How much is the monthly fee? What does it include?
HOA FEE is $450 per month for 2024. Professional Management, basic cable TV, grass cutting, leaf removal, insurance (Owner still needs HO6 Policy), Clubhouse, heated pool, termite contract, streets, roofs, exterior painting and wood repair, streetlights, common area maintenance of entrances, islands, walking trails. There have been NO special assessments. The roofs and streets have all been replaced without a special assessment.
Where can I get a Certificate of Insurance? My Mortgage Co. is requesting a Certificate of Insurance.
The Insurance Certificate page is located under the PUBLIC DOCUMENTS menu option on this website. Current insurance coverage is handled by Bouvier Insurance, 51 Century Blvd, Suite 111, Nashville. Their phone # is 860-232-4491.
Does the Cloister have any amenities?
Yes. There is a recently renovated beautiful Clubhouse with a library, conference room, meeting room, kitchen and lounge area! It is available for rental by owners. Also, a heated outdoor pool is available for ALL residents and their guests. Miles of sidewalks and walking (nature) trails are available for ALL residents.
When does the Board Meet?
Board Meetings are currently held on the third Wednesday of each month at 1 p.m. Any meeting changes are announced in the CLOISTER NEWS, the community newsletter or by email. All RESIDENTS are welcomed and encouraged to attend. After adjournment, residents are allowed to comment on COA issues and encouraged to talk with the Property Manager for specific unit issues.
Is there an age requirement to live at The Cloister?
Yes, one (1) of the two (2) residents must be fifty-five (55) years of age or older.
Does the Cloister HOA take care of everything?
While the COA takes care of roofs, streets, grass cutting, leaf removal, painting, exterior wood replacement, streetlights, sidewalks, curbs, Clubhouse, pool, termite treatment, etc., the COA does NOT take care of everything. Unit owners are responsible for the maintenance of their unit’s interior, HVAC Systems, pipes, conduit, appliances, etc. Owners are also responsible for fence, deck, driveway and patio maintenance.
How many Board Members are there?
The governing Board of Directors consists of nine (9) members who are elected by the Unit Owners at the Annual HOA Meeting held in January. Directors are elected each year for staggered two-year terms.
How can I pay my monthly fee? What if my payment is late?
There are three ways that owners can pay maintenance fees which are due the first of each month:
(1) On the Ghertner owner portal (www.ghertner.com/owner), you can sign up for the preferred method ACH (Automatic Draft Payment), by one-time eCheck Processing from checking or savings account, or recurring or one-time credit card payment.
(2) Some residents use e-bill process through their banks. Be sure to set up payment date 10-15 days in advance of due date to allow your bank’s check to arrive in time.
(3) By paper check monthly or for several months at a time (make check payable to Cloister Owners Association, account # on check, and mail 10-15 days before due date, along with coupon provided to Cloister OA, c/o Ghertner & Company, P. O. 98143, Phoenix, AZ 85038-0143.
If monthly payment is late, the account will be charged a $45 late fee for each month that a past due or late balance exists. If the balance becomes excessive, the Board will consider reasonable payment plans for those with a hardship. In the most extreme cases, lien and/or lawsuit is filed to protect the interest of the HOA.
Who pays our bills? How are Budgets done? Is the HOA Financially Sound?
The management company, Ghertner & Company, provides the accounting and check writing. Two (2) approvals of invoices by members of the Board of Directors (typically, the President and Treasurer) are always required on each check generated. This is an online process. Detailed financial reports and bank statements are provided to ALL Board Members monthly.
The CPA obtains the year-ending financial report and prepares the IRS 1120-H Form which must be filed by March 15 of the following year.
The Treasurer and Board of Directors work with Property Management in the annual budgeting process whereby future and pending capital improvement projects are considered and funds are allocated for same. Through careful planning, the Cloister has been able to replace all of its roofs, pave all of the streets, remodel the Clubhouse, continue painting the individual phases of the Cloister and re-do pool while keeping a six-figure balance in its Reserve Accounts.
All of the aforementioned planning and analysis is in order for the COA to be able to meet the operating expenses and at the same time plan for future capital expenses. Thanks to years of planning from current and past Board of Directors and Finance Committee members, the Cloister Owners Association remains financially strong.
I CANNOT access all of the other information like Newsletters, Financials, Budgets, Directory?
This Website is for realtors, prospective owners and residents, but only residents have full access. If you are a Cloister Resident, simply take a minute to register on the HOME Page and you will then be granted access to enter the other RESIDENT DOCUMENTS areas of the Website. Registration is easy and only takes a minute or two. Thanks!
My alarm is going off….I know it is either me or my neighbor’s alarm…any suggestions?
MANY ORIGINAL ALARM SYSTEMS HAVE BEEN DISCONNECTED.
First, is alarm the panic alarm or the smoke/fire alarm? If it is the smoke/fire alarm, there is a push button in the laundry room to shut it off (if there is no fire) or in your garage or your roof mate’s garage. If it is the panic alarm turn ALL the black wall switches up. This should take care of the problem. Remember to check your unit and your roofmate/neighbor(s) unit before turning off the alarm! NOTE: If original alarm systems have been disconnected, you should have working fire and carbon monoxide detectors.
Did the Cloister Residents experience any Flooding during the 2010 May Flood?
No units experienced flooding. The Cloister took care of its own! Some units did experience small amounts of water intrusion, and those units were restored by the Cloister Owners Association without the filing of any insurance claims, etc. Most of the damage was water seepage into a room where carpet and padding had to be replaced. Some residents had minor drywall repairs made and baseboard replaced and painted. But NO UNITS WERE FLOODED and NO INSURANCE CLAIMS OR SBA LOANS were applied for by the Cloister Owners Association.
Is RENTING allowed……..are RENTALS allowed at The Cloister?
NO…under NO circumstances is RENTING or RENTALS allowed at The Cloister. Please refer to the PUBLIC DOCUMENTS in the Homeowners’ Manual for more information as pertains to the residential requirements.