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To access your account, select your provider.


To signup for an account, select TOPS or Caliber and supply your HOA account number from your payment booklet or statement.


Note that the Caliber signup is ONLY for associations with Caliber Portal Services.


NOTE:
TOPS account numbers are ALPHANUMERIC
Caliber account numbers are only NUMERIC

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Please click the button below to log into Strongroom™, an AVIDXchange company.


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Make a Payment

Our online payments are processed by PayLease.com and require registration.


To make a one-time payment or set up recurring payments for your HOA assessments, select your provider (TOPS or Caliber) and supply your HOA account number from your payment booklet or statement.


NOTE:
TOPS account numbers are ALPHANUMERIC
Caliber account numbers are only NUMERIC

TOPS
(alphanumeric)
Caliber
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Your Architectural Form

To access your HOA's Architectural Form, simply enter your HOA name and then press the Get Form button.

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Homeowners Board Members Vendors New Clients

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Homeowner Questions & Answers

What is a "management company", what do they do, and how do I reach them?

A management company is contracted by the Board of Directors to provide such services as: Collection of assessments, supervision of subcontractors, obtaining bids for subcontracted services, providing financial statements and collection reports, as well as a general clearing house for problem solving, communications with homeowners and the Board of Directors and to serve in an advisor capacity.

The management company reports directly to the Board and all decisions are made by a majority vote of the Board of Directors.

GRG Management, Inc. may be reached via email or phone on our Contact Us page.

What is a Homeowner's Association (HOA)?

It is a non-profit corporation registered with the State and managed by a duly elected Board of Directors.  Its purpose is to maintain all common areas and to govern the community in accordance with the provision of the legal documents: CC&Rs, Bylaws, and Articles of Incorporation.  The corporation is financially supported by all members of the Homeowner's Association.  Membership is both automatic and mandatory.

What are the CC&Rs?

The Covenants, Conditions and Restrictions (CC&Rs) are the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation.  The CC&Rs were recorded by the County recorder's office of the County in which the property is located and are included in the title to your property.  Failure to abide by the CC&Rs may result in a fine to a homeowner by the Association.

What are the Bylaws?

The Bylaws are the guidelines for the operation of the non-profit corporation.  The Bylaws define the duties of the various offices of the Board of Directors, the terms of the Directors, the membership's voting rights, required meetings and notices of meetings, and the principal office of the Association, as well as other specific items that are necessary to run the Association as a business.

How do I get a copy of my Association's legal documents (CC&Rs, Bylaws, Articles of Incorporation, Rules & Regulations)?

Contact our office and request a copy.  There will be a charge for each copy and payment is required in advance.  You may request the document(s) be mailed or held for pickup.  You may also contact a Title Company and they will provide you copies at no charge.

If you are requesting your Association's legal documents for escrow, then you need to contact HomeWise at 866.925.5004 or go to their website at https://HomeWiseDocs.com.

Do you offer escrow services for homeowners?

GRG Management's escrow services for homeowners – including demand requests and HOA document retrieval – are provided by HomeWiseDocs.com.  They can be reached by phone at 866.925.5004, and their Customer Support is available Monday - Friday 6:00 AM - 5:00 PM PST.

Please contact HomeWise for your escrow needs.  Should you require additional assistance, HomeWise will direct you to contact our Escrow Department to further assist you.

Do you offer escrow services for Associations?

GRG Management's Escrow Department can assist Associations and their Board of Directors with escrow services such as:

  • Setting up individual owners' accounts
  • Recording changes of title to property for Association records
  • Preparing "ratio letters" for lenders (owners vs. renters)
  • Maintaining a record of historical title changes
  • Sending out legal documents (CC&R's, By-Laws, Articles of Incorporation)
  • Sending out Rules and Regulations
  • Sending out introductory "Welcome" letters with an information packet

For more information about escrow services for Associations, please email our Escrow Department at escrows@grgmgmt.com.

What is the Board of Directors?

The Homeowner's Association is a corporation and therefore a governing body is required to oversee its business, which is the Board of Directors.  The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws.  The limitations and restrictions of the powers of the Board of Directors is outlined in the Association governing documents.

Are there any other rules?

Most associations have developed Rules and Regulations as provided for in the CC&Rs and adopted by the Board of Directors.  Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and pool use hours, etc.

In addition, your Association may adopt Architectural Guidelines with procedures for submitting requests to make exterior changes to your home.  Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions.  These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well.

Violations of these rules may result in action by the Board of Directors and a fine.  In addition, if you proceed with an exterior improvement or change, without written approval of the Board of Directors, or Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or be fined for the violation.

If I am having a problem with a neighbor for a violation of the Policies and Guidelines, what can I do?

If residents cannot resolve a situation between themselves, then turn to your Association.  Should you have a situation that does not appear to be resolved through neighborly means, and you are willing to actively participate in the enforcement provided by the Policies and Guidelines, you may complete a Covenant Violation Form online.

The Violation Form may be found on our Contact Us page.  If the situation is deemed in violation of the Policies and Guidelines, the Board of Directors will institute the enforcement policy.  Your continued assistance may be required.

Are Board Meetings open to all residents? If so, where and when are they held?

Yes.  Notice of the time and place of any regular board meeting may be noted in the community newsletter, posted on the Community Bulletin Board at least 4 days prior, or mailed directly.

What is my assessment?

The assessment is the periodic amount due from each homeowner to cover the operating expenses of the common area and provide for reserve funds for replacement of common facilities in future years.

Your assessments are due on the first of the month.  Statements may be sent for assessments as a reminder of the amount due.

Some Associations have arranged for their homeowners to receive yearly coupon books.  Additionally, some homeowners have chosen to make their payments by way of direct debit through their bank account each month (ACH).  Homeowners on coupons or direct debit payments will only receive courtesy statements when their Association has an additional mailout.

How is the amount of my assessment determined?

The Department of Real Estate typically requires an initial budget from the developer for each community that a developer proposes to build.  This budget is set upon specific guidelines for utilities, landscaping, administration, etc.  Reserve funds are monies set aside for future expenses due to the life expectancy of certain items: lighting, street resurfacing, pool equipment, etc.  These amounts are then divided by the number of units built.  Budgets are approved by the Board of Directors and published 30 days prior to the year end.

Will my assessment go up?

There is no concrete answer to this.  Typically, the Civil Code provides for annual increases, but not to exceed 20 percent per year without the vote of the membership.  The Board of Directors may approve an increased budget, increasing your assessment up to this percentage in order to cover increased costs of operating and maintaining the common area and sufficient reserve funds.

What happens if I don't pay my assessment?

The maintenance and management services incurred by the Association are dependent upon timely receipt of the assessments due from each homeowner.  Late payments will result in a late charge as assessments are due on the first of the month.

In addition, the CC&Rs allows the Association to assess late charges, proceed with a lien on your property, charge Attorney fees, and begin foreclosure proceedings for nonpayment of assessments.  Some also allow interest charges.

To avoid late payments consider making an online payment or setting up automatic payments via ACH.

How do I check my HOA account balance?

For questions regarding your HOA account balance, please contact the GRG Management Accounting Department via phone at (760) 720-2350 x 112, or via email at payments@grgmgmt.com.

Can I drop off my payment after hours?

No, we do not have an after-hours drop box.  Payments may be brought into our office during normal operating hours.  If we are closed, please DO NOT slip your payment under the front door to the building or the door to our office suite.  GRG cannot be held liable for payments that have been left when we are closed.

How do I make an online payment?

Making an online payment is easy with PayLease, GRG Management's online payments provider.  You may either register to make a one-time payment or set up recurring payments for your assessments.

First, you'll need your HOA account number from your payment booklet or monthly statements.

Then to make your payment, if you're a Caliber customer click here, or if you're a TOPS customer click here.  Note that TOPS account numbers are alpha-numeric, whereas Caliber account numbers are numeric and consist of the first 8 digits of your HOA account number.

For questions regarding online payments, contact PayLease at (866) 729-5327 or visit support.paylease.com.

What credit cards do you accept?

We accept Visa®, MasterCard®, American Express®, and Discover®.

Is there a convenience fee to pay with my credit card?

Yes.  Every time we buy anything with a credit card, there is a fee to process that transaction, whether we realize it or not.

Many businesses hide this fee by including this cost in their prices.  However, for an HOA, spreading the fees across all homeowners by increasing the HOA assessment means credit card payers would be forcing their neighbors to pay part of their fees!

Instead, GRG has the homeowner paying by credit card pay the associated processing fee directly as a "convenience fee".  Should you wish to avoid these fees in the future, please consider paying by check or automatic debit (ACH).

Can I automate my payments with ACH?

Yes, and unlike paying with your credit card, there are no fees for ACH (Automated Clearing House) transactions.

ACH works in cooperation with your bank.  Once your ACH Form is processed, your normal monthly HOA dues will be automatically withdrawn from the account of your choice.  No more hassle with writing checks.  Your bank will receive the Association's request for funds and the funds will be transferred directly to your Association's bank electronically.

How do I apply for ACH automatic payments?

To apply for ACH, simply complete and return our ACH Form, remembering to include the voided check for your bank account.

Note that to be eligible, your account must be in current status (owing only the current period).  If your account is more than 15 days delinquent, your application will not be accepted until your account is brought current.

Please allow 45 to 60 days for processing your request, and continue to mail your monthly payment until you have received written confirmation that your application has been received and processed.

Finally, some Associations elect to use annual coupon books.  If you have received a coupon book, please retain it in the event you cancel your automatic deduction in the future.

What charges will be debited from my ACH account, and when?

Payments will be deducted from your account once per month with an effective date of the 6th.  Your monthly deduction will include your regular assessment amount and, if applicable, any special assessments.

However, non-recurring amounts, such as late charges or fines charged to your account cannot be paid through ACH and must be paid for by a separate check.

For ACH, do I need to notify GRG about bank account changes or escrow?

Yes.  It is the homeowner's obligation to report any of the following changes:

  • Your account is closed/frozen for ANY reason
  • You wish to change banks or accounts
  • You have opened escrow and/or are considering selling your home

Note that requests to change banks or accounts must be made in writing and received by the 15th of the month to take effect the following month.

For ACH, do I need to notify GRG about assessment changes?

No.  GRG Management will automatically update your monthly assessment amount for both annual changes and special assessments per your Association's fiscal year budget.

What if there aren't enough funds in my ACH account?

A dishonored ACH payment (e.g., non-sufficient funds or NSF) will automatically cancel ACH on your account.  Requests to re-start ACH after a cancellation will be subject to a $5.00 reinstatement fee.

How do I cancel my ACH automated payments?

It's easy! Just contact our accounting department in writing if you want to discontinue service.  Please allow 30 days to return to normal billing, keeping in mind that requests to discontinue your ACH payments must be received by the 15th of the month to take effect the following month.

How do I get a replacement mailbox key?

Mailbox locks and keys are the sole responsibility of the homeowner.  Neither the Association or Management company can replace your mailbox key.  Some Post Offices do maintain mailbox keys, so first contact your Postmaster to determine if your association's mailbox keys are maintained by your local Post Office.  If not, then you'll need to contact a Locksmith.

What is an Architectural Form?

Since most home improvement projects require the approval of your Association's Board of Directors and/or it's Architectural Committee, you'll want to make sure you obtain approval before beginning your project.

If approval is required, you'll need to complete your Association's Architectural Form and then submit it to GRG for review by your Association.

Note that as a part of completing the form you may be required to obtain your neighbors' approval and/or supply supporting documentation such as project plans.

And again, since approval is not guaranteed, make sure you do not begin your project before you receive final approval for your project!

What is a Tenant Registration Form?

For the safety of your tenant and the Association's other residents, all homeowners are required to register their tenants in a timely manner using the Tenant Registration Form.  This form collects basic emergency contact information about your tenant and their vehicle(s).

Because your tenant will be living within the community you must also provide them with a copy of our Rules & Regulations, which they must read.

Note that the Tenant Registration Form is a legal document that both the homeowner and tenant must sign.  In addition, a $25.00 processing fee is due with the form.

How can I contact my Association Manager?

The best way to contact your Association Manager is via email, as many requests must be made in writing anyway.  However, you are always welcome to contact your Association Manager by phone.

How do I contact my Association Manager after hours when it's an emergency?

For serious emergencies such as crime, fire or bodily damage, PLEASE CALL 911 FIRST.

GRG Management provides 24-hour, 365 days-a-year emergency service.  For emergency HOA situations such as fire, flood or property damage, please call our main office at 760-720-0900.  Follow the after-hours prompts which will require you to leave a message.  Please include accurate contact information.  Our on-call manager will respond as quickly as possible.

Note that calls to our after-hours emergency line with regard to billing will not receive a response, as there is no access to your billing account after office hours.  For billing issues, please call 760-720-2350 x 112 and leave a detailed message regarding your billing account, and we will respond during normal business hours.

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Board Member Questions & Answers

How can I contact my Association Manager?

The best way to contact your Association Manager is via email, as many requests must be made in writing anyway.  However, you are always welcome to contact your Association Manager by phone.

How do I contact my Association Manager after hours when it's an emergency?

For serious emergencies such as crime, fire or bodily damage, PLEASE CALL 911 FIRST.

GRG Management provides 24-hour, 365 days-a-year emergency service.  For emergency HOA situations such as fire, flood or property damage, please call our main office at 760-720-0900.  Follow the after-hours prompts which will require you to leave a message.  Please include accurate contact information.  Our on-call manager will respond as quickly as possible.

Note that calls to our after-hours emergency line with regard to billing will not receive a response, as there is no access to your billing account after office hours.  For billing issues, please call 760-720-2350 x 112 and leave a detailed message regarding your billing account, and we will respond during normal business hours.

Do you have resources available to help new Board Members?

GRG provides resources to help Board Members educate themselves and the homeowners they serve.  Check out our Resources section on our Board Members page.

What are my duties as a Board Member?

To help you learn what each Board Member is supposed to do to properly fulfill their duty, GRG University™ has published "A Board Member's Duty", a concise, easy-to-read 6-page PDF.

How does an HOA work? Do you have a handout for residents?

To help homeowners understand and acclimate to community life, GRG University™ has published "Community Association Basics", a 28-page PDF covering the basic concepts of association life and a glossary of common terms.

We're considering changing management companies. How do I request a proposal?

Requesting a proposal is easy and it's free.  Simply complete our online Proposal Request Form and press Send.

Upon reviewing your information a representative will contact you.  In the meantime please to not hesitate to Contact Us should you have any questions or wish to provide further information.

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Vendor Questions & Answers

How do I become approved as a GRG Vendor?

If you're not currently on our Approved Vendor list, please review the list of requirements on our Vendors page and then contact our offices to arrange a proposal presentation to our team.

Please note that all contractors, suppliers, and vendors are required to complete and return our Vendor Forms and attach the requested documentation before the approval process can commence or payment for goods or services can be made.

How do I become a GRG Preferred Vendor?

Any contractor, supplier, or vendor on our Approved Vendor list may Contact Us to apply to become a GRG Preferred Vendor and be featured on our Vendors page.  However, please keep in mind that only a limited number of vendors are ever selected, and that selection is at the sole discretion of GRG Management.

Where do I turn in my forms for approval?

You may either submit your forms and supporting documentation by mail to our mailing address, or drop them off at our physical address during business hours.

However, do not drop them off at our physical address after hours as the forms contain important information such as your social security number, and GRG Management cannot guarantee their safety.

Is a certified copy of my Fictitious Business Name filing required?

Yes.  As noted in our Approval Requirements, when submitting your Vendor Forms for approval you must include a certified copy of your filed Fictitious Business Name statement.

You may obtain this certified copy from your San DiegoRiverside, or  Orange County Recorder.

Is a Liability Insurance Certificate required, and if so, for what amount?

Yes.  As noted in our Approval Requirements, when submitting your Vendor Forms for approval you must include a Liability Insurance Certificate indicating that you have liability coverage of at least $1,000,000.

You may obtain this certificate by contacting your insurance agent or company.

Is a current Workers Compensation Certificate required?

Yes, unless you are a Sole Proprietor.  In that case you may instead complete and notarize the Sole Proprietors Agreement.

What are the instructions for the Independent Contractor Form?

Answer each question on the Independent Contractor Form, remembering to sign and date it.  This form does not need to be notarized.

Note that the references you list must have received services from you within the last twelve months.

When submitting this form include a certified copy of your Fictitious Business Name statement from your County Recorder and either your current Workers Compensation Certificate or the Sole Proprietors Agreement.

What are the instructions for the W-9 Tax Identification Form?

Fill in each box on page 1 of the W-9 Tax Identification Form, remembering to sign and date it.  This form does not need to be notarized.

For questions about this form, refer to the instructions starting at the bottom of page 1, and/or contact the IRS.

What are the instructions for the Vendor Liability Form?

Answer each question on the Vendor Liability Form, remembering to sign and date it.  This form does not need to be notarized.

What are the instructions for the Sole Proprietor Form?

Fill in each blank on the Sole Proprietor Form except for the contractor signature on the last page.  This form must be notarized, and you must sign the document in the presence of the notary public at that time.

For question 3.2, enter "Not Applicable" for both blanks if you will not be exclusively working for the Association.

For "By:" on the last page, enter the name of your business.

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New Client Questions & Answers

Why should I consider GRG Management?

A respected leader in its industry, GRG Management services over 50 homeowners associations and manages over $1.2 billion dollars in assets.  And that number is growing.

The secret of GRG's success is genuine, personalized care - a rarity in an industry filled with large, national companies.  We feel that anonymous, impersonal service is unacceptable, because nothing is more personal than someone’s home ...

Learn More  or  Request Proposal

What service packages do you offer?

GRG offers two service packages, our popular, all-inclusive GRG Community Care™ package and our more flexible and personalized GRG Custom Care™ package.

Do you have a list of the services you offer in a package?

For a comprehensive list of the services GRG provides to help board members and homeowners, please check out our Services page.

What is involved in changing management companies?

Whether you're replacing your current firm for nonperformance or you'd just like to consider alternatives, you'll want to do the following:

  • Review your existing contract, preferably with legal counsel, regarding proper termination procedures, e.g. any required notices, time-frames, penalties etc.
  • Form a Search Committee to interview prospective applicants and solicit proposals
  • Create clear requirements so that proposals are accurate and may be compared against each other
  • Evaluate the proposals, credentials and references of applicants and then make a recommendation to the Board, which may wish to interview the finalists in a closed meeting
  • In an open meeting vote to properly notify the existing firm of termination and hire the new firm contingent upon legal review of the contract
  • Upon contract signing the new firm will work with the existing firm to transfer the Association's records and funds

Now that many Associations and management companies store their records electronically, transferring documents has been greatly simplified.  In addition, since your funds should already be in accounts under your Association's name, transferring funds can be as simple as setting up new signature cards and a corporate resolution to transfer control to your new firm.

What are the pitfalls of changing management companies, and how do we avoid them?

What should be a simple transfer of records and funds can unfortunately go awry, so here are some pitfalls to avoid:

  • Make sure you understand and fulfill your contractual obligations for contract termination, including termination method of service, time-frames, notice, penalties, holdback requirements etc.
  • Watch what date you notify so that you avoid paying for an extra month of service, e.g. sending a 60-day notice on the second of the month may mean you're on the hook for 90 days' worth of service
  • If you fear service levels may drop due to termination - especially in the case of termination for nonperformance - consider negotiating a buyout so your new firm can start immediately
  • As tempting as it may be to withhold payment when you're terminating for nonperformance, the value of an amicable and timely transfer and the avoidance of legal fees and entanglements may make it worthwhile to simply pay what is contractually owed
We're considering changing management companies.  How do I request a proposal?

Requesting a proposal is easy and it's free.  GRG Management has helped many Associations just like yours transition to our services.  However, because each situation is unique, please provide as much detail as you can as you complete our online form.


Request Proposal

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