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Greenbrook Tanglewood

This page will contain common questions and answers that may be of use to the residents of Tanglewood. If you have an unanswered question, please submit it to the board by e-mailing it to board@greenbrooktanglewood-hoa.com
Questions will receive a written e-mail response and unique questions and answers will be posted here for the benefit of the entire Tanglewood community.

  • chevron_rightWhat kind of planning does the Board of Directors engage in an effort to assess needs, determine priorities and arrange funding?
    (A) The Board of Directors updated its Capital Reserve Study in 2009.The Study was conducted by a professional firm and outlines and projects the infrastructure needs of the Association and projects the needed funds.
    (B) The Board of Directors has developed a series of multi-year plans for certain areas of maintenance in an effort to determine which maintenance needs are addressed on what timeline and in what amounts.Some of those individual long range plans are as follows:
    • Wood replacement and Painting (on a five-year cycle; one year for each of the five Phases of development in GTHOA, Inc. A Phase Map is posted on the web site and on the bulletin board in the lobby of the Clubhouse
    • A multi-year unit and garage roof plan, based on funds available and distributed among the roofs most in need
    • A six-year preventive roof maintenance plan for units (a preventive roof maintenance plan for garages was developed in 2012). Additionally, the Board is looking at the feasibility and cost of alternate siding including vinyl siding which, if approved, would be a multi-year plan due to cost.Also, the Board plans to develop a multi-year landscaping plan to deal with thinning trees, and removing trees where needed.The Drainage and Sidewalk Replacement Plan originated as a two-year plan, but in 2012 the entire Project was planned for completion in 2012.
    (C)  The Board of Directors held its first Strategic Planning Session on August 2, 2011.
  • chevron_rightWhat insurance coverage should I know about?
    The Association provides insurance for the common areas; unit owners have the responsibility for insurance coverage for their property.  It is important to understand that this is a town home association; it is not a condominium association.  Therefore, it is very important to know that the HO6 insurance policy for condominiums does not provide coverage for your units, yet some unit owners have this incorrect insurance.  The proper insurance policy that you need as a town home owner in GTHOA, Inc. is the HO3 insurance policy.  At a Summer, 2011 Board of Directors meeting and again at the 2011 Annual Open House, Kathy Kahl of Hollinger Insurance, Inc., Association insurance counsel, was available to review unit owners’ insurance policies and advise them if they had the correct insurance coverage.  She also authored an informative article on this topic which you can read by accessing the HOA web site, and reading the Newletter of June, 2011.
  • chevron_rightThe maintenance of sewer lines is whose responsibility?
    It is the opinion of Association legal counsel (Fullett Rosenlund Anderson PC) that “relative to sewer lines which become damaged or clogged by growth of common area tree roots, it is our opinion that owners under these circumstances are responsible for handling and paying for the repair of sewer lines located on and exclusively serving their individual lots.”
  • chevron_rightThe maintenance of trees is whose responsibility?
    It is the opinion of Association legal counsel (Fullett Rosenlund Anderson PC) “that the Association should handle the maintenance of trees located within the non-enclosed areas of lots and pay for the work as a  common expense.  The Declaration expressly allows the Association and its agents to enter lots for the purpose of undertaking this work, provided that reasonable notice is given to the owners and the work is performed during reasonable times.  It is our opinion that decisions regarding the manner in which the maintenance of those trees is undertaken, and whether to undertake the work, lie within the reasonable business judgment of the Board.  Specifically, it is our opinion that the Board has the discretion to decide whether to treat or remove an unhealthy tree, or to remove a dead tree, so long as the decision is reasonable under the particular circumstances.  The Association does not need an owner’s permission to remove a dead tree located within a non-enclosed area, so long as it provides the owner with reasonable notice, performs the work at reasonable times and otherwise carries out the work in a reasonable, businesslike manner.”
  • chevron_rightWhat do we know about the new U. S. Department of Energy (DOE) furnace regulations?
    Former Association President David Erickson alerted the Board of Directors to this matter in December, 2012.The Board of Directors and Management has been and continues to be in the process of obtaining more information about this new set of requirements and thus far has obtained the following information:
    • In summary, replacement of furnaces after the effective compliance date shall be with 90% or higher efficiency furnaces.
    • The new regulations had been proposed to become effective May 01, 2013 but this date has been delayed.
    • As a result of a lawsuit filed by the American Public Gas Association (APGA) against DOE, the two parties negotiated an agreed-on settlement resolving the court case; the result is that a portion of the DOE rule requiring replacement of certain furnaces to be replaced with 90% efficiency furnaces has been revoked by DOE; the DOE will go through another round or rule-making that could last more than a year; and new rules will be adopted at a later time.
    • Therefore, while unit owners are not now being required to replace existing furnances with 90% efficiency furnaces, unit owners may still do so to take advantage of tax and energy credits to offset the higher costs of this type of furnace installation.
    • 90% efficiency furnaces require special venting of emissions from the furnace to the exterior of the dwelling.
    • There are special code requirements regarding the proximity of this special piping to windows and other openings.
    • The installation requirements of 90% plus efficiency furnaces will increase the costs of furnace replacement.   In some instance, costs may increase as much as twice or more than the cost of an 80% efficiency furnace, according to some heating contractors.
    • Based on the architectural design of GTHOA, INC. units and the location of furnaces within the units, 90% efficiency furnace piping requirements will present some challenges to both unit owners and the Association.
    • Because the Association is responsible for the maintenance of dwelling roofs and siding, the Board of Directors does not favor permitting additional piping holes in the roof membrane that can lead to roof leaks, damage to unit interiors, expensive interior repairs by unit owners, and expensive exterior roof repairs by the Association.
    • Additionally, to maintain some degree of uniformity of building modifications related to installation of 90% plus efficiency furnaces, there is a need to formulate a set of standards for unit owners and heating contractors to follow.
    • Village of Hanover Park permits are required for the installation of furnaces.
    • Village of Hanover Park code requirements must be met.
    • Modifications of building exteriors must have approval of the Board of Directors’ Architectural Control Committee.  Examples are doors, television dishes, cable installation, phone installation, windows, patios, and roofs.
    Therefore, the Board of Directors at its meeting of 01-15-2013, after discussion, took the following action: “Board consensus was to authorize Management to contact Spaceco, Inc. to obtain a cost estimate to review the new furnace regulations and Village of Hanover Park codes against each model and design IN GTHOA, INC. to determine what installation issues will be encountered to meet the new U.S. Department of Energy furnace regulations, and to draw up engineering installation plans for each model.”The Board plan is to use this information to (1) develop standard architectural control guidelines for use by the Association’s Architectural Control Committee in approving building modifications related to 90% plus efficiency furnaces and (2) to share those guidelines and the process of approval with unit owners of all 505 units.
  • chevron_rightWhy were the garages in Phase I not painted when the units were painted this Fall?
    Due to the need to assess the structural integrity of the garages before re-roofing, the wood replacement and painting of garages in Phase I had to be placed on hold.This unfinished work was completed in Spring/Summer 2012.

    Prior to re-roofing some of the garages in 2011, it was reported by an inspection team of the successful bidder and maintenance personnel that some of the garages had internal structural issues that might be safety issues or lead to a waste of funds to re-roof them until the structural issues were fixed.The re-roofing project was placed on hold, and an engineering firm was employed to inspect the garages for structural integrity and report to the Board of Directors.The final engineering report was reviewed by the structural engineer with the Board of Directors on 12-06-2011.Of the 377 garages, 306 were inspected by the structural engineer. Each inspected garage has a one-sheet report which can be accessed and copied by unit owners by contacting the On-site Property Manager at the Clubhouse.Of the 306 inspected garages, it was determine that only thirteen had structural issues that might constitute a safety situation.Those unit owners were informed in writing and advised to take immediate corrective action.All other unit owners who have garages with identified structural issues were urged to make the repairs identified by the structural engineer.
  • chevron_rightWhy were the units in Phase I all painted one color this Fall?
    The Color Committee reviewed the prior 9-11 paint colors and recommended that the Board of Directors reduce the number to three.  It was also proposed that buildings within a Phase could be painted one color. All unit owners had an opportunity to join the Committee or to voice their opinion prior to the final decision.  The Board of Directors made the decision on the paint color for Phase I
  • chevron_rightWhat has been done or might be done to alleviate the parking problem?
    1. Past Boards were able to designate 11 or 12 rental parking spaces.  The parking rental program has a waiting list.  The current six-month fee for the rental of a parking space is $180.
    2. In Summer, 2010, Board members met with Village officials and offered a series of proposals to help alleviate the parking problem.  These proposals ranged from going to permit parking on Catalina and Tiburon to allowing overnight parking on one side of Arlington Drive East to stricter enforcement of the snow removal rules for Catalina.  None of these proposals, other than stricter enforcement of snow removal rules on Catalina Drive, was accepted by the Village.
    3. The Village drew up a conceptual plan that would utilize three common areas within GTHOA, Inc. as parking areas; the plan was designed for approximately 85 additional spaces.  The 2010 Board of Directors was not in favor of proceeding with the Village-proposed plan.
    4. Board members were in communication with the Village officials on this topic in November and December, 2011.  The Board on 12-06-2011 authorized some limited funding to create an engineering conceptual plan to determine the availability of locations that would accommodate additional parking and to estimate the construction costs for such a project.  Should any additional parking spaces be built, the current Board of Directors would need to authorize the final Project.  Common area space would need to be used.  Funding would be from the SSA #5 source.
    5. Midwest Technical Inspections, our neighbor at 5555 Arlington Drive East, is leasing as of 01-13-2013, designated parking spaces in their company parking lot for $45.00 a month.  If you are interested in leasing a space at that location, please contact them directly; attention:  Logan, at lwidtfeldt@mtinspections.com, or stop by at their business address during business hours. 
    6. In August, 2011, the prior Board of Directors reviewed and rejected a proposal to change the Rules and Regulations to institute the registration of vehicles and to limit the number of vehicles that a unit owner or resident of GTHOA, INC. could register.
    7. At its January 03, 2012 meeting, the Board of Directors approved the Additional Parking Spaces Project for completion in Summer/Fall 2012.  For unit owner review, the tentative additional parking locations were displayed on engineering drawings posted on the paneled wall in the Clubhouse meeting room.  The three major additional parking areas are some of those previously suggested by the Village:  (1) on the small, closed second pool location; (2) near the Tiburon Court circle, and (3) just west of the main pool.  Other locations were spotted throughout the community where common space is available, and where traffic and snow removal operations would not be adversely affected.  The estimated project cost was $261,050.00 which would be funded from Special Service Area #5 tax monies.  The projected pay-back of the initial capital investment at the current parking space rental rate and at 100% space rental was calculated at 4.3 years.  Tentative plans were to use most of these spaces as rental spaces to supplement the existing 11-12 rental parking spaces.  Some of the spaces adjacent to the main pool would probably be used as non-rental parking for unit owners and residents using the Clubhouse and pool facilities, and for visitor use.  These additional 160 or so parking spaces should help alleviate the current parking situation.  Some unit owners presented their input and questions to the Board of Directors at January-March, 2012 Board meeting Open Forums and via email.  On February 07, 2012, the Board of Directors suspended “the previous motion of 01-3-2012 in regards to the parking situation and to:  1.  notify Spaceco, Inc. to halt any further action with the Village of Hanover Park engineering staff and to  2.  notify the Village of Hanover Park Board of Trustees that we have suspended action in order to gather input from the unit owners with the creation of a market study as well as obtain the legal opinion for the questions posed about the parking concept.”
      A legal opinion regarding several project-related questions was received and reviewed by the Board of Directors.On March 20, 2012, the Board of Directors approved the following action by vote:“to rescind the original Board decision on the original parking proposal,” and the following action by consensus:“the Board will revisit this idea and make modifications to the proposal and present to the Association for feedback.”Unit owners who have additional input and comments may send them via email on the HOA web site to Board members, by writing Board members, or by addressing the Board of Directors at Open Forums at Board meetings each month at 7:00 p.m. at the Clubhouse.
      At its January 02, 2013 meeting, the Board of Directors approved 2013 goals.The following additional parking space goal was approved:
      ”F.  PARKING
      Review of need for additional parking
      Conduct a scientific, unbiased needs survey of all unit owners by a private firm”
  • chevron_rightWhy is parking such a problem in our subdivision?
    When the subdivision was built in the early to mid-1970’s, many families had only one vehicle.As more and more family members became employed and as families became more affluent, more vehicles became owned by family members.Soon the number of vehicles per household exceeded the two parking spaces or two garage spaces originally built.Prior Boards were reluctant to utilize the open common area spaces for additional parking, and did not have additional Operating or Reserve funds to do so.Public parking spaces under the control of the Village of Hanover Park were made available only on Catalina Drive and the Village-owned portion of Tiburon Court.Some unit owners use their garages for storage of items others than vehicles, thereby adding to the pressure on the few additional public parking spaces that are available.
  • chevron_rightAre units in GTHOA, INC. approved for FHA loans?
    The following response from FHA in January, 2013 to one of our unit owners is as follows:“As announced in mortgagee letter 03-02, FHA no longer requires approval of a Planned Unit Development (PUD) as a precondition for placing FHA mortgage insurance on a dwelling located in the development.FHA also discontinued the maintenance of approved PUD lists. FHA continues to require the attachment of the PUD rider to all mortgages on properties located in PUD’s.”Greenbrook Tanglewood is a Planned Unit Development (PUD).
    Some unit owners, lenders, and real estate agents are unaware of this FHA regulation; therefore, when they search the list of FHA-approved associations, and do not find GTHOA, INC. on that list, they sometimes conclude that FHA loans are not permitted for GTHOA, INC. property purchases.That is an incorrect conclusion. While spot approval for FHA loans may be required, be assured that GTHOA, INC. properties have been selling using FHA loans.For unit owner sellers, you would be well served to share this information with your real estate agents for marketing purposes and to share with real estate agents representing buyers so that they can share this information with their buyers and with the buyers’ lenders.
  • chevron_rightIs the Board responsible to trim trees outside the fenced areas?
    It is the opinion of Association legal counsel that the Association should handle the maintenance of trees located within the non-enclosed areas of lots and pay for the work as a common expense.  The Declaration expressly allows the Association and its agents to enter lots for the purpose of undertaking this work, provided that reasonable notice is given to the owners and the work is performed during reasonable times.  It is our opinion that decisions regarding the manner in which the maintenance of those trees is undertaken, and whether to undertake the work, lie within the reasonable business judgment of the Board.  Specifically, it is our opinion that the Board has the discretion to decide whether to treat or remove an unhealthy tree, or to remove a dead tree, so long as the decision is reasonable under the particular circumstances.  The Association does not need an owner’s permission to remove a dead tree located within a non-enclosed area, so long as it provides the owner with reasonable notice, performs the work at reasonable times, and otherwise carries out the work in a reasonable, businesslike manner.
  • chevron_rightWhat expenses am I responsible as a unit owner in GTHOA, Inc.?
    Unit owners are responsible for payment of monthly assessments and any fines that may be levied for violations.Members are responsible for the timely payment of monthly assessments whether or not they receive a coupon book; the responsibility for payment of assessments is required by the Association’s Declarations, Covenants, Conditions, and Restrictions.The monthly dues assessment amount for the next fiscal year is included in the proposed next year’s budget which is mailed to each unit owner’s address on file with the Association thirty days prior to Board approval of the budget; that Board budget approval normally occurs in September of each year.Additionally, unit owners are responsible for any maintenance, repair, or replacement expenses related to their property for which the Association is not responsible;that includes, but is not necessarily limited to the unit, garage, and any other structures on the property and landscaping within the fenced patio area; sidewalks on the unit owner’s land; excluding those expenditures for which the Association is responsible as required by the governing documents.
  • chevron_rightWhat expenses is the Association responsible?
    The Association is responsible for expenditures as required by the DCCR’s. Article IX. Duties and Powers of the Association, provides as follows:  “In addition to the duties and powers enumerated in the Articles of Incorporation, its By-Laws, or elsewhere provided for, and without limiting the generality, the Association shall provide exterior maintenance of each lot which is subject to assessment under Article VI hereof, only as follows: paint, maintain, and repair, and replace (if required because of normal wear, tear, or deterioration) roofs, gutters, downspouts, and exterior building surfaces, and maintain the landscaping (including the trees, shrubs, grass, and walks) within each lot.

    The exterior maintenance shall not include: glass surfaces, landscaping within the private patio areas of each lot; patio covers or other additions built or maintained within the private patio areas by an owner; repairs or replacements arising out of or caused by the willful or negligent act of the owner, his family, guests, invitees, or licensees, or caused by any of the perils covered by a standard form fire insurance policy with extended coverage endorsement, or caused by flood, earthquake, or other Acts of God.  The excluded items shall be the responsibility of each lot owner; provided, however, that if an owner shall fail to maintain or make the repairs or replacements which are his responsibility, as provided above, then, upon vote of a majority of the Board of Directors and after not less than thirty (30) days’ notice to the owner, the Association shall have the right (but not the obligation) to enter upon the lot and provide the maintenance or make the repairs or replacements, and the cost shall be added to the assessments chargeable to such lot and shall be payable to the Association by the owner of such lot.

    For the purpose solely of performing the exterior maintenance authorized by this Article, the Association’s agents, employees, or sub-contractor shall have the right, after reasonable notice to the owner, to enter upon any lot or exterior of any dwelling unit at reasonable hours.”
  • chevron_rightWho is responsbile for clogged sewer lines caused by growth of common area tree roots
    It is the opinion of Association legal counsel that relative to sewer lines which become damaged or clogged by growth of common area tree roots, that owners under these circumstances are responsible for handling and paying for the repair of sewer lines located on and exclusively serving their individual lots.
  • chevron_rightUse of Balcony's for Storage - Not Allowed
    On October 24, 2013, the Village of Hanover Park Board adopted an ordinance modifying Section 18-92 of Article IV Property Maintenance Code within Chapter 18 of the Municipal Code of Hanover Park.  The amended ordinance now prohibits certain personal property located on balconies.  If is now unlawful to permit or use any exterior balcony for the placement or storage of any items except furniture made specifically for outdoor use, decorative plants and no more than two grills.  Items specifically prohibited are clothing, laundry or textiles.
    To read the letter sent out by the village, click here.  To read a copy of ordinance, you can click on Hanover Park Municipal Code (Ordinance No 0-13-24)
  • chevron_rightWhat is the Owner/Tenant Registration Program about?
    The Owner/Tenant Registration Program was designed to:
    1. To update the Association’s member and resident data base with information that will ensure (a) that unit owners have addresses on file to better ensure them receiving the legal and other notices mailed to them by the Association
    2. To provide contact information that will allow the Association to contact unit owners and residents and better coordinate with fire, police and medical personnel in case of an emergency
    3. To assist owners of rental units to be in compliance with state law that requires them to file their rental leases with the Association.The Association’s Rules and Regulations were changed to require unit owners to register themselves and their tenants with the Association.
    Fines in the amount of $150 for the first violation and $250 for each subsequent violation will be incurred for non-compliance with these Rules and Regulations.
  • chevron_rightWhy are dues assessment payment coupon books no longer being issued effective October 01, 2013?

    The Property Manager’s Report of 09-18-2012 indicated that in 2012, 200 first-time and 24 second time requests for duplicate coupon books were received from the 505 unit owners.The initial 505 coupon books cost eight dollars each for a total of $4,040.00.This does not include postage and labor to mail.The second and third request coupon books cost fifteen dollars each for a total of $3,360.00.The total for all coupon books was estimated at $7,400.00.Additionally, some unit owners were using not having a coupon book as their reason for not paying their monthly dues on time.
    The 09-18-2012 Minutes showed the following Board action:  “Board consensus was to provide advance notice to all unit owners that AS A COST REDUCTION EFFORT AND AS A PART OF IMPLEMENTING THE BOARD-APPROVED GOAL OF MOVING TO ELECTRONIC MESSAGING, the Association would cease to mail dues payment coupon books to unit owners beginning with the Fiscal Year starting October 1, 2013.  The Property Manager will explore with the printer the possibility and cost of including this advance notice with the issuance of the dues payment booklets for the Fiscal Year beginning October 1, 2012; and if this is not feasible, to use an alternative method of advance notification to unit owners.”
    The advance notice was sent out by Management under the signature of Dorrine from Williamson Management, Inc.Part of that notification was:“Effective for the 2013-2014 year, please be advised that booklets will no longer be mailed to the unit directly.….Specific details on this change with dates and times will be provided at a later date.”
    At its 01-15-2013 meeting, the following motion passed:“that the Board of Directors approve the following Dues Assessment Announcement Procedure, subject to legal counsel and Management review not later than Thursday, February 14, 2013:

    1. The Board of Directors shall determine and fix the amount of the regular monthly assessment against each lot at least thirty (30) days in advance of each assessment period.
    2. Written notice of the assessment shall be sent to every owner subject thereto.
    3. The current assessment amount shall be included in all Closing and Re-Financing Assessment Letters and Welcome Packets, and shall be posted on the HOA web site.
    4. It shall be the responsibility of each unit owner to be informed of the final annual regular assessment amount either by (1) reading the written Notice sent to them by the Board of Directors to the address or email on file with the Association; (2) by accessing the Notice from the GTHOA, Inc. web site at greenbrooktanglewood-hoa.com, or (3) by contacting the Property Manager.
    5. It shall be the responsibility of each unit owner to provide to Management and keep updated their current contact information so that required legal notices are sent to the correct, current unit owner’s unit or email address.
    6. Not being informed shall NOT be a defensible basis for a unit owner not paying the correct amount, nor for not paying the correct amount when due.
    7. Board-approved Association policies and procedures shall be followed in dealing with unit owner accounts that are in arrears.
    8. Regular assessment coupon books shall be discontinued as of October 1, 2013.
    9. No written annual regular assessment notices other than those outlined in Paragraphs #2 and #3 above shall be required to be issued by the Association.
    10. Reference:  Declaration of Covenants, Conditions, and Restrictions, Article VI.
    Rationale for the elimination of coupon books as presented in the Background Report at the 01-15-2013 Board meeting were as follows:
    1. To reduce unit owners’ expense
    2. To reduce Management time to process replacement requests
    3. To place the responsibility on unit owners to obtain the current assessment amount and to pay their assessments on time
    4. To reduce use of paper and move toward the Boards’ cost reduction and digital communications’ goals.”
    Upon receipt of legal counsel’s review, the Board will issue more details about the final implementation plan.  IT IS STRONGLY RECOMMENDED THAT ALL UNIT OWNERS IMMEDIATELY REGISTER AS USERS ON THE HOA WEB SITE, AS BOARD NOTICES AND INFORMATION ARE POSTED THERE.
  • chevron_rightWhat is the Special Services Area #5 (SSA #5)?
    SSA #5 is a Village ordinance which was passed unanimously by the Board of Trustees of the Village of Hanover Park to provide tax funds which can be used for projects identified in the ordinance that benefit the unit owners in GTHOA, Inc.  For example, refuse service for all unit owners and residents of GTHOA, Inc. is an on-going program funded by SSA #5.The Village tenders the bids and administers the refuse removal service program for GTHOA, Inc.Additional projects include a multi-year resurfacing of the Association streets that was completed over a five-year period from 2005 to 2010.The Drainage and Sidewalk Projects were primarily completed in Fall, 2012. The Lighting Upgrade Project is scheduled to begin in 2013. SSA #5 funds will be used to pay for the common area portions of these Projects.A recent agreement with the Village will allow SSA #5 funds to be used for snow removal in GTHOA, Inc.However, for 2012-2013, the Board of Directors found it more cost-effective for the Association to continue to handle its snow and ice management servicesA tax levy not to exceed 1.7% of the equalized assessed valuation of the real property located in GTHOA, Inc. provides the funds for these projects, and is indicated on each unit owner’s tax bill as a separate line item.One of the advantages to the unit owner of the Association using SSA funds to displace the pressure on dues assessments is that the SSA #5 tax is deductible on unit owner’s federal income tax returns.The full text of the SSA #5 ordinance is posted on the Association’s web site in the Contracts/Agreement section.