and
Management staff records Committee decisions and sends approval, conditional
approval or denial letter to applicant;
vii. Records are tracked, 90 day follow ups arranged, and project finalized & filed upon
completion.
b. Covenant Enforcement – At present, our process is as follows: Response: HMS can
replicate the existing process through CINC, or through SmartWebs.
i. Community divided into 4 quads with one quad inspected each week (4 inspections
per month – Courtesy letter with photo sent for any violations noted
1. All community inspections should be conducted on Tuesday or Wednesday of each
week since trash days occur later in the week.
ii. Independent contractor follows up by quad within 14 days, with “stage 1–violation”
letter with picture sent
iii. Second Follow up at the time of the next re-visit to each respective quad (usually the
5th week) with “stage 2 – violation” letter with picture sent
iv. Third Follow up 10-14 days later with “stage 3 – fines begin @ $25/day” letter with
picture
v. Fourth – sixth follow up – no new letters, but notes to file with pictures if no action –
Covenants Committee begins monitoring all Stage 3 situations
vi. Stage 4 letter (assigned to Attorney within 10 days) sent when accumulated fines
reach $2,000

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