Frequently Asked Questions
Organization and Governance
Association
property
Roads, Signs and Streetlights
Architectural
Review Committee and Exterior Changes
Other Use
Restrictions
Membership and
Dues
Governance and Management
Elections
and Meetings
How to get
involved
Other Questions
Organization and Governance
Q. What is the Valley Lakes Community
Association?
A. The Association is a Non-Profit
Corporation created to manage and enforce the Covenants, Conditions,
Restrictions and Easements (Governing Documents) that govern all homes and
property in the Valley Lakes Subdivision of Round Lake.
Q. What are these “Governing
Documents”
A. The Governing Documents are deed
restrictions on all property within Valley Lakes. These deed restrictions govern
what can and can’t be done within Valley Lakes in respect to the appearance and
maintenance of all property as well as required maintenance the members are
responsible for on all non-privately owned (Common) property.
The “Governing Documents” consist of the
following documents:
Declaration of Covenants, Conditions,
Restrictions and Easements for the Valley Lakes Community
(commonly referred to as the CCR’s)
This is the primary document which is legally
binding on all property as defined in the document. This document defines the
property that it governs, what rights and easements are granted, the formation
and authority of the Community Association, Assessments, Maintenance and repair
requirements, the Architectural standards and procedures for control, insurance
requirements and other administrative and technical provisions. Changes to this
document require approval of 67% of all homeowners.
By-Laws of the Valley Lakes Community
Association
This document further defines the organization
and structure of the community association, how, meetings are called and
handled, and how the association will conduct its business. Changes to this
document require the approval of 67% of all homeowners.
Rules and Regulations of the Valley Lakes
Community Association
This document, adopted by the Board of
Directors, further governs easements and permitted activities. Additionally,
this document defines the fines and procedures used in the case of violations of
the rules and regulations. This document may be modified by the Board of
Directors at any time. Proper notice is required if changes are made.
Architectural Standards of Valley Lakes
This document defines the standards and
guidelines for the appearance of Valley Lakes, in addition to defining the
procedures used for making an application for improvement, this document defines
what is subject to approval and what restrictions and conditions apply to other
items not subject to prior approval. This document is maintained by the
Architectural Review Committee and changes to it may be adopted by the Board of
Directors at any time. Proper notice is required if changes are made.
Q. Doesn’t the Village have zoning
and municipal ordinances that govern that kind of thing?
A. Yes, in many cases the restrictions
in the Governing Documents are similar to local, state and federal laws.
However, the Governing Documents apply above and beyond and supersede these
laws, regulations and ordinances. They may not however, contradict any of these
outside regulations.
Q. Do I have to follow these
“Governing Documents?”
A. Yes. All homeowners who accept title
to property within Valley Lakes agree to be bound by these covenants.
Q. I didn’t get a copy of the
covenants when I bought a home here. Why not?
A. If you bought a home directly from a
builder, they were required under contract to furnish you with a copy of the
covenants and other governing documents. If they did not, you should contact
your builder. If you bought a home from a previous owner, a title search should
have turned up the deed restrictions in place on the property. The deed
restrictions recorded on file would have indicated the name of the Association
and the managing agency. The previous homeowners should have also been required
to turn over copies of the deed restriction documents, but unless the buyer
requires this, it is sometimes not done.
Q. I don’t have a copy of the
Governing Documents, where can I get one?
A. Copies of the governing documents are
available from the Association Management office or are available online at the
Associations website.
Association property
Q. What are “Common Areas”
A. Valley Lakes’ appeal and charm come
in part from substantial portions of our subdivision which were designated prior
to construction as 'Common Open Space' for the joint enjoyment of all Owners.
All Owners have shared nonexclusive rights to enjoy these areas. Common areas
consist of the landscape buffers around the entrance signs and along Valley
Lakes Blvd., Prairie Trail, Nipppersink and Wilson Roads. It also includes the
landscaped areas around the detention ponds, the detention ponds, and all
wetlands with the exception of the main wetland north of Nippersink and East of
the subdivision. Total property includes approximately 400 acres 24 ponds and 5
wetlands.
Q. Can anything be developed in the
wetlands?
A. Probably not. Regardless of who owns
the wetlands, just about any activity to improve or change a wetland is under
the direct control of the US Army Corp. of Engineers. The Army Corp. would have
to approve of any type of construction before a permit could be issued. While
it’s not possible to say with 100% certainty that no development will ever take
place in the wetlands, it would be very, very unlikely.
Q. Can we use the wetlands?
A. No…and yes. The undeveloped wetland
and detention areas are off limits. Please check the Governing Documents for
a complete list of restricted activities. There are large portions of the
“wetlands” that are not actually wet. Some of these areas may be available for
future use including nature trails and observation stations. If you would like
to obtain permission to access any undeveloped portion of the Associations
property, please obtain permission from the office in advance.
Q. Can we use the other common areas?
A. Yes, these areas are open for the
enjoyment of all residents. You may NOT, however, convert any portion of a
common area to personal use, nor erect anything, including temporary structures
and tents, in common areas without advance approval.
Q. Can we use the ponds?
A. No. All of the ponds in Valley Lakes
are off limits. Swimming, fishing, skating, boating or trespassing of any kind
into or on the ponds is strictly prohibited.
Q. Who do I contact if I have
concerns about common areas or landscaping
A. Please call the management office at
847-918-0000 or check the Association website for contact
information for the board. Please do NOT contact any of the contractors
directly.
Q. Who takes care of the Valley
Lakes Signs?
A. The Valley Lakes signs and
individual neighborhood signs are the property of the Association as are the
lights used to illuminate them.
Roads,
Parks, Streetlights and other items
Q. Who maintains Heron View and
Meadow View Park?
A. Both of these parks as well as an 11
acre park behind Prairie Mist Drive and Bluff Court are the property of the
Round Lake Park District.
The park is open to all residents of the district subject to the rules and
regulations of the park district. Please contact the Park District with any
questions or concerns about the parks.
Q. Who maintains the roads and
sidewalks?
A. The
Village of Round Lake
Public Works Department is responsible for all roads and sidewalks in Valley
Lakes. Any concerns about these items should be addressed to the Village
Engineers.
Q. Who takes care of the
streetlights
A. Streetlights are also handled by
the public works department.
Q. What about street signs and
traffic control signs?
A. Internal signs are part of the
Village public works responsibility. External road signs on
Nippersink and Wilson are Lake County.
Q. Who plows the streets and
sidewalks?
A. The
Round Lake Public Works
department plows all village streets which includes all of the streets in
Valley Lakes. Homeowners and property owners are responsible for (and required
to) clear the sidewalks in front of or adjacent to their homes. Failure to clear
the sidewalk of snow or ice can result in serious fines, penalties and
potentially large financial liabilities. Some areas in townhome neighborhoods
are cleared by the townhome associations. If you have any questions, please
contact Public Works and they can refer you if necessary.
Q. Who’s responsible for the parkway
between the sidewalk and street?
A. This area is not part of your
property, it is in the Village of Round Lake “Right of Way”, however you have an
obligation to maintain these areas to the same standards as the rest of the lawn
areas. The Village has established a “tree replacement” program which may enable
replacement of dead or dying trees in the parkway (if they have been accepted by
the Village as outlined above) you should contact the Village office with
questions on this program.
Q. Can I construct anything in the
parkway or add landscaping?
A. You will have to obtain approval from
the Village to make any changes to landscaping in the parkway or add additional
improvements. Additionally after obtaining approval, you will need to get
approval from the Architectural Review Committee, and any necessary building
permits. Village consent for improvement does not guarantee Architectural Review
Committee approval, nor does it guarantee a building permit will be issued. You
should contact a member of the Architectural Review Committee with any questions
about improvements in this area.
Architectural Review Committee and Exterior Changes
Q. Can I make changes to my property?
A. Yes, but for any exterior
“Improvement” you will need to obtain prior approval from the Architectural
Review Committee (ARC)
Q. Why do I need to get approval from
the ARC?
A. Besides the fact that it’s a binding
restriction in the Governing Documents, you will need to obtain approval from
the ARC or you will be unable to obtain a building permit from the Village.
Construction of improvements without ARC approval can result in action being
taken by the board as outlined in the Governing Documents. Construction of an
improvement without a Village building permit can result in serious fines and
penalties.
Q. What is an “Improvement?”
A. The Governing Documents define
“Improvement” in a technical manner, in it’s most basic meaning it includes
anything (permanent or semi-permanent) erected or constructed on your property.
A partial list of projects subject to this rule include common items such as
decks, patios and fences and also includes other items such as exterior finish
or color changes, attached or detached structures (such as sheds, greenhouses,
gazebos) driveways and walkways, flagpoles, mailboxes, hot tubs, spas and
swimming pools, recreational items such as playground equipment and sports
equipment as well as substantial changes to existing landscape , landscape
removals and grade changes and retaining walls.
Q. What is the purpose of the ARC?
A. It is the mission of the Valley Lakes
Community Association (VLCA) Architectural Review Committee (ARC) to:
·
Preserve the natural setting and
aesthetic appearance of Valley Lakes wherever possible
·
Establish and preserve a
harmonious and aesthetically-pleasing appearance within Valley Lakes
·
Protect the environment in and
around Valley Lakes
·
Minimize soil erosion and other
conditions and events which might negatively impact up on the environment within
and abutting Valley Lakes
·
Protect and Promote the value of
all property within Valley Lakes
·
Enhance and maintain the
Architectural Character of the community
Q. What does the ARC look for when
reviewing my application?
A. The ARC has a set of guidelines to
use when reviewing all applications. Items taken into consideration when
reviewing all improvements includes:
·
Their effect on the health and
safety of the neighbors and neighborhood
·
Their effect on the current and
future property values of the neighbors and neighborhood
·
Their effect on the environment
within and adjacent to the community
·
Their effect on the overall
appearance of the neighborhood and community
·
Their effect on the ability of
neighbors to enjoy their property and the community in a pleasant and tranquil
setting
·
Their compliance with the
Architectural Standards of Valley Lakes
Q. What are the Architectural
Standards of Valley Lakes?
A. The Architectural Standards were
created to guide the development of Valley Lakes and define many of the
architectural characteristics that make Valley Lakes unique. Copies of this
should have been distributed with the governing documents and additional copies
are available on the Association website and through the management office.
Q. Who is the ARC?
A. The ARC is composed of homeowner
members who have volunteered their time and have been appointed by the Board of
Directors. In addition one member of the Board of Directors serves on the
Committee. Members are chosen for their experience in related fields as well as
their dedication to the community.
Q. When does the ARC meet?
A. The ARC meets “electronically” on an
regular basis. Applications for improvement are scanned and distributed
electronically for review. The ARC will meet when circumstances warrant either
before or after a regularly scheduled board meeting. Public “hearings” with the
ARC are not required or held.
Q. I have questions about an
improvement how do I reach the ARC?
A. Contact the management office or
check the Association’s website for an e-mail link to the ARC.
Q. I want to submit an application
for improvement, how do I do it, and what do I need?
A. Applications are available from the
management office or for download on the
Association’s web site. The application lists all of the requirements for
submittal as well as directions on how to submit the application.
Q. I want to meet with the ARC when
they review my application.
A. Because the ARC generally reviews
applications electronically, public meetings are not held. However if you would
like to discuss your improvement request in more detail than can be expressed in
the application packet, please include a request in your application for a
meeting with the ARC. This will scheduled for the next public board meeting and
you will receive written notification of the date, time and place.
Q. How long does it take to get
approval?
A. In most cases a response may be
received from the ARC in about 10 days, however it can take as long as 30 days
from receipt of a completed application to complete the review process.
Homeowners should be aware that when a building permit is required, the Village
will require you to submit a copy of your ARC approval letter along with your
permit application. You will NOT be able to apply for a permit without this
approval. Homeowners are advised to submit their
application as far in advance as possible and no less than 30 days prior to the
permit application or expected start date. It is recommended that you submit your design review
request to the ARC at least 60 days in advance of your anticipated start date.
Q. What if I don’t like the ARC’s
decision?
A. All homeowners have the right to
bring an appeal before the board to petition for a reversal. Such a change would
require either an amendment to the Architectural Standards, or a grant of
variance as outlined in the Governing Documents. Complete procedures for this
are outlined in the CCR’s and the “Rules and Regulations” for Valley Lakes.
Membership and Dues
Q. Who is a member of the Valley
Lakes Community Association?
A. All homeowners in Valley Lakes are
automatically members of the Association. Each residential unit (town home or
single family home) is entitled to one vote. Members vote to elect the Board of
Directors as well as on changes or amendments to the governing documents.
Q. How many members are there?
A. Approximately 1,171
Q. What does being an Association
member cost me?
A. All members pay an annual assessment
set by the Board each year. For 2006 and 2007 the annual assessment is $280.00
Q. When are my Assessments due?
A. Quarterly assessments are due the
first of January, April, July and October. Billings will be sent approximately
14 days in advance. You may pay one quarter at a time, or up to one year in
advance.
Q. What do my Assessment dues pay
for?
A. Dues are used to pay the on-going
expenses of the association. Major expenses include insurance and common area
maintenance, including mowing, landscaping, signs; ponds and wetlands, there are
many other expenses that are outlined in the budget or monthly treasurers
report. A summary of the treasurers report will be reviewed during monthly
board meetings and a copy is available through the office.
Q. I can’t pay my Assessments right
now, what do I do?
A. While serious fines and penalties can
result in failure to pay assessments, the Association understands that financial
circumstances can change. If you find yourself in a situation where you are
unable to make a quarterly payment, please contact the office and let them know.
Payment plans can be worked out in most cases. We will work with homeowners
whenever possible.
Governance and Management
Q. Who runs or governs the
Association?
A. The Association is run the Board of
Directors, consisting of 3 association members elected by the members. Each
member serves a two year term, with one member being chosen by the directors to
serve as President.
Q. Are Board members paid?
A. No. Board members volunteer their
time and receive no compensation.
Q. Who or what is “Summit
Management Services”?
A.
Summit Management Services is a property
management firm that specializes in the needs of Associations like ours. The
Board has hired them to serve as our Property Management Company. They provide
property management services and handle all of the business of the association
including; billing assessments, mail, paying bills, supervising contracts,
accounting and certain legal requirements and functions.
Q. Why do we need to pay someone to
run our business?
A. The Association is a legally
recognized Non-Profit Corporation. As such, there are many requirements that
must be fulfilled to avoid putting the members at unnecessary financial risk.
Utilizing a property management firm to handle the Associations business, saves
us money by not having to pay for and maintain an actual office as well as
taking advantage of the many functions a management company can provide that one
person alone would simply not be able to do. They are also able to provide
advice and expertise on the various issues and laws that we must comply with.
Q. Who can be a director?
A. Any member of the Association may run
for election.
Q. When does the Board meet?
A. The Board of Directors
meets at least twice per year. Once in December to adopt the budget for the
upcoming year and once following the annual members meeting to elect officers.
Elections and Meetings
Q. How do elections work?
A. Elections are held during the annual
meeting. In order to hold the elections a majority of homeowners have to give
their consent by either attending the meeting in person or sending a proxy vote
authorizing the elections to take place.
Q. If I send in a proxy can I
authorize someone else to vote for me?
A. Yes. If you send in a proxy
authorizing the elections to take place, you may also elect to have the person
carrying your proxy cast your vote. You can instruct that person how you wish to
vote, but it is up to that individual to cast the vote. There is no guarantee
that they will vote the way you want, so you should choose someone you trust to
carry your proxy.
Q. If I don’t have someone carry in
my proxy or choose to give someone authority to cast my vote, what happens to my
vote?
A. Your vote will then be turned over to
the Board of Directors who will pool all non-specific proxies. The board will
then vote how to cast those votes.
Q. Can I vote for directors without
attending the meeting?
A. Not
yet, but the board is planning to adopt an amendment to the By-Laws that will
allow absentee voting.
Q. When will the next election be?
A.
Elections are held during the annual meeting held each spring. Notification will
be mailed to all homeowners about 30 days in advance.
How to get involved
Q. How can I get involved?
A. To get involved call the management office and give
them your name, address and phone number, contact one of the members of the
board, or visit the Association web site and sign up on the Volunteer page.
Q. Who are the members of the board
and how do I contact them?
A. The best way to reach a Board member
is either through the management office, or on the Association website.
Other Questions
Q. I’m selling my house and I need a
“Paid Assessment Letter”; how do I get one?
A. These are required to show you are
current with all financial obligations to the Association. You may request one
from the Associations management office by calling 847-918-0000 and paying the
required fee.
Q. Why do I have to pay for this,
doesn’t my assessment cover that?
A. It would be unfair to include the
cost of these and other extra services in the assessments for all homeowners
since they are not incurred at the same rate for all homeowners. The minimal
cost for this and other documents is used to cover the actual cost of printing
and any research or certification required.
Q. I have a question that isn’t
answered here, what do I do?
A. Contact the management office, a
member of the board, or use the Association website to
submit your question electronically.
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