Port of Old Mission Condominium III 
Red Fox Run Association

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An Overview of Co-Owner Rights and Responsibilities


When buying a home, owners receive extensive documentation regarding their purchase. The fine points of these legal documents are often overlooked or forgotten. The following is a summary of key elements of that documentation and provides links to other important information regarding our community.  Click on any of the categories listed below to learn more.

The following is not a substitute for close reading of the Condominium Master Deed, Condominium By-Laws, Association By-Laws and other pertinent documents as found in the Association By-Laws and Policies. Check the menu below for more information about the Red Fox Run Association, its activities and operations.

Note: This information is solely for Red Fox Run residents, and commercial use is restricted. Please refer questions regarding information on this website to the condominium Property Manager or any Red Fox Run Association Board Member. 

THE PROJECT
The Condominium Project (Also known as Port of Old Mission Condominiums No. III, or Phase III) is a legal entity established by the State of Michigan. The developer provides first purchasers with a copy of The Condominium Buyer’s Handbook and a Subscriber Information Booklet. This latter document contains copies of the Condominium Master Deed, Condominium By-Laws, Sub-Division Plans, Condominium Association Articles of Incorporation and other important information that explain the operation of the Condominium. Keep your documents in a safe place and pass them on to the next co-owner. 
Port of Old Mission Phase III contains 49 residential Condominium units. See the campus map. See the campus map.  

DEFINITIONS WORTH REPEATING

  • Co-owner: Holder of legal title to a Condominium unit.

  • Limited Common Elements: Interior surfaces of the unit and other specified areas of the Condominium unit such as the garage attic space, patio, walkway, parking space, driveway etc.

  • General Common Elements: Everything else is owned by the Condominium Association.

THE ASSOCIATION
The Port of Old Mission Condominiums No. III Association (Unofficially known as the Red Fox Run Association) is a not-for-profit corporation organized under the laws of the State of Michigan. Purchasers of units in Port of Old Mission Condominiums No. III are members of this Association. A volunteer Board of Directors (hereafter Board) manages the Association on behalf of the co-owners.

THE MANAGER - CO-OWNER RELATIONSHIP
The Association employs a Property Manager to perform certain day-to-day duties and services on behalf of its members. The manager is usually the first contact regarding buildings/grounds maintenance or other association matters. Under the best of circumstances, verbal requests for routine matters can be forgotten or misunderstood; as a result, E-mail or other written  communications are preferred. The manager is also available by phone or pager for more urgent needs. Co-owners who are dissatisfied with the content or timeliness of the manager’s response are urged to take the issue directly to a Board Member.

INSURANCE

  • Association Insurance: The Association carries property and liability insurance that covers the general common elements of the condominium.

  • Co-owner Insurance: Co-owners obtain property and liability insurance for Limited Common Elements and for personal property located within the unit or elsewhere within the condominium. Some co-owners find it convenient to obtain insurance from the same agency and carrier used by the Association. This has the advantage of continuity between Association and co-owner policies. When using a different carrier, ensure personal insurance is compatible with the Association’s coverage. We recommend careful reading of Section VI of the Condominium By-Laws. Contact the association Property Manager and your insurance agent for additional information on this important subject. 

PAYMENT OF CONDOMINIUM FEES (ASSESSMENTS)
The Association collects Monthly assessments necessary to maintain current and future services, improve common areas, and provide for contingencies. All co-owners pay the same assessment. An additional fee is collected for detached garages. Monthly assessments are due the first of the month. Co-owners have the option of paying quarterly. Members are not normally billed; however, invoicing is available for an additional fee. Members are encouraged to set up an automatic bank draft. This reduces administrative costs and prevents delays in crediting the fees to the members account. 

Special assessments are levied in the sole discretion of the Board of Directors) and shall not be levied without the prior approval of more than two-thirds (2/3) of all co-owners. See Article V, Sections 4 through 6, Condominium By-Laws.

Contact the Property Manager for more information on this subject.

FINES AND ASSESSMENTS
Late fees, and fines with proper notification and appeal are at the discretion of the Board of Directors. 

NEW CO-OWNERS AND LESSEES
The Property Manager provides a newcomer orientation to all new co-owners and lessees. Click here. This orientation covers the operation of the Condominium and other subjects. The manager will ensure new occupants have obtained copies of all documents pertaining to the condominium project. Replacement copies of the documents are available for a fee. Co-owners who sell or lease their unit must ensure the new occupant is provided a copy of all governing documents. 

BOARD OF DIRECTORS MEETINGS
Co-owners are welcome to attend condominium board meetings. Contact the Property Manager or a board member for more information. Meetings are usually held monthly. 2023 Tentative scheduled meetings are May 25th, June 22, July 27th, August 24th and September 21st. These dates are subject to change or may be cancelled at the boards discretion.

COMMITTEES
The Board of Directors will establish Budget, Buildings/Grounds, and additional committees as needed. For more information or to volunteer to serve on a committee contact a board member or the property manager for more information.

COMMUNICATIONS
Methods of communication between co-owners and the Board of Directors are tailored to meet the needs and preferences of the individual co-owner. In addition to E-mail, letters, telephone, newsletter and public notices, and the association website at http://pom3.org are used. E-mail is the quickest and reliable form of communication of pertinent information. 
 
UNIT MODIFICATION
No member can alter the exterior appearance or structurally modify the unit without prior written approval of the Association Board of Directors. Contact the Property Manager for more information.

UNIT MAINTENANCE
Improvements, maintenance, decoration, repairs and replacement of General Common and Limited Common elements is covered in detail in the Master Deed and other documents. The following is a list of common areas of concern. Advise the property manager of any problems.  You may also refer to the Responsibility Chart for guidance click here.

  • Leaks: Roof/window/skylight leaks: Ice build-up can cause leaks. Report excessive ice or leaks to the Property Manager.

  • Garage doors: Your garage door should be serviced periodically. Consider applying white lithium grease or silicon spray to the rollers. If you winter in Traverse City, you may want to clean and spray your garage door cables as well.

  • Water damage: When leaving your unit for an extended period, consider turning off the main water shut-off valves and flush all toilets. If you leave during winter, there are devices that will monitor the interior temperature of your unit. The Property Manager and your neighbors are good sources of information on this subject.

  • Exterior garage lights are replaced by the association. If the light burns out, contact the property manager. Report malfunctioning streetlights to the property manager.

  • Decks: The Association is responsible for repair and periodic cleaning and sealing of wooden decks.

  • Exterior staining: Units are re-stained as needed.

  • Window washing: Exterior Window washing is done semi-annually. Interior window cleaning is also available for an additional fee at the arrangement of the interested Co-Owner.

  • Erosion: The slopes around some units are subject to erosion. Report snowplow damage or similar problems to the Property Manager.

  • Irrigation: In season, sprinklers may need adjustment or repair. Contact the Property Manager to report any issues.

  • Gutters: New gutters require advance approval from the Association Board. Gutters are periodically cleaned by the association.

LANDSCAPING AND GROUNDS MAINTENANCE
The Association is committed to maintaining the natural wooded appearance of the property. New plantings, decorative structures, trimming/removal of trees or bushes, or changes of grade around a unit require advance approval. A written request outlining the proposed changes must be submitted to the Board for review and approval. The plan must  avoid the planting of trees, shrubs, or ornamental materials that interfere with sprinkler heads, painting, and access to the unit, snow removal or lawn maintenance. A list of approves native plants can be found here.

  • Lawns are normally mowed on Wednesday. 
  • Snow removal begins as soon as possible after 2 inches of snowfall. 
  • The association also has a shared maintenance agreement with POM I and II for some common elements such as roads. 

PESTS, CRITTERS AND PETS 

The Association recommends preventative pest control within homes. This service is at co-owners expense. Requests for removal of wasp and bee nests in the common element will be mediated on a case-by-case basis. 

  • Pets: No animal may be kept within a unit or on the common element without prior written consent of the Board. Common sense applies here. Not everyone is a pet lover or easily tolerates their behavior. Pick up after your pet and keep it under control at all times. Check with the Property Manager regarding restrictions on size and numbers of pets.

  • Woodpeckers: We have at least three species of woodpecker in our area. They are beautiful and interesting birds with acute hearing. If they peck on your unit, they are either “sounding” to announce their presence, have discovered insects in your walls or are looking for a cozy warm nesting spot. Check the exterior of your unit periodically for any evidence of woodpeckers. Woodpeckers prefer downed and dying trees to wood siding. Managing our woodlands to retain dead trees and snags will go a long way toward maintaining a healthy population of these and other cavity nesting birds. Some owners report that woodpeckers are distracted by suet. Report attacks on your unit.

  • Gypsy moths: These insects can be very destructive to our trees. Caterpillars, brown with tufts of hair, hatch in spring and reach full size of 3 inches by midsummer. The insects emerge as adult moths after 7 to 18 days in loose cocoons. Females lay egg masses of 400 to 500 eggs, mainly on tree trunks. If you see egg masses, to the fullest extent possible, scrape them off the trunk and place in soapy water to destroy them. Inform the Property Manager

  • Carpenter ants: Because we live at the edge of the woods, we sometimes see these big, black ants with a bent antenna and a healthy appetite for structural wood. Because they prefer moist areas, likely places to spot them are the bathroom, kitchen and laundry areas. The Association will pay for removal of ants within walls of units including the garage.

ESTATE SALES
Estate sales must be approved by the Board. Please contact the Property Manger to facilitate this request. 

PARKING AND ROADS
Parking spaces are designed for passenger vehicles. Prior approval from the Board is required for motor homes, boat trailers, and similar vehicles to be kept on Association Property for longer than forty-eight (48) hours. 

Roads in the project are owned and maintained by POM I, II and III. The three Associations share responsibility for maintenance of Port Mission Road. 

HOLIDAY DECORATIONS AND FLAGS 
Holiday decorations are limited to lighting and wreaths. Lights will not blink. 

One American flag may be displayed at a time. 

SATELLITE DISHES
Small (18 inch) satellite dishes require prior approval and may be installed in an inconspicuous location approved in advance by the Association Board. The dish will be painted the same color as the Condo unit. The dish may not be installed on the roof or facia boards as it may damage the roof. 

SALE OR LEASE OF UNITS
These guidelines apply to any change in unit occupancy. Notify the Property Manager at least 30 days before sale or lease of a unit. Any lease must be approved by the Board. Provide a copy of the lease agreement to the Property Manager. The Lease must specify that occupants be subject to all terms and conditions of the Condominium Documents.

SNOWBIRDS
When leaving for extended periods, notify the Property Manager regarding duration of the absence, and provide a contact person in an emergency. Ensure someone has access to the unit.

TRASH
The Association maintains a centralized trash collection center and encourages recycling. Click here to print a detailed list of ground rules and recommendations regarding these subjects. 

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