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THE LEGAL TEAM

COMMITTED TO ASSOCIATION LEADERSHIP AND MANAGEMENT

News & Blog

Strategies for Dealing with Noise Problems

Noise Problems in your community? Let’s go over strategies on how to deal with them.

Strategies for Dealing with Noise Problems - PeytonBolin

When people are relaxing in their homes, the last thing that they want to deal with is loud noises coming from a stereo blaring in a neighbor’s apartment, people yelling in the common areas, or someone revving their motorcycle engine in the parking lot at three o’clock in the morning. People want peace and quiet, and they have a right to expect it in their homes. While it’s not possible to eliminate all noise from a complex, there are some ways to help in dealing with noise problems, which will reduce the amount of complaints that come into the HOA board.

Make It Part of the Rules

When drafting the rules of the HOA, it is very important to address the problem of potential noise. Make sure that you have rules in the documentation provided to all homeowners regarding proper noise levels. For example, many HOAs will have regulations stating that after a certain time of night, such as midnight, the noise levels need to be at a low level so people can get to sleep. This means no loud parties by the pool, and no revving of motorcycle engines. It is essential to stress the importance of being respectful to others in the community.

Being Reasonable

Of course, when drafting noise regulations, it is important to understand that “noise” means different things to different people. Some will complain if they can hear anything outside their windows after the sun goes down. Others won’t bat an eyelash at a loud stereo in the evening. It is necessary to take subjectivity into account when it comes to dealing with noise in the complex. If a family has a new baby that’s crying, that noise is far different from the family with a teenager who throws loud parties every time his parents leave town for a couple of days.

Taking Action

The first step is to contact the homeowner responsible for the noise. Often, you will find they were not even aware that they were being loud. This will take care of the problem in many cases. However, there always seems to be that one homeowner who simply doesn’t care that he or she is loud, and will do nothing to curb their behavior. In those cases, it is time to take further action, which can include fines. Of course, the fines need to be detailed in the regulations. This would be similar to any fines imposed for things such as not adhering to the complex aesthetics, keeping items on the porch, etc.

If the noise violates any local ordinances, you can also mention to the homeowner that their level of noise is actually against the law. Don’t threaten them; just inform them that their neighbors could call the police with a noise complaint.

Building a Closer Community

Another out of the box way to help deal with noise problems is to do things that facilitate the neighbors getting together. Community barbeques in the summer are a good example. Once the neighbors get to know one another, it will be easier for them to talk to each other if they have a noise complaint rather than going right to the HOA.

Noise complaints are not fun for anyone. It is a pain for the homeowner affected, as well as the board when they have to intervene. However, it is best to take action as quickly as possible so that you don’t have to handle additional complaints. Use the tips in this article to help you reduce and manage the noise complaints within your association. For further advice on how to create the rules and have your community follow them, contact us today.

Partner Jane Bolin is Featured Mentor at South Florida’s Bizwomen

At PeytonBolin, we are proud to announce that our  founding Partner, Jane Bolin, was the featured Mentor at South Florida’s Bizwomen Mentoring on Monday, March 30, 2015.

 

Jane Bolin - Peytob BolinJane Bolin, an active entrepreneur and Founding Member of real estate law firm PeytonBolin, will draw upon her deep business acumen to help advise fellow South Florida women at this unique networking and mentorship event.

Jane F. Bolin, Managing Partner and CMO of leading community association law firm PeytonBolin (http://www NULL.prweb NULL.net/Redirect NULL.aspx?id=aHR0cDovL3d3dy5wZXl0b25ib2xpbi5jb20v), will be one of 40 elite, South Florida female mentors featured at the upcoming Bizwomen Mentoring Monday (http://www NULL.prweb NULL.net/Redirect NULL.aspx?id=aHR0cDovL3d3dy5iaXpqb3VybmFscy5jb20vc291dGhmbG9yaWRhL2V2ZW50LzEyNjE4MSNldmVudERldGFpbHM=) on March 30. Bolin, who is very active in the local community, was selected as one of the area’s most influential business women to participate in this one-of-a-kind mentoring event.

Sponsored by the South Florida Business Journal and focused on helping women succeed in the workplace, this casual, yet fast-paced breakfast event will offer participants one-on-one coaching sessions with Bolin and her fellow mentors. The South Florida event is one of 43 Bizwomen Mentoring Mondays taking place all across the country.

At PeytonBolin, Jane’s practice is focused on association law and real property litigation. She received her B.A. in political science from Radford University, a master’s in sports management from the United States Sports Academy, and her juris doctorate from St. Thomas University School of Law.

Jane is also an entrepreneur, dynamic speaker, business coach, and a leader. Incredibly passionate about business development and entrepreneurship, Jane has worked with the Entrepreneur’s Organization of South Florida Accelerator program, is the President and a board member of the Entrepreneur’s Organization of Central Florida, and serves as an executive committee member on the Entrepreneur’s Council of the H. Wayne Huizenga School of Business at Nova Southeastern University. Additionally, she develops and teaches the Mastering the Business of Your Association™ curriculum and is part of the team at Townsend Consulting Group as a productivity and performance coach.

Also active in her surrounding community, Jane is a board member of the Children’s Diagnostic and Treatment Center and Khushi Hona. She also coaches women’s rugby and previously served as president of the Asian Pacific American Bar Association.

“It’s such an incredible and humbling opportunity to be selected as a mentor for South Florida’s Bizwomen Mentoring Monday,” said Jane Bolin. “Giving back to the community and entrepreneurship are two major passions of mine, and this combines both into one incredible event. I am so grateful to be able to share my success stories and lessons learned to help positively impact the lives and careers of other South Florida women.”

Peyton Bolin is a Florida-based, full-service real estate law firm concentrated on the practice of community association law. The firm recently received the top distinction of a Platinum Level Readers’ Choice Award for legal services from the Florida Community Association Journal.

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How To Get and Keep Your Documents in Order

Homeowners’ Associations, if they hope to run an efficient organization, have a large number of documents they must keep in proper order.

How To Get and Keep Your Documents in Order -  PeytonBolin

They regularly work with these documents so keeping them in order ensures accessibility. However, actually to keep your documents in order is not always quite as easy as one might hope. Fortunately, there are some things that you can do to change that. Let’s look at some of the best ways to get your documents in order and how to keep them there.

Paper Documents

You need to have a filing cabinet for your paper documents, and you must keep separate folders for each type of document. For example, you could have one drawer for services used by the complex. Inside the drawer, you would have individual folders labeled for landscaping, pest control, etc. Each of those folders would contain only documents specifically related to that service. If you work with multiple companies for a single service, then you would need to have a separate folder for each of the companies. Organization is essential to keep your documents in perfect order.

Digital Documents

Chances are good that you also keep digital documents. Again, use the folder system above; just translate it to the digital space. Each service and provider would receive a separate folder. It is best to create a naming convention for the files, and then use it for all of them. This will make it much easier for you when locating specific files and documents in the future.

Keeping the Files

When you have paper files, make sure that you keep them in a locked, fireproof cabinet. Additionally, you will want to have duplicate copies kept at another location in the event of a disaster, or in case you lose some of the paperwork. Making digital copies of your files and storing them in the cloud is another good option, as it ensures a backup is always available.

Replace Missing Documents

What happens if you discover that you are missing documents? If you haven’t yet implemented your backup system and you are not able to locate certain pieces of paperwork, you need to do your best to replace them. If it is a bill from a service company, chances are good that you can contact the company and ask them to send a copy of the invoice for your records. You should be able to replace most lost documents this way.

Limit the Access

While you might have a great system in place for keeping your physical documents in order, and you might have your digital copies organized and named perfectly, you could still have a problem. If too many people have access to the files, without going through proper channels, things can become disorganized and lost very quickly. By limiting who has access to the files, you can reduce the chance of this happening.

Although it might seem like quite a bit of work and hassle, once you have your system in place – and you ensure things are kept in order – it’s not that bad. It becomes even easier to keep documents in order once you do it the first time. It is important that you keep your document system current and that you train anyone who has to use the files so they stay organized.

Even when you have a quality document keeping system for your association, you should still conduct audits, at a minimum of every quarter, to ensure compliance. Those who are part of a relatively small association may be able to do this on a monthly basis. Getting and keeping your documents in an organized system will save time and hassle now and in the future. At PeytonBolin we make sure to give you the best tips and information on how to run your Homeowner Association running at its best. Contact us today to get your HOA in order.

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Collecting Delinquent Assessments

How to stay on top of the challenging task of collecting delinquent Assessment for your Association

 

Collecting Delinquent Assessments - PeytonBolinHomeowners’ Associations have to face a number of different problems and issues on a regular basis in order to ensure the complex is running nicely and smoothly. Keeping up with everything can be a real chore, and it’s not always possible to give everything the weight it deserves. However, if you fall behind, it means that the complex will be on a slow but steady downhill slide. One of the areas where it is very important to stay on top of things is the collection of delinquent assessments. Yet, from what we’ve seen, this is one of the areas where HOAs tend to falter the most!

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Why Do Associations Need Reserves?

The reasons why associations need reserves in their budgets.

Why Do Associations Need Reserves -  PeytonBolin

Reserves are extremely important for any homeowners’ association, as there is always the possibility of a large and unexpected expense cropping up. Consider your property and all of the things that could potentially go wrong. What would you do if the pool had a crack in it? What would you do if there were a sudden infestation of pests on the grounds, or if there is a leak in the fitness center? The HOA needs to have money to take care of these repairs quickly and efficiently. If you don’t have a large enough reserve, it could be disastrous. You can think of the reserve as a rainy day fund for the HOA.

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Running an Effective Monthly Meeting at Your HOA or Condo Association

Tips to Run an Effective Monthly HOA or Condo Association Meeting

Running an Effective Monthly Meeting at Your HOA or Condo Association -  PeytonBolin

All homeowner’s associations have meetings, but often those in charge do not take the meetings quite as seriously as they should. It’s not to say there can’t be some casual elements and some fun to the meetings. However, it’s important to remember that running a quality condo or HOA is akin to running a business. Once you understand this, you will find that it often becomes much easier to have meetings that are actually effective and that have higher attendance numbers. Running an effective monthly meeting can lead to so much more than a great community.

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How to Get Residents More Involved in Your Community Association

Tips for community associations to get more residents involved

 

How to Get Residents More Involved in Your Community Association

In order for a homeowner’s association to work to its full potential, it needs to have the help of the entire community. However, that can be very difficult for a large number of the HOAs out there to get residents more involved in your community association. Often, the homeowners in the community have very little if anything to do with the association, and that’s really a shame. Sometimes, the owners aren’t actually apathetic about getting involved with the community and the HOA. Sometimes, they may just don’t know how to do it. You can make a change to this lack of participation though, and it might not be quite as difficult or time consuming as you might imagine at first.

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Benefits of Using a Property Management Company

Are you involved with a condominium association or a homeowner’s association (HOA)? If so, then you might be wondering about the possibility of hiring a property management company.

A great property management company can help to improve the quality of a community, and can help with a host of various elements, such as collection of dues. These types of management companies are helpful for individual homeowners as well, and can offer a wealth of different benefits.

Benefits of Using a Property Management Company - PeytonBolin

What Can a Property Management Company Do for the HOA?

Property management companies are able to handle many of the day-to-day responsibilities of running a community. High quality management companies can provide help with the following:

 

  • Collection of dues from homeowners
  • Assessment of late fees
  • Documentation of payment
  • Communication with homeowners who are delinquent in payments
  • Provision of statements
  • Preparation of annual budget
  • Choose and supervise maintenance and repair of common areas
  • Enforcement of policies and rules

 

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PeytonBolin Receives Readers’ Choice Award for Legal Services

Leading Real Estate Law Firm PeytonBolin Honored with Platinum Level Readers’ Choice Award for Legal Services from the Florida Community Association Journal

For the second consecutive year, the PeytonBolin law firm has received a Readers’ Choice Award for Legal Services from the Florida Community Association Journal (FLCAJ). PeytonBolin was also the only firm to receive the top distinction of a Platinum Level award at the ceremony on January 15.

Readers' Choice Awards

PeytonBolin was the only law firm to receive a top-tier Platinum Level distinction in the Readers’ Choice Award for Legal Services from the Florida Community Association Journal (FLCAJ). While this is the first time the firm has achieved Platinum Level, this is the second consecutive year it has been honored with the Readers’ Choice Award.

Voted on by fellow service partners, community managers, board members, clients, and readers of the Florida Community Association Journal, the prestigious accolade was presented to PeytonBolin at FLCAJ’s and the Florida Community Association Professionals’ Conference & Expo “The Show” (http://www NULL.theshowfl NULL.com/wpb/index NULL.cfm) held at the Palm Beach County Convention Center on January 15.

“It is such an incredible and humbling honor to receive this esteemed award for the second year in a row,” said PeytonBolin managing partner and CMO Jane Bolin, PL. “At PeytonBolin, we make it a priority not only to provide superior service to our clients, but also to help advance the industry itself. We want to express our deep appreciation to everyone who voted for us, and sincerely thank FLCAJ for continuing to sponsor these awards and The Show.”

FLCAJ’s Readers’ Choice Awards (http://www NULL.fcapgroup NULL.com/flcaj/readers-choice/) are one of the primary services of the magazine. Their purpose is to spotlight the best of the best in the industry, highlighting companies that demonstrate an outstanding level of proficiency, reliability and integrity.

A full-service real estate law firm focused on the practice of community association law, PeytonBolin’s continued recognition for this award is a testament to the fact that the firm strongly exemplifies these characteristics. PeytonBolin’s entire staff operates as a team to provide clients with the highest quality service, and the firm is committed to providing resourceful, knowledgeable and consistent representation for associations and individual owners.

About PeytonBolin

PeytonBolin, PL is a Florida-based law firm headquartered in Fort Lauderdale with offices in Orlando, St. Petersburg, Tampa (by appointment only), and West Palm Beach (by appointment only). PeytonBolin is focused on the practice of Community Association Law, providing legal services to associations and individual owners.  Partnering with condominium and homeowner associations throughout Florida, PeytonBolin PL provides collections services, covenant enforcement, and guidance to boards to successfully manage their community affairs. Representation for both associations and individuals encompasses the key areas of insurance, construction, contract disputes and debt collection. At PeytonBolin, we are committed to practicing law in a way that is refreshingly unique – always accessible and never pretentious. Obtaining our clients’ objectives in the most strategic, creative and economically efficient way possible is our highest priority. PeytonBolin, PL was named as the only Readers’ Choice 2014 platinum level law firm for Legal Services in Florida (its highest ranking) by the Florida Community Association Journal.  This is the second Readers’ Choice Award for Legal Services PeytonBolin has received.

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Professional Community Association Organizations in Florida

We’ve put together a resource guide of professional associations that serve community associations in the state of Florida.  Each of these organizations offer ways to stay informed about critical issues in your city and county and also opportunities to interact with others.

Professional Community Association Organizations In Florida - PeytonBolin

The Broward Coalition:

Time of Service: Over 25 years
Members: 200+ Organizations and Individuals
Serving county Broward County
Meeting details 2nd Friday of the Month at 11:00 A.M. At Florida Medical Center
Dues $10 – Organizations / $15 – Individuals (annually)
Contact Charlotte Greenbarg: dellophobe@bellsouth.net (dellophobe null@null bellsouth NULL.net)Or Mary Macfie at 954-336-3335
Website www.browardcoalition.org (http://www NULL.browardcoalition NULL.org/)

Building Associations Managers

Time of Service: Over 24 years
Members: 96+ members
Serving county Volusia County
Meeting details 2nd Monday of the Month at 6:00 P.M.At Palmetto Club in Daytona Beach
Dues $75 – Organizations / $100 – Individuals (annually)
Contact Mort Sprentall at 386-426-1854 or bamcam@bellsouth.net (bamcam null@null bellsouth NULL.net)
Website www.buildingassociationmanagers.com (http://www NULL.buildingassociationmanagers NULL.com/)

Building Managers International

Time of Service: Over 40 years
Members: 400+ members
Serving location: All Florida Counties
Meeting details Times and locations differ according to local chapters – see website below.
Dues $150 – Multi chapter $50 each chapter, Statewide membership $350 – $25 processing fee applies to all new applications.
Contact Nancy Hill at 941-426-1433 or nh.bmi@verizon.net
Website www.bmintl.org (http://bmintl NULL.org/)

Community Associations Institute-Gold Coast Chapter Continue Reading…

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