HOA maintenance item reporting versus individual unit maintenance items
Posted By sjordan on March 6, 2017
Management has posted this memo to revisit the difference between HOA maintenance items and individual unit maintenance items. Please review to determine how to most efficiently report maintenance items pertaining to Summerhouse community items versus individual unit maintenance items. Thank you!
What is an association maintenance issue?
The HOA is responsible for exterior maintenance only. Maintenance issues that involve common area items and/or affect the exterior of the community are HOA maintenance issues. Examples would be: perimeter gates, access control to the garage and pedestrian gates, pool, landscaping, exterior light posts, walkways, elevators, stairwells, sump pump, generator, refuse area, trash collection, fitness center items, outside pest control, etc.
A few quick references regarding emergencies and HOA work order reporting.
Action Property Management is here to be of service to you. If you have a service call regarding maintenance of your common area, please call our office between the hours of 7:00 a.m. and 7:00 p.m., Monday through Friday and ask for our Customer Care Center at 1-800-400-2284. Action has a great voice mail system, which enables you to leave a message 24 hours a day, 7 days a week. All calls are returned promptly, so we hope you’ll use this additional communication tool.
Anytime you are aware of an emergency at your community, other than a life threatening one, at which point you should call 911, you may contact Action Property Management 24 hours a day 7 days a week at (800) 400-2284. Our emergency after hours response team is ready to take your call and will contact one of our professional after hours on call Managers to respond to your emergency immediately.
You can also report association maintenance work orders by logging into your VIVO account at www.vivoportal.com.
Once logged into your VIVO portal, select the tab along the top that says “Work Order,” and you will be directed to the Work Order page. From that page, there is an active button at the top left corner that says “Submit Work Order,” and that will prompt a drop down window where you will be directed to fill out the information as it pertains to the work order you are submitting.
IMPORTANT REMINDER: VIVO PORTAL IS FOR ASSOCIATION WORK ORDERS ONLY.
Owners are always welcome to send the work order to their Community Manager, however it is HIGHLY SUGGESTED that owners use the VIVO portal or Action’s Community Care phone number, (800) 400-2284, to report maintenance items. This method of communication is encouraged because there are assigned individuals whose sole job is to answer calls and emails pertaining to Summerhouse community work orders and dispatch them out as they are received. The dispatching system also ensures that the work orders are properly logged and attended to.
What are individual private residence maintenance issues?
An individual private residence maintenance issue is a maintenance item or need that is specific to the private, individual home (i.e. inside the home, including doors). These items fall under Zephyr customer service and warranty issues. To report these specific individual items as they pertain to your private residence, please defer to the Dwelling Live portal to put in a maintenance request with Zephyr.
IMPORTANT REMINDER: YOUR ASSOCIATION MANAGEMENT COMPANY DOES NOT HAVE ANY RELATION TO INDIVIDUAL UNIT MANAGEMENT.