Take clear photos that help illustrate the situation if applicable.
Explain the issue in clear and concise language.
Include all documentation (required and supporting), such as the Architectural Control Form, surveys, drawings, police reports, invoices, etc. with your email.
Provide the best email and phone number for someone to reach you with a reply.
Send all information to the main PTV email address ([email protected]) with the request to forward it to the proper committee or board member.
In many cases, neighbors have the personal telephone number for board members. PLEASE do not directly call board members with issues about landscaping, architectural requests, conflicts with neighbors, or any other community issues. The reason we ask this is-- there must be a record of communication for all these issues in one location so any board member can easily access or update the status as needed. The PTV email account is checked frequently even when the office is closed.
And remember, by limiting contact to emails, you're not only helping to make the process faster, creating a document trail, you're also respecting the boundaries of personal time that our volunteers deserve.
We are all likely to encounter problems, or even just routine actions with our property requiring assistance and/or partnership with the HOA. To assist homeowners most quickly, the following guidelines should be adhered to: