SOP – Community Care

900: Change of Address

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  • BILLING/MAILING ADDRESS – General Info
  • BILLING ADDRESS CHANGES
  • REQUEST FOR ANNUAL NOTICE OF ADDRESS, REPESENTATIVE AND RENTAL STATUS (Civil Code section 4041)
  • SECONDARY MAILING ADDRESS REQUESTS/CHANGES (CIVIL CODE 5260)
    • (only for Annual Budget Report, Annual Policy Statement/Audit, documents pertaining to delinquency/foreclosure)

BILLING/MAILING ADDRESS – General Info

  • We obtain the billing address for new homeowners who have just purchased property through their escrow company.
  • Billing statements or coupon booklets are mailed to the homeowner’s Primary Mailing/Billing Address (See Coupon Book Bank Address ACH List for associations on Coupon Booklets and list of any exceptions to typical methods of billing)
  • We cannot mail the normal billing statements or coupons to more than one address (see Secondary Mailing Address/Changes below).
  • Owners may opt to receive their billing statements (not coupons) via email by signing up on the Resident Portal (billing may be sent to more than one email address).

BILLING ADDRESS CHANGES

  • Only the homeowner may request a change in billing address (Civil Code 5260).
  • The homeowner must submit all billing address change requests in writing. (Civil Code 5260)
    • Owner can change on Resident Portal.
    • Owner can email communitycare@actionlife.com
    • Owner may physically mail request to Irvine office.
    • Verbal requests are never accepted.
  • Owners are allowed to change their billing address at any time. However, every year at least 30 days before the HOA Annual Budget is prepared they are asked to confirm their billing address (see next section for details).  If they do not respond to the request to confirm their billing address within the allotted time, their billing address will revert to the property address.  This will occur approx. 30 days after the  request form is sent out (Civil Code section 4041).

REQUEST FOR ANNUAL NOTICE OF ADDRESS, REPRESENTATIVE AND RENTAL STATUS (Civil Code section 4041*)

*(Note that this Civil Code requirement does not apply to business parks, commercial, mixed use or other non-residential communities)

  • Per Civil Code, as of January 1, 2017 a form is mailed to every homeowner in a residential community managed by Action at least 30 days before making their HOA Annual Budget Report (usually mailed out with the HOA audit) requesting that the homeowner:
  1. Confirm their billing address
  2. Provide an alternate/secondary address (see below for list of items sent to secondary billing address)
  3. Provide an address for a legal representative in the event the owner is absent for an extended period of time (which we refer to as the “Legal Address”)
  4. State whether or not the unit is owner-occupied or rented out.

***Click here to see full form (posted on Lookup).

  • If an owner fails to provide the requested information on the form their mailing address will be changed to the property address 30 days after they receive the form.
  • The homeowner may answer these questions on the Vivo Portal which will prompt them with a “Pop-up” reminder if the form has not been filled out and returned.
  • Homeowners may mail, fax or email the completed form.
  • The Manager’s Assistant processes the completed forms (not escrow@actionlife.com).
  • The Mgmt App indicates whether or not they have confirmed their billing address that year:

SECONDARY MAILING ADDRESS REQUESTS/CHANGES

Per Civil Code 5260 homeowners may request delivery of the following items to a secondary address.

  • Annual Budget Report
  • Annual Policy Statement/Audit
  • Any documents pertaining to delinquent/foreclosures

Homeowners must submit a written request for a secondary mailing address (to receive the above listed items) by doing one of the following:

  1.  Mail request to our Corporate Office: 2603 Main Street Suite 500 Irvine, CA 92614-4261
  2. Email: escrowclosings@actionlife.com
  3. Provide the secondary address when they fill out the REQUEST FOR ANNUAL NOTICE OF ADDRESS, REPRESENTATIVE AND RENTAL STATUS (Civil Code section 4041*)

 

NOTE: Normal monthly/quarterly billing statements (unless the account is delinquent) will still be mailed to only one billing address.  Normal monthly statements can be emailed to more than one email address.  Coupon booklets are only mailed to one address.