1. Resident completes the form and presses Create Email. Note you may attach pictures to the email to support your concern. Once submitted the resident will be notified the form has been received.
2. This form, along with the pictures are delivered directly to the contractor.
3. Contractor’s Rep. inspects each individual Resident Concern Form within (1) week of being received.
4. Contractor’s Rep. documents date of inspection, findings/suggestions and provides supporting pictures for each Concern Form when necessary. Resident is advised of findings by email.
5. Weekly, the Contractor's Rep will send a spreadsheet summary of the weeks Concern Forms along with findings, notes and supporting documentation to the CC staff.
6. CC Staff will upload the Tracker results monthly to the Carillon webpage. Monthly updates will be posted no later than the 15th of the following month. (Example Concern Forms submitted in May will be posted no later than the 15th of June.) Please note the results on the Tracker are preliminary and may be modified or changed by the Grounds Commission as stated in paragraph 8 below.
7. Contractor’s Rep. periodically prepares a proposal for the Grounds Commission to review. The Concern Forms submitted by Townhome residents are reviewed and approved by a representative of the Townhome Committee, Grounds Commission and Contractor representative. Similarly Concern Forms submitted by Detached Homes residents are reviewed and approved by a representative of the Detached Home Committee, Grounds Commission and Contractor representative. Upon completion of the review, the Homeowner will be advised of the recommendations by email and Contractor’s Rep prepares a final proposal.
8. The final proposals are reviewed by members of the Townhome Committee, Detached Home Committee and Grounds Commission for accuracy and submits the proposal to the Property Manager for execution. The final proposal is returned to the property manager and is published on the Carillon website for resident review. Contractor develops a plan to complete the work. (Note, the Grounds Commission intends to replace plant material in kind, unless a particular plant species has been found to not grow well in the community. In such cases a suitable alternative will be selected.)
9. All approved Concern Forms submitted from September through November will have work completed in the Spring of the following year. Our property Manager will notify residents as to the first date to submit a Concern Form. The initial date to complete a Concern Form is dependent on the severity of the Winter weather, but residents should expect the start date to be between April 15th. and May 1st. All approved Concern Forms submitted from the initial date through August will be completed in the fall.