Policy Resolutions
PR 1-19 Flagpole Rules and Regulations: Erection of a free-standing flagpole in one’s yard requires prior approval by the Architectural Control Committee (ACC). Flag size, placement on lot, and other requirements are detailed.
PR 1-20 Renewable Energy Devices: Details requirements pertaining to the placement of either passive or photovoltaic solar energy panels/systems. Prior ACC approval is mandatory. Owner has to obtain all necessary legal permits, including any necessary engineering and building code-related inspections and permits.
PR 1-23 Commercial Activity: Reaffirms that only those commercial activities consistent with a “home office” and meeting applicable City of Salem requirements may be considered for HOA board approval. Prior board approval is mandatory. The PR details the application procedure and defines circumstances under which approval may be later withdrawn.
PR 1-25 Board Action re Aggravated/Urgent Violations: Defines “aggravated” and “urgent” violations and describes the procedure the board must follow before the board approves hiring a vendor or other third party to carry out necessary maintenance or other mitigation of a hazardous condition on a particular lot. The owner of the lot has to be given notice and an opportunity to be heard before the board makes its decision.
PR 2-19 Rules Enforcement Policy and Procedures: Details what goes into a resident-generated violation report, then sets out a procedural flowchart for CCR-enforcement steps. It authorizes the imposition of a fine if there is a repeat of the same violation within a 180-day period. A schedule of offenses and corresponding fines is also set out, as is the process for obtaining a CCR-related board hearing.
PR 2-20 Use of Legal Counsel: Describes the requirements for the HOA to hire an attorney/law firm and sets out criteria for when and how such legal counsel may be used by the HOA board.
PR 3-19B Maintenance and Appearance Standards: Provides detail on what are the appearance and maintenance standards mentioned in CCR sections 7.2 and 9.2; reaffirms requirement of obtaining ACC approval for projects that significantly (“materially”) affect the appearance of a property. Among topics covered are exterior lighting, trees, animals, screening of items, construction, seasonal decorations, sidewalks and driveways, and play, sports, and other equipment.
PR 3-20 Standing Committees: Describes the composition and function of four HOA committees: Architectural Control Committee, Common Maintenance Area Committee, CCR Enforcement Committee, and Welcome Committee.
PR 4-19 Long-Standing Violation Enforcement Procedure: The steps and criteria are set out for the board to verify whether a purported CCR violation is a “long-standing situation” such that the Board might deem it exempt from regular CCR enforcement. No definition is provided for what might constitute a “long-standing” period of time.
PR 4-20A Annual and Other Assessments, Late Charges, Fees, and Interest: Sets out a timeline for payment of annual assessments and specifies when late charges and interest accrue. The PR similarly explains the accrual of fines (which are a type of assessment) and their invoicing. PR refers to various legal remedies in the event of nonpayment.
PR 5-19A Architectural Standards and Guidelines: The criteria used by the ACC to evaluate projects is explained. ACC approval is needed for any project that makes a significant change in appearance to either the landscaping or exterior appearance of any dwelling or other structure. Approved roofing and siding materials are described, and a list of approvable exterior finish colors (based on Sherwin-Williams’ color palette) are provided. NOTE; The ACC must review a proposed paint color before painting begins, even if it is on the list of approvable colors.
PR 5-20 Real Estate Transfer Fee: Provides for the payment to the HOA of a $150 title transfer fee upon any transfer of title. The board, by majority vote, may adjust the amount of the transfer fee as appropriate.
PR 6-19 Commercial Vehicles: Confirms general HOA regulations regarding parking of commercial vehicles. Describes characteristics of commercial vehicles that are to be taken into consideration when determining whether a particular vehicle violates HOA rules. Daytime parking of commercial vehicles used for a construction project at an HOA owner’s house are exempt from these rules. The HOA board may, for sufficient reasons, approve driveway parking of a commercial vehicle.
PR 6-20 Collection Procedures: Board approval is required before any of the collection procedures (liens, small claims, etc.) are initiated to collect any kind of unpaid assessment(s). Four specific collection remedies are described: lien foreclosure, small claims filing, wage garnishment, and referral to collection agencies.
PR 7-19 Walks and Driveways: Requires that “75% of all walks and drives” be composed of exposed aggregate concrete, unless otherwise approved by the ACC. Parking pads and walkways behind a fence need not meet this standard.
PR 7-20 Expense Payment Procedures: The HOA treasurer is responsible for administering the HOA’s financial accounts, under board direction. Board members incurring authorized expenses (e.g. on behalf of committee or other HOA-related work) must submit a request for reimbursement. Payments of over $1,000 require prior approval of the HOA president.
PR 8-19 Screening Requirements: Indicates that “equipment” includes tools, barbeques, toys, and other household or maintenance-related items. Trailers and RVs may be parked on the street or driveway for no more than three days straight to load, unload, and/or clean. “Screened” means hidden from ground-level view from the public street and other homeowners.