Violation & Appeal Process Timeline

Subject: Violation & Appeal Process Timeline – For Community Reference Wednesday January 14th, 2026

Dear Homeowners,

To promote clarity, consistency, and fairness for all residents, the Board of Directors is formalizing and sharing the general timeline and process used for violations and appeals at The Cobblestones. This information is intended to help homeowners understand what to expect should a violation occur.

Violation & Appeal Process Overview

1. Violation Reports & Confirmation
   The Board may receive reports of potential violations. Each reported violation is reviewed and reasonably confirmed by the Board or management before any notice is issued.
   To protect homeowner privacy and prevent neighbor-to-neighbor conflict, the Board does not share reporting sources, photographs, or other evidence with homeowners.

2. Violation Review & Submission
   Confirmed violations are compiled by the Board and submitted to the management company once per week, typically after the weekend.

3. First Notice – Courtesy Reminder
   For a first offense, management will send a friendly reminder via email and U.S. mail. No fine is issued at this stage, and no appeal is required.

4. Second Offense – Formal Violation Notice
   A second offense results in a formal violation notice, a $50 fine, and a link to submit an appeal. During this period, the homeowner is expected to correct the violation and submit payment to avoid late fees. If an appeal is later approved, the fine will be credited accordingly.

5. Appeal must be submitted no later than 10 days from the date the notice was sent via email or written letter.

6. Appeal Distribution
   Appeals submitted by a homeowner are forwarded to all Board members within 72 hours of receipt.

7. Appeal Review Timeline
   Appeals are reviewed during Executive Session following a regular monthly Board meeting when there is a quorum of the Board. Depending on meeting schedules or cancellations, this review process may take up to 60 days.

8. Hearing Requests
   If a homeowner requests a hearing, additional time may be required. If the homeowner cannot attend the monthly Board meeting, the process may be extended by up to an additional 30 days.

9. Hearing Scheduling
   Hearings (including Zoom sessions, when applicable) are scheduled between 6PM and 7:30PM, based on Board availability. Board members are volunteers and residents of the community, and hearing dates are set accordingly.

10. Hearing Protocol
    The Board of Directors is committed to providing every homeowner with a fair and uninterrupted opportunity to present an appeal. A quorum of the Board will be present. The Chair will open the hearing by stating the violation(s) under review, at which time the homeowner and witness’s combined allotted ten (10) minutes to speak will begin.

    Comments, complaints, or broader concerns regarding the Association’s Covenants, policies, or procedures are to be addressed during the regularly scheduled monthly meetings, in an open community forum. During the hearing, the Board reserves the right to guide the speaker back to the matter at hand should the discussion deviate from the specific appeal.

11. Post-Hearing

    Once the homeowner has concluded their appeal, they will be excused, and the Board will use the remaining time to deliberate. If necessary, the Board may ask limited follow-up questions prior to dismissal to clarify information relevant to its deliberation.

    Following deliberation, the Board will determine whether the matter will be dismissed or upheld. If the case is dismissed, a credit will be issued for any fine previously paid, if applicable. If the violation is upheld, the original decision and any associated fines or corrective actions will remain in effect. A written decision will be issued no later than ten (10) days following the hearing.

12. Missed Hearings
    If a homeowner misses a scheduled hearing, the Board may attempt to reschedule one additional time, which will further extend the timeline.

13. Appeal Closure
    If the homeowner does not attend either scheduled hearing, the appeal is considered denied and the violation stands.

Please note that there is no legal requirement in our governing documents for the Board to offer an appeal process; however, the Board has chosen to do so in good faith. These timelines are intended as general guidelines and may be adjusted at the Board’s discretion when circumstances require. Future Boards may amend these procedures as permitted under the Covenants.

Out of respect for all residents, individual violation matters — including reports, evidence, and appeal discussions — are handled confidentially and are not discussed publicly.

We appreciate everyone’s cooperation in helping maintain a safe, respectful, and well-managed community. If you have general questions about this process, please contact the management company or attend a Board meeting.

Sincerely,
The Board of Directors
The Cobblestones Homeowners Association