Frequently Asked Questions
1. What are the responsibilities of owners and renters?
It is the important responsibility of every owner to be knowledgeable about and abide by the rules and regulations with which this Community operates. Copies are available on our website and in print from Gatewest Property Management if requested. Also, please provide your name, phone number(s) and email address(es) to Gatewest. Owners are Members with all of the rights and responsibilities associated with membership. The contact form on this website is a handy way for anyone to ask a question, report a problem, or provide information.
If you will be using your unit as a rental, leases are required to be a minimum of 30 days. Copies must be provided to Gatewest as well as contact information for renters. Owners are ultimately responsible for the actions of their renters and their renters’ compliance with all Association regulations.
Renters are responsible for also following the Association’s regulations and for providing their contact information to Gatewest if the owner of the unit has not already done so. Renters are not considered Members of the Association and cannot vote at the annual meeting, but their input as residents is welcome.
2. What does our website include?
The website includes notices of meetings, general information, FAQ, Board agendas and minutes, the “contact us” page, and more. Our governing documents are under the documents tab and every owner should be familiar with them. Paper copies are available from Gatewest if desired.
3. When are the Village at Elk Hills HOA1 Board meetings?
Normally the Board meets the first Wednesday of every other month at 5:30PM. However, it may be necessary from time to time to change a date or time, or cancel a meeting. Notices of Board meetings with agendas are posted on the bulletin board at the mail kiosk, distributed via email, and posted on the website at villageatelkhills.com. Please make sure that Gatewest and the HOA Board have your current email address. Bimonthly meetings will continue via Zoom to increase access. The Zoom address is always the same and is provided with the agenda.
4. What are the parking rules?
All residents should park their primary vehicles in their garages. If you have a second vehicle, park it outside of your garage door, or next to your garage if available. Garages are not to be used for storage that prevents room for parking a vehicle, and garage doors are not to be left open long-term. Only 2 vehicles per unit are allowed. All other vehicles, motorcycles, etc., that are in excess of two vehicles must be stored off this property. Vehicles may not be parked for an extended period of time without moving. No unregistered or non-functioning vehicles are allowed on the property. Unattended vehicles may be subject to removal by the Association at the owner’s expense with the possibility of fines assessed as well. Two parking spaces for H’Cap-tagged vehicles are available in the visitor parking lot by the mail kiosk. Visitors to your unit may park in the visitor parking lot by the mail kiosk, at the east end of 5110, or behind/next to your garage if space is available. For more information, please see the most recent parking resolution.
5. What are the rules about pets?
As agreed at the annual meeting of the Board on May 5, 2021, the Board affirms the bylaw 5.3.10 that…” no more than two (2) domestic dogs or cats of less than twenty-five (25) pounds…” will be allowed to be kept on the property. The Board will enforce 5.3.10 and grandfather animals that have been exempted by prior Boards with the stipulation that going forward, the rule will be followed. Residents who are not in compliance are expected to come into compliance when possible. Waivers will only be granted for service/support dogs and appropriate verifiable documentation must be provided. All owners are reminded of this bylaw and their responsibility to inform potential buyers, realtors, and renters. Owners of properties with larger dogs which have not been exempted by prior Boards will be notified that they are not in compliance with this bylaw. Fines and potential removal of the dog(s) are allowed in our governing documents.
The Board also affirms other aspects of 5.3.10, which are that no pets may interfere with any residents’ peaceful and quiet enjoyment of the property; no pets are allowed to roam unrestricted and will be kept on leashes on the property; and all pet waste will be cleaned up immediately.
The grassy area at the east end of 5110 is designated as the dog toileting area. Doggie bags and a trash can are provided. Please refer to the Bylaws and Declarations for rules having to do with allowable pets and associate regulations.
6. What are residents’ responsibilities for ice and snow removal?
Residents, whether owners or renters, are responsible for snow removal on patios and decks. Ice buildup and heavy snow can damage decks, so it is imperative that the snow be removed and not allowed to accumulate. This is especially important if you live on the second floor. If you are absent during the winter months, you are responsible for arranging for your patios and decks to be shoveled. Residents are also responsible for clearing the sidewalks from their unit door to the main sidewalk. If there are icy areas in the parking lot that need attention, please contact Gatewest Management (406.728.7333) or use the contact us link on the website (villageatelkhills.com). Ice melt for the common areas is in a bucket at the mail kiosk. Please do not use ice melt on your deck as it can damage the surface. The Association does have a contracted snow removal company for the winter months.
7. What are restrictions on storage?
Patios, decks and under-stair areas are not to be used for storage. Patio furniture, barbecues, and planters are acceptable on patios and decks as long as nothing is attached to the railings and nothing sits on the parapets of upstairs units. Storage is allowed in garages as long there remains room for parking your vehicle.
8. What are restrictions on flooring in a 2nd floor unit?
New or replacement flooring in a 2nd floor unit requires prior Board approval. Any floor covering must be of such a nature that there will be no noise or interference with a neighboring unit. If the downstairs neighbor complains of increased noise transmission, the Board may ask that the upstairs unit purchase rugs in high-traffic areas. A Sound Transmission Class of at least 50 is requested for any hard-flooring installation.
9. What requires prior written Board approval?
Satellite dishes, flooring in a 2nd floor unit, replacement windows, any building, fence, wall, pool, spa, obstruction, outside or exterior wiring, balcony, screen, patio, patio cover, tent, awning, carport, carport cover, trellis, tree, grass, shrub, or other landscaping, or any other improvement or structure of any kind all require Board approval prior to installation. In addition, any shutters, blinds, curtains, drapes, or other appurtenance in or on any window, or door must be non-reflective and neutral in color (e.g. white, gray or beige) so that the items blends with the building exterior. For additional security, screens may be black.
10. What do I do with my garbage and recycling?
For garbage and non-glass recycling, contact Republic Services to arrange services at https://recyclingsimplified.com/). As of 2022, Grizzly Disposal and Recycling is also available (https://grizzlydisposal.com). Garbage and recycling is the individual responsibility of each unit resident. There are no common garbage cans or collections other than the trash can at the dog toileting area. All residents are required to use approved trash cans which must be stored in your garage when not in active use. Check with your trash hauler for their pick-up schedule. Please place bins outside in time for the pickup at least 3 feet from the building or on the previous evening as late as possible. Full garbage and recycling cans are bear- and dog-attractants. Glass recycling is available through Recycling Works. Check them out at https://recyclingworksmt.com/.
11. What are the HOA monthly dues?
Currently dues are $300 per month. They are due without demand on the 1st and considered late after the 15th. Checks should be made payable to Village at Elk Hills by the first of each month. The mailing address is P.O. Box 8599, Missoula, MT, 59807. Any payments received after the 15th are subject to a $10.00 late fee. Pre-addressed mailing envelopes are available upon request. They accept personal checks, money orders, cashier’s checks, and ACH payments. Payments can be mailed to the address above or dropped off at the office at 2100 Stephens Ave., Suite 110B, Missoula, MT 59801. Credit and debit cards are also accepted. If you would like to pay with either credit or debit cards, there is an additional transaction fee of 5% for Visa/Mastercard/Discover and 6% for American Express. Credit and debit card payments can be made over the phone during regular business hours at 406.728.7333.
You may also set up an automatic payment through your bank. They will then cut and mail a physical check on your behalf. Payments need to be mailed a few days prior to the 1st of each month, since the banks usually outsource this service, and the mail has some delay time. There is no actual “account” number so most residents use their last name or address as the “account” number so Gatewest knows where to apply the payment.
12. Can I have a satellite dish installed?
Dishes may not be attached anywhere on our buildings. A tripod which not permanently affixed may be used.
Board of Directors (effective May 2023)
- Ellen Porter, Treasurer (ellen@lmienviro.com)
- Erin McGlinchy, Secretary (glinch@montana.com)
- Jennifer Carlson, Vice President (jennifer.carlson@aol.com)
- Pam Udall, Landscape Committee Chair (udall.pam@gmail.com)
- Mike Rico, President, (lax1mxr@gmail.com)
updated 2/12/2024 TG