There are three easy ways to submit a maintenance request:

1. Submit online on the CMA website: Maintenance Request Form
2. Submit a request on your community TownSq App
3. Contact your dedicated community manager via phone
4. Also send an email to maintlou@cmaky.com (Louisville) or maintlex@cmaky.com (Lexington)

Louisville: 502.491.3550

Lexington: 859.263.8757

Most work orders are completed in 14 days. There are some exceptions to this including outside contractor work, large items that include bids and general overall property needs.

You can get a copy of financials by using your community’s TownSq App. If you do not have access to TownSq or a computer, you can call your community dedicated property manager for a copy.

You can find copies of your Master Deed, bylaws as well as Rules and Regulations and any other community policies on TownSq.

• A Declaration (HOA) or Master Deed (COA) contains the Deed Restrictions, such as minimum size of Homes, size and types of fences that are allowed, and who is responsible for various maintenance, etc.
• Bylaws define how the Board must operate the Association. When Annual Meetings are scheduled, number of Directors and how they are elected, what powers the board has, etc.

Other useful information

• The Articles of Incorporation establishes the HOA or COA as Not-for-Profit Corporation (The ____________ Homeowner’s Association, Inc. or The _____________ Condominium Association, Inc.)
• Rules and Regulations provide guidelines for owner and guest conduct within the HOA

• If the item on the violation is present please follow the requests on the violation to repair or replace/ correct the item listed.
• If the violation you received is inaccurate please reach out to your manager
• If the violation has already been corrected you can disregard the notice.
• If you need more time to make the repair please contact your manager, they can speak to the board and possibly work out a longer grace period.
• If no action is taken by the homeowner to repair the item in violation the homeowner could be subject to fines and/or legal action.

• This varies from association to association. Typically condo owners are responsible for drywall in. however there are lots of condos with exceptions to this rule. Your communities Master Deed will explain what is considered a common element (association responsibility) and what is a limited common element or homeowner responsibility. If you still have questions please reach out to your manager.

• This varies from association to association. Typically any exterior item will require Board approval. Examples are windows, doors, patios, fences, driveways, garages, sheds and even paint colors. If it is an exterior change you are best to check in with your manager or Board before making any repairs. If you know you need a Modification request you can find these under forms on Townsquare or contact your manager.

Your Board members are volunteer positions. In order to take the bulk of the day to day tasks from your Board you should contact your Property Manager.

Most managers have policies and protocols in place for each association so we can usually handle your request right away. If your issue requires Board intervention you can rest assure that your manager will bring your issue to the board and even set up a meeting or section of a meeting for you to speak to them directly if needed.

Each association has an Annual meeting once a year.

At the Annual meeting the homeowners elect your Board members. If you are interested in running for the Board you should return your call for nominations form you receive in the mail.

This form is typically sent out about 60 days prior to your annual meeting. In order to be a Board Member you have to be up to date on your dues and have no outstanding violations.

• Your management company handles the bulk of the day to day operations. This includes clerical work like delinquency notices, violation checks and notices, phone calls, realtor paperwork, complaints, work orders etc.
• Your manager/management company provides all cash management and accounting services.
• Your manager will make sure the Board is following the community Governing Documents.
• A common misconception is that the manager makes decisions for the community. Your Board still makes all the decisions the manager is simply there to offer a professional opinion and carry out tasks for the Board.
• Your management company will make sure that projects are being completed correctly. That the association is getting the correct work completed at a fair price.
• Managers are used to looking at long term community goals. Most managers will know what expenses to expect in the future and how to effectively plan for those expenses.
• Your management company will also make sure local, federal and state laws are being followed through the association.

• Call your normal CMA office in the prompts you will hear an option for emergencies press that extension. Leave a message if someone does not answer your call. If you do not receive a call back in 15 minutes please call again.
• If your emergency is a fire, a break in, or medical emergencies please call 911 and notify your manager afterwards.

Our managers do their best to return all calls daily.

You can expect a call back within 48 business hours.

Our office hours are Monday- Thursday 9am to 5pm and Friday 9am-12pm EST.

• If you are going to be late or miss a payment the best thing you can do is reach out to your manager. Some Boards will give you the option of a payment plan so you can split up your missed payment without facing legal fees.
• If you are late please note your account is subject to late fees, late interest, legal fees, small claims court, garnishments and even foreclosures in some cases.

This information is available on TownSq App or you can contact your manager.

• Contact your CMA local office. We will need a copy of your closing statement to set you up as a new owner. You can also forward this to info@cmaky.com
• Once we have you set up you will receive a coupon book, welcome packet, and TownSq App sign up information.

• If you live in a condo association you are required to purchase a Sellers certificate you can obtain this from www.homewisedocs.com
• If you are signed up on auto payments through CMA please make sure you call or email to cancel those direct payments.
• If you need a closing statement please request one through www.homewisedocs.com

• Your community budget is on your community TownSq App or you can contact your manager
• Each homeowner will receive a copy of the approved budget for the next calendar year with their payment coupons. This are normally mailed out in November or December of each year.