customercare@ciaservices.com  |  Toll Free 866-219-0563  |  Houston 713-981-9000  |  San Antonio 210-490-0000
C.I.A Services, Inc.
Systems. Structure. Stewards.
Professional Community Association Management Since 1984
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Home > Resources > FAQ
General
Why do they only fog for mosquitoes at night?  [ + ]

The best time to kill adult mosquitoes by fogging is at dusk, when they are most  active and looking for food (mosquitoes feed on human or animal blood). The aerosol fog primarily targets flying mosquitoes, which is why the timing of the spray is critical.

If we are outside when the mosquito foggers go through the community, are the chemicals used safe for my family and pets?  [ + ]

Generally, there is no need to relocate during mosquito control fogging. The insecticides have been evaluated for this use and have been found to pose minimal risk to human health and the environment when used according to label directions. Nevertheless, because insecticides are inherently toxic, no pesticide is absolutely risk free. The likelihood of experiencing adverse health effects as a result of exposure to any pesticide depends primarily on the amount of pesticide that a person contacts and the amount of time the person is in contact with that pesticide. Although mosquito control insecticides pose low risks, some people may prefer to minimize or to avoid exposure to these chemicals. Here are some common sense steps to help reduce possible exposure to insecticides:

• Listen and watch for announcements in the local media about fogging for mosquitoes and remain indoors during the application in your neighborhood.

• If possible, remain inside whenever fogging takes place.

• People who suffer from chemical sensitivities or feel fogging could aggravate a preexisting health condition should consult their doctor or local health department and take special measures to avoid exposure.

• Close windows and doors and turn off your air conditioning (or set it to circulate indoor air) when fogging is taking place in the immediate area.

• Do not let children play near or behind truck-mounted applicators when they are in use. To ensure the fogging trucks have left the area, keep children inside during fogging and for about one hour after fogging.

• Bring pets inside and cover ornamental fish ponds to avoid direct exposure.

• Consult your doctor if you think you are experiencing health effects from the fogging.

More information about spraying for adult mosquitoes may be found on the USEPA’s Web site:.

Amenities
Why do they use dye in the lakes?  [ + ]

The dye in the lakes is actually an algae control treatment. These algaestats and shading products do not kill algae outright but instead inhibit their growth and is for use in ponds, lakes, reservoirs, and drinking water sources.  The shading products are introduced into the water early in the growing season before plants and algae have started growing. Shading products perform best in water bodies greater than two feet in depth. Shading products change the water color to blue, turquoise, or blue-green.

What is a post emergent herbicide?  [ + ]

Post emergent herbicide is a weed control chemical used to kill weeds after they have germinated. To do this the weed must be actively growing and not just green.

How do I get a tennis court key?  [ + ]

Generally, tennis court keys are provided by the management company or community volunteers.  As each community is different, please go to the community information pages on this website for your community for the specific details for your neighborhood or contact our customer service department at 713-981-9000.

When can I get my pool tags?  [ + ]

Generally, pool passes are provided by the management company or community volunteers.  As each community is different, please go to the community information pages on this website for your community for the specific details for your neighborhood or contact our customer service department at 713-981-9000.

Committees
How can I become a committee member?  [ + ]

Volunteers are an intregal part of every community.  Many communities use volunteers for newsletter, welcome, pool, neighborhood watch, and website committees. There may be many other volunteer positions available to help ensure that the community runs smoothly for all residents and owners.  If you are interested in volunteering, please send an email to customercare@ciaservices.com.  Provide the name of your community and the volunteer opportunities you are interested in.  You may also contact our office at 713-981-9000 and obtain information from a Community Specialist.

Deed Restrictions
How often is the community inspected for deed restrictions?  [ + ]

Most communities opt for a bi-weekly schedule for inspections.

How can I remove the oil stains on my driveway?  [ + ]

There are several products currently on the market to help remove oil stains from concrete. One product is called DRIVE UP and another option is called RESTORE. These products are available at auto supply and home improvement stores.  Owners have also advised that using a grease removing dish soap such as DAWN in conjunction with an absorbant cat litter to help draw the oil to the surface for easier removal.  Pressure washing is not advised as it’s just too abusive to the concrete.

Assessments
If you have a lien on your property for 450.00 and you pay the 450.00 but you also have additional fees of 100.00 will the lien be released with the 450.00 or the 550.00?  [ + ]

A Notice of Lien Affidavit will be filed with the county listing the amount that is owed on the account at the time the Lien was generated.  It is documented on the Notice of Lien Affidavit that this is the current amount due but additional fees may be assessed to the property.  The Lien will not be released until all fees are paid and the account balance is zero.

How do I make my payment online?  [ + ]

You may pay your community assessments online with a major credit card (MasterCard, American Express and Discover) or via eCheck. This service is provided by Community Association Banc, a division of Mutual of Omaha Bank, through their secure website. This gives you the chance to pay your assessments quickly and easily without the hassle and expense of writing checks and using postage. In addition, you may even be able to benefit from sky miles or bonus points offered by your credit card company.  Go to the home page of this website and click on the Pay Assessments Online button or the payments button on your community home page on Information.

In order to pay online, you will need a coupon from your assessment statement with the information shown below. If you do not have a coupon handy, you can call our office during normal business hours and we will be happy to provide you with that information plus your current balance.

Why am I charged a late fee on my assessments?  [ + ]

Based on the collection procedures adopted by the community, late fees are typically applied to accounts that are 1 month delinquent.  An additional late fee is typically applied once the account is 2 months delinquent.  The late fees are applied to offset the additional expense associated with further collection efforts.

Can I pay my annual dues by phone?  [ + ]

We do not take credit card payments over the phone.  However, we have several other convenient and secure payment options.

You may pay your community assessments online with a major credit card (MasterCard, American Express and Discover) or via eCheck. This service is provided by Community Association Banc, a division of Mutual of Omaha Bank, through their secure website. This gives you the chance to pay your assessments quickly and easily without the hassle and expense of writing checks and using postage. In addition, you may even be able to benefit from sky miles or bonus points offered by your credit card company.  Go to the home page of this website and click on the Pay Assessments Online button or the payments button on your community home page on Information.

In order to pay online, you will need a coupon from your assessment statement with the information shown below. If you do not have a coupon handy, you can call our office during normal business hours and we will be happy to provide you with that information plus your current balance.

You may also mail your payment with the envelopes provided or bring your payment to any of our conveniently located offices.

When are assessment fees due?  [ + ]

The assessments are due according to the date set in the governing documents of each association. Many association documents use the January 1st due date, but there are also associations with a June 1st  or other due date.  The assessment date is based on the fiscal year for the association.

Is a Notice of Assessment Lien reported to the credit bureaus?  [ + ]

The Notice of Assessment Lien is a document that is filed with the county records.  It is not reported to the credit bureaus; rather, it is associated to the property and it will be included in any search related to the property.  At times during financial transactions, a credit inquiry will include county records.

Why do I have to wait for 2 e-mails from the bank when making a payment online?  [ + ]

The first email is the payment confirmation.  This email confirms that Community Association Banc has received your request to make a payment.

The second email is sent once the payment has been processed successfully and will include a confirmation number for your records.

Your payment has not been received unitl the second email is issued.

Who do I make my payments payable to?  [ + ]

Payments should be made payable to your association.

What do the association dues cover?  [ + ]

What the assessement cover varies greatly from community to community.  Typically, a budget for the current year and a breakdown of the fees for your community is included with the annual assessment billing.  If you need a copy of the budget and /or breakdown, please contact a Community Specialist from our Customer Service Department at 713-981-9000 or at customercare@ciaservices.com.

Can we pay our assessment fees in installments?  [ + ]

Many communities offer an advance payment installment option before the due date.  Information and payment coupons are mailed with the annual assessment notice.  In addition, you may apply for a payment plan by speaking with a Community Specialist from our Customer Service Department at 713-981-9000 or customercare@ciaservices.com.

Legal
What is the difference between a chapter 7 and chapter 13 bankruptcy?  [ + ]

A Chapter 7 bandkruptcy is a short-term bankruptcy that usually last 4 to 8 months.  It does not extinguish the Association’s debt unless the owner owes more on their mortgage than the value of their home.  A Chapter 7 bankruptcy will extinguish fees and costs related to deed restiction violations, as well as fines if these charges are not secured in the Declaration’s assessment Lien. 

A Chapter 13 bankruptcy is the most common type of bankruptcy involving Association delinquencies. A Chapter 13 bankruptcy provided for payment of the Association’s debt within a structured payment plan set up by the Bankruptcy Court.  The payment plan usually lasts five years.  The one circumstance in which a Chapter 13 will exttinguish an assessment debt is where a property owner owes more on their mortgage than the value of their home.  A Chapter 13 bankruptcy will extinguish fees and costs related to deed restriciton violations, as well as fines if these charges are not secured by the Declaration’s assessment lien.

Community Governance
How can I volunteer for my community?  [ + ]

Volunteers are an intregal part of every community.  Many communities use volunteers for  newsletter, welcome, pool,  neighborhood watch, and website committees. There may be many other volunteer positions available  to help ensure that the community runs smoothly for all residents and owners.  If you are interested in volunteering, please send an email to customercare@ciaservices.com.  Provide the name of your community and the volunteer opportunities you are interested in.  You may also contact our office at 713-981-9000 and obtain information from a Community Specialist.

What are preliminary meeting minutes?  [ + ]

Meeting minutes that have been prepared and are pending review and approval by the Board of Directors and/or association members.

Office
Where are your offices located?  [ + ]

We currently have 3 office locations.  Two are in the Houston area and one is in the San Antonio area.

Southwest Office:

   3000 Wilcrest Drive, Suite 200
   Houston, Texas 77042-3390

North Office:

   8811 FM 1960 Bypass, Suite 200
   Humble, Texas 77338-4023

Bandera Office:

   465 Bear Springs Road
   Pipe Creek, Texas 78063-3178

What are your office hours?  [ + ]

Our Customer Service department is avaialble Monday through Friday 9:00 a.m. to 8:00 p.m.

Our Branch hours are as follows:

North Office: Monday through Friday 9:00 a.m. to 8:00 p.m.

Southwest Office: Monday through Friday 9:00 a.m. to 6:00 p.m.

Bandera Office: Monday through Friday 8:00 a.m. to 5:00 p.m.

Property
If I pay my assessments and then sell my home during the year, how do I get my money back for the months I no longer own the property?  [ + ]

At the time of closing, the title company will pro-rate the amount that each party will owe the association.  The pro-ration is based on the number of days that you own the home and will be reflected on your settlement statement as funds paid to you by the buyer.

How can I update my mailing address with the Association?  [ + ]

You can update your mailing address by contacting the Association through the management company. This request for a mailing address change must be received in writing by mail, e-mail, or fax.  Please provide your property address, the new mailing address and a contact phone number.  Information can be sent  via e-mail to customercare@ciaservices.com or by fax at 713-981-9090.  Our mailing addresses are:

Southwest Office

3000 Wilcrest Drive, Suite 200
Houston, Texas 77042-3390

North Office

8811 FM 1960 Bypass, Suite 200
Humble, Texas 77338-4023

Bandera Office

465 Bear Springs Road
Pipe Creek, Texas 78063-3178

What if I don’t know which community I am in?  [ + ]

You can obtain the name of your community several ways.  It will be on the closing. By accessing your account, it  will provide you with the name of your community in the legal description section of the report.  You may contact our office and provide your street name or your name and we will gladly search our records for you.

Home Improvements
What kind of documents do I need to submit to build a patio cover?  [ + ]

You will need to submit a completed home improvement request form.  Attachments instructions.

Where can I get a Home Improvement Request form?  [ + ]

Home improvement request forms are available on this site.  Go to the documents section on your community pages and select home improvement request form.  You will be able to print the form for your use.  Additionally, we can email or mail you the form.

What kind of documents do I need to submit to build a pool?  [ + ]

You will need to submit a completed home improvement request form.  Attachments will inclue a plot plan of your property that details the improvement as well as drawings,  blue prints, related product samples, etc.  Some communities also require a deposit for all pool installatons.  Please refer to the form for complete instructions.

How long does it take your office to approve my home improvement application?  [ + ]

The home improvement applicaions are typically reviewed by a committee of of the names.  The amount of time the committee has to review an application is defined in the governing documents.  It varies by community but is typcially 30 to 60 days.

What kind of documents do I need to submit to build a room addition?  [ + ]

You will need to submit a completed home improvement request form.  Attachments instructions.

Do I need to submit a color sample if I want to paint the same color of my house?  [ + ]

It is always best to include the color sample to avoid any delays.

Can I fax my Home Improvement Request?  [ + ]

If your request does not have any items that need to be shown in color, it can be faxed to our office at 713-981-9090.

Do I need approval if I am replacing my fence with same type?  [ + ]

This varies by community.  Check your governing documents or contact our office for information specific to your neighborhood.  It is always best to obtain advance approval for any exterior modification.

Where in the guidelines does it say I need a pool deposit check?  [ + ]

The Board of Directors can set policy related to deposits and fees for the home.

To whom do I write the pool deposit check?  [ + ]

The deposit check should be payable to your community association.

Who approves/reviews my home improvement application?  [ + ]

The home improvement applicaions are typically reviewed by a committee of Committee, Modification Committee, and Modification Review Committee are some of the names.  The amount of time the committee has to review an application is defined in the governing documents.  It varies by community but is typcially 30 to 60 days.

Why do I need a survey plot with my home improvement request?  [ + ]

The Committee will need to review the proposed improvement shown on the plot plan to ensure that the improvement will not violaton any building lines, easements, or other land restrictions.

How can I get a copy of my plot plan?  [ + ]

A plot plan of your property should be included with the closing paperwork you received when you purchased your home.

For properties within the Harris County boundaries, a plot plan may be obtained by contacting:

Harris County Public Infrastructure Department

Architecture and Engineering Division - Permits Group

10000 NW Freeway, Ste 102

Houston, TX 77092

713-956-3000
Hours - Monday through Friday between 7:30 am to 4:00 p.m.

or via e-mail:   www.eng.hctx.net/permits

For Properties located in Fort Bend County :

Fort Bend County Clerk’s online Public Access at http://ccweb.co.fort-bend.tx.us/RealEstate/SearchEntry.aspx?e=newSession

Put your name as the Grantee and highlight Plat under Document Type.  This will bring up a list of properties.  Then, click on the one that matches your name.  It should bring up an image of the plat.

If this doesn’t work, the only other option is to visit the County Clerk’s office.   Their main location is 301 Jackson Street in Richmond, Texas.

Can I e-mail my Home Improvement Request?  [ + ]

Yes.  Completed applications may be emailed to customercare@ciaservices.com in a PDF file.

Do I need approval if I am replacing my roof with same type?  [ + ]

This varies by community.  Check your governing documents or contact our office for information specific to your neighborhood.  It is always best to obtain advance approval for any exterior modification.

Question of the Month

Where can I get a Home Improvement Request form?

Home improvement request forms are available on this site.  Go to the documents section on your community pages and select home improvement request form.  You will be able to print the form for your use.  Additionally, we can email or mail you the form.

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