Asmaa Kadhum v. Goldcrest Patio Homes Condominium Association

Case Summary

Case ID 22F-H2222028-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2022-10-11
Administrative Law Judge Tammy L. Eigenheer
Outcome loss
Filing Fees Refunded $0.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Asmaa Kadhum Counsel
Respondent Goldcrest Patio Homes Condominium Association Counsel

Alleged Violations

A.R.S. § 33-1256

Outcome Summary

The Administrative Law Judge denied the petition, concluding that Petitioner failed to prove a violation of A.R.S. § 33-1256 because the specific issue raised—a complaint about a recorded lien—was moot, as the lien had been released, and no current enforcement action regarding the disputed legal fees was pending.

Why this result: The ALJ determined that absent a recorded lien or pending enforcement action, the Office of Administrative Hearings lacked jurisdiction to address the reasonableness or accuracy of the disputed legal fees under the specific statute cited (A.R.S. § 33-1256).

Key Issues & Findings

Requesting to Waive/or Adjust Unreasonable Collection Fees.

Petitioner sought to waive or adjust unreasonable collection fees and attorney fees ($2,351.40 or $3,500.00) charged by the HOA related to a lien placed on their unit, which was later released because it was allegedly based on incorrect amounts.

Orders: Petitioner's petition is denied.

Filing fee: $0.00, Fee refunded: No

Disposition: petitioner_loss

Cited:

  • A.R.S. § 33-1256
  • A.A.C. R2-19-119

Analytics Highlights

Topics: HOA lien, Collection fees, Attorney fees, Statutory violation, Jurisdiction, Rehearing
Additional Citations:

  • A.R.S. § 33-1256
  • A.R.S. § 32-2199 et seq.
  • A.A.C. R2-19-119
  • A.R.S. § 32-2199.02(B)
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)

Video Overview

Audio Overview

Decision Documents

22F-H2222028-REL Decision – 1005275.pdf

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22F-H2222028-REL Decision – 1009064.pdf

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22F-H2222028-REL Decision – 1_aamg stmt.pdf

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22F-H2222028-REL Decision – 2_email from silvia regarding late fees.pdf

Uploaded 2026-04-24T11:43:44 (457.3 KB)

22F-H2222028-REL Decision – 3_email regarding plumbing repair from laweyer.pdf

Uploaded 2026-04-24T11:43:48 (983.8 KB)

22F-H2222028-REL Decision – 4_ledger dec 2021.pdf

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22F-H2222028-REL Decision – 5_letter from lawyer.pdf

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22F-H2222028-REL Decision – 7_petition response.pdf

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22F-H2222028-REL Decision – 975165.pdf

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22F-H2222028-REL Decision – HO22-22028_ElectronicNotice_Hearing.pdf

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22F-H2222028-REL Decision – HO22-22028_ElectronicNotice_Petition.pdf

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22F-H2222028-REL Decision – HO22-22028_HearingScheduled.pdf

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22F-H2222028-REL Decision – HO22-22028_MC_Pet.ResponseToRespondentsResponseToPetition.pdf

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22F-H2222028-REL Decision – HO22-22028_MC_Response&ADRERequest.pdf

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22F-H2222028-REL Decision – HO22-22028_Notice_Hearing.pdf

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22F-H2222028-REL Decision – HO22-22028_Notice_Petition.pdf

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22F-H2222028-REL Decision – HO22-22028_Payment.pdf

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22F-H2222028-REL Decision – HO22-22028_Pet.ResponseTo.pdf

Uploaded 2026-04-24T11:44:48 (5499.9 KB)

22F-H2222028-REL Decision – HO22-22028_Petition.pdf

Uploaded 2026-04-24T11:44:57 (5828.4 KB)

22F-H2222028-REL Decision – HO22-22028_Response_Petition.pdf

Uploaded 2026-04-24T11:45:00 (125.4 KB)

Briefing Document: Dispute Between Asmaa Kadhum and Goldcrest Patio Homes Condominium Association

Executive Summary

This document synthesizes the key facts and legal proceedings concerning a dispute between homeowner Asmaa Kadhum (Petitioner) and the Goldcrest Patio Homes Condominium Association (Respondent). The central conflict is the Petitioner’s refusal to pay approximately $3,500 in legal fees that the Respondent incurred during collection efforts for past-due assessments.

The dispute escalated when the Respondent, on June 15, 2020, filed a lien for $2,199.00 against the Petitioner’s property. The Petitioner contested the lien’s validity, citing numerous accounting errors. Subsequently, the Respondent’s own legal counsel advised releasing the lien on November 13, 2020, acknowledging it contained “invalid late fee charges” and was released to protect the association from a “potential false lien claim.”

Despite the release of the lien, the Respondent continued to demand payment for the legal fees. The Petitioner filed a petition with the Arizona Department of Real Estate (ADRE) on January 12, 2022, alleging a violation of A.R.S. § 33-1256 and arguing the collection fees were unreasonable.

Following a hearing and a rehearing, the Administrative Law Judge (ALJ) ultimately ruled in favor of the Respondent. The decision was based on a critical jurisdictional issue: because there was no active lien on the property at the time the petition was filed or heard, there was no existing violation of the cited statute for the Office of Administrative Hearings (OAH) to adjudicate. The ALJ concluded that the OAH lacks the authority to issue a declaratory judgment on the reasonableness of the fees in the absence of a pending enforcement action by the association. The underlying liability for the legal fees remains an unresolved issue between the parties.

Parties Involved

Name/Entity

Key Representative(s)

Petitioner

Asmaa Kadhum

Asmaa Kadhum, Mazin Ahmed Al-Salih

Respondent

Goldcrest Patio Homes Condominium Association

Jerry Latschar (Vice President), Cammy Bowring

Chronology of Key Events

Prior to May 1, 2019

Petitioner accrued unpaid assessments and fees totaling $1,375.00 under previous management (AAMG).

April 21, 2020

Respondent sent a notice to Petitioner demanding payment of $1,435.00 in past-due assessments and fees within 30 days.

April 30, 2020

Petitioner responded via email, stating it was “not a good timing for collections” due to the pandemic and requested late fees be removed.

June 15, 2020

Respondent recorded a Notice of Lien on Petitioner’s unit for an amount of $2,199.00.

August 7, 2020

Respondent’s attorney sent a notice stating the total amount due, including legal fees, was now $2,504.00.

September 10, 2020

Petitioner notified Respondent that the lien amount was incorrect and constituted an “improper lien.”

November 13, 2020

Respondent recorded a Release of Lien against the Petitioner’s unit.

December 10, 2020

Respondent’s attorney explained in a letter that the lien was released because it “included late fee charges that were found to be invalid.”

Post-Release

Respondent maintained that Petitioner still owed approximately $3,500.00 in legal fees from the collection process.

December 2021

An account ledger showed a balance of $2,685.40.

January 12, 2022

Petitioner filed a petition with the ADRE (Case No. HO22-22/028) alleging a violation of A.R.S. § 33-1256.

April 4, 2022

An administrative hearing was held before ALJ Tammy L. Eigenheer.

October 11, 2022

Following a rehearing, the ALJ issued a final decision, finding no violation of the cited statute and dismissing the petition.

October 27, 2022

Petitioner filed a miscellaneous motion, which the OAH did not consider, stating it could take no further action on the matter.

Analysis of the Core Dispute

The Disputed Legal Fees

The primary point of contention is the legal fees assessed to the Petitioner’s account for the collection of past-due assessments.

Respondent’s Claim: The Respondent asserts that legal fees of approximately $3,500.00 are owed. However, during testimony, Respondent’s representative, Mr. Latschar, was “uncertain where the $3,500.00 total originated.”

Conflicting Evidence: The amount claimed is inconsistent with other documents. Invoices from counsel submitted after the initial hearing showed total charges of only 661.50∗∗attributabletothePetitioner′smatterbetweenAugustandNovember2020.AledgerfromDecember2021showedatotaloutstandingbalanceof∗∗2,685.40, which included legal fees.

The Improper Lien

A foundational element of the Petitioner’s argument is the improper nature of the lien filed by the Respondent.

Filing and Release: A lien for $2,199.00 was recorded on June 15, 2020, and officially released on November 13, 2020.

Reason for Release: The Respondent’s attorney stated the release was necessary to “protect [Respondent] and our firm from a potential false lien claim” because the original notice “included late fee charges that were found to be invalid.” The Respondent’s response to the petition also states, “the lawyer was forced to release the lien” because of “errors” related to posting late fees.

Varying Amounts: The Petitioner highlighted the inconsistent amounts demanded throughout the process:

$1,435.00 in the April 2020 notice.

$2,199.00 in the June 2020 lien filing.

$2,504.00 in the August 2020 attorney notice.

Petitioner’s Position and Arguments

The Petitioner contends they should not be held responsible for legal fees stemming from the Respondent’s flawed collection process.

Fees are Unreasonable: The core argument is that charging legal fees for an “invalid” lien based on “false statements and invoices” is unreasonable and unacceptable.

Lack of Cooperation: The Petitioner claims to have made multiple attempts to discuss the matter and arrange payments, sending meeting requests in December 2021 that were allegedly ignored or cancelled.

Principle of Fairness: The Petitioner argued, “if someone files a claim then realized that his filing process was based on wrong documents, and then dropped the claim himself, should the other party be responsible for the legal fees for that.”

Respondent’s Position and Arguments

The Respondent maintains that the legal fees are a legitimate debt resulting from the Petitioner’s failure to pay assessments.

Legal Action was Necessary: The Respondent initiated legal action because the Petitioner had not paid assessments for “nearly a year” and had stated they would not make back payments until late fees were waived.

Lien Release vs. Debt: The Respondent argues that the release of the lien “doesn’t release the balance owing, just the lien at the county.” The legal fees incurred to collect the past assessments remain due.

Petitioner Contributed to Costs: The Respondent claims the Petitioner “proceeded to force the attorney to review the ledger, which caused further legal fees to be charged.”

Administrative Hearing and Legal Rulings

Case Details and Petition

OAH Docket: 22F-H2222028-REL

ADRE Case: HO22-22/028

Alleged Violation: A.R.S. § 33-1256, which governs the placement of liens for assessments and requires that they be for “reasonable collection fees and for reasonable attorney fee.”

Relief Sought: An order to “Waive / or Adjust Unreasonable Collection Fees.”

Administrative Law Judge’s Findings and Conclusions

Across both the initial hearing and the rehearing, the ALJ’s decision was consistent and based on a narrow interpretation of the OAH’s jurisdiction under the cited statute.

Primary Finding: The Petitioner failed to establish by a preponderance of the evidence that the Respondent violated A.R.S. § 33-1256.

Jurisdictional Limitation: The ALJ repeatedly emphasized that her authority was limited to evaluating existing liens. Since the lien was released in November 2020, well before the petition was filed in January 2022, there was no active lien to assess for reasonableness.

Corrective Action: The ALJ stated that by releasing the improper lien, the Respondent had “fixed” the past error, removing it from the OAH’s purview.

No Declaratory Judgment: The decision clarified that the OAH has “no jurisdiction to issue declaratory judgments.” It could not rule on whether the legal fees themselves were reasonable as a standalone issue, only whether an active lien containing those fees was compliant with statute.

No Enforcement Action: The decision noted that at the time of the hearing, the Respondent was not pursuing any enforcement action (such as filing a new lien or foreclosure) to collect the disputed fees. The fees existed only as “a number on a ledger.”

Salient Quotes

Petitioner: “Why why we have to pay for for them mistakes? That’s totally issue.”

Petitioner: “$3,377 legal fee for placing lean is not reasonable or acceptable.”

Respondent: “they caused us to obtain legal counsel by not paying their bills for almost a year… It doesn’t release the balance owing, just the lien at the county.”

Respondent’s Attorney (via letter): “…because the original Notice of Lien ‘included late fee charges that were found to be invalid . . . a Release of Lien was recorded in order to protect [Respondent] and our firm from a potential false lien claim.'”

Administrative Law Judge: “There is no lean on your property. I can’t say the lean is wrong because there is no lean at this point.”

Administrative Law Judge: “I can’t I can’t say that what they did in the past was wrong because they have fixed it by releasing the lean.”

Administrative Law Judge (Decision): “the exact amount of legal fees attributable to Petitioner is not relevant in this matter as there were no pending enforcement actions. This is not to say Petitioner may not be entitled to raise this question in a separate venue.”

Study Guide: Case No. 22F-H2222028-REL

Short-Answer Quiz

Instructions: Based on the provided source materials, answer the following questions in 2-3 complete sentences.

1. Identify the Petitioner and the Respondent in this case and describe the nature of their dispute.

2. What specific Arizona Revised Statute did the Petitioner allege the Respondent violated, and what was the core of this allegation?

3. On what date did the Respondent file a Notice of Lien against the Petitioner’s property, what was the amount, and why was this lien later released?

4. According to the Administrative Law Judge (ALJ), why did the Office of Administrative Hearings lack the jurisdiction to rule on the reasonableness of the legal fees sought by the Respondent?

5. How did the Petitioner respond to the Respondent’s April 21, 2020 notice of past-due assessments?

6. What action did the Respondent’s law firm state it was prohibited from taking until May 21, 2020, and what was the legal basis for this restriction?

7. After the initial hearing, what was the total amount of legal fees supported by the four invoices submitted by Mr. Latschar for the period between August 1 and November 30, 2020?

8. The Petitioner sought to sell their property and requested a statement from the Respondent showing a zero balance. What was the central point of contention preventing this?

9. In December 2021, the Petitioner attempted to schedule a meeting with the board to dispute a fee. What was the outcome of these requests?

10. What was the final outcome of the case as stated in the Administrative Law Judge’s decision on October 11, 2022?

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Answer Key

1. The Petitioner is Asmaa Kadhum, a condominium owner. The Respondent is the Goldcrest Patio Homes Condominium Association. Their dispute centers on the reasonableness of approximately $3,500 in legal fees the Association charged to Kadhum for collection efforts related to past-due assessments, particularly after the Association filed and then released an invalid lien on the property.

2. The Petitioner alleged a violation of A.R.S. Title 33, Chapter 16, Section 33-1256. The core of the allegation was that the Association was charging unreasonable collection and attorney fees, which is a standard addressed by this statute when an HOA places a lien against a unit.

3. The Respondent filed a Notice of Lien for $2,199.00 on June 15, 2020. The lien was later released on November 13, 2020, because, as the Respondent’s attorney noted, the original Notice of Lien “included late fee charges that were found to be invalid,” and the release was recorded to protect the Association and the law firm from a potential false lien claim.

4. The ALJ stated that the court could not rule on the reasonableness of the fees because there was no longer a recorded lien against the property. The petition was filed under A.R.S. § 33-1256, which governs liens, and since the lien had been released, there was no active violation or enforcement action for the court to evaluate or remedy. The OAH has no jurisdiction to issue declaratory judgments on such matters in the absence of an active enforcement action.

5. In an email dated April 30, 2020, the Petitioner responded to the notice by stating it was “not a good timing for collections” due to the pandemic. The Petitioner disputed the total amount, claiming late fees should be removed, and stated they were planning to pay the whole amount “after this pandemic goes away.”

6. In a May 5, 2020 email, the law firm, Mulcahy Law Firm, P.C., stated that pursuant to state law, it could not proceed with collection efforts until 30 days had passed from the April 21 notice. This meant the file could not be turned over to their office for collection until after May 21, 2020, giving the owner time to pay or arrange a payment agreement.

7. According to the ALJ’s decision from the initial hearing, the four invoices submitted by Mr. Latschar after the hearing showed total charges of $661.50 attributable to the Petitioner’s matter between August 1, 2020, and November 30, 2020.

8. The Petitioner wanted a zero-balance statement to sell the property, arguing all assessments had been paid. The Respondent refused to provide this, contending that while the assessments were paid, there was still an outstanding balance for legal fees incurred during the collection process, which the Petitioner disputed as unreasonable and resulting from the Respondent’s own mistakes.

9. The Petitioner sent multiple meeting requests in December 2021 to dispute a fee of $3,377. The Respondent ultimately canceled the meeting with the homeowner and held one with only the board members, citing COVID-19 and the use of Zoom, even though previous meetings had been held via Zoom.

10. In the final decision dated October 11, 2022, the ALJ concluded that the Petitioner failed to establish by a preponderance of the evidence that the Respondent violated A.R.S. § 33-1256. This was because there was no recorded lien against the property at the time of the petition or hearings, and thus no active enforcement action for the OAH to adjudicate.

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Suggested Essay Questions

1. Trace the complete timeline of the dispute, starting from the initial delinquency prior to May 2019 through the final OAH decision in October 2022. Detail the key financial figures, legal actions, and communications from both parties at each significant stage.

2. Analyze the central legal arguments presented by both the Petitioner and the Respondent. Discuss the merits of the Petitioner’s claim regarding A.R.S. § 33-1256 and explain in detail the jurisdictional reasoning used by the Administrative Law Judge to dismiss the petition.

3. Examine the various financial discrepancies present throughout the source documents, including the differing amounts cited in notices, the lien filing, attorney letters, and account ledgers. How did these inconsistencies contribute to the escalation of the conflict and the accumulation of legal fees?

4. Discuss the role of the Respondent’s law firm, Mulcahy Law Firm, P.C., in this dispute. Based on the provided emails and legal documents, evaluate their advice to the Association and their actions regarding the lien and collection process.

5. Critically evaluate the communication and resolution attempts between the Petitioner and the Respondent’s board outside of the formal legal proceedings. What do the emails and hearing testimony reveal about their efforts to resolve the dispute directly?

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Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

An independent judge who presides over administrative hearings for government agencies, such as the Office of Administrative Hearings. In this case, Tammy L. Eigenheer served as the ALJ.

A.R.S. § 33-1256

The specific Arizona Revised Statute cited by the Petitioner. This statute pertains to liens for assessments in condominiums, including provisions for reasonable collection and attorney fees associated with such liens.

Assessment

A mandatory fee paid by condominium owners to the homeowners’ association (HOA) for the maintenance of common elements and other association expenses.

Declaratory Judgment

A binding judgment from a court defining the legal relationship between parties and their rights in a matter before any harm has occurred. The OAH stated it had no jurisdiction to issue such a judgment on the legal fees.

Department of Real Estate (ADRE)

The Arizona state agency responsible for licensing and regulating the real estate industry. Its functions include the Homeowners Association Dispute Resolution process.

A legal claim or hold on a property as security for a debt. In this case, the Condominium Association placed a lien on the Petitioner’s unit for unpaid assessments and fees.

Office of Administrative Hearings (OAH)

An independent Arizona state agency authorized to conduct hearings in contested matters for other state agencies, ensuring a fair and impartial process.

Petitioner

The party who files a petition initiating a legal case or administrative hearing. In this matter, the petitioner is the homeowner, Asmaa Kadhum.

Preponderance of the evidence

The standard of proof in most civil and administrative cases. It requires the party with the burden of proof (the Petitioner in this case) to show that their claim is more likely true than not.

Rehearing

A second hearing of a case to re-examine the issues and evidence. In this matter, a rehearing was granted after the initial April 4, 2022 hearing.

Release of Lien

A legal document that removes a previously recorded lien on a property. The Respondent recorded a Release of Lien on November 13, 2020, after acknowledging the original lien amount was incorrect.

Respondent

The party against whom a petition is filed. In this matter, the respondent is the Goldcrest Patio Homes Condominium Association.

5 Shocking Lessons from a Homeowner’s Two-Year War with Her HOA

Introduction: The Notice on the Door

It’s a moment many homeowners dread: finding an official notice from the Homeowner’s Association (HOA) taped to the front door. For most, it’s a minor issue—a reminder about lawn care or trash cans. But for homeowner Asmaa Kadhum, a notice in April 2020 regarding approximately $1,400 in past-due assessments was the first step in a spiraling, multi-year legal war with her Goldcrest Patio Homes Condominium Association.

What began as a manageable debt quickly escalated into a complex battle involving property liens, lawyers, and a dispute over thousands of dollars in legal fees. The case of Kadhum versus her HOA serves as a powerful cautionary tale, revealing several surprising and counter-intuitive truths about the high-stakes world of HOA disputes.

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1. You Can Win the Battle Over a Lien, But Still Owe the Fees

One of the central ironies of this case is how a clear victory on one front failed to end the war. After the homeowner fell behind on assessments, the HOA’s collection efforts caused the initial $1,435 dispute to snowball. On June 15, 2020, the HOA placed a lien on her property for $2,199. The homeowner disputed the lien’s accuracy, arguing that it contained errors.

Ultimately, she was proven correct. The HOA was forced to record a Release of Lien on November 13, 2020. This should have been the end of it, but here’s the twist: even with the lien gone, the HOA maintained that the homeowner was still responsible for approximately $3,500 in legal fees that had been incurred during the process of trying to collect the original debt. This reveals a crucial distinction in HOA law: getting an improper lien removed from your property title doesn’t automatically erase the associated collection costs from the HOA’s ledger. The manageable debt had now become a much larger problem.

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2. A Legal Technicality Can Get a Valid Complaint Dismissed

The homeowner, now facing a bill for thousands in legal fees related to a lien the HOA admitted was flawed, took her case to the Arizona Department of Real Estate. This move, however, highlights a critical strategic error. She filed her petition on January 12, 2022, alleging a violation of statute A.R.S. § 33-1256, which governs HOA liens and the reasonableness of the fees associated with them.

This led to a procedural “Catch-22” that doomed her case. The problem was timing. The HOA had released the improper lien on November 13, 2020—a full 14 months before the homeowner filed her petition. The case hinged on a procedural nuance that many homeowners might overlook: the statute she cited applies exclusively to active liens. Since the target of her complaint no longer existed by the time of the April 2022 hearing, the judge had no jurisdiction.

The Administrative Law Judge explained this jurisdictional trap in plain English:

and if there was a lien on your property right now, I could look at it and say whether or not the collection fees were appropriate, were reasonable. There isn’t one, so there’s nothing for me to evaluate.

The homeowner’s complaint about the fees might have had merit, but because she legally tied it to a violation that was no longer active, the court’s hands were tied. A different legal approach, perhaps focused on disputing the fees in another venue, may have been necessary.

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3. Correcting an Error Doesn’t Erase the Cost of Making It

The homeowner’s core argument was simple and relatable: why should she be forced to pay for the HOA’s mistakes? This question became even more pointed when documents revealed the HOA’s own attorney admitting the error. The attorney explained that the lien was released because it “included late fee charges that were found to be invalid” and the release was done to protect the association from a “potential false lien claim.”

During the hearing, the homeowner put the fundamental question to the judge: “Why… do we have to pay for their mistakes?”

Despite the HOA’s admission of error, the legal fees incurred during the entire collections process—including the work related to filing and defending the faulty lien—remained on her account. The situation reached a shocking climax during the hearing. When the judge reviewed the case, he noted that the HOA’s own representative, Mr. Latschar, “was uncertain where the $3,500.00 total originated.” The homeowner was being held liable for a debt that even her creditor couldn’t fully explain.

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4. A Disputed Debt Can Haunt a Property Sale

Even after the lien was officially released, the homeowner found herself in a financial vise. As she explained in the hearing, she wanted to sell her property and needed a formal statement from the HOA showing a zero balance to provide to potential buyers and title companies.

However, because the HOA’s books still showed she owed thousands in disputed legal fees, they would not provide this statement. This situation highlights the immense leverage an HOA maintains during a property conveyance. The dispute created a “phantom debt”—not an active lien recorded with the county, but a disputed balance on a ledger that can effectively halt a sale. The judge acknowledged this limbo, describing the amount as “just a number on a ledger.”

Yet, that number is a powerful barrier. Title insurance companies, which are essential for nearly all property sales, will not issue a clear policy if there is a known, unresolved financial dispute with an HOA. This gives the association the power to delay or prevent a sale, even without an active lien on the property.

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5. Small Communication Failures Lead to Big Legal Bills

This entire conflict escalated because of a pattern of communication failures that eroded trust long before lawyers were involved. Records show the friction began as early as November 2019, with the homeowner claiming disputes over incorrect receipts and the HOA’s alleged failure to waive late fees as promised.

The situation came to a head in April 2020. When the homeowner received the collection notice, she responded via email, stating it was “not a good timing for collections” due to the pandemic and that she planned to pay the full amount “after this pandemic goes away.” Instead of working toward a formal payment agreement, the HOA proceeded with legal action. The homeowner later claimed she tried to schedule meetings with the board to resolve the matter directly but “was never responded to.”

These failures in communication and negotiation were the direct catalyst for involving lawyers. That decision is what caused the debt to balloon from the original $1,435 to a prolonged, stressful, and expensive dispute over thousands in legal fees.

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Conclusion: A Pyrrhic Victory?

The ordeal of Asmaa Kadhum offers critical lessons for any homeowner in an HOA. It demonstrates that in these disputes, legal technicalities matter immensely, clear communication is non-negotiable, and winning a single battle doesn’t mean you’ve won the war. Even when a homeowner is “right” on a key point—like forcing the removal of an improper lien—they can still face significant and lasting financial consequences.

This case leaves every homeowner with a final, thought-provoking question to ponder: When facing a dispute with an HOA, how do you know when to fight for what’s right versus when to avoid a battle that might cost you more than you stand to gain?

Case Participants

Petitioner Side

  • Asmaa Kadhum (petitioner)
    Filed the petition and appeared on her own behalf,
  • Mazin Ahmed (co-owner)
    Referenced as part of 'Petitioner' definition; much of the correspondence was from/to him

Respondent Side

  • Jerry Latschar (board member)
    Goldcrest Patio Homes Condominium Association
    Vice President of the Board of Directors, appeared on behalf of Respondent

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    OAH
    Also referred to as Tammy Aganeer,,,
  • Louis Dettorre (Commissioner ADRE)
    Arizona Department of Real Estate
  • Miranda Alvarez (legal secretary)
    Transmitted decision
  • c. serrano (administrative staff)
    Transmitted minute entry

Joshua M Waldvogel v. Sycamore Estate Parcel 13 Community Association

Note: A Rehearing was requested for this case. The dashboard statistics reflect the final outcome of the rehearing process.

Case Summary

Case ID 21F-H2121044-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2021-12-15
Administrative Law Judge Tammy L. Eigenheer
Outcome The Administrative Law Judge, upon rehearing, affirmed the denial of the petition, concluding that the Respondent HOA timely denied the Petitioner's architectural application. The timeline for a decision did not start until October 6, 2020, when the application was considered complete, making the November 19, 2020, denial valid.
Filing Fees Refunded $0.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Joshua M. Waldvogel Counsel
Respondent Sycamore Estate Parcel 13 Community Association Counsel Nicole Payne

Alleged Violations

A.R.S. § 33-1817(B)(3); CC&Rs Article VI, Section 6.5

Outcome Summary

The Administrative Law Judge, upon rehearing, affirmed the denial of the petition, concluding that the Respondent HOA timely denied the Petitioner's architectural application. The timeline for a decision did not start until October 6, 2020, when the application was considered complete, making the November 19, 2020, denial valid.

Why this result: Petitioner lost because the interpretation of the CC&Rs stipulated that the 60-day timeline starts only upon receipt of a complete application, which the ALJ determined was October 6, 2020.

Key Issues & Findings

Whether the architectural application for a casita was deemed approved due to the HOA missing the 60-day denial deadline.

Petitioner claimed his architectural application, submitted September 15, 2020, was deemed approved because the Denial Notice (November 19, 2020) occurred after the 60-day deadline (November 14, 2020). The ALJ determined that the 60-day period did not begin until the Application was complete with supporting information (October 6, 2020), making the deadline December 5, 2020, and the denial timely.

Orders: Petitioner's petition is denied.

Filing fee: $0.00, Fee refunded: No

Disposition: respondent_win

Cited:

  • A.R.S. Title 32, Ch. 20, Art. 11
  • Arizona Administrative Code R2-19-119
  • Johnson v. The Pointe Community Association
  • Powell v. Washburn
  • A.R.S. § 33-1817(B)(3)
  • Grubb & Ellis Management Services, Inc. v. 407417 B.C., L.L.C.

Analytics Highlights

Topics: Architectural Review, Deemed Approval, HOA Timeline Compliance, CC&R Interpretation, Rehearing
Additional Citations:

  • A.R.S. Title 32, Ch. 20, Art. 11
  • Arizona Administrative Code R2-19-119
  • Johnson v. The Pointe Community Association, 205 Ariz. 485, 73 P.3d 616 (App. 2003)
  • Powell v. Washburn, 211 Ariz. 553, 556 ¶ 9, 125 P.3d 373, 376 (2006)
  • A.R.S. § 33-1817(B)(3)
  • Grubb & Ellis Management Services, Inc. v. 407417 B.C., L.L.C.

Video Overview

Audio Overview

Decision Documents

21F-H2121044-REL-RHG Decision – 933158.pdf

Uploaded 2026-01-23T17:37:31 (106.1 KB)

21F-H2121044-REL-RHG Decision – ../21F-H2121044-REL/900658.pdf

Uploaded 2026-01-23T17:37:34 (103.7 KB)

Briefing on Waldvogel v. Sycamore Estate Parcel 13 Community Association

Executive Summary

This briefing synthesizes the findings and conclusions from two administrative law judge decisions concerning a dispute between homeowner Joshua M. Waldvogel (Petitioner) and the Sycamore Estate Parcel 13 Community Association (Respondent). The core of the conflict was the Petitioner’s application to build a second house, or “casita,” on his property, which was denied by the association’s Architectural Committee (ARC).

The central legal question was procedural: the timing of the association’s denial. The Petitioner argued that the 60-day review period stipulated in the community’s Covenants, Conditions, and Restrictions (CC&Rs) began when he submitted his initial application on September 15, 2020. By this calculation, the association’s November 19, 2020 denial was late, and his application should have been “deemed approved.”

The Respondent countered that the 60-day clock only began after the Petitioner provided a response to a request for additional information on October 6, 2020, making the application complete on that date. This would make the November 19 denial timely.

Administrative Law Judge Tammy L. Eigenheer presided over both an initial hearing and a subsequent rehearing. In both instances, the Judge ruled in favor of the Respondent, finding that the application was not complete until the requested information was provided. The denial was therefore timely and valid. The Petitioner failed to prove that the association violated its governing documents, and his petition was denied in both the initial decision and the final, binding decision on rehearing.

Case Background

Case Numbers: 21F-H2121044-REL & 21F-H2121044-REL-RHG

Presiding Judge: Administrative Law Judge Tammy L. Eigenheer

Petitioner: Joshua M. Waldvogel, owner of Lot 228 at 11208 North 164th Lane, Surprise, Arizona 85388.

Respondent: Sycamore Estate Parcel 13 Community Association (Sycamore Estates), a homeowners association in Surprise, Arizona.

Core Issue: Petitioner sought approval from the Sycamore Estates Architectural Committee (ARC) to build a casita on his property. The ARC denied the application. The dispute centers on whether the denial was issued within the 60-day timeframe mandated by the community’s CC&Rs.

Chronology of Key Events

September 15, 2020

Petitioner submits an architectural application to build a casita.

October 5, 2020

Sycamore Estates requests additional information, specifically the required permits for the construction.

October 6, 2020

Petitioner emails a response, stating his architect verified compliance with city “laws” but does not provide permits.

November 13, 2020

The ARC reviews the application and decides to deny it based on CC&Rs Article V, Section 5.2.

November 14, 2020

The date the Petitioner asserts the 60-day deadline for a decision expired.

November 19, 2020

Sycamore Estates issues the official Denial Notice to the Petitioner.

December 5, 2020

The date the Respondent asserts the 60-day deadline for a decision expired.

July 12, 2021

Initial administrative hearing is held.

August 2, 2021

Initial decision is issued, denying the Petitioner’s petition.

November 29, 2021

A rehearing is held at the Petitioner’s request.

December 15, 2021

Final decision on rehearing is issued, again denying the Petitioner’s petition.

Central Arguments of the Parties

Petitioner’s Position (Joshua M. Waldvogel)

• The 60-day timeline for the ARC to approve or deny the application began on the initial submission date of September 15, 2020.

• The deadline for the ARC’s decision was therefore November 14, 2020.

• The association’s request for additional information on October 5, 2020, did not “reset” or pause this timeline.

• Because the Denial Notice was not issued until November 19, 2020, five days after the deadline, the application should be considered “deemed approved” as per the CC&Rs.

• During the rehearing, the Petitioner also argued that Sycamore Estates could only require information listed on the standard submission form.

Respondent’s Position (Sycamore Estates)

• The application was not considered complete until the Petitioner responded to the request for additional information.

• The response, received on October 6, 2020, marked the start of the 60-day review period.

• The deadline for a decision was therefore December 5, 2020.

• The Denial Notice, issued on November 19, 2020, was well within this timeframe and was therefore valid.

Governing Documents and Legal Principles

The case revolved around the interpretation of the Sycamore Estates CC&Rs, which function as a binding contract between the homeowner and the association.

Key CC&R Provisions

Article VI, Section 6.5 (Application for Approval): This section contains the critical language that formed the basis of the Judge’s decision. It states that the 60-day review period begins:

Article V, Section 5.2 (Building Type and Size): This section provided the substantive basis for the ARC’s denial of the casita, as it specifies:

Legal Standard

Burden of Proof: The Petitioner, as the party asserting the claim, had the burden of proof.

Standard of Proof: The standard was a “preponderance of the evidence,” defined as evidence with “the most convincing force” that is “sufficient to incline a fair and impartial mind to one side of the issue rather than the other.”

Contract Interpretation: In Arizona, unambiguous restrictive covenants (like the CC&Rs) are enforced to give effect to the intent of the parties.

Rulings and Judicial Rationale

The Administrative Law Judge consistently sided with the Respondent’s interpretation of the CC&Rs in both the initial hearing and the rehearing.

Initial Hearing and Decision (August 2, 2021)

Finding: The Judge concluded that the application was not complete until the Petitioner provided his response on October 6, 2020.

Rationale: Based on the language in Article VI, Section 6.5, the 60-day clock does not start until the application and all supporting information have been submitted. The association’s request for permits was a reasonable part of gathering this supporting information.

Conclusion: The November 19, 2020 Denial Notice was issued prior to the December 5, 2020 deadline and was therefore valid. The Judge ordered that the “Petitioner’s petition is denied.”

Rehearing and Final Decision (December 15, 2021)

Basis for Rehearing: The Petitioner requested a rehearing, alleging the initial decision was an “abuse of discretion.” His written basis was:

Rehearing Arguments: During the rehearing, the Petitioner acknowledged that the Findings of Fact in the initial decision were not in error and presented the same legal arguments as before.

Final Ruling: The Judge’s conclusion remained unchanged. Upon consideration of all evidence from the rehearing, the Judge again found that the application was not complete until October 6, 2020, and the denial was timely.

Final Order: The Judge concluded that the “Petitioner failed to establish that Respondent failed to comply with its CC&Rs” and again ordered that the “Petitioner’s petition is denied.” This order was designated as binding on the parties, with any further appeal requiring judicial review in superior court.

Study Guide: Waldvogel v. Sycamore Estate Parcel 13 Community Association

This study guide provides a comprehensive review of the administrative case between homeowner Joshua M. Waldvogel and the Sycamore Estate Parcel 13 Community Association. The materials are derived from the Administrative Law Judge Decisions issued on August 2, 2021, and December 15, 2021.

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Part I: Short Answer Quiz

Instructions: Answer the following ten questions based on the provided case documents. Each answer should be two to three sentences in length.

1. Who were the petitioner and the respondent in this case, and what specific project was the petitioner seeking approval for?

2. What was the central procedural dispute regarding the timeline for the respondent’s decision on the application?

3. According to the community’s CC&Rs, what is the consequence if the Architectural Committee fails to approve or disapprove an application within the specified timeframe?

4. On what substantive grounds did the Sycamore Estates Architectural Committee ultimately base its decision to deny Mr. Waldvogel’s application?

5. What key date did the petitioner, Mr. Waldvogel, argue was the start of the 60-day review period, and what was his reasoning?

6. What key date did the respondent, Sycamore Estates, argue was the start of the 60-day review period, and what was its reasoning?

7. What was the Administrative Law Judge’s conclusion in the initial hearing decision issued on August 2, 2021?

8. On what basis did the petitioner request a rehearing after the initial decision was rendered against him?

9. During the rehearing, did the petitioner introduce new evidence or arguments, or did he challenge the established Findings of Fact?

10. What legal standard of proof was required in this administrative hearing, and which party held the burden of proof?

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Part II: Answer Key

1. The petitioner was Joshua M. Waldvogel, the record owner of Lot 228. The respondent was the Sycamore Estate Parcel 13 Community Association. Mr. Waldvogel was seeking approval for a plan to build a second house, or casita, on his property.

2. The central dispute was determining when the 60-day timeline for the Architectural Committee’s decision officially began. The petitioner argued it started upon the initial application submission, while the respondent contended it began only after a request for additional information was answered, thereby making the application “complete.”

3. Article VI, Section 6.5 of the CC&Rs states that if the committee fails to act within sixty days after a complete application and all supporting information have been submitted, “approval will not be required and this Section will be deemed to have been complied with by the Owner.”

4. The committee denied the application based on Article V, Section 5.2 of the CC&Rs. This section explicitly prohibits the construction of more than “one detached Single Family Residence” on any lot.

5. The petitioner argued the 60-day review period began on September 15, 2020, the date he submitted his initial architectural application. This would have set the deadline at November 14, 2020, making the November 19 Denial Notice late and rendering the application “deemed approved.”

6. The respondent argued the 60-day period began on October 6, 2020, the date the petitioner responded to their request for additional information (permits). Sycamore Estates maintained the application was not complete until that response was received, which would set the deadline at December 5, 2020.

7. The Administrative Law Judge concluded that the application was not complete until the petitioner provided a response to the October 5 request for information. Therefore, the Denial Notice issued on November 19, 2020, was timely and valid, and the petitioner’s petition was denied.

8. The petitioner requested a rehearing on the grounds that the initial decision was “arbitrary, capricious, or an abuse of discretion.” His written statement argued that the CC&Rs do not explicitly state that the review timeline restarts upon a request for more information.

9. No, the petitioner did not introduce new arguments. He presented the same arguments during the rehearing as he had in the initial hearing and acknowledged that the Findings of Fact from the first decision did not contain any errors, choosing only to argue their legal effect.

10. The standard of proof was a “preponderance of the evidence.” The petitioner, as the party asserting a claim, had the burden of proof to establish that the respondent violated the governing documents.

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Part III: Essay Questions

Instructions: The following questions are designed for deeper analysis of the case. Formulate comprehensive essay responses that synthesize facts and legal principles from the source documents.

1. Analyze the significance of Article VI, Section 6.5 of the CC&Rs, specifically the clause “together with all supporting information, plans and specifications required by the Design Guidelines have been submitted to it.” How did the interpretation of this specific language become the central legal issue of the case, and why was it determinative of the outcome?

2. Discuss the concept of “preponderance of the evidence” as defined in the legal decisions. Explain which party had the burden of proof and evaluate how the Administrative Law Judge applied this standard to the undisputed facts of the case to reach her conclusions in both the initial hearing and the rehearing.

3. The petitioner’s proposed casita was ultimately denied on the substantive grounds that it violated Article V, Section 5.2 of the CC&Rs. Why did the legal proceedings focus almost entirely on the procedural issue of the decision timeline rather than the substantive prohibition of a second residence on the lot?

4. Examine the petitioner’s basis for requesting a rehearing and the Commissioner’s decision to grant it. Despite the rehearing being granted, the Administrative Law Judge’s decision remained unchanged. Discuss the effectiveness of the petitioner’s arguments during the rehearing process as described in the legal documents.

5. The legal decisions state that CC&Rs are a contract between the parties and that unambiguous restrictive covenants must be enforced to give effect to the parties’ intent. Based on the details provided in this case, explain how the principles of contract law were applied to resolve the dispute between Mr. Waldvogel and the Sycamore Estates association.

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Part IV: Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

An official who presides over administrative hearings, makes findings of fact and conclusions of law, and issues legally binding decisions. In this case, Tammy L. Eigenheer.

Application

The comprehensive and detailed written request submitted by a homeowner to the Architectural Committee for approval of construction, alteration, or other improvements that would alter the exterior appearance of the property.

Architectural Committee (ARC)

The committee within the Sycamore Estates Community Association responsible for reviewing and approving or denying modifications to lots to ensure compliance with the CC&Rs and Design Guidelines.

Burden of Proof

The obligation of a party in a legal case to provide evidence to prove their claims. In this matter, the petitioner had the burden of proof.

Casita

A small, secondary house or guesthouse. This was the type of structure Mr. Waldvogel sought to build on his property.

CC&Rs (Declaration of Covenants, Conditions, and Restrictions)

A legally binding document that governs a planned community or subdivision. The courts treat it as a contract between the homeowners’ association and the property owners.

Denial Notice

The official written communication from the homeowners’ association (Sycamore Estates) informing a homeowner (Mr. Waldvogel) that their architectural application has been formally denied.

Petitioner

The party who initiates a legal action by filing a petition seeking a legal remedy. In this case, homeowner Joshua M. Waldvogel.

Preponderance of the Evidence

The standard of proof in this matter, defined as “The greater weight of the evidence… sufficient to incline a fair and impartial mind to one side of the issue rather than the other.”

Property

The specific lot owned by the petitioner, identified as Lot 228 of Sycamore Estates, located at 11208 North 164th Lane, Surprise, Arizona 85388.

Respondent

The party against whom a petition is filed and who must respond to the claims. In this case, the Sycamore Estate Parcel 13 Community Association.

Restrictive Covenant

A provision within the CC&Rs that limits the use of property. Article V, Section 5.2, which prohibits more than one detached residence per lot, is an example of a restrictive covenant.

He Tried to Use a 60-Day Deadline to Beat His HOA. Here’s What the Judge Decided.

Introduction: The Waiting Game

You’ve done the research, hired the architect, and finally submitted your home improvement plans to the Homeowners Association (HOA). Now, the waiting game begins. The days tick by, and you start wondering: What happens if they miss their own deadline to respond? Can you just start building?

A recent administrative law case in Arizona provides a fascinating and cautionary answer to this very question. It serves as a stark reminder that your community’s governing documents—the Covenants, Conditions, and Restrictions (CC&Rs)—are a legally binding contract, and assumptions about deadlines can lead to a losing battle.

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The Core of the Dispute: A Casita and a Calendar

The case involved Joshua M. Waldvogel, a homeowner in the Sycamore Estates community in Surprise, Arizona. His goal was to build a second house, or “casita,” on his property.

The conflict centered on a simple timeline. Waldvogel submitted his application on September 15, 2020. He argued the HOA had 60 days to respond, making the deadline November 14. When the HOA sent its denial on November 19, Waldvogel claimed that because the denial was late, his project was automatically “deemed approved.” This dispute over a five-day difference escalated to an administrative law hearing. Here are the key takeaways from the judge’s decision that every homeowner should understand.

1. The 60-Day Clock Doesn’t Start Until Your Application is “Complete”

The homeowner believed the 60-day review clock started the moment he sent his initial application. The judge, however, disagreed based on the precise wording in the HOA’s CC&Rs—the binding contract governing the community.

The power was in the fine print. Article VI, Section 6.5 of the CC&Rs stated:

In the event that the Architectural Committee fails to approve or disapprove an Application for approval within sixty (60) days after the Application, together with all supporting information, plans and specifications required by the Design Guidelines have been submitted to it, approval will not be required…

This single clause was the linchpin of the entire case. On October 5, the HOA requested additional information—specifically, the appropriate permits for the proposed construction. The next day, the homeowner responded, but according to the case findings, he “did not provide any permits as requested.” Instead, he emailed to confirm that his architect had verified the plans complied with city “laws.”

The judge ruled that the 60-day clock never started on September 15 because the application wasn’t yet “complete.” The HOA’s simple request for more information was the pivotal event. It established that the official start date for the review period was October 6, the day the homeowner provided his response. This made the November 19 denial well within the required timeframe. The crucial lesson here is that an HOA’s request for information can determine the official start date of their review, regardless of when you first submitted paperwork.

2. The Underlying Rules Are Your Biggest Hurdle

The entire legal battle focused on the procedural timeline—when the HOA denied the project. But in a twist of irony, the substance of the project—what was being proposed—was a non-starter from the beginning.

Even if the homeowner had won his argument about the deadline, his project was in direct violation of another core rule. Article V, Section 5.2 of the CC&Rs clearly stated:

No building shall be constructed or permitted to remain on any lot other than one detached Single Family Residence…

The homeowner fought and lost a battle over how he was denied, when the rules clearly stated his casita project was never going to be approved in the first place. This highlights a critical point: winning a procedural argument is meaningless if your project fundamentally violates the community’s substantive rules.

3. You Can Appeal, But It’s an Uphill Battle

After losing the initial hearing, the homeowner filed for a rehearing, claiming the judge’s decision was an “abuse of discretion.” The appeal, however, only solidified the original outcome and underscored the difficulty of such challenges.

The legal record from the rehearing is particularly telling. The judge noted two critical facts: first, the petitioner “acknowledged that the Findings of Fact set forth in the underlying decision in this matter did not include any errors.” Second, he “presented the same arguments during the rehearing that he provided during the initial hearing.”

In essence, the homeowner appealed without disputing the established facts and by using the same legal argument that had already failed. Unsurprisingly, the judge’s decision remained the same, and the petition was denied again. This serves as a potent reminder that challenging an HOA’s interpretation of its own governing documents can be a difficult, expensive, and often fruitless endeavor.

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Conclusion: Read the Fine Print Before You Dream

This case serves as a powerful lesson for every homeowner living under an HOA. Your community’s CC&Rs are a binding contract, and the specific language within them holds immense power. Assumptions about procedures, deadlines, and what you’re allowed to build can be costly mistakes.

It all boils down to one final, critical question: When was the last time you read your community’s governing documents, and what crucial detail might be waiting in the fine print?

Case Participants

Petitioner Side

  • Joshua M. Waldvogel (petitioner)
    Appeared on his own behalf

Respondent Side

  • Nicole Payne (HOA attorney)
    Carpenter Hazlewood Delgado & Bolen LLP
    Represented Respondent
  • Carlotta L. Turman (HOA attorney)
    Carpenter Hazlewood Delgado & Bolen LLP

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
    Addressed during initial decision transmission
  • Louis Dettorre (Commissioner)
    Arizona Department of Real Estate
    Addressed during rehearing decision transmission
  • AHansen (ADRE staff)
    Arizona Department of Real Estate
    Email recipient for case transmission
  • djones (ADRE staff)
    Arizona Department of Real Estate
    Email recipient for case transmission
  • DGardner (ADRE staff)
    Arizona Department of Real Estate
    Email recipient for case transmission
  • vnunez (ADRE staff)
    Arizona Department of Real Estate
    Email recipient for case transmission

Marc Archer v. PMPE Community Association, Inc.

Case Summary

Case ID 20F-H2020063-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2021-03-16
Administrative Law Judge Tammy L. Eigenheer
Outcome none
Filing Fees Refunded $0.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Marc Archer Counsel
Respondent PMPE Community Association, Inc. Counsel Nicholas Nogami, Esq.

Alleged Violations

A.R.S. § 32-2199.02(B)

Outcome Summary

The Administrative Law Judge issued an Order Vacating Hearing after the Petitioner voluntarily withdrew his request for rehearing.

Key Issues & Findings

Request for Rehearing Withdrawal

Petitioner requested a rehearing based on actions taken by the Respondent after the initial decision. When informed that a rehearing could only address matters occurring prior to the initial petition filing, Petitioner chose to withdraw the request for rehearing and stated intent to file a new petition challenging Respondent’s denial of his submission to build an addition to his house.

Orders: The hearing in this matter is vacated from the calendar of the Office of Administrative Hearings.

Filing fee: $0.00, Fee refunded: No

Disposition: dismissed

Cited:

  • A.R.S. § 32-2199.02(B)
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)

Analytics Highlights

Topics: Rehearing, Withdrawal, Vacated Hearing, Procedural
Additional Citations:

  • A.R.S. § 32-2199.02(B)
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)

Video Overview

Audio Overview

Decision Documents

20F-H2020063-REL Decision – 864308.pdf

Uploaded 2026-04-24T11:28:03 (52.9 KB)

20F-H2020063-REL Decision – 864361.pdf

Uploaded 2026-04-24T11:28:15 (8.2 KB)

20F-H2020063-REL Decision – 840677.pdf

Uploaded 2026-04-24T11:28:22 (125.3 KB)

Administrative Hearing Briefing: Archer v. PMPE Community Association, Inc.

Executive Summary

This briefing document outlines the key details and resolution of case number 20F-H2020063-REL-RHG, involving Petitioner Marc Archer and Respondent PMPE Community Association, Inc. On March 16, 2021, Administrative Law Judge Tammy L. Eigenheer issued an order vacating a scheduled rehearing. The core issue was procedural: the Petitioner’s request for rehearing was based on actions the Respondent took after the initial hearing’s decision, which falls outside the permissible scope of a rehearing. Upon being informed of this limitation, the Petitioner withdrew his request. He indicated his intent to file a new, separate petition to address the Respondent’s denial of his submission to build a house addition. The judge’s order is binding, with any appeal required to be filed in superior court within 35 days.

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Case Overview

I. Case Identification

Detail

Information

Case Name

Marc Archer, Petitioner, vs PMPE Community Association, Inc., Respondent

Case Number

20F-H2020063-REL-RHG

Adjudicating Body

Office of Administrative Hearings (Arizona)

Presiding Judge

Tammy L. Eigenheer, Administrative Law Judge

Date of Order

March 16, 2021

II. Parties Involved

Name & Affiliation

Contact Information

Petitioner

Marc D. Archer

[email protected]

Respondent

PMPE Community Association, Inc.

Not provided

Respondent’s Counsel

Nicholas Nogami, Esq., Carpenter Hazlewood Delgado & Bolen, LLP

[email protected]
[email protected]

Analysis of Proceedings

A. Basis for the Rehearing and Procedural Issue

The scheduled hearing was a rehearing requested by the Petitioner, Marc Archer. The basis for his request centered on events that transpired after the conclusion of the initial hearing.

Petitioner’s Grounds for Rehearing: The request was explicitly based on “actions taken by Respondent after the decision in the initial hearing had been issued.”

Jurisdictional Limitation: The Petitioner was informed at the hearing that the scope of a rehearing is limited to matters that occurred before the original petition was filed. The document states: “When Petitioner was informed that the only issues that could be addressed in a rehearing on his petition were those matters that occurred prior to his petition being filed…”

Subject of New Dispute: The specific post-decision action Archer sought to challenge was the “Respondent’s denial of his submission to build an addition to his house.”

B. Resolution and Outcome

Faced with the procedural limitations of a rehearing, the Petitioner altered his legal strategy, leading to the cancellation of the proceeding.

Withdrawal of Request: The Petitioner “concluded that he wished to withdraw his request for a rehearing at that time.”

Stated Intention: Archer “indicated that he would file a new petition to challenge Respondent’s denial of his submission to build an addition to his house.”

Final Order: The judge issued a formal order vacating the hearing.

Legal Standing and Appeal Process

The order issued on March 16, 2021, carries legal weight and outlines specific requirements for any subsequent appeal.

Binding Nature of the Order: The order is binding on the parties involved, as stipulated by Arizona Revised Statutes (A.R.S.) § 32-2199.02(B).

Appeal Requirements: A party wishing to appeal the order must seek judicial review.

Venue: The appeal must be filed with the superior court.

Deadline: The filing must occur within thirty-five (35) days from the date the order was served upon the parties.

Governing Statutes: The appeal process is prescribed by the following state statutes:

◦ A.R.S. § 41-1092.08(H)

◦ A.R.S. § 12-904(A)

◦ Title 12, Chapter 7, Article 6 of the Arizona Revised Statutes

Document Distribution

Copies of the “Order Vacating Hearing” were officially distributed via mail, email, or fax on March 16, 2021, to the following parties:

Arizona Department of Real Estate:

◦ Judy Lowe, Commissioner

◦ Additional recipients at the department ([email protected], [email protected], [email protected], [email protected], [email protected], [email protected])

Petitioner:

◦ Marc D. Archer

Respondent’s Counsel:

◦ Nicholas Nogami, Esq. (Carpenter Hazlewood Delgado & Bolen, LLP)

Study Guide: Case No. 20F-H2020063-REL-RHG

Short-Answer Quiz

Answer the following questions in two to three sentences each, based on the provided legal document.

1. Identify the primary parties involved in case No. 20F-H2020063-REL-RHG and state their respective roles.

2. What was the specific legal action taken by the Office of Administrative Hearings on March 16, 2021, and who was the presiding judge?

3. What was the original reason Marc Archer requested a rehearing?

4. Why was the Petitioner informed that his reason for a rehearing was invalid for the current proceedings?

5. What was the Petitioner’s final decision regarding his request for a rehearing, and what was the outcome for the scheduled hearing?

6. What future action did Marc Archer state he intended to take after withdrawing his request?

7. According to the document’s notice, what is the legal standing of the “Order Vacating Hearing” on the parties involved?

8. Describe the process and timeline an involved party must follow to appeal this order.

9. Who legally represented the Respondent, PMPE Community Association, Inc., in this matter?

10. To what primary state agency and specific official was a copy of this order distributed?

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Answer Key

1. The primary parties were Marc Archer, who served as the Petitioner, and the PMPE Community Association, Inc., which was the Respondent. The Petitioner is the party who filed the petition, and the Respondent is the party against whom the petition was filed.

2. On March 16, 2021, an “Order Vacating Hearing” was issued, removing the matter from the calendar of the Office of Administrative Hearings. The presiding judge who signed the order was Administrative Law Judge Tammy L. Eigenheer.

3. Marc Archer’s basis for requesting a rehearing was to address actions that the Respondent, PMPE Community Association, Inc., had taken after the decision in the initial hearing had already been issued.

4. The Petitioner was informed that his basis was invalid because a rehearing can only address matters that occurred prior to the filing of his original petition. The new actions he wished to contest would require a new, separate petition.

5. After being informed about the limitations of a rehearing, the Petitioner concluded that he wished to withdraw his request. As a result, the judge ordered that the hearing be vacated from the Office of Administrative Hearings’ calendar.

6. After withdrawing his request, Marc Archer indicated that he would file a new petition. This new petition would specifically challenge the Respondent’s denial of his submission to build an addition to his house.

7. The order is legally binding on the parties, as stated in the notice section referencing Arizona Revised Statute (A.R.S.) § 32-2199.02(B). This means both the Petitioner and the Respondent must legally comply with the order.

8. To appeal the order, a party must seek judicial review in the superior court. This appeal must be filed within thirty-five days from the date the order was served upon the parties, as prescribed by A.R.S. § 41-1092.08(H), title 12, chapter 7, article 6, and A.R.S. § 12-904(A).

9. The Respondent was represented by Nicholas Nogami, Esq. of the law firm Carpenter Hazlewood Delgado & Bolen, LLP.

10. A copy of the order was mailed or e-mailed to Judy Lowe, the Commissioner of the Arizona Department of Real Estate. Copies were also sent to several other email addresses associated with that department.

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Essay Questions

Develop a detailed essay answer for each of the following prompts, using only information found within the source document to support your analysis.

1. Analyze the procedural error made by the Petitioner that led to the hearing being vacated. Explain the critical distinction between the scope of a “rehearing” and a “new petition” as implied by the events in the order.

2. Based on the provided document, reconstruct the timeline of events. Begin with the implied initial hearing, describe the basis for the requested rehearing, detail the procedural clarification provided to the Petitioner, and outline the subsequent actions taken by both the Petitioner and the Administrative Law Judge.

3. Discuss the legal framework governing appeals for this type of administrative order. Cite the specific Arizona Revised Statutes (A.R.S.) mentioned in the document and explain the jurisdiction, requirements, and timeline for seeking judicial review.

4. Evaluate the communication process documented in the order. Identify all named recipients of the order, their titles or affiliations, and hypothesize why each party or entity would need to be formally notified of this decision.

5. Examine the role and authority of the Administrative Law Judge and the Office of Administrative Hearings in this specific dispute. How does the order demonstrate the limits of their jurisdiction and the procedural rules they enforce?

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Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

An official, in this case Tammy L. Eigenheer, who presides over hearings at the Office of Administrative Hearings and has the authority to issue legally binding orders.

Appeal

The process by which a party requests that a higher court (in this case, the superior court) review the decision of a lower body (the Office of Administrative Hearings).

A.R.S. (Arizona Revised Statutes)

The collection of laws enacted by the Arizona state legislature. The document references A.R.S. § 32-2199.02(B), § 41-1092.08(H), and § 12-904(A) to establish the legal basis for the order’s finality and the appeal process.

Judicial Review

A type of court proceeding in which a judge reviews the lawfulness of a decision or action made by a public body, such as the Office of Administrative Hearings.

Office of Administrative Hearings (OAH)

A state agency that conducts hearings for other state agencies, providing a neutral forum for disputes. In this case, it presided over the matter between Marc Archer and the PMPE Community Association, Inc.

Order Vacating Hearing

A formal directive from a judge that cancels a previously scheduled hearing and removes it from the court’s or agency’s calendar.

Petition

A formal written request submitted to a court or administrative body, initiating a legal case or making a specific application.

Petitioner

The party who files a petition with a court or administrative body. In this case, Marc Archer.

Rehearing

A second hearing of a case to consider issues that were part of the original petition. As clarified in the order, it cannot be used to address new matters that arose after the initial decision.

Respondent

The party against whom a petition is filed and who is required to respond to it. In this case, PMPE Community Association, Inc.

Superior Court

A state-level trial court of general jurisdiction. The document specifies that any appeal of the administrative order must be filed with the superior court.

Select all sources
864308.pdf
864361.pdf

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20F-H2020063-REL

2 sources

The provided sources are two copies of an Order Vacating Hearing issued by the Office of Administrative Hearings in the matter of Marc Archer vs PMPE Community Association, Inc. The order, signed by Administrative Law Judge Tammy L. Eigenheer on March 16, 2021, indicates that Petitioner Marc Archer requested a rehearing based on actions taken by the Respondent after the initial decision was issued. Because the rehearing was limited to matters that occurred before the original petition was filed, Mr. Archer chose to withdraw his request for a rehearing and announced his intention to file a new petition to challenge the community association’s denial of his proposal to build a house addition. Consequently, the hearing was vacated from the administrative calendar, and the order includes a notice regarding the process for judicial review if a party wished to appeal.

2 sources

Why did Marc Archer withdraw his request for a rehearing on case 20F-H2020063-REL?
What were the specific procedural limitations governing the scope of the administrative rehearing?
How does this order relate to the Petitioner’s future challenge regarding his house addition?

Audio Overview

Video Overview

Video Overview

Mind Map Mind Map

Reports Reports

Flashcards

Flashcards

Quiz

Quiz

00:00 / 00:00

Case Participants

Petitioner Side

  • Marc Archer (petitioner)
    Appeared on his own behalf; Homeowner and member of PMPE

Respondent Side

  • Nicholas Nogami (HOA attorney)
    Carpenter, Hazelwood, Delgado & Bolen
    Represented Respondent PMPE Community Association, Inc.
  • Keith Kauffman (board member)
    PMPE Community Association, Inc.
    President, Treasurer, and AC member; testified at hearing

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    Office of Administrative Hearings
    Presided over the main hearing and issued the order vacating rehearing
  • Velva Moses-Thompson (ALJ)
    Office of Administrative Hearings
    Ruled in a prior related evidentiary hearing
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
    Addressee for transmission of orders
  • DGardner (ADRE Staff)
    Arizona Department of Real Estate
    Recipient of order via email
  • f. del sol (Staff)
    Signed transmittal of ALJ decision
  • c. serrano (Staff)
    Signed transmittal of Order Vacating Hearing
  • LDettorre (ADRE Staff)
    Arizona Department of Real Estate
    Recipient of order via email
  • AHansen (ADRE Staff)
    Arizona Department of Real Estate
    Recipient of order via email
  • djones (ADRE Staff)
    Arizona Department of Real Estate
    Recipient of order via email
  • ncano (ADRE Staff)
    Arizona Department of Real Estate
    Recipient of order via email

Other Participants

  • Carlotta L Turman (unknown)
    Carpenter, Hazelwood, Delgado & Bolen
    Listed in transmission details associated with PMPE counsel

Debra K Morin v. Solera Chandler Homeowners’ Association, Inc.

Case Summary

Case ID 21F-H2120001-REL
Agency ADRE
Tribunal OAH
Decision Date 2021-03-17
Administrative Law Judge Tammy L. Eigenheer
Outcome partial
Filing Fees Refunded $500.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Debra K. Morin Counsel
Respondent Solera Chandler Homeowners' Association, Inc. Counsel Lydia A. Peirce Linsmeier

Alleged Violations

A.R.S. 33-1804

Outcome Summary

The petition was affirmed in part (Complaint #1) and denied in part (Complaint #2). The Respondent HOA was found to have improperly conducted non-privileged business via email/unanimous written consent in violation of A.R.S. § 33-1804. The HOA was ordered to reimburse the $500 filing fee and comply with the statute, but no civil penalty was imposed.

Why this result: Petitioner failed to establish by a preponderance of the evidence the alleged violation concerning the improper use of emergency executive sessions (Complaint #2).

Key Issues & Findings

Non-privileged Association Business Conducted in Closed Session

The HOA improperly conducted association business, which should have been open to members, through unanimous written consent solicited via individual emails during the COVID-19 shutdown, violating the open meeting requirements of A.R.S. § 33-1804.

Orders: Respondent was ordered to comply with the requirements of A.R.S. § 33-1804 going forward and to reimburse Petitioner her $500.00 filing fee for the issue on which she prevailed.

Filing fee: $500.00, Fee refunded: Yes

Disposition: petitioner_win

Cited:

  • A.R.S. 33-1804
  • A.R.S. 10-3821

Analytics Highlights

Topics: Open Meetings, HOA Governance, Unanimous Written Consent, COVID-19, Executive Session
Additional Citations:

  • A.R.S. 33-1804
  • A.R.S. 10-3821
  • A.R.S. 32-2199 et seq.
  • A.A.C. R2-19-119

Video Overview

Audio Overview

Decision Documents

21F-H2120001-REL Decision – 864802.pdf

Uploaded 2026-04-24T11:28:46 (101.9 KB)

21F-H2120001-REL Decision – 838004.pdf

Uploaded 2026-04-24T11:28:50 (125.4 KB)

21F-H2120001-REL Decision – 838004.pdf

Uploaded 2026-01-23T17:34:04 (125.4 KB)

Administrative Law Decision Briefing: Morin vs. Solera Chandler Homeowners’ Association

Executive Summary

This briefing synthesizes the findings and rulings from an administrative law case involving a homeowner, Debra K. Morin, and the Solera Chandler Homeowners’ Association, Inc. (HOA). The central issue was whether the HOA Board of Directors violated Arizona’s open meeting law (A.R.S. § 33-1804) by conducting association business and making decisions without open meetings accessible to its members.

The Administrative Law Judge (ALJ) ultimately ruled in favor of the petitioner on her primary complaint. The investigation and subsequent hearings revealed that the HOA Board, citing the challenges of the COVID-19 pandemic, utilized a process of “unanimous written consent” to approve numerous actions. This process, facilitated through individual emails to board members, was found to be an improper substitute for the open meetings required by law. The ALJ concluded that the specific transparency requirements for homeowners’ associations in A.R.S. § 33-1804 supersede the more general provisions for non-profit corporations in A.R.S. § 10-3821, which the HOA had cited as justification.

While the violation was established, no civil penalty was assessed due to the “unprecedented global pandemic.” The HOA was ordered to comply with the open meeting law moving forward and to reimburse the petitioner’s $500 filing fee. A second complaint from the petitioner, alleging the improper use of emergency executive sessions, was not proven and was therefore denied. A rehearing clarified the precise method of the violation—email voting rather than conference calls—but did not alter the final judgment.

Case Background and Allegations

This matter was adjudicated by the Arizona Office of Administrative Hearings following a petition filed on July 10, 2020. The case centered on the actions of the Solera Chandler HOA’s Board of Directors between March and August 2020.

Petitioner: Debra K. Morin

Respondent: Solera Chandler Homeowners’ Association, Inc.

Case Number: 21F-H2120001-REL

Key Dates:

◦ Initial Hearing: October 29, 2020

◦ Initial Decision: November 18, 2020

◦ Rehearing: February 25, 2021

◦ Final Decision After Rehearing: March 17, 2021

Petitioner’s Formal Complaints

After being ordered to clarify her initial filing, the petitioner proceeded with two specific alleged violations of A.R.S. § 33-1804:

1. Complaint #1: Non-Privileged Business in Closed Sessions: The petitioner alleged that the HOA Board conducted non-privileged association business in closed sessions by using unanimous written consent. This practice circumvented statutory requirements for providing members with agendas, giving 48-hour notice, and allowing them an opportunity to speak on key issues before the Board took action.

2. Complaint #2: Improper Emergency Executive Sessions: The petitioner alleged that the HOA Board conducted privileged business under the guise of “emergency executive sessions.” This was done without properly identifying the legal exception to the open meeting law, providing an agenda or 48-hour notice, or submitting minutes at the next board meeting that stated the reason for the emergency.

Key Evidence and Factual Findings

The evidence presented centered on the HOA’s governance practices during the initial months of the COVID-19 pandemic.

Respondent’s Justification

The HOA’s defense rested on two main arguments:

• The COVID-19 pandemic made it impossible for the Board to meet in person, necessitating alternative methods to conduct business while protecting the health of directors and members.

• The use of unanimous written consents was authorized under A.R.S. § 10-3821, a statute that permits non-profit corporations to take action without a formal meeting if all directors consent in writing. The HOA acknowledged it had not used this method before the pandemic and did not intend to continue its use.

Unanimous Written Consents

At an open Board of Directors meeting on August 5, 2020, the Board formally ratified a series of actions taken via unanimous written consent during the “Covid 19 Shutdown.” A rehearing clarified the precise mechanism: a community management company would email each board member individually to solicit a “yes” or “no” vote on a proposal. If all votes were “yes,” the Board President would sign the written consent on behalf of the Board.

The actions taken through this process included:

Action Taken by Unanimous Written Consent

March 30, 2020

Approve repair and replacement of the sidewalk and community center entrance.

March 30, 2020

Approve repair and replacement of cool decking surrounding both pools.

April 30, 2020

Approve Kirk Sandquist as a member of the Architectural Review Committee.

April 30, 2020

Approve Tom Dusbabek as a member of the Architectural Review Committee.

May 5, 2020

Approve the Gilbert Road retention basin project, related irrigation replacement, and the addition of 420 tons of granite.

May 8, 2020

Approve replacement of a Carrier 6-ton heat pump.

May 8, 2020

Approve replacement of two Carrier 5-ton heat pumps.

May 27, 2020

Approve hiring Ken Eller to draft architectural drawings.

June 4, 2020

Approve a change to the Design Guidelines at the request of the Architectural Review Committee.

July 1, 2020

Approve the 2020 summer hardwood pruning and removal of trees.

Executive Sessions

The Board held numerous executive (closed) sessions during this period, including on March 13, March 16, March 19, March 24, April 6, April 10, May 4, May 15, May 27, June 24, and August 5, 2020. An “emergency executive session” was held on May 12, 2020. The agendas for these meetings cited specific legal exceptions under A.R.S. § 33-1804(A) as justification for the closure.

Legal Analysis and Rulings

The Administrative Law Judge’s decision hinged on the interpretation and primacy of two competing Arizona statutes.

The Core Statutory Conflict

A.R.S. § 33-1804 (HOA Open Meeting Law): This statute establishes a strong state policy that all HOA board and member meetings “be conducted openly.” It mandates that members receive at least 48-hours’ notice, be provided with agendas, and be permitted to “attend and speak at an appropriate time.” The statute explicitly directs that any interpretation of its provisions must be construed “in favor of open meetings.”

A.R.S. § 10-3821 (Action Without Meeting for Non-Profits): This statute, which applies more broadly to non-profit corporations, allows a board of directors to take action without a meeting if the action is approved by one or more written consents signed by all directors.

Ruling on Complaint #1 (Violation Established)

The ALJ concluded that the petitioner had proven by a preponderance of the evidence that the HOA violated the open meeting law. The core of the ruling is that the specific requirements of A.R.S. § 33-1804 for homeowners’ associations must be followed, even if A.R.S. § 10-3821 provides a different mechanism for general non-profits.

The final decision states: “Respondent improperly conducted association business in closed sessions via email rather than in meetings open to the members.” The use of email voting to achieve unanimous consent was deemed a violation because it denied members the notice, agenda, and opportunity to speak that are guaranteed by the HOA open meeting law.

However, the ALJ gave “consideration to the fact that Respondent was faced with an unprecedented global pandemic” and found that “no civil penalty is appropriate given the circumstances.”

Ruling on Complaint #2 (Violation Not Established)

The ALJ found that the petitioner failed to prove by a preponderance of the evidence that the Board conducted improper emergency executive sessions. The decision notes that there was “nothing in the record” to suggest the Board discussed topics outside the legally permitted exceptions for closed sessions, nor was there evidence to suggest the May 12, 2020, meeting was not a genuine emergency.

Final Order and Disposition

The final judgment, issued after the rehearing, is binding on both parties.

Outcome: The petitioner’s petition was affirmed in part (regarding Complaint #1) and denied in part (regarding Complaint #2).

Directives to Respondent (HOA):

1. The HOA is ordered to reimburse the petitioner’s $500.00 filing fee.

2. The HOA is directed to comply with the requirements of A.R.S. § 33-1804 going forward.

Appeal: Any appeal of the final order must be filed for judicial review with the superior court within 35 days from the date of service.

Study Guide: Morin v. Solera Chandler Homeowners’ Association, Inc.

This guide provides a detailed review of the administrative case between Debra K. Morin (Petitioner) and the Solera Chandler Homeowners’ Association, Inc. (Respondent), as detailed in Administrative Law Judge Decisions No. 21F-H2120001-REL and No. 21F-H2120001-REL-RHG. It includes a short-answer quiz, an answer key, suggested essay questions, and a glossary of key terms to facilitate a comprehensive understanding of the case’s facts, legal arguments, and outcomes.

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Short-Answer Quiz

Instructions: Answer the following questions in two to three complete sentences, based only on the information provided in the source documents.

1. Who were the primary parties in this case, and what were their respective roles?

2. What was the central accusation in the Petitioner’s first complaint against the Respondent?

3. What two primary justifications did the Respondent provide for its actions during the COVID-19 pandemic?

4. According to the findings of the rehearing, what specific procedure did the Respondent use to obtain “unanimous written consents”?

5. Identify the two main Arizona Revised Statutes (A.R.S.) that were central to the legal dispute and briefly describe the function of each.

6. What was the final ruling on Complaint #1, and what was the judge’s reasoning?

7. Why did the Petitioner fail to prove the allegations in Complaint #2?

8. What specific factual error in the first Administrative Law Judge Decision prompted the Respondent to request a rehearing?

9. What two orders were issued against the Respondent in the final decision?

10. What specific circumstance did the Administrative Law Judge cite as a reason for not imposing a civil penalty on the Respondent?

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Answer Key

1. The primary parties were Debra K. Morin, the Petitioner and homeowner, and the Solera Chandler Homeowners’ Association, Inc., the Respondent. The Petitioner filed a petition with the Arizona Department of Real Estate alleging the Respondent violated state law, while the Respondent defended its actions before an Administrative Law Judge.

2. The Petitioner’s first complaint accused the Solera Homeowners’ Association Board of Directors of conducting non-privileged association business in closed sessions. Specifically, she alleged they used unanimous written consent to take action without providing agendas, giving 48-hour notice, or allowing members an opportunity to speak on key issues.

3. The Respondent argued that the COVID-19 pandemic prevented the Board of Directors from meeting in person to protect the health of members and directors. The Respondent also asserted that its use of unanimous written consents was legally authorized for non-profit corporations under A.R.S. § 10-3821.

4. The rehearing established that an individual from the community management company would email each Board member individually to request a “yes” or “no” vote on a proposal. If all members replied “yes,” the item was considered passed by unanimous consent, and the Board President would sign the formal consent document.

5. The central statutes were A.R.S. § 33-1804 and A.R.S. § 10-3821. A.R.S. § 33-1804 is the state’s open meeting law for homeowners’ associations, requiring meetings to be open to members with proper notice, while A.R.S. § 10-3821 allows the board of a non-profit corporation to take action without a meeting if all directors provide written consent.

6. The judge ruled in favor of the Petitioner on Complaint #1, affirming the violation. The judge reasoned that while A.R.S. § 10-3821 allows for action without a meeting, the more specific requirements of A.R.S. § 33-1804 mandate that all HOA board meetings be open to members, a requirement the Respondent violated by conducting business via email.

7. The Petitioner failed to prove Complaint #2 because she did not establish by a preponderance of the evidence that the Respondent’s executive sessions were improper. The judge found nothing in the record to suggest the Board discussed issues outside the legal exceptions listed in A.R.S. § 33-1804(A) or that the May 12, 2020, session was not a genuine emergency.

8. The Respondent requested a rehearing to correct a finding in Conclusion of Law 8 of the initial decision, which incorrectly stated that the association business at issue was conducted in closed sessions via “conference calls.” The Respondent acknowledged using conference calls for executive sessions but denied using them for the actions taken by unanimous written consent.

9. The Respondent was ordered to reimburse the Petitioner’s $500.00 filing fee for the issue on which she prevailed. Additionally, the Respondent was directed to comply with all requirements of A.R.S. § 33-1804 in the future.

10. The Administrative Law Judge gave consideration to the fact that the Respondent was “faced with an unprecedented global pandemic while balancing the need to comply with the applicable statutes and conduct association business.” Because of these unique circumstances, the judge found that no civil penalty was appropriate.

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Suggested Essay Questions

1. Discuss the conflict between A.R.S. § 33-1804 and A.R.S. § 10-3821 as it relates to the actions of the Solera Chandler Homeowners’ Association. How did the Administrative Law Judge resolve this conflict, and what does this imply about the hierarchy of state laws governing specific entities versus general corporations?

2. Analyze the Respondent’s argument that the COVID-19 pandemic justified their actions. To what extent did the Administrative Law Judge accept this argument, and how did it influence the final order?

3. Explain the legal standard of “preponderance of the evidence” and detail how it was applied to both Complaint #1 and Complaint #2. Why did the Petitioner meet this burden for the first complaint but not the second?

4. Trace the evolution of the case from the initial hearing to the rehearing. What specific finding of fact was corrected, and why was this correction significant for the legal record, even though it did not change the ultimate outcome for either complaint?

5. Based on the text of A.R.S. § 33-1804(F), discuss the stated policy of the state of Arizona regarding homeowner association meetings. How did the Respondent’s actions, specifically the use of email for unanimous consents, contravene this policy?

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Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

An official who presides over administrative hearings, makes findings of fact and conclusions of law, and issues decisions and orders. In this case, Tammy L. Eigenheer served as the ALJ.

A.R.S. § 10-3821

An Arizona Revised Statute that allows the board of directors of a non-profit corporation to take action without a formal meeting, provided the action is taken by all directors and evidenced by one or more written consents.

A.R.S. § 33-1804

An Arizona Revised Statute, also known as the open meeting law for planned communities, which mandates that all meetings of an HOA board of directors must be open to all members. It requires 48-hour notice and allows for closed “executive sessions” only for specific, limited purposes.

Burden of Proof

The obligation on a party in a legal case to prove their allegations. In this proceeding, the Petitioner bore the burden of proving her claims.

Executive Session

A portion of a meeting that is closed to association members. Under A.R.S. § 33-1804(A), executive sessions are only permitted for specific reasons, such as receiving legal advice, discussing pending litigation, or addressing confidential personal or financial information.

Open Meeting

A meeting of an HOA’s board of directors that, according to A.R.S. § 33-1804, must be open to all members of the association, who must be permitted to attend and speak.

Petitioner

The party who initiates a legal action or petition. In this case, the Petitioner was homeowner Debra K. Morin.

Preponderance of the Evidence

The standard of proof required in this administrative hearing. It is defined as evidence that is of greater weight or more convincing than opposing evidence, showing that the fact sought to be proved is “more probable than not.”

Rehearing

A second hearing of a case to re-examine specific issues or correct errors from an initial decision. A rehearing was granted in this case to clarify how the unanimous written consents were executed.

Respondent

The party against whom a petition is filed. In this case, the Respondent was the Solera Chandler Homeowners’ Association, Inc.

Statutory Construction

The process of interpreting and applying legislation. The judge noted that the primary goal is to ascertain the legislature’s intent, first by looking at the statute’s plain language.

Unanimous Written Consent

A procedure, authorized by A.R.S. § 10-3821, where a board takes action without a meeting through written consents signed by all directors. The HOA used this method via individual emails to approve business, which was found to be a violation of HOA open meeting laws.

She Sued Her HOA Over Secret Pandemic Votes—And Won. Here’s What Every Homeowner Needs to Know.

Introduction: The Closed Doors of Your HOA

For many homeowners, it can feel like their Homeowners’ Association (HOA) board makes its most important decisions behind closed doors. You see the results—a new rule, a major repair project, a change in vendors—but the discussion and the vote happen out of sight. While the COVID-19 pandemic forced many organizations to find new ways to operate, for one Arizona HOA, their adaptation to remote work crossed a legal line, sparking a legal challenge from a resident.

The central conflict was straightforward: a homeowner, Debra K. Morin, filed a petition against the Solera Chandler Homeowners’ Association. She alleged they were making official decisions in secret through email, violating state law that guarantees homeowners the right to open meetings. While not all of her claims were affirmed, her primary complaint—that the board was conducting business in secret—led to a landmark decision for homeowner rights. The outcome of her case reveals several surprising and crucial lessons for every person living in an HOA community.

Takeaway 1: An HOA’s Open Meeting Law Trumps General Non-Profit Rules

1. Even a Pandemic Doesn’t Suspend a Homeowner’s Right to an Open Meeting

The Solera Chandler HOA board believed it was acting within the law. They argued that because they were a non-profit corporation, they could make decisions using “unanimous written consents” without a formal meeting. This practice is allowed for many non-profits under a general Arizona statute (A.R.S. § 10-3821). During the pandemic, this seemed like a practical way to conduct business without meeting in person.

However, the Administrative Law Judge ruled against the HOA. The judge’s key finding was that a more specific law takes precedence. The statute governing planned communities, A.R.S. § 33-1804, explicitly requires that all meetings of the board must be open to all members of the association. This is a critical legal lesson: when a specific law exists to govern a specific entity (like the Open Meeting Law for HOAs), it almost always overrides a more general law (like the one for all non-profits).

While the judge acknowledged the challenges of the “unprecedented global pandemic,” this did not excuse the violation, though it was cited as a reason not to issue a civil penalty.

Takeaway 2: “Meeting” by Email Is Still a Secret Meeting

2. A String of Individual Emails Can Constitute an Illegal Meeting

In the initial ruling, the judge found the board conducted business improperly, believing it was done via conference calls. Seizing on this factual error, the HOA challenged the decision and requested a rehearing, arguing their method was different and therefore permissible. In the rehearing, they clarified their actual process: the community management company would email each board member individually to request a ‘yes’ or ‘no’ vote. The HOA argued that because there was no simultaneous group discussion, this process wasn’t technically a “meeting.”

The challenge backfired. The judge’s final decision made it clear that this distinction didn’t matter. Whether by conference call or a series of individual emails, the result was the same: an illegal secret meeting. The method effectively prevented homeowners from observing the board’s process and speaking on agenda items before a vote was taken, as required by law. The HOA won their technical correction but lost the war, as the judge affirmed that the principle of transparency is more important than the specific technology used to circumvent it.

These weren’t minor housekeeping issues. The board was making substantial financial and operational decisions entirely out of public view, including:

• Repair and replacement of the sidewalk and community center entrance.

• Repair and replacement of the cool decking around both pools.

• Appointing new members to the Architectural Review Committee.

• Approving a retention basin project and the purchase of 420 tons of granite.

• Approving the 2020 summer hardwood pruning and removal of trees.

Takeaway 3: The Law Is Built to Favor Transparency

3. The Law Itself Has a Built-in Bias for Openness

The judge’s decision wasn’t just a narrow interpretation; it was guided by a powerful policy statement built directly into the Arizona statute for planned communities. The law itself tells judges, board members, and community managers exactly how it should be interpreted.

The text of A.R.S. § 33-1804(F) leaves no room for doubt:

It is the policy of this state as reflected in this section that all meetings of a planned community, whether meetings of the members’ association or meetings of the board of directors of the association, be conducted openly and that notices and agendas be provided for those meetings that contain the information that is reasonably necessary to inform the members of the matters to be discussed or decided and to ensure that members have the ability to speak after discussion of agenda items, but before a vote of the board of directors or members is taken. Toward this end, any person or entity that is charged with the interpretation of these provisions…shall construe any provision of this section in favor of open meetings.

This is a critical point. The law explicitly directs anyone interpreting it—including an HOA board—to resolve any ambiguity in favor of transparency and homeowner access. The default position is openness.

Takeaway 4: A Single Homeowner Can Force a Change

4. One Determined Homeowner Can Win

This case serves as an empowering lesson for homeowners who feel their board is operating in the shadows. Morin’s persistence paid off, proving that a single homeowner can successfully force a board to follow the law.

Her victory was clear and decisive. The court orders resulted in three key outcomes:

• The judge affirmed her petition, officially recognizing that the HOA had violated the law.

• The HOA was formally ordered to comply with the open meeting requirements of A.R.S. § 33-1804 going forward.

• The HOA was ordered to reimburse Ms. Morin her $500.00 filing fee.

This outcome demonstrates that the system can work. An individual homeowner with a valid complaint can navigate the process and achieve a binding legal victory that forces their HOA board to operate correctly.

Conclusion: Is Your Board Operating in the Open?

The lesson from the Solera Chandler HOA case is simple: transparency in HOA governance is not optional. It is a legal requirement designed to protect the rights of every homeowner to observe and participate in the governance of their community. The convenience of an email vote cannot replace the legal mandate for an open meeting.

Don’t assume your board is operating correctly. Review your meeting minutes. Ask questions about decisions that seem to appear without public discussion. Remember, the law explicitly favors openness, and as Debra Morin proved, it’s an enforceable right.

This case was about secret votes via email, but it highlights a larger principle of transparency. Does your HOA board make it easy for you to know what is being decided and to have your voice heard?

Case Participants

Petitioner Side

  • Debra K. Morin (petitioner)

Respondent Side

  • Lydia A. Peirce Linsmeier (HOA attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
    Also cited as Lydia Linsmeier
  • Joshua M. Bolen (HOA attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
  • Gail Ryan (board member)
    Solera Chandler Homeowners' Association, Inc.
    President of Board, resigned August 5, 2020
  • Kirk Sandquist (ARC member)
    Solera Chandler Homeowners' Association, Inc.
    Appointment approved April 30, 2020
  • Tom Dusbabek (ARC member)
    Solera Chandler Homeowners' Association, Inc.
    Appointment approved April 30, 2020
  • Ken Eller (contractor)
    Approved to be hired to draft architectural drawings

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
    Granted Request for Rehearing
  • f. del sol (Admin staff)
    Transmitted decisions

Nancy L Babington v. Park Scottsdale II Townhouse Corporation

Case Summary

Case ID 20F-H2020064-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2021-03-24
Administrative Law Judge Tammy L. Eigenheer
Outcome full
Filing Fees Refunded $500.00
Civil Penalties $2,500.00

Parties & Counsel

Petitioner Nancy L. Babington Counsel
Respondent Park Scottsdale II Townhouse Corporation Counsel Mark K. Sahl and Scott B. Carpenter

Alleged Violations

A.R.S. § 33-1258(A)

Outcome Summary

Following a rehearing based on newly discovered evidence, the Administrative Law Judge found that Respondent violated A.R.S. § 33-1258(A) by failing to timely provide records it possessed. Respondent was ordered to reimburse the Petitioner $500.00 for the filing fee and pay a $2,500.00 civil penalty to the Department of Real Estate.

Key Issues & Findings

Failure to make association financial and other records reasonably available for examination/provide copies within ten business days.

Petitioner alleged Respondent violated A.R.S. § 33-1258 by failing to provide requested records (including bank statements and contracts) following a formal request on May 1, 2020. The Administrative Law Judge, in the rehearing, found that the evidence showed Respondent was in possession of bank statements and two signed contracts at the time of the request, contradicting prior testimony, thereby establishing a violation of the statute.

Orders: Respondent was ordered to pay Petitioner $500.00 for the filing fee reimbursement and pay a civil penalty of $2,500.00 to the Department of Real Estate, both payments due within 30 days.

Filing fee: $500.00, Fee refunded: Yes, Civil penalty: $2,500.00

Disposition: petitioner_win

Cited:

  • A.R.S. § 33-1258
  • A.R.S. § 32-2199.02
  • A.A.C. R2-19-119

Analytics Highlights

Topics: HOA records request, A.R.S. 33-1258, Rehearing, Civil Penalty, Possession of Records
Additional Citations:

  • A.R.S. § 33-1258
  • A.R.S. § 32-2199.02
  • A.A.C. R2-19-119

Video Overview

Audio Overview

Decision Documents

20F-H2020064-REL Decision – 866802.pdf

Uploaded 2026-04-24T11:28:35 (123.5 KB)

20F-H2020064-REL Decision – 823263.pdf

Uploaded 2026-04-24T11:28:38 (108.6 KB)

Briefing Document: Babington v. Park Scottsdale II Townhouse Corporation

Executive Summary

This document synthesizes the findings from two administrative hearings concerning a records request dispute between homeowner Nancy L. Babington (Petitioner) and the Park Scottsdale II Townhouse Corporation (Respondent). The case, No. 20F-H2020064-REL, culminated in a reversal of an initial ruling, finding the Respondent in violation of Arizona law A.R.S. § 33-1258 for failing to provide association records within the statutory timeframe.

The initial hearing on August 28, 2020, resulted in a denial of the petition. The Respondent successfully argued that it could not produce the requested documents because they were not in its possession, largely due to a dispute with a former management company. However, a rehearing was granted after the Petitioner discovered new evidence.

The rehearing on March 4, 2021, established that the Respondent, through its management company Associa Arizona, was in possession of key requested documents—specifically bank statements and signed contracts—at the time of the initial request. Evidence revealed the bank statements were held at a central corporate office in Texas and were not retrieved, while signed contracts had not been forwarded to the management company by board members. The Administrative Law Judge found this directly contradicted the Respondent’s initial defense.

As a result, the Administrative Law Judge reversed the earlier decision, ordering the Respondent to reimburse the Petitioner’s $500 filing fee and imposing a $2,500 civil penalty payable to the Arizona Department of Real Estate. The case underscores an association’s responsibility to produce all records in its possession, regardless of physical location within the corporate structure, and affirms the court’s authority to levy penalties for violations.

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1. Case Overview

Case Number: 20F-H2020064-REL

Petitioner: Nancy L. Babington

Respondent: Park Scottsdale II Townhouse Corporation

Core Allegation: Violation of A.R.S. § 33-1258, which mandates that a condominium owners’ association must make its financial and other records reasonably available for examination by a member within ten business days of a request.

Hearings Conducted:

◦ Initial Hearing: August 28, 2020

◦ Rehearing: March 4, 2021

Presiding Administrative Law Judge: Tammy L. Eigenheer

2. Chronology of the Dispute

The dispute originated from difficulties following a change in the Respondent’s management company and subsequent records requests by the Petitioner.

June-July 2019: The previous management company, Community Management & Consulting, LLC (CMC), terminated its agreement with the Respondent. A “financial disagreement” led to CMC withholding records, complicating the transition.

Post-July 2019: Respondent hired Associa Arizona as its new management company. Associa and the Respondent’s counsel attempted to obtain the withheld records from CMC.

April 29, 2020: After previous attempts to get information, Petitioner Nancy L. Babington sent a formal email to Associa and the Respondent’s Board of Directors. In the email, she stated:

May 1, 2020: Linda Parker, Director of Client Services with Associa, replied, stating the request was not specific and asked the Petitioner to identify the exact records needed.

May 1, 2020: The Petitioner responded with a detailed list of nine specific items:

1. All bank statements with copies of cancelled checks since Sept 1, 2019.

2. Any and all financial statements since Sept 1, 2019.

3. Any and all 1099s issued for 2019.

4. Any and all Executive Session meeting minutes conducted in 2020 (excluding statutory exemptions).

5. Any and all contracts signed in 2020.

6. Any and all outstanding invoices with a due date over 45 days.

7. Any documentation regarding the legality of the $204.75 maintenance fee.

8. Any proof of Stephen Silberschlag’s liability insurance.

9. Any landscaping plans.

May 4, 2020: Ms. Parker from Associa responded that the company could only provide records within its possession.

May 15, 2020: Following another email from the Petitioner, Ms. Parker stated that Associa had scheduled a meeting with the board on May 20 to discuss the request further.

May 28, 2020: Having not received any of the requested documents, the Petitioner filed a petition with the Arizona Department of Real Estate.

3. The Initial Hearing and Decision (August – September 2020)

The first hearing focused on whether the Respondent had violated the statute by failing to produce the documents.

• The Respondent argued that it was unable to provide documents that were not in its possession.

• Joseph Silberschlag, Secretary of the Board of Directors, testified that issues with the former management company (CMC) meant neither the Respondent nor Associa had possession of many necessary documents.

• Specifically, he stated that without previous financial documents and starting balances from CMC, the association was unable to create current financial statements.

• The Respondent maintained it was under no statutory obligation to create documents to fulfill the Petitioner’s request.

• The Administrative Law Judge (ALJ) concluded that the Petitioner “failed to establish by a preponderance of the evidence that Respondent violated A.R.S. § 33-1258(A).”

• The finding was based on the Respondent’s argument that it did not possess the requested documents at the time of the request.

• On September 17, 2020, the ALJ issued a decision denying the Petitioner’s petition.

4. The Rehearing and Reversal (March 2021)

Following the initial decision, the case was reopened based on new evidence presented by the Petitioner.

• After the September 2020 decision, the Respondent provided some of the requested documents to the Petitioner.

• Upon reviewing these documents, the Petitioner realized that the Respondent had, in fact, been in possession of several key records prior to her May 1, 2020 request.

• She filed a Rehearing Request with the Department of Real Estate, citing “newly discovered material evidence that could not with reasonable diligence have been discovered and produced at the original hearing.” The request was granted.

The rehearing revealed crucial details about the location and accessibility of the requested records.

Record Type

Petitioner’s Evidence

Respondent’s Testimony/Explanation

Bank Statements

The documents received post-hearing showed that bank statements had been sent to Associa starting in August 2019.

Evelyn Shanley, Community Director for Associa, testified that statements for all HOAs were sent to a central office in Richardson, Texas. She admitted she did not contact the Texas office to obtain the statements for the Petitioner’s request. Counsel for the Respondent conceded the statements in Texas were in the possession of Associa.

Contracts

Petitioner presented two contracts signed by Board members on March 27 and March 31, 2020, prior to her request.

Ms. Shanley admitted the two signed contracts existed but stated that the Board of Directors members had not provided them to Associa.

1099 Forms

Petitioner noted a document indicating four vendors were eligible for 1099s.

Ms. Shanley denied that any 1099s had been issued.

• The documents were not in the “immediate possession” of the local Associa office.

• The matter was now moot because the Petitioner had received all requested documents.

• A civil penalty was inappropriate because the Petitioner did not specifically request one on her initial petition form.

• The evidence presented at the rehearing was “directly contradictory” to the representations made by the Respondent at the initial hearing.

• The Petitioner successfully established by a preponderance of the evidence that the Respondent violated A.R.S. § 33-1258(A) by failing to provide documents (bank statements and contracts) that were in its possession.

• The ALJ rejected the Respondent’s argument against a civil penalty, stating that the plain language of A.R.S. § 32-2199.02 allows the judge to levy a penalty for established violations, and “nothing in the statute limits the available remedies to those specifically requested by a petitioner.”

5. Final Order and Penalties

The Administrative Law Judge Decision issued on March 24, 2021, reversed the initial finding and imposed penalties on the Respondent.

IT IS ORDERED that:

1. Respondent must pay the Petitioner her filing fee of $500.00 within 30 days.

2. Respondent must pay to the Department of Real Estate a civil penalty in the amount of $2,500.00 within 30 days.

Study Guide: Babington v. Park Scottsdale II Townhouse Corporation

This study guide provides a review of the administrative case involving Petitioner Nancy L. Babington and Respondent Park Scottsdale II Townhouse Corporation. It includes a short-answer quiz to test factual recall, a separate answer key, a set of essay questions for deeper analysis, and a glossary of key terms and entities involved in the proceedings.

Short-Answer Quiz

Answer each question in 2-3 sentences based on the information provided in the case documents.

1. Who were the primary parties in this case, and what was the Petitioner’s central allegation?

2. What specific Arizona statute was the Respondent accused of violating, and what does this law generally require?

3. What was the Respondent’s main defense during the initial hearing on August 28, 2020, for not providing the requested records?

4. What was the conclusion of the Administrative Law Judge in the first decision, issued on September 17, 2020?

5. On what legal grounds did the Petitioner successfully file for a rehearing of her case?

6. What new evidence regarding bank statements was presented by the Petitioner at the March 4, 2021, rehearing?

7. How did the Respondent’s management company, Associa Arizona, explain its failure to produce the bank statements and signed contracts in response to the initial request?

8. What was the final outcome of the rehearing, and how did it contradict the initial decision?

9. What two financial penalties were imposed upon the Respondent in the final order of March 24, 2021?

10. What was the Respondent’s argument against the imposition of a civil penalty, and why did the Administrative Law Judge reject it?

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Answer Key

1. The primary parties were Petitioner Nancy L. Babington, a property owner, and Respondent Park Scottsdale II Townhouse Corporation, a condominium owners association. The Petitioner alleged that the Respondent failed to provide association records she formally requested, in violation of Arizona law.

2. The Respondent was accused of violating A.R.S. § 33-1258. This statute requires a condominium owners association to make its financial and other records reasonably available for examination by a member and to provide copies of requested records within ten business days.

3. During the initial hearing, the Respondent’s main defense was that it was unable to provide the documents because they were not in its possession. The Respondent claimed its former management company, CMC, was withholding records and that without starting balances, it could not create new financial documents.

4. The Administrative Law Judge denied the Petitioner’s petition in the first decision. The judge concluded that the Petitioner failed to establish by a preponderance of the evidence that the Respondent violated the statute because the Respondent did not possess the documents and was not required to create them.

5. The Petitioner was granted a rehearing based on the discovery of “newly discovered material evidence that could not with reasonable diligence have been discovered and produced at the original hearing.” After the first decision, the Respondent provided documents that proved it had, in fact, been in possession of some of the requested records prior to her request.

6. At the rehearing, the Petitioner testified that after receiving the documents, she realized bank statements had been sent to Associa’s central office in Richardson, Texas, starting in August 2019. This demonstrated that the records were in the management company’s possession when she made her request.

7. Associa’s representative testified that bank statements went to a central office in Texas and were not forwarded to the local office because financial packets could not be prepared without starting balances from the previous management company. Regarding the contracts, Associa claimed that the Board of Directors members who signed them had not provided the contracts to Associa.

8. The final outcome of the rehearing was a ruling in favor of the Petitioner. The judge found that evidence presented at the rehearing directly contradicted the Respondent’s earlier claims, establishing that the Respondent did possess bank statements and contracts and had violated A.R.S. § 33-1258(A).

9. In the final order, the Respondent was ordered to pay the Petitioner’s filing fee of $500.00. Additionally, the Respondent was ordered to pay a civil penalty of $2,500.00 to the Arizona Department of Real Estate.

10. The Respondent argued that a civil penalty was not appropriate because the Petitioner did not specifically request one by checking the box on the petition form. The judge rejected this, stating that the plain language of A.R.S. § 32-2199.02 allows the judge to levy a civil penalty for established violations, and this authority is not limited by the remedies requested by a petitioner.

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Essay Questions

The following questions are designed for analytical and in-depth responses. Answers are not provided.

1. Analyze the concept of “possession” of records as it evolved from the first hearing to the second. How did the Respondent’s initial interpretation of “immediate possession” differ from the Administrative Law Judge’s final conclusion regarding the records held by Associa’s Texas office?

2. Discuss the significance of the “preponderance of the evidence” standard in this case. Explain specifically how the Petitioner failed to meet this standard in the first hearing but succeeded in the second, citing the key pieces of evidence that shifted the outcome.

3. Evaluate the role and responsibilities of the management company, Associa Arizona, in this dispute. To what extent were its internal procedures and actions (or inactions) the primary cause of the Respondent’s violation of A.R.S. § 33-1258?

4. Trace the timeline of communication between Nancy Babington and Associa Arizona from April 29, 2020, to May 15, 2020. Analyze how the responses from Associa may have contributed to the perception that the Respondent was refusing to provide information, ultimately leading to the petition being filed.

5. The Administrative Law Judge has the statutory authority to levy a civil penalty for each violation found. Based on the facts of this case, including the Respondent’s representations at the first hearing and the contradictory evidence presented at the second, construct an argument justifying the imposition of the $2,500 civil penalty.

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Glossary of Key Terms

Term / Entity

Definition

A.R.S. § 32-2199 et seq.

The Arizona Revised Statute cited as giving the Arizona Department of Real Estate jurisdiction to hear disputes between a property owner and a condominium owners association.

A.R.S. § 33-1258

The Arizona Revised Statute at the core of the dispute. It requires that an association’s financial and other records be made “reasonably available” for examination and that the association has ten business days to fulfill a request for examination or to provide copies.

Administrative Law Judge (ALJ)

The official from the Office of Administrative Hearings (Tammy L. Eigenheer in this case) responsible for conducting the hearings, weighing evidence, and issuing a legally binding decision and order.

Associa Arizona

The management company hired by the Respondent to handle its operations after the termination of the previous management agreement. It was the primary point of contact for the Petitioner’s records request.

Civil Penalty

A monetary fine levied by the Administrative Law Judge for a violation of the law. In this case, a $2,500 penalty was ordered to be paid to the Department of Real Estate.

Community Management & Consulting, LLC (CMC)

The Respondent’s former management company. CMC terminated its agreement with the Respondent and was withholding association records due to a financial disagreement, which was a key part of the Respondent’s defense in the initial hearing.

Department of Real Estate (Department)

The Arizona state agency with which the Petitioner filed her petition and which has jurisdiction over such disputes.

A legal argument made by the Respondent’s counsel during the rehearing. Counsel asserted that the matter was moot (no longer relevant or in dispute) because, by the time of the rehearing, the Petitioner had received all the documents she requested.

Newly Discovered Material Evidence

The legal basis upon which the Petitioner was granted a rehearing. It refers to significant evidence that was not available at the time of the original hearing despite reasonable diligence.

Petitioner

The party who initiates a legal action or petition. In this case, Nancy L. Babington, a condominium owner.

Preponderance of the Evidence

The standard of proof required for the Petitioner to win her case. It is defined as evidence that is more convincing and shows that the fact sought to be proved is “more probable than not.”

Rehearing

A second hearing granted by the Commissioner of the Department of Real Estate to re-examine a case, which was held on March 4, 2021, after the Petitioner presented newly discovered evidence.

Respondent

The party against whom a petition is filed. In this case, Park Scottsdale II Townhouse Corporation, the condominium owners association.

Select all sources
823263.pdf
866802.pdf

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20F-H2020064-REL-RHG

2 sources

These two sources are Administrative Law Judge Decisions concerning a dispute between Nancy L. Babington, a homeowner, and the Park Scottsdale II Townhouse Corporation, her condominium owners association, regarding the provision of association records under Arizona statute A.R.S. § 33-1258. The first document details the initial hearing, held in August 2020, where the judge ruled in favor of the association, concluding that the association was not in violation because it lacked possession of the requested documents due to issues with its former management company. The second document outlines the rehearing, granted due to newly discovered evidence suggesting the association or its new management company, Associa Arizona, actually possessed some records, such as bank statements and contracts, despite earlier claims. Based on the rehearing’s findings, the judge determined the association violated the statute by not providing the records within the ten-day requirement and ordered the association to reimburse the petitioner’s filing fee and pay a civil penalty.

2 sources

How did newly discovered evidence lead to reversal of the initial legal decision?
What were the specific consequences for the respondent following the administrative rehearing?
How did the interpretation of statutory record possession requirements change between hearings?

Based on 2 sources

NotebookLM can be inaccurate; please double check its responses.

Case Participants

Petitioner Side

  • Nancy L. Babington (petitioner)

Respondent Side

  • Lydia A. Peirce Linsmeier (HOA attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
    Represented Respondent at initial hearing
  • Mark K. Sahl (HOA attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
    Represented Respondent at rehearing
  • Scott B. Carpenter (HOA attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
    Represented Respondent at rehearing
  • Debbie Schumacher (board member)
    Park Scottsdale II Townhouse Corporation
  • Marty Shuford (board member)
    Park Scottsdale II Townhouse Corporation
  • Joseph Silberschlag (board member)
    Park Scottsdale II Townhouse Corporation
    Secretary; testified
  • Angelina Rajenovich (board member)
    Park Scottsdale II Townhouse Corporation
  • Dermot Brown (board member)
    Park Scottsdale II Townhouse Corporation
  • Lori Nusbaum (board member)
    Park Scottsdale II Townhouse Corporation
  • Linda Parker (HOA staff)
    Associa Arizona
    Director of Client Services for property manager
  • Evelyn Shanley (HOA staff)
    Associa Arizona
    Community Director for property manager; testified at rehearing
  • Laura Smith (HOA staff)
    Associa Arizona

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    OAH
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
  • LDettorre (ADRE staff)
    Arizona Department of Real Estate
  • AHansen (ADRE staff)
    Arizona Department of Real Estate
  • djones (ADRE staff)
    Arizona Department of Real Estate
  • DGardner (ADRE staff)
    Arizona Department of Real Estate
  • ncano (ADRE staff)
    Arizona Department of Real Estate
  • c. serrano (staff)
    Signed order transmission

Other Participants

  • Stephen Silberschlag (unknown)
    Subject of Petitioner's record request

Will Schreiber v. Cimarron Hills at McDowell Mountain Homeowners

Note: A Rehearing was requested for this case. The dashboard statistics reflect the final outcome of the rehearing process.

Case Summary

Case ID 20F-H2019003-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2020-03-16
Administrative Law Judge Antara Nath Rivera
Outcome The Administrative Law Judge decision, issued following a rehearing, dismissed the Petitioner's dispute petition, finding that the Petitioner failed to meet the burden of proof to show the HOA violated its governing documents by reasonably denying the retroactive application for the unapproved glass view fence.
Filing Fees Refunded $0.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Will Schreiber Counsel Aaron M. Green
Respondent Cimarron Hills at McDowell Mountain Homeowners Association Counsel Mark K. Sahl

Alleged Violations

Design Guidelines HH Walls/View Fences and CC&R’s Article 12.3

Outcome Summary

The Administrative Law Judge decision, issued following a rehearing, dismissed the Petitioner's dispute petition, finding that the Petitioner failed to meet the burden of proof to show the HOA violated its governing documents by reasonably denying the retroactive application for the unapproved glass view fence.

Why this result: Petitioner installed the fence prior to seeking approval, failing to comply with the procedural requirements (Design Guidelines Section HH). Consequently, the HOA's denial based on consistency and maintenance concerns was deemed reasonable.

Key Issues & Findings

HOA's denial of Petitioner's glass view fence modification

Petitioner alleged the HOA improperly denied the retroactive approval of a glass view fence installed without prior permission. The ALJ found that Petitioner failed to establish by a preponderance of the evidence that he rightfully sought approval pursuant to Design Guidelines Section HH, and that the Respondent's denial was reasonable due to procedural failure, community inconsistency (Design Guidelines Section E), and liability/maintenance concerns (CC&R Article 12.3).

Orders: Petitioner Will Schreiber’s Petition was dismissed.

Filing fee: $0.00, Fee refunded: No

Disposition: respondent_win

Cited:

  • A.R.S. § 32-2199(B)
  • A.R.S. § 33-1803
  • A.R.S. § 41-1092.07(G)(2)
  • A.A.C. R2-19-119(A)
  • A.A.C. R2-19-119(B)(1)
  • A.A.C. R2-19-119(B)(2)
  • CC&R’s Article 12.3
  • Design Guidelines Section HH
  • Design Guidelines Section E
  • Vazanno v. Superior Court, 74 Ariz. 369, 372, 249 P.2d 837 (1952)

Analytics Highlights

Topics: Homeowner dispute, View fence, Architectural approval, Design Guidelines, CC&R's violation, Retroactive approval, Burden of Proof
Additional Citations:

  • A.R.S. § 32-2199(B)
  • A.R.S. § 33-1803
  • A.R.S. § 41-1092.07(G)(2)
  • A.A.C. R2-19-119(A)
  • A.A.C. R2-19-119(B)(1)
  • A.A.C. R2-19-119(B)(2)
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)
  • Vazanno v. Superior Court, 74 Ariz. 369, 372, 249 P.2d 837 (1952)

Video Overview

Audio Overview

Decision Documents

20F-H2019003-REL-RHG Decision – 769789.pdf

Uploaded 2026-01-23T17:30:11 (42.2 KB)

20F-H2019003-REL-RHG Decision – 775433.pdf

Uploaded 2026-01-23T17:30:17 (123.4 KB)

Briefing Document: Schreiber v. Cimarron Hills HOA

Executive Summary

This document synthesizes the legal proceedings and outcome of the dispute between homeowner Will Schreiber (Petitioner) and the Cimarron Hills at McDowell Mountain Homeowners Association (Respondent) concerning an unapproved glass fence. The case, adjudicated by the Arizona Office of Administrative Hearings, centered on Mr. Schreiber’s retroactive application for a glass view fence he installed without prior permission, which replaced a wrought iron fence.

The Homeowners Association (HOA) denied the application, citing a lack of consistency with community design standards, as well as significant maintenance and liability concerns stipulated in the governing documents. The Petitioner argued the denial was unreasonable, asserting that a glass fence is visually similar to having no fence (an approved option), that the HOA failed to provide a valid reason for denial, and that safety concerns were unfounded.

The Administrative Law Judge (ALJ) ultimately dismissed Mr. Schreiber’s petition. The final decision concluded that the Petitioner failed to meet the burden of proof showing the HOA had violated its own rules. The ruling affirmed that the HOA’s denial was reasonable because the Petitioner did not follow the required procedure of seeking approval before installation, as mandated by the community’s Design Guidelines. The decision underscored the HOA’s right to enforce uniformity and manage its maintenance and liability responsibilities as defined in its Covenants, Conditions, and Restrictions (CC&Rs).

Case Identification and Participants

Detail

Information

Case Name

Will Schreiber, Petitioner, vs. Cimarron Hills at McDowell Mountain Homeowners Association, Respondent

Case Number

20F-H2019003-REL-RHG

Tribunal

Office of Administrative Hearings (Arizona)

Administrative Law Judge

Antara Nath Rivera

Petitioner

Will Schreiber

Petitioner’s Counsel

Aaron M. Green, Esq.

Respondent

Cimarron Hills at McDowell Mountain Homeowners Association (a subdivision of McDowell Mountain Ranch Homeowners Association)

Respondent’s Counsel

Nick Nogami, Esq. (at hearing); Mark K. Sahl, Esq. (on record)

Property Address

11551 East Caribbean Lane, Scottsdale, Arizona, 85255

Procedural History and Timeline

1. November 2017: Petitioner submitted an architectural form for backyard work, which was approved by the HOA’s Design Review Committee (DRC). This submission did not mention any changes to fencing.

2. January 2019: During a violation tour, the HOA discovered that Petitioner had replaced the pre-existing wrought iron view fencing with an unapproved glass fence.

3. January 24, 2019: After being contacted by the HOA, Petitioner submitted a second variance request seeking retroactive approval for the installed glass fence.

4. March 5, 2019: The HOA sent a letter to Petitioner requesting that the fence be returned to its original wrought iron condition.

5. May 10, 2019: The HOA officially notified Petitioner that his appeal was denied because the application was not filed in a timely manner (i.e., prior to installation).

6. July 2, 2019: Petitioner filed a Homeowners Association Dispute Process Petition with the Arizona Department of Real Estate, alleging violations of community documents.

7. August 9, 2019: The HOA filed its Answer, denying all claims, and a Motion to Dismiss.

8. October 2, 2019: The Administrative Law Judge (ALJ) granted the HOA’s Motion to Dismiss.

9. December 10, 2019: The Department of Real Estate issued a Notice of Rehearing.

10. January 30, 2020: A rehearing was held before the Office of Administrative Hearings.

11. February 4, 2020: The HOA’s counsel submitted a Posthearing Memorandum without leave from the tribunal.

12. February 14, 2020: The ALJ issued an order reopening the record solely to allow the Petitioner an opportunity to respond to the HOA’s unauthorized filing by February 24, 2020.

13. March 16, 2020: The ALJ issued the final decision, ordering that the Petitioner’s petition be dismissed.

Analysis of Arguments

Petitioner’s Position (Will Schreiber)

The Petitioner’s case rested on the argument that the HOA’s denial of his glass fence was arbitrary and unreasonable.

Lack of Justification: Petitioner claimed the HOA’s Design Review Committee (DRC) met with him but failed to provide any verbal or written reasons for the initial disapproval.

Aesthetic and Functional Equivalence: He argued a glass fence is “just as invisible” as having no fence at all, an option permitted by the HOA. He contended that since his neighbor did not have a wrought iron fence, denying his glass fence on grounds of consistency was illogical.

Safety and Maintenance: Petitioner asserted that the safety glass used was comparable to that of the Grand Canyon Skywalk and had been inspected and approved by a Scottsdale City Inspector. He argued the HOA’s concerns about safety, fire barriers, and continuity were manufactured “excuses.” He also offered to waive the HOA’s maintenance responsibility for the fence.

Procedural Failure: The core of the petition was the allegation that the HOA violated its own community documents, specifically “Design Guidelines HH Walls/View Fences and CC&R’s Article 12.”

Respondent’s Position (Cimarron Hills HOA)

The HOA’s defense, presented primarily through the testimony of Whitney Bostic, focused on procedural compliance, community uniformity, and non-negotiable maintenance responsibilities.

Violation of Process: The HOA established that the Petitioner installed the glass fence prior to seeking approval, in direct violation of the Design Guidelines which require submission of detailed plans for any view fence modifications. His approved 2017 plans made no mention of fencing.

Lack of Consistency: Ms. Bostic testified that out of 656 homes in the Cimarron Hills subdivision and 3,800 homes in the master McDowell Mountain Ranch association, none had a glass fence. The established design standard allows only for a wrought iron fence or no fence at all to maintain community conformity.

Maintenance and Liability: The HOA argued that under Article 12.3 of the CC&Rs, it is legally responsible for maintaining the exterior half of all boundary view fences and the five-foot easement from the boundary wall. This responsibility cannot be waived by a homeowner. A glass fence introduces unique maintenance concerns and liability risks, such as shards of glass falling into an area of HOA responsibility.

Multi-Level Review: The decision to deny the request was made after consideration by both the Cimarron Hills DRC and the master association (MMRHA), which weighed factors of consistency, responsibility, and maintenance before issuing a denial.

Governing Documents Cited

The decision in this case was based on the interpretation of several key sections of the community’s governing documents.

CC&Rs Article 12.3 (Boundary Walls and Association Responsibility): This article explicitly states that the Association “shall be responsible for the repair and maintenance of the side of the Boundary Wall which faces the Area of Association Responsibility.” This formed the basis of the HOA’s argument regarding non-waivable liability and maintenance obligations.

Design Guidelines Section HH (View Fencing): This section mandates that “The Owner shall submit for approval from the DRC including detailed drawings of proposed changes… for view fence modifications.” The Petitioner’s failure to do this prior to installation was a central fact in the case. It also specifies the approved paint color for fences, “MMR Brown Fence.”

Design Guidelines Section E (General Principles): This section outlines the DRC’s goal to “maintain consistency of the community and of its decisions.” It notes that variances may be granted but “shall remain consistent with the architectural and neighborhood characteristics.” This supported the HOA’s argument against introducing a unique fence type.

Design Guidelines Section GG (View Decks): While pertaining to decks, this section was cited to show the level of detail required in applications to the DRC, including materials, dimensions, and impact on views, underscoring the formal process the Petitioner bypassed.

Administrative Law Judge’s Decision and Rationale

The ALJ, Antara Nath Rivera, dismissed Will Schreiber’s petition, finding in favor of the Cimarron Hills HOA.

Burden of Proof: The decision established that the Petitioner bore the burden of proving, by a preponderance of the evidence, that the HOA violated Article 12.3 of its CC&Rs.

Failure to Follow Procedure: The judge concluded that the Petitioner “failed to establish by a preponderance of the evidence that he rightfully sought approval to change his existing fence, pursuant to Section HH of the Design Guidelines.” The key issue was not the aesthetics of the fence, but the Petitioner’s failure to abide by the required approval process before installation.

Reasonableness of Denial: The ALJ found that the “Respondent was reasonable in its denial” and “did not violate any rules or regulations.” The evidence demonstrated that the HOA’s decision was based on established principles of uniformity, consistency, and its obligations under the CC&Rs.

Final Order: The petition was formally dismissed. The order noted that as a decision from a rehearing, it is binding on the parties. Any appeal must be filed with the superior court within thirty-five days of the order’s service date.

Study Guide: Schreiber v. Cimarron Hills HOA

This guide provides a detailed review of the administrative case between Will Schreiber and the Cimarron Hills at McDowell Mountain Homeowners Association, based on the provided legal documents. It is designed to test and reinforce understanding of the case’s facts, legal arguments, and procedural history.

Short-Answer Quiz

Answer each of the following questions in two to three sentences, drawing exclusively from the provided source documents.

1. Who were the primary parties involved in this case, and what were their respective roles?

2. What specific action did the Petitioner, Will Schreiber, take that initiated the dispute with the Homeowners Association?

3. According to the Respondent, what were the primary reasons for denying the Petitioner’s request for the glass fence?

4. What was the Petitioner’s core argument regarding the fairness of the Respondent’s denial, particularly in relation to his neighbor?

5. What was the legal standard of proof required for the Petitioner to win his case, and did he meet it?

6. Identify two specific governing documents that were central to the Respondent’s defense and the final ruling.

7. Who was Whitney Bostic, and what key information did her testimony provide during the rehearing?

8. What procedural event occurred on or about February 4, 2020, that prompted the Administrative Law Judge to issue the “Order Holding Record Open” on February 14, 2020?

9. According to the CC&Rs, who is responsible for maintaining the “Boundary Wall” that separates a lot from an “Area of Association Responsibility”?

10. What was the final outcome of the administrative rehearing held on January 30, 2020?

Answer Key

1. The primary parties were Will Schreiber, the Petitioner and homeowner, and the Cimarron Hills at McDowell Mountain Homeowners Association, the Respondent. Mr. Schreiber filed a petition against the HOA, alleging a violation of community documents after they denied his request for a fence modification.

2. Mr. Schreiber replaced his preexisting wrought iron view fencing with glass fencing without first receiving approval from the HOA’s Design Review Committee (DRC). He then submitted a variance request on January 24, 2019, seeking retroactive approval for the already-installed fence.

3. The Respondent denied the request based on several factors, including the need for design consistency across the community’s 656 homes, as no other home had a glass fence. They also cited maintenance concerns and potential liability, as the HOA is responsible for the exterior half of view fences and a five-foot easement from the boundary wall.

4. The Petitioner argued that the denial was unreasonable because his neighbor was allowed to have no fence at all. He contended that a glass fence was “just as invisible” as no fence and that the concept was essentially the same.

5. The Petitioner bore the burden of proof to establish his case by a “preponderance of the evidence,” which means convincing the judge that his contention was more probably true than not. The Administrative Law Judge concluded that the Petitioner failed to meet this burden.

6. The two central documents were the Declaration of Covenants, Conditions, Restrictions and Easements for Cimarron Hills (CC&Rs) and the Cimarron Hills Design Guidelines For Community Living (Design Guidelines). The Respondent specifically cited Sections E (General Principles), GG (View Decks), and HH (Walls/View Fences) of the Design Guidelines.

7. Whitney Bostic testified on behalf of the Respondent HOA. She explained that the glass fence was unapproved, inconsistent with the 656 homes in the community, and posed maintenance and liability concerns for the HOA.

8. Counsel for the Respondent submitted a Posthearing Memorandum and Proposed Findings of Fact and Conclusions of Law without having been granted permission (leave) by the tribunal. Because the Petitioner did not have an opportunity to respond, the judge reopened the record to allow him to do so by February 24, 2020.

9. According to Article 12.3 of the CC&Rs, the resident is responsible for their side of the wall, but the Association is responsible for the repair and maintenance of the side of the Boundary Wall which faces the Area of Association Responsibility.

10. The Administrative Law Judge ordered that Petitioner Will Schreiber’s Petition be dismissed. The judge found that the Respondent HOA’s denial of the glass fence was reasonable and that it did not violate any of its rules or regulations.

Essay Questions

The following questions are designed for longer, more analytical responses. Formulate an argument using only the evidence and facts presented in the source documents.

1. Analyze the procedural timeline of the case from the initial filing of the petition on July 2, 2019, to the final decision on March 16, 2020. Discuss the significance of the initial dismissal, the subsequent rehearing, and the order to reopen the record.

2. Examine the concept of “consistency” as described in Section E of the Design Guidelines. How did this principle form the foundation of the Respondent’s case, and why was it a more compelling argument than the Petitioner’s claims about aesthetics and safety?

3. The Petitioner argued that since his neighbor was permitted to have no fence, his “invisible” glass fence should also be permitted. Deconstruct this argument and explain why it ultimately failed to persuade the Administrative Law Judge, citing the Respondent’s counterarguments regarding maintenance and responsibility.

4. Discuss the role of the governing community documents (the CC&Rs and Design Guidelines) in this dispute. Explain how specific articles, such as CC&R Article 12.3 and Design Guideline Section HH, were applied to the facts of the case to reach a final decision.

5. Define “preponderance of the evidence” as described in the legal decision. Detail the evidence presented by both the Petitioner and the Respondent at the rehearing and evaluate why the Judge concluded that the Petitioner failed to meet this evidentiary standard.

Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

The presiding judge (Antara Nath Rivera) at the Office of Administrative Hearings who heard the evidence and issued the final decision.

Answer

The formal written response filed by the Respondent on August 9, 2019, denying all complaint items in the Petition.

Areas of Association Responsibility

Areas that the Homeowners Association is responsible for maintaining, as defined in the CC&Rs. This includes the exterior side of boundary walls and a five-foot easement.

An acronym for the Declaration of Covenants, Conditions, Restrictions and Easements for Cimarron Hills, a primary governing document for the community.

Design Guidelines

A document titled Cimarron Hills Design Guidelines For Community Living that supplements the CC&Rs and provides specific rules on community aesthetics, including fences.

Design Review Committee (DRC)

A committee within the HOA responsible for reviewing and approving or denying residents’ proposed architectural and landscape modifications.

Homeowners Association Dispute Process Petition

The formal document filed by Will Schreiber with the Arizona Department of Real Estate on July 2, 2019, to initiate the legal dispute.

McDowell Mountain Ranch Homeowners Association (MMRHA)

The master association of which the Cimarron Hills HOA is a subdivision. The MMRHA also considered and denied the Petitioner’s request.

Petitioner

The party who filed the petition initiating the legal action; in this case, the homeowner, Will Schreiber.

Preponderance of the evidence

The standard of proof required in the hearing. It is defined as evidence that is more convincing and has superior weight, inclining an impartial mind to one side of the issue rather than the other.

Respondent

The party against whom the petition was filed; in this case, the Cimarron Hills at McDowell Mountain Homeowners Association.

Retroactive Approval

Approval sought for a modification or construction that has already been completed without prior authorization.

Variance

A formal exception to the standard Design Guidelines that the DRC may grant on a case-by-case basis.

The Glass Fence Standoff: 4 Critical Lessons from a Homeowner’s Losing Battle with His HOA

Introduction: The Dream Project and the Unseen Rules

Will Schreiber had a vision for his Scottsdale, Arizona home: a sleek, modern property with an uninterrupted backyard view. To preserve that stunning vista, he installed an elegant glass fence—a choice that seemed perfect for the landscape. His neighbors didn’t complain; in fact, there’s no evidence the fence bothered anyone. But his Homeowners Association (HOA) denied the project, triggering a legal dispute that went before an administrative law judge. Mr. Schreiber ultimately lost.

The conflict wasn’t driven by neighborhood animosity, but by the impersonal application of community documents. This case offers a masterclass in the often counter-intuitive world of HOA governance. The reasons he lost reveal surprising and invaluable lessons for any homeowner considering a modification to their property.

1. The most critical mistake wasn’t the fence—it was the timing.

The core reason the homeowner lost his case had less to do with the aesthetics of glass versus wrought iron and everything to do with procedural failure. He installed the fence before getting formal approval from the HOA.

The timeline of events was fatal to his argument. In November 2017, the HOA approved Mr. Schreiber’s plan for backyard improvements, but this plan made no mention of fencing. At some point after, he installed the unapproved glass fence. It wasn’t until a routine violation tour in January 2019 that the HOA discovered the new fence. Only after being caught, on January 24, 2019, did the homeowner submit a request for retroactive approval.

In the end, the judge’s decision hinged on this sequence. The key question wasn’t whether a glass fence was a good idea, but whether the HOA’s denial was reasonable “because Petitioner failed to abide by the regulations to get approval for the glass fence prior to installing it.” In any dispute with an HOA, following the established process is paramount. Once you break the rules of that process, the merits of your project often become irrelevant.

2. A logical argument can lose to a written rule.

The homeowner presented a seemingly logical and compelling argument. He contended that his neighbor didn’t have a fence at all, and a glass fence was conceptually the same thing. In his words:

A glass fence was “just as invisible” as not having a fence. In essence, both were the same concept.

To add weight to his point, he made a powerful real-world comparison, arguing the safety glass he used was similar to that of the railing of the Grand Canyon Skywalk tourist attraction.

This “common sense” approach, however, failed to persuade the judge. The HOA’s decision wasn’t based on a subjective interpretation of “invisibility” or a comparison to national landmarks. It was based on the binding community documents. The Design Guidelines were written to promote uniformity and consistency. According to the HOA, the established rules were clear: a homeowner could have a wrought iron fence or no fence at all. A glass fence was not an approved option. The lesson here is stark: the governing documents create the binding reality for every member of the community. A personal, logical argument is not a valid defense against a clearly written rule you have contractually agreed to follow.

3. The HOA’s biggest concern wasn’t curb appeal; it was risk.

While the dispute appeared to be about aesthetics, the HOA’s defense focused on much more practical and significant concerns: consistency, maintenance, and liability. These arguments reveal the often-unseen function of an HOA, which is to manage shared risk for the entire community.

The HOA presented several key points:

Consistency: Out of 3,800 homes in the master community and 656 in the sub-community, not a single one had a glass fence. Approving this one would set a precedent that could undermine the community’s uniform design.

Maintenance: The community’s CC&Rs (Article 12.3) explicitly stated the Association was responsible for maintaining “the side of the Boundary Wall which faces the Area of Association Responsibility.” This meant the HOA would be financially and logistically on the hook for repairing and maintaining an unfamiliar and potentially costly material.

Safety & Liability: The HOA raised a critical safety issue. If the glass fence were to break, “large amount of glass shards would fall onto an area of Respondent’s responsibility, causing additional liability for Respondent.”

Sensing the maintenance issue was a key obstacle, Mr. Schreiber made a reasonable offer: he was willing to waive the HOA’s responsibility to maintain the glass fence. However, this proactive solution came too late. Because he had already violated the approval process, his concession was not enough to overcome the HOA’s other concerns about precedent and liability, which remained firmly grounded in the community’s governing documents.

4. In a dispute, you are the one who has to prove the HOA is wrong.

When a homeowner takes their HOA to court, the legal scales are not perfectly balanced from the start. The legal decision in this case clearly states the principle: “Petitioner bears the burden of proof to establish that Respondent violated Article 12.3 of its CC&Rs.”

In simple terms, “burden of proof” meant it was Mr. Schreiber’s job to convince the judge with a “preponderance of the evidence”—meaning it was more likely true than not—that the HOA had broken its own rules when it denied his request. It was not the HOA’s job to prove it was right; it was his job to prove they were wrong.

The judge ultimately found that the homeowner “failed to establish by a preponderance of the evidence that he rightfully sought approval.” The conclusion was that the “Respondent was reasonable in its denial.” It is not enough to feel you have been wronged; in a legal setting, you must be able to demonstrate with convincing evidence that the organization violated its own governing documents.

Conclusion: The Unwritten Lessons of Community Living

HOA rules can be a source of frustration, but this case demonstrates that they form a complex web of process, liability, and shared responsibility that exists for reasons beyond simple aesthetics. The homeowner’s dream of a glass fence was shattered not by a neighbor’s complaint, but by a series of procedural missteps and a misunderstanding of the contract he was bound by.

This case wasn’t just about a fence; it was about the power of a contract you agree to when you buy a home. How well do you really know your own community’s rulebook?

Case Participants

Petitioner Side

  • Will Schreiber (petitioner)
    Complainant
  • Aaron M. Green (petitioner attorney)
    Law Office of Aaron Green, P.C.

Respondent Side

  • Nick Nogami (respondent attorney)
    Represented Respondent at hearing
  • Mark K. Sahl (respondent attorney)
    CARPENTER, HAZLEWOOD, DELGADO & BOLEN LLP
  • Whitney Bostic (witness)
    Testified for Respondent

Neutral Parties

  • Antara Nath Rivera (ALJ)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate

Other Participants

  • c. serrano (clerk)
    Transmitting agent for Order
  • LDettorre (ADRE staff)
    Arizona Department of Real Estate
    Recipient of transmission
  • AHansen (ADRE staff)
    Arizona Department of Real Estate
    Recipient of transmission
  • djones (ADRE staff)
    Arizona Department of Real Estate
    Recipient of transmission
  • DGardner (ADRE staff)
    Arizona Department of Real Estate
    Recipient of transmission
  • ncano (ADRE staff)
    Arizona Department of Real Estate
    Recipient of transmission

Travis Prall v. Villas at Tierra Buena HOA

Case Summary

Case ID 18F-H1818053-REL-RHG
Agency ADRE
Tribunal OAH
Decision Date 2019-01-31
Administrative Law Judge Tammy L. Eigenheer
Outcome loss
Filing Fees Refunded $0.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Travis Prall Counsel
Respondent Villas at Tierra Buena Homeowners Association Counsel Lydia Pierce Linsmeier

Alleged Violations

Section 7.1.4 of the CC&Rs

Outcome Summary

The Administrative Law Judge dismissed the Petition following a rehearing, concluding that the Petitioner failed to meet the burden of proof to show the HOA violated Section 7.1.4 of the CC&Rs because there was no credible evidence that the disputed landscaping (tree) had been originally installed by the developer.

Why this result: Petitioner failed to establish by a preponderance of the evidence that the landscaping was originally installed by the Declarant, which was a prerequisite for HOA maintenance responsibility under the relevant CC&R section.

Key Issues & Findings

Neglecting yard maintenance in visible public yards

Petitioner alleged the HOA violated CC&R Section 7.1.4 by failing to maintain a tree in his back yard, arguing the back yard qualified as a 'Public Yard' and the tree was originally installed by the Declarant.

Orders: The Petition was dismissed.

Filing fee: $0.00, Fee refunded: No

Disposition: respondent_win

Cited:

  • A.R.S. § 41-2198.01
  • A.R.S. § 32-2199.02(B)
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)

Analytics Highlights

Topics: HOA maintenance, CC&R interpretation, burden of proof, landscaping
Additional Citations:

  • A.R.S. § 41-2198.01
  • A.R.S. § 41-1092.07(G)(2)
  • A.A.C. R2-19-119(A)
  • A.A.C. R2-19-119(B)(1)
  • A.A.C. R2-19-119(B)(2)
  • A.R.S. § 32-2199.02(B)
  • A.R.S. § 41-1092.09
  • A.R.S. § 41-1092.08(H)
  • A.R.S. § 12-904(A)

Video Overview

Audio Overview

Decision Documents

18F-H1818053-REL Decision – 686236.pdf

Uploaded 2026-04-26T09:46:58 (116.2 KB)

18F-H1818053-REL Decision – 661820.pdf

Uploaded 2026-04-26T09:47:00 (107.3 KB)

18F-H1818053-REL Decision – 686236.pdf

Uploaded 2026-04-24T11:14:18 (116.2 KB)

18F-H1818053-REL Decision – 661820.pdf

Uploaded 2026-04-24T11:14:22 (107.3 KB)

Briefing: Prall v. Villas at Tierra Buena HOA Dispute

Executive Summary

This briefing synthesizes the findings and legal rationale from a homeowners’ association dispute between Petitioner Travis Prall and Respondent Villas at Tierra Buena HOA. The case centered on whether the HOA was responsible for maintaining a tree in the Petitioner’s backyard. The Petitioner alleged the HOA violated Section 7.1.4 of the community’s Covenants, Conditions, and Restrictions (CC&Rs) by neglecting maintenance in what he defined as a “Public Yard.”

The dispute was adjudicated by the Arizona Office of Administrative Hearings, resulting in two decisions, an initial ruling and a subsequent ruling on rehearing, both of which dismissed the Petitioner’s case. The critical takeaway is that the case was decided not on the ambiguous definition of “Public” versus “Private” yards, but on a crucial qualifying clause in the CC&Rs. Section 7.1.4 obligates the HOA to maintain landscaping only “as originally installed by Declarant.”

The Petitioner failed to provide sufficient evidence that the tree in question was part of the original developer’s landscaping. Conversely, the HOA presented credible testimony from an early homeowner and board member stating that all backyards in the community were sold as “just dirt,” with no developer-installed landscaping or irrigation. The Administrative Law Judge ruled that the Petitioner’s arguments were based on “suppositions and inferences” and did not meet the “preponderance of the evidence” standard required to prove his claim.

Case Overview

This dispute was initiated by a petition filed with the Arizona Department of Real Estate and adjudicated by the Office of Administrative Hearings. The core issue was the interpretation of HOA maintenance responsibilities as defined in the community’s governing documents.

Case Detail

Information

Case Number

18F-H1818053-REL

Petitioner

Travis Prall

Respondent

Villas at Tierra Buena HOA

Adjudicator

Administrative Law Judge Tammy L. Eigenheer

Initial Hearing

September 4, 2018

Initial Decision

September 24, 2018 (Petition Dismissed)

Rehearing

January 11, 2019

Final Decision

January 31, 2019 (Petition Dismissed)

Timeline of Key Events

2010: Petitioner Travis Prall purchases his home, an “interior” unit, and believes the HOA is responsible for both front and backyard maintenance.

July 26, 2014: A storm knocks over a large tree in the Petitioner’s backyard. He pays for its removal while asserting it was the HOA’s responsibility.

Post-2014: The tree regrows from its remaining trunk.

2018: The HOA observes that the regrown tree’s roots are causing a “pony wall” to buckle and hires Sun King Fencing & Gates to perform repairs. The repair company recommends removing the tree to prevent recurrence.

May 3, 2018: The HOA issues a “Courtesy Letter” to the Petitioner, requesting he “trim or remove the tree in the back yard causing damage to the pony wall.”

June 4, 2018: In response, the Petitioner files a Dispute Process Petition with the Arizona Department of Real Estate, initiating the legal proceedings.

Central Allegation and Dispute

The Petitioner alleged that the Villas at Tierra Buena HOA violated Section 7.1.4 of its CC&Rs by “neglecting yard maintenance in visible public yards.” His central claim was that his backyard, though enclosed, qualifies as a “Public Yard” under the CC&Rs and that the HOA was therefore responsible for the maintenance and removal of the problematic tree. The HOA’s demand that he handle the tree himself constituted, in his view, a violation of their duties.

Analysis of Arguments and Evidence

The case presented conflicting interpretations of the CC&Rs and opposing accounts of historical maintenance practices.

Petitioner’s Position (Travis Prall)

The Petitioner’s case was built on his interpretation of the CC&Rs and inferences drawn from circumstantial evidence.

CC&R Interpretation: Argued that his backyard is a “Public Yard” because, while enclosed by a four-foot wall (two-foot block plus two-foot aluminum fence), it is “generally visible from Neighboring Property” via a community walkway.

Claim of Prior Maintenance: Testified that from 2010 to 2013, the HOA did provide landscaping maintenance for his backyard.

Inferences about Original Landscaping:

◦ Posited that the large size of the tree in 2010 indicated it must have been planted by the original developer around 2000.

◦ Argued that the similar design of irrigation systems across the community suggested they were all installed during original construction, including those in backyards.

◦ Noted that the sprinkler system in his backyard wrapped around the tree, further suggesting they were installed together by the developer.

Respondent’s Position (Villas at Tierra Buena HOA)

The Respondent’s defense relied on its own interpretation of the CC&Rs, consistent historical practice, and direct testimony regarding the community’s development.

CC&R Interpretation: Argued that an “enclosed” yard is, by definition, a “Private Yard,” making the homeowner responsible for its maintenance.

Denial of Prior Maintenance: Stated unequivocally that it had never provided landscaping services for any resident’s backyard. Its responsibility is limited to front yards and common areas.

Practical and Liability Concerns: Argued that it has no access to control backyard irrigation systems and that its workers entering enclosed yards would create liability issues, such as pets escaping.

Crucial Rehearing Testimony: Presented testimony from Maureen Karpinski, the HOA Board President.

◦ Ms. Karpinski, a real estate agent, purchased her home from the developer in 2002 and was involved with the community during its construction phase.

◦ She testified with certainty that her backyard was “just dirt” with no landscaping or irrigation when she purchased it.

◦ She stated that, to the best of her knowledge, “none of the homes in Respondent’s community were sold with any landscaping or irrigation in the back yards and were just dirt.”

Interpretation of Governing CC&R Sections

The dispute revolved around the specific language in the Declaration of Covenants, Conditions, Restrictions and Easements.

Section

Provision

Significance in the Case

The HOA must “Replace and maintain all landscaping and other Improvements as originally installed by Declarant on the Public Yards of Lots…

This became the dispositive clause. The Petitioner’s entire claim depended on proving the tree was “originally installed by Declarant.”

“Private Yard” means that portion of a Yard which is enclosed or shielded from view… so that it is not generally Visible from Neighboring Property. “Public Yard” means that portion of a Yard which is generally visible from Neighboring Property

This created a central point of interpretive conflict. The Petitioner argued the clause meant “enclosed and not visible,” while the HOA argued it meant “enclosed or shielded.” The Judge ultimately did not rule on this ambiguity.

“Visible from Neighboring Property” means… visible to a person six feet tall standing on any part of such neighboring property…

This definition supported the Petitioner’s claim that his backyard was, in fact, “visible” from the common area walkway.

Administrative Law Judge’s Rulings and Rationale

The Administrative Law Judge (ALJ) dismissed the Petitioner’s case in both the initial hearing and the rehearing, focusing on the burden of proof related to a single, critical phrase in the CC&Rs.

Initial Decision (September 24, 2018)

Avoidance of Ambiguity: The ALJ acknowledged the potential merit of the Petitioner’s interpretation of “Public Yard,” stating “the language of the CC&Rs may lend itself to a reading that Respondent is responsible for the maintenance of the enclosed back yards of the interior homes.” However, the ALJ concluded the tribunal was “not required to reach that issue in this matter.”

Focus on “Originally Installed by Declarant”: The decision hinged entirely on Section 7.1.4. The ALJ found that the “Petitioner failed to present any evidence that the tree at issue was originally installed by the Declarant.”

Lack of Proof: The ALJ noted that the tree’s rapid regrowth from 2013 to 2018 made it impossible to conclude that the original tree must have been planted by the developer in 2000.

Conclusion: The Petitioner failed to meet the “preponderance of the evidence” burden of proof, and the petition was dismissed.

Rehearing Decision (January 31, 2019)

Rejection of Petitioner’s Inferences: The ALJ characterized the Petitioner’s evidence regarding the tree’s age and the irrigation system as “suppositions and inferences.”

Credibility of Respondent’s Testimony: In contrast, the ALJ found the testimony of HOA President Maureen Karpinski to be “the only credible evidence offered regarding the landscaping of the homes.”

Definitive Factual Finding: Based on Ms. Karpinski’s testimony, the ALJ concluded there was “no evidence there was any landscaping or improvements originally installed by Declarant.”

Final Conclusion: As the precondition of Section 7.1.4 (that landscaping be “originally installed by Declarant”) was not met, the HOA had no maintenance duty for the Petitioner’s backyard. The Petitioner again failed to establish his case by a preponderance of the evidence, and the petition was dismissed with finality.

Study Guide: Prall v. Villas at Tierra Buena HOA

Short Answer Quiz

Instructions: Answer the following ten questions based on the provided legal decisions. Each answer should be two to three sentences long.

1. Who were the primary parties in this legal dispute, and what were their respective roles?

2. What specific section of the governing documents did the Petitioner allege was violated, and what was the central claim of his petition?

3. Describe the key physical differences between the “interior homes” and “exterior homes” within the Villas at Tierra Buena community as detailed in the hearing.

4. What incident in 2018 prompted the HOA to issue a “Courtesy Letter” to the Petitioner, and what action did the letter request?

5. Explain the two conflicting interpretations of the term “Private Yard” as argued by the Petitioner and the Respondent.

6. What was the Petitioner’s claim regarding the HOA’s past maintenance practices in his backyard, and how did the Respondent counter this assertion?

7. What is the legal standard of proof the Petitioner was required to meet, and how is this standard defined in the legal decision?

8. According to the Administrative Law Judge’s decisions, what was the single most critical point the Petitioner failed to prove, which ultimately led to the dismissal of his case?

9. During the rehearing, what crucial testimony was provided by the HOA’s witness, Maureen Karpinski, and why was it deemed the “only credible evidence” on the matter?

10. What was the final outcome of both the initial hearing on September 4, 2018, and the subsequent rehearing on January 11, 2019?

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Answer Key

1. Who were the primary parties in this legal dispute, and what were their respective roles? The Petitioner was Travis Prall, the homeowner who filed the dispute. The Respondent was the Villas at Tierra Buena Homeowners Association (HOA), which was defending against the Petitioner’s claims. The case was heard by Administrative Law Judge Tammy L. Eigenheer.

2. What specific section of the governing documents did the Petitioner allege was violated, and what was the central claim of his petition? The Petitioner alleged a violation of Section 7.1.4 of the Declaration of Covenants, Conditions, Restrictions and Easements (CC&Rs). His central claim was that the HOA violated this section by neglecting its duty to perform yard maintenance in his backyard, which he argued was a “visible public yard.”

3. Describe the key physical differences between the “interior homes” and “exterior homes” within the Villas at Tierra Buena community as detailed in the hearing. The exterior homes feature six to seven-foot-tall block wall fences enclosing their backyards. In contrast, the interior homes, including the Petitioner’s, have a shorter back wall consisting of a two-foot block wall topped with a two-foot aluminum fence, making the total height approximately four feet and more visible from a common walkway.

4. What incident in 2018 prompted the HOA to issue a “Courtesy Letter” to the Petitioner, and what action did the letter request? In 2018, the HOA had a “pony wall” in the Petitioner’s backyard repaired and was informed by the repair company, Sun King Fencing & Gates, that the wall had buckled due to tree roots. Consequently, the HOA issued a Courtesy Letter on May 3, 2018, requesting that the Petitioner “trim or remove the tree in the back yard causing damage to the pony wall.”

5. Explain the two conflicting interpretations of the term “Private Yard” as argued by the Petitioner and the Respondent. The Respondent argued that a yard is considered a “Private Yard” if it is enclosed or shielded from view, meaning any enclosed yard qualified. The Petitioner argued that the definition should be read to mean a yard is private only if it is enclosed so that it is not generally visible from neighboring property, implying visibility was the key factor.

6. What was the Petitioner’s claim regarding the HOA’s past maintenance practices in his backyard, and how did the Respondent counter this assertion? The Petitioner testified that from 2010 to 2013, the HOA had provided landscaping maintenance for his backyard. The Respondent denied this claim, stating that it had never provided any landscaping maintenance to any backyards in the community and raised liability concerns about entering residents’ enclosed yards.

7. What is the legal standard of proof the Petitioner was required to meet, and how is this standard defined in the legal decision? The Petitioner bore the burden of proof to establish his case by a “preponderance of the evidence.” This standard is defined as “such proof as convinces the trier of fact that the contention is more probably true than not,” representing the greater weight of evidence.

8. According to the Administrative Law Judge’s decisions, what was the single most critical point the Petitioner failed to prove, which ultimately led to the dismissal of his case? The judge ruled that the Petitioner failed to present evidence proving that the tree in his backyard was “originally installed by the Declarant” (the developer). According to Section 7.1.4 of the CC&Rs, the HOA’s maintenance responsibility only applied to landscaping and improvements installed by the original community developer.

9. During the rehearing, what crucial testimony was provided by the HOA’s witness, Maureen Karpinski, and why was it deemed the “only credible evidence” on the matter? Maureen Karpinski testified that none of the homes in the community were sold with any landscaping or irrigation in the backyards and that they were “just dirt” at the time of purchase. Her testimony was considered credible because she was a real estate agent involved in the initial sales, had walked the community with many buyers during construction, and was herself an original buyer.

10. What was the final outcome of both the initial hearing on September 4, 2018, and the subsequent rehearing on January 11, 2019? In both the initial decision issued on September 24, 2018, and the final decision issued after the rehearing on January 31, 2019, the Petitioner’s petition was dismissed. The judge concluded in both instances that the Petitioner had failed to establish by a preponderance of the evidence that the HOA had violated the CC&Rs.

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Essay Questions

Instructions: The following questions are designed for longer, essay-style answers. Do not provide answers.

1. Analyze the competing interpretations of “Public Yard” versus “Private Yard” as defined in Section 1.38 of the CC&Rs. Explain why the Administrative Law Judge ultimately found it unnecessary to rule on this specific issue to reach a decision.

2. Discuss the concept of “burden of proof” as it applied in this case. How did the “preponderance of the evidence” standard shape the proceedings, and what specific types of evidence (or lack thereof) were most influential in the judge’s final decision?

3. Trace the timeline of the dispute over the tree in Travis Prall’s backyard, from the 2014 storm to the final legal decision in 2019. How did each key event contribute to the escalation of the conflict and the arguments presented at the hearings?

4. Compare the evidence presented by Travis Prall with the evidence presented by the Villas at Tierra Buena HOA at the rehearing. Why did the judge characterize Prall’s evidence as “suppositions and inferences” while deeming the HOA’s evidence “credible”?

5. Section 7.1.4 of the CC&Rs contains the phrase “as originally installed by Declarant.” Explain the critical importance of this phrase to the outcome of the case and how it became the dispositive legal issue, overshadowing all other arguments.

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Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

The official who presides over administrative hearings, weighs evidence, and makes legal decisions, in this case, Tammy L. Eigenheer.

Arizona Department of Real Estate (Department)

The state agency with which the initial Homeowners Association (HOA) Dispute Process Petition was filed.

Burden of Proof

The legal obligation of a party in a dispute to provide sufficient evidence to prove their claim. In this case, the Petitioner bore the burden of proof.

An acronym for Declaration of Covenants, Conditions, Restrictions and Easements, which are the governing legal documents for a planned community.

Common Area

Areas within the community maintained by the HOA for the benefit of all residents. The HOA provides landscaping for these areas.

Courtesy Letter

A formal notice sent by the HOA to a homeowner regarding a potential violation or required action. In this case, it requested the removal of a tree causing damage.

Declarant

The original developer of the planned community who installed the initial infrastructure and landscaping.

HOA Dispute Process Petition

The formal document filed with the Arizona Department of Real Estate by a homeowner to initiate a legal hearing regarding an alleged violation by their HOA.

Improvements

A term used in the CC&Rs referring to any additions to a lot other than the main residential dwelling, including landscaping.

Petitioner

The party who initiates a legal action or files a petition. In this case, the homeowner Travis Prall.

Pony Wall

A term used to describe the short, two-foot-tall block wall in the backyards of the interior homes, which was buckling due to tree roots.

Preponderance of the Evidence

The standard of proof required in this case, defined as evidence that is sufficient to “incline a fair and impartial mind to one side of the issue rather than the other,” making a contention “more probably true than not.”

Private Yard

As defined in the CC&Rs, a portion of a yard “which is enclosed or shielded from view… so that it is not generally Visible from Neighboring Property.” The interpretation of this definition was a point of contention.

Public Yard

As defined in the CC&Rs, the portion of a yard “which is generally visible from Neighboring Property,” regardless of its location on the lot. The HOA is responsible for maintaining landscaping originally installed by the Declarant in Public Yards.

Respondent

The party against whom a petition is filed; the party that must respond to the claims. In this case, the Villas at Tierra Buena HOA.

Visible from Neighboring Property

A term defined in the CC&Rs to mean an object that would be visible to a six-foot-tall person standing on a neighboring property. It includes a specific exception for objects visible only through a wrought iron fence.

As defined in the CC&Rs, “the portion of the Lot devoted to Improvements other than the Residential Dwelling.”

⚖️

18F-H1818053-REL-RHG

2 sources

These documents are two Administrative Law Judge Decisions from the Arizona Office of Administrative Hearings concerning a dispute between Travis Prall, the Petitioner, and the Villas at Tierra Buena HOA, the Respondent. The first document outlines the initial decision, dated September 24, 2018, which dismissed Mr. Prall’s petition arguing the HOA violated their Declaration of Covenants, Conditions, Restrictions, and Easements (CC&Rs) by neglecting yard maintenance. The second document is the decision following a rehearing requested by the Petitioner, dated January 31, 2019, which reaffirmed the initial dismissal, concluding that Mr. Prall failed to prove that the landscaping in question was originally installed by the Declarant, a prerequisite for the HOA’s maintenance responsibility under the CC&Rs. Both decisions rely heavily on interpreting sections of the CC&Rs, particularly the definitions of “Public Yard” versus “Private Yard,” to determine the HOA’s obligation. Ultimately, both rulings found that the Petitioner did not meet his burden of proof by a preponderance of the evidence.

Case Participants

Petitioner Side

  • Travis Prall (petitioner)
    Appeared on his own behalf

Respondent Side

  • Lydia Pierce Linsmeier (HOA attorney)
    Carpenter, Hazlewood, Delgado & Bolen LLP
    Represented Villas at Tierra Buena HOA
  • Nicole Payne (HOA attorney)
    Carpenter, Hazlewood, Delgado & Bolen LLP
    Represented Villas at Tierra Buena HOA
  • Maureen Karpinski (board member)
    Villas at Tierra Buena HOA
    President of the Board; testified
  • Frank Peake (property manager)
    Pride Community Management
    Owner of Pride Community Management; testified
  • Rebecca Stowers (community manager)
    Community Manager; testified at initial hearing

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate

Michael and Nancy Berent vs, Bell West Ranch Homeowners Association

Case Summary

Case ID 18F-H1818047-REL
Agency
Tribunal
Decision Date 2018-09-11
Administrative Law Judge TE
Outcome
Filing Fees Refunded
Civil Penalties

Parties & Counsel

Petitioner Michael Berent Counsel Pro Se
Respondent Bell West Ranch Homeowners Association Counsel Maria Kupillas

Alleged Violations

No violations listed

Video Overview

Audio Overview

Decision Documents

18F-H1818047-REL Decision – 659285.pdf

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18F-H1818047-REL Decision – 659287.pdf

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18F-H1818047-REL Decision – 679550.pdf

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18F-H1818047-REL Decision – 952813.pdf

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18F-H1818047-REL Decision – 952828.pdf

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Briefing on Administrative Law Judge Decision: Berent v. Bell West Ranch Homeowners Association

Executive Summary

This briefing document analyzes the administrative legal dispute between Michael and Nancy Berent (Petitioners) and the Bell West Ranch Homeowners Association (Respondent), docketed as No. 18F-H1818047-REL. The case centered on the Petitioners' challenge to a driveway extension installed by their neighbors, which the Petitioners alleged violated the Association's Covenants, Conditions, and Restrictions (CC&Rs) and Arizona Revised Statutes.

The hearing was held in August 2018 before Administrative Law Judge (ALJ) Tammy L. Eigenheer. The Petitioners sought to prove that the Association failed to enforce municipal codes, allowed obstructions in a public utility easement, maintained an improperly staffed Architectural Review Committee (ARC), and failed to impose mandatory penalties.

On September 11, 2018, the ALJ issued a decision dismissing the Petition in its entirety. The ruling concluded that the Petitioners failed to meet the burden of proof required to establish any of the alleged violations. A subsequent attempt by the Petitioners to file additional documents in early 2022 was rejected by the Office of Administrative Hearings (OAH) due to a lack of jurisdiction following the final 2018 decision.

Analysis of Key Themes

1. Responsibility for Regulatory Compliance

A central theme of the dispute was whether the HOA is responsible for enforcing municipal zoning and building codes. The Petitioners argued that because the City of Surprise issued a "Notice of Ordinance Violation" regarding the neighbor's driveway extension, the HOA was obligated to take enforcement action under CC&R Section 8.02.

However, the analysis of the evidence showed:

  • Homeowner Liability: The HOA’s approval notice explicitly stated that homeowners must follow all local building codes and setback requirements.
  • Limited HOA Scope: The HOA maintained that its ARC does not check municipal codes prior to approving applications; that responsibility remains with the individual homeowner.
  • Definition of Structure: The ALJ found that the Petitioners failed to prove a driveway qualified as a "structure" under the specific wording of Section 8.02, which governs construction compliance.
2. Discretionary vs. Mandatory Enforcement

The Petitioners contended that the HOA was required to impose sanctions for violations, citing "common sense" and their own history of receiving notices for minor infractions like weeds.

The legal analysis centered on A.R.S. § 33-1803(B), which states that a board of directors may impose reasonable monetary penalties. The ALJ ruled that the language is permissive, not mandatory. The Respondent successfully argued that its decision not to pursue enforcement was reasonable because the City of Surprise had also declined to take further action after the initial notice of violation.

3. Evidentiary Standards and Burden of Proof

The case highlights the "Preponderance of the Evidence" standard. As the Petitioners, the Berents bore the burden of proving that the HOA committed the alleged violations. The ALJ found their evidence—primarily based on meeting minutes and personal observations—insufficient to overcome the testimony and documentation provided by the Respondent.

4. Interpretation of Easements and Obstructions

The Petitioners argued that the driveway extension interfered with a "public utility easement" due to the proximity of a fire hydrant. The ALJ rejected this theme based on two findings:

  • Lack of Proof: No evidence was provided to establish that the fire hydrant location was a recorded public utility easement.
  • Functional Use: Evidence showed the hydrant remained fully accessible. During a fire two houses away, the fire department successfully used the hydrant, running a hose across the Neighbors’ driveway without interference.

Key Parties and Entities

Entity Role Key Personnel/Details
Michael and Nancy Berent Petitioners Homeowners in Bell West Ranch; filed the dispute.
Bell West Ranch HOA Respondent Managed by VISION Community Management.
Tammy L. Eigenheer ALJ Presiding Administrative Law Judge.
Regis Salazar Witness Represented VISION Community Management.
City of Surprise Municipal Body Issued a notice of violation but took no further action.
ARC Committee Architectural Review Committee; approved the driveway.

Important Quotes with Context

Quote Context
"All structures… must be constructed on the Property in compliance with any county or municipal zoning regulations… and must comply with the provisions of this Declaration." CC&R Section 8.02: The primary regulation cited by Petitioners to argue the HOA must ensure city code compliance.
"The board of directors may impose reasonable monetary penalties on members for violations of the declaration, bylaws and rules of the association." A.R.S. § 33-1803(B): The statutory basis for the ruling that HOA enforcement is discretionary rather than mandatory.
"A preponderance of the evidence is such proof as convinces the trier of fact that the contention is more probably true than not." Legal Standard: Used by the ALJ to explain why the Petitioners' arguments failed despite their extensive testimony.
"Ms. Salazar denied that the ARC checked municipal codes prior to approving an application." Hearing Testimony: Establishing the HOA's stance that code compliance is the homeowner's burden, not the committee's.
"The Office of Administrative Hearings has had no jurisdiction in this matter since [September 11, 2018]." March 8, 2022 Minute Entry: Explaining the rejection of late-filed documents by Nancy Berent.

Timeline of Significant Events

  • July 7, 2015: Neighbors submit a design review application for a 10' x 35' driveway extension.
  • July 15, 2015: The ARC approves the application with conditions regarding setbacks.
  • August 2015: Neighbors begin construction; Petitioners begin complaints to the Board.
  • May 16, 2016: City of Surprise issues a Notice of Ordinance Violation for "Nonconforming Uses and Structures."
  • April 26, 2018: Petitioners file their HOA Dispute Process Petition with the Arizona Department of Real Estate, paying a $2,000 filing fee.
  • August 15 & 22, 2018: Hearing dates at the OAH Phoenix office.
  • September 11, 2018: Final Decision issued dismissing all charges.
  • March 8, 2022: ALJ issues a "Document Reject" entry regarding recent submissions from Petitioner Nancy Berent.

Actionable Insights from the Ruling

  • Homeowner Due Diligence: HOA approval for a project does not supersede municipal requirements. Homeowners remain independently liable for city or county zoning compliance even if the HOA approves their design application.
  • Board Discretion: Association boards have broad discretion in enforcement. A violation of a CC&R does not automatically trigger a legal requirement for the board to penalize a member, especially if municipal authorities have declined to pursue the matter.
  • Record-Keeping Clarity: The dispute over the ARC's size (three members vs. one) was exacerbated by vague meeting minutes. The ALJ accepted testimony that the minutes merely listed the "reporter" rather than the full committee, but clearer documentation might have prevented this specific allegation.
  • Finality of OAH Decisions: Once a decision is issued by the OAH and the 30-day window for a rehearing request to the Commissioner of the Department of Real Estate passes, the OAH loses jurisdiction. Parties cannot continue to file evidence or documents with the ALJ after the case is closed.

Study Guide: Berent v. Bell West Ranch Homeowners Association

This study guide provides a comprehensive overview of the administrative hearing between Michael and Nancy Berent (Petitioners) and the Bell West Ranch Homeowners Association (Respondent). It explores the legal issues, factual findings, and statutory interpretations surrounding a dispute over property modifications and HOA enforcement responsibilities.


Key Legal Concepts and Case Background

1. Dispute Origins

The case originated from a 2015 application by the Petitioners' neighbors to install a 10-foot by 35-foot concrete driveway extension. The Architectural Review Committee (ARC) approved the project with conditions requiring compliance with city requirements and building codes. The Petitioners challenged this approval and the subsequent lack of enforcement by the HOA.

2. The Burden of Proof

In administrative hearings of this nature, the Petitioner bears the burden of proof. They must establish that the Respondent committed the alleged violations by a preponderance of the evidence. This standard means the evidence must convince the trier of fact that the contention is "more probably true than not" or carries the "most convincing force."

3. ARC Composition and Reporting

A central point of contention was whether the ARC was properly constituted according to Section 6.02 of the CC&Rs, which requires three individuals. The Petitioners used Board of Director meeting minutes—which often listed only one individual presenting the ARC report—to argue the committee was understaffed. The Respondent successfully argued that the minutes only reflected the person presenting the report, not the total membership of the committee.

4. Discretionary Enforcement

Under A.R.S. § 33-1803(B), a board of directors may impose monetary penalties for violations of the declaration and bylaws. The Administrative Law Judge (ALJ) interpreted this language as permissive rather than mandatory, meaning an HOA is not legally required by this statute to pursue enforcement action against a member.

5. Legal Definitions of "Structure"

The case hinged on whether a driveway constitutes a "structure." Using Black’s Law Dictionary, a structure is defined as "any construction, production, or piece of work artificially built up or composed of parts purposefully joined together." The ALJ determined the Petitioners failed to prove the driveway fell under the purview of CC&R sections governing structures.


Short-Answer Practice Questions

1. What was the filing fee paid by the Petitioners to initiate the HOA Dispute Process? Answer: $2,000.00.

2. According to Section 6.02 of the CC&Rs, how many individuals must compose the Architectural Committee? Answer: Three individuals (who do not necessarily need to be members of the association).

3. Why did the HOA choose not to pursue enforcement action against the neighbors regarding the driveway extension? Answer: The Respondent decided not to pursue action because the City of Surprise had declined to take further enforcement action after issuing an initial Notice of Ordinance Violation.

4. What evidence did the Petitioners provide to suggest the fire hydrant was a public utility easement? Answer: The Petitioners did not provide specific evidence to establish the hydrant as a public utility easement; however, they noted its use by the fire department during a nearby residential fire.

5. What is the time limit for filing a request for a rehearing after an ALJ decision is served? Answer: 30 days.

6. Why did the Office of Administrative Hearings (OAH) reject documents sent by Nancy Berent in March 2022? Answer: The OAH no longer had jurisdiction over the matter, as the final decision had been issued years earlier on September 11, 2018.


Essay Prompts for Deeper Exploration

I. The Interpretation of Mandatory vs. Permissive Language

Analyze the ALJ's conclusion regarding A.R.S. § 33-1803(B). Discuss how the word "may" influences the level of accountability an HOA has toward its members. In your essay, consider whether the Petitioners' "common sense" argument for mandatory enforcement has any legal standing against the plain language of the statute.

II. Evidentiary Weight in Administrative Hearings

Compare the evidentiary value of the Board of Director meeting minutes provided by the Petitioners against the testimony of Regis Salazar from VISION Community Management. Discuss why the ALJ found the witness testimony more convincing regarding the composition of the ARC than the written meeting minutes.

III. The Scope of CC&R Restrictions

Evaluate the Petitioners' claims under Section 8.02 and 8.06. Specifically, address the legal challenge of defining a driveway as a "structure" and an "obstruction." How did the fact that the fire department successfully used the fire hydrant during a fire impact the ALJ’s ruling on the alleged obstruction of an easement?


Glossary of Important Terms

Term Definition
A.R.S. § 33-1803(B) The Arizona statute granting HOA boards the power to impose reasonable monetary penalties for violations.
Architectural Review Committee (ARC) The body responsible for reviewing and approving or denying home modification applications within the HOA.
CC&Rs Covenants, Conditions, and Restrictions; the governing documents that outline the rules and limitations for property use within a community.
Continuance A postponement of a hearing or legal proceeding to a later date.
Jurisdiction The legal authority of a court or administrative body to hear and decide a case.
Nonconforming Use A land use or structure that was legal when established but does not conform to current zoning or code requirements.
Preponderance of the Evidence The standard of proof in civil and administrative cases, requiring that a claim be more likely true than not.
Public Utility Easement A designated area of land reserved for the installation and maintenance of public services (e.g., water, electricity, fire hydrants).
Respondent The party against whom a petition is filed (in this case, the Bell West Ranch HOA).
Structure Artificially built-up construction or work composed of purposefully joined parts.

Summary of Findings

Issue ALJ Ruling Reasoning
Section 8.02 (Zoning) No Violation Petitioners did not establish the driveway as a "structure" under this section.
Section 8.06 (Easements) No Violation No evidence that the hydrant was a public utility easement or that the driveway obstructed its use.
A.R.S. § 33-1803(B) No Violation The statute is permissive; the HOA is not required to take enforcement action.
Section 6.02 (ARC Size) No Violation Witness testimony confirmed three members; minutes only showed the reporter.

The Driveway Dilemma: Lessons from a Real-Life HOA Legal Battle

1. When Homeowner Dreams Clash with Association Rules

Homeownership in a planned community is governed by a delicate balance of individual liberty and collective regulation. However, when those interests collide, the resulting friction often leads to what we in the field call "litigious exhaustion." The case of Michael and Nancy Berent vs. Bell West Ranch Homeowners Association (No. 18F-H1818047-REL) is a quintessential example. What began as a simple neighborly improvement—a driveway extension—devolved into a multi-year administrative battle involving municipal code interpretations, fire safety allegations, and challenges to the Association’s procedural integrity. This case serves as a vital blueprint for understanding the limits of homeowner petitions and the broad scope of Board authority.

2. Chronology of a Conflict: From Concrete to Courtroom

The timeline of this dispute highlights the slow escalation from a standard architectural request to a formal administrative hearing:

  • July 7, 2015: The Petitioners’ neighbors submitted an Application for Design Review to install a 10×35-foot concrete driveway extension.
  • July 15–17, 2015: The Architectural Review Committee (ARC) approved the application with a critical "13-inch setback" condition to ensure compliance with city requirements.
  • August 2015: Construction commenced. The Berents immediately challenged the project, providing photographic evidence to the Board and alleging fire hydrant obstructions.
  • May 16, 2016: The City of Surprise issued a Notice of Ordinance Violation, labeling the extension a "nonconforming use." Crucially, however, the City ultimately declined to pursue further enforcement.
  • April 26, 2018: The Berents escalated the matter by filing a formal HOA Dispute Process Petition, incurring a $2,000 filing fee to bring the matter before the Office of Administrative Hearings (OAH).
  • August 15 & 22, 2018: Administrative Law Judge (ALJ) Tammy L. Eigenheer conducted formal hearings to adjudicate the Petitioners' claims.
3. The Four Legal Challenges: Allegations vs. Evidence

To prevail, the Petitioners had to demonstrate specific violations of the community’s Declaration of Covenants, Conditions, and Restrictions (CC&Rs). The ALJ’s analysis of these four issues underscores the importance of precise legal definitions.

Issue 1: CC&R Section 8.02 (Compliance with Zoning) The Berents alleged the driveway violated municipal zoning because its entrance occupied more than 50 percent of the front lot line. However, Section 8.02 specifically applies to "structures." The ALJ ruled that the Petitioners failed to prove a flat concrete slab met the legal definition of a "structure." Utilizing Black’s Law Dictionary, the court defined a structure as: "Any construction, production, or piece of work artificially built up or composed of parts purposefully joined together." Under this standard, the driveway extension did not fall under the purview of Section 8.02, providing the Association an effective affirmative defense.

Issue 2: CC&R Section 8.06 (Utility Easements) The Petitioners claimed the driveway obstructed a fire hydrant, interfering with a public utility easement. The ALJ found this claim lacked foundational evidence, as the Berents failed to prove a recorded easement even existed. Furthermore, the defense noted that a city-authorized sidewalk already existed in front of the hydrant. Most damaging to the Petitioners' case was their own testimony: they admitted that during a recent nearby fire, the fire department successfully utilized the hydrant by running a hose across the neighbors' driveway without hindrance.

Issue 3: A.R.S. § 33-1803(B) (Enforcement Discretion) A central theme of the Berents' argument was that the HOA must penalize the neighbors following the City’s notice of violation. The ALJ corrected this misconception by pointing to the statutory language of A.R.S. § 33-1803(B), which states a board "may impose reasonable monetary penalties." This grants the Board de facto enforcement discretion. Because the City of Surprise had ceased its own enforcement efforts, the HOA’s decision to mirror that inaction was a valid exercise of administrative finality.

Issue 4: CC&R Section 6.02 (Committee Composition) The Petitioners challenged the validity of the ARC’s approval, arguing it was a one-person committee in violation of the three-person requirement in Section 6.02. They relied on meeting minutes that listed only one name—such as Ken Hawkins or Larry Bolton—under the ARC report. However, Regis Salazar of VISION Community Management testified that these minutes merely identified the individual presenting the report to the Board, not the full committee roster. The ALJ found that the Association maintained a three-member committee at all relevant times.

4. The Burden of Proof: Why the Case Was Dismissed

In administrative law, the burden of persuasion rests solely on the Petitioner. To succeed, the Berents had to establish their claims by a Preponderance of the Evidence, meaning the evidence must prove the contention is "more probably true than not."

The ALJ dismissed the petition in its entirety because the Berents relied almost exclusively on subjective testimony and "common sense" inferences. In the eyes of the law, "common sense" is not a substitute for objective documentation. While the Petitioners inferred a lack of committee members from the brevity of meeting minutes, they failed to produce actual ARC appointment logs or internal records to contradict the Association's testimony. Without superior evidentiary weight, their claims could not survive the Association's rebuttal.

5. Post-Decision Reality: The 2022 Jurisdiction Ruling

The finality of an ALJ decision is absolute once the statutory windows for appeal close. Nearly four years after the 2018 dismissal, Nancy Berent attempted to revive the matter by filing additional documents with the OAH.

In a March 8, 2022, "Minute Entry – Document Reject," the court issued a sharp reminder of legal boundaries. Once a final decision is rendered and the 30-day window for a rehearing request expires, the OAH loses all jurisdiction. Consequently, any subsequent filings are a legal nullity. The court noted that while these documents would be retained in the system, they would receive no response, as the matter was irrevocably closed.

6. Key Takeaways for Homeowners and Boards

The Berent decision offers critical insights for community governance:

  1. Understand Discretionary Power: Statutes and CC&Rs using the word "may" grant Boards the authority to choose whether to pursue enforcement. They are not legally bound to fine a homeowner simply because a neighbor demands it.
  2. Evidence is King: To challenge a Board’s procedure, a Petitioner needs more than inferences from meeting minutes. Direct documentation, such as appointment logs or committee rosters, is required to meet the burden of proof.
  3. Narrow Definitions Matter: As seen with the "structure" definition, legal interpretations are often much narrower than a layperson’s "common sense" understanding.
  4. Respect the Window of Finality: Legal remedies have a "point of no return." In Arizona HOA disputes, the 30-day window for a rehearing is the final opportunity to contest a ruling before the agency loses jurisdiction forever.
7. Conclusion: Seeking Resolution Beyond the Courtroom

The Berents' $2,000 filing fee resulted in a total dismissal, proving that HOA litigation is a high-stakes gamble with significant financial and emotional costs. This case highlights that the "Preponderance of the Evidence" standard is a high bar for homeowners who lack direct access to Association records. To avoid the frustration of a case being "dismissed in its entirety," neighbors should prioritize proactive communication and mediation. In the world of community governance, a conversation across a driveway is almost always more cost-effective than a multi-year battle in the Office of Administrative Hearings.

Case Participants

Petitioner Side

  • Michael Berent (Petitioner)
    Filed the HOA Dispute Process Petition
  • Nancy Berent (Petitioner)
    Testified on her own behalf

Respondent Side

  • Maria Kupillas (Representative)
    Farmers Insurance
    Represented Bell West Ranch Homeowners Association
  • Regis Salazar (Witness)
    VISION Community Management
  • Ken Hawkins (Architectural Review Committee Member)
    Bell West Ranch Homeowners Association
  • Larry Bolton (Architectural Review Committee Member)
    Bell West Ranch Homeowners Association
  • Kelsey Dressen (Representative)
    Farmers Insurance

Neutral Parties

  • Tammy L. Eigenheer (Administrative Law Judge)
    Office of Administrative Hearings
  • Lana Collins (Development Service Specialist)
    City of Surprise
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
  • Louis Dettorre (Commissioner)
    Arizona Department of Real Estate

Other Participants

  • Kristin Roebuck Bethell (Attorney)
    Horne Slaton, PLLC

Tom Barrs vs Desert Ranch HOA

Case Summary

Case ID 18F-H1818035-REL
Agency ADRE
Tribunal OAH
Decision Date 2018-12-26
Administrative Law Judge Tammy L. Eigenheer
Outcome partial
Filing Fees Refunded $1,000.00
Civil Penalties $0.00

Parties & Counsel

Petitioner Tom Barrs Counsel
Respondent Desert Ranch HOA Counsel

Alleged Violations

Desert Ranch Bylaw 2.4
A.R.S. § 33-1812(A)(7)
A.R.S. § 33-1804

Outcome Summary

Petitioner was deemed the prevailing party on Issues 2 (retention of election materials) and 3 (open meetings violation). Issue 1 (Bylaw 2.4 objection rule) was dismissed. Respondent was ordered to pay Petitioner $1,000.00, representing the filing fee.

Why this result: Petitioner failed to establish a violation of Bylaw 2.4 as the evidence did not show that a Director was restricted by the Member waiver clause from raising concerns about election validity after the meeting adjourned.

Key Issues & Findings

Respondent violated Bylaw 2.4 when it acted on Mr. Schoeffler’s objection to the election results raised the day after the Annual Meeting.

Petitioner alleged the HOA violated Bylaw 2.4 by investigating or acting upon an objection to election results that was raised by a Director after the Annual Meeting adjourned, thereby waiving the claim according to the bylaw.

Orders: Petition dismissed as to Issue 1.

Filing fee: $0.00, Fee refunded: No

Disposition: respondent_win

Cited:

  • Desert Ranch Bylaw 2.4

Respondent violated A.R.S. § 33-1812(A)(7) when it discarded the ballot envelopes at or about the time of the election.

The HOA discarded the ballot envelopes at or about the time of the election, which violated the statutory mandate to retain ballots, envelopes, and related materials for at least one year.

Orders: Petitioner established violation and was deemed the prevailing party regarding this issue. No Civil Penalty was found appropriate. The initial order included an order for Respondent to pay Petitioner the $1,000.00 filing fee.

Filing fee: $500.00, Fee refunded: Yes

Disposition: petitioner_win

Cited:

  • A.R.S. § 33-1812(A)(7)

Respondent violated A.R.S. § 33-1804 when it held meetings that were closed and/or without proper notice.

The HOA Board members met with an attorney following the Annual Meeting without providing any notice of the upcoming meeting and/or failing to provide notice that the meeting was closed because it involved legal advice from an attorney.

Orders: Petitioner established violation and was deemed the prevailing party regarding this issue. No Civil Penalty was found appropriate. The initial order included an order for Respondent to pay Petitioner the $1,000.00 filing fee.

Filing fee: $500.00, Fee refunded: Yes

Disposition: petitioner_win

Cited:

  • A.R.S. § 33-1804

Analytics Highlights

Topics: HOA Election Dispute, Records Retention, Open Meeting Violation, Filing Fee Refund
Additional Citations:

  • A.R.S. § 33-1812(A)(7)
  • A.R.S. § 33-1804
  • Desert Ranch Bylaw 2.4
  • A.R.S. § 41-2198.01

Video Overview

Audio Overview

Decision Documents

18F-H1818035-REL Decision – 678304.pdf

Uploaded 2026-05-01T09:22:44 (117.5 KB)

18F-H1818035-REL Decision – 678305.pdf

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18F-H1818035-REL Decision – 655766.pdf

Uploaded 2026-05-01T09:22:55 (113.2 KB)

18F-H1818035-REL Decision – 655766.pdf

Uploaded 2026-01-23T17:23:30 (113.2 KB)

18F-H1818035-REL Decision – 678304.pdf

Uploaded 2026-01-23T17:23:34 (117.5 KB)

18F-H1818035-REL Decision – 678305.pdf

Uploaded 2026-01-23T17:23:37 (38.8 KB)

Barrs v. Desert Ranch HOA: Case Briefing

Executive Summary

This briefing document outlines the legal dispute between Petitioner Tom Barrs and the Desert Ranch Homeowners’ Association (HOA) concerning the HOA’s March 18, 2017, Board of Directors election. The petitioner alleged that the HOA improperly overturned the initial election results, mishandled election materials, and held meetings in violation of state law and its own bylaws.

An initial ruling by an Administrative Law Judge found the HOA in violation of state statutes regarding the retention of election materials (A.R.S. § 33-1812(A)(7)) and open meeting laws (A.R.S. § 33-1804). However, the judge ruled against the petitioner on the central claim that the HOA violated Bylaw 2.4 by investigating the election after the annual meeting had concluded.

The petitioner requested and was granted a rehearing, which focused exclusively on the alleged violation of Bylaw 2.4. The final decision on rehearing, issued December 26, 2018, reaffirmed the initial ruling. The judge concluded that the investigation was properly initiated by a board member, not a general member, and that the bylaw restricting post-meeting objections did not apply to the Board of Directors itself. Consequently, the petition regarding the overturning of the election was dismissed.

Case Overview

This document details the findings of fact and conclusions of law in the administrative case No. 18F-H1818035-REL-RHG, heard in the Arizona Office of Administrative Hearings.

Case Detail

Information

Case Number

18F-H1818035-REL-RHG

Petitioner

Tom Barrs

Respondent

Desert Ranch Homeowners’ Association

Presiding Judge

Tammy L. Eigenheer, Administrative Law Judge

Initial Hearing

Not specified in document

Rehearing Date

December 6, 2018

Decision Date

December 26, 2018

Key Individuals:

Tom Barrs: Petitioner.

Catherine Overby: HOA President, appeared for Respondent.

Brian Schoeffler: HOA Vice President, appeared for Respondent; candidate in the disputed election.

Jerome Klinger: Candidate initially announced as a winner of the election.

Patrick Rice: Board member at the time of the election.

Chronology of the 2017 Election Dispute

1. Pre-March 18, 2017: Absentee ballots are sent to HOA members listing Catherine Overby and Brian Schoeffler as candidates, with a space for a write-in.

2. March 18, 2017: At the Annual Meeting, ballots are submitted and counted. Catherine Overby and write-in candidate Jerome Klinger are announced as the winners. No members object before the meeting is adjourned. Immediately following, board member Patrick Rice gathers the ballots and expresses concerns about the results.

3. March 19, 2017: Brian Schoeffler sends an email to board members asking for a review and a decision on whether a “revote” is necessary.

4. March 20, 2017: Catherine Overby emails the HOA membership, stating the election has been “contested” and that the board must investigate. She also asserts that bylaws do not allow write-in candidates, meaning she and Schoeffler were the new directors based on the vote count.

5. March 29, 2017: Certain board members, including Overby and Rice, meet with an attorney at Overby’s house. They discover that duplicate and proxy ballots were improperly counted.

6. Post-March 29, 2017: The board determines the valid votes resulted in a tie between Schoeffler and Klinger. A run-off election is scheduled.

7. April 29, 2017: The run-off election is held. Brian Schoeffler is announced as the winner.

8. May 10, 2017: The Board of Directors holds an organizational meeting.

Procedural History and Allegations

Initial Petition and Hearing

March 19, 2018: Tom Barrs files a single-issue HOA Dispute Petition with the Arizona Department of Real Estate, paying a $500 fee but including a four-page narrative alleging multiple violations.

April 13, 2018: Barrs files an amended petition, adding an alleged violation of A.R.S. § 33-1812.

July 30, 2018: Barrs pays to convert the petition to a multiple-issue dispute and submits a “Clarification of Three Issues alleged in Petition.”

The three core issues alleged by the petitioner were:

1. Improper Overturning of Election: The Board of Directors improperly removed Jerome Klinger by overturning the March 18, 2017 election results. The petitioner argued the challenge by the third candidate was barred by Bylaw 2.4, and the methods used violated recall protocols under A.R.S. § 33-1813 and Bylaw 3.3.

2. Improper Handling of Election Materials: The board violated A.R.S. § 33-1812 by disposing of election materials (ballot envelopes) required to be kept for one year and by selectively invalidating votes cast on invalid ballots.

3. Improperly Held Meetings: Meetings related to the 2017 election were held as closed sessions or without proper notice in violation of A.R.S. § 33-1804.

Initial Decision

Following the initial hearing, the Administrative Law Judge (ALJ) issued a decision with the following conclusions:

Violation Found: The Respondent (HOA) violated A.R.S. § 33-1812(A)(7) by discarding the ballot envelopes around the time of the election.

Violation Found: The Respondent violated A.R.S. § 33-1804 by holding meetings that were closed and/or without proper notice.

No Violation Found: The Petitioner failed to prove that the Respondent violated Bylaw 2.4.

Rehearing and Final Order

October 1, 2018: Barrs files a request for rehearing, citing misconduct, insufficient penalties, errors of law, and a decision not supported by evidence.

November 2, 2018: The Commissioner of the Arizona Department of Real Estate grants the rehearing request.

December 6, 2018: At the rehearing, the petitioner states he is only seeking reconsideration of Issue 1 (the improper overturning of the election) and not the lack of penalties for Issues 2 and 3.

Judicial Analysis and Final Rulings

The final decision focused solely on whether the HOA’s actions violated its own bylaws regarding election challenges.

Key Bylaw and Legal Standard

Desert Ranch Bylaw 2.4: The central bylaw in dispute states:

Burden of Proof: The petitioner bore the burden of proving the violations by a “preponderance of the evidence,” defined as “such proof as convinces the trier of fact that the contention is more probably true than not.”

Analysis of Issue 1: Violation of Bylaw 2.4

Petitioner’s Argument: Mr. Barrs argued that because candidate Brian Schoeffler did not object to the election results before the March 18, 2017 meeting adjourned, Bylaw 2.4 barred the board from investigating his concerns raised the following day via email. The petitioner contended that board members are also “Members” and thus are bound by this rule.

Evidence Presented: Testimony established that Patrick Rice, acting as a Board member, expressed concerns with the vote count immediately after the meeting adjourned. This, not Mr. Schoeffler’s subsequent email, initiated the board’s investigation. At the rehearing, the petitioner presented selected audio clips he had recorded to support his arguments but did not provide the entire recording.

Conclusion of Law: The ALJ made a critical distinction between the terms used in the HOA’s bylaws.

◦ The terms “Member,” “Directors,” and “Board of Directors” were found to have specific, non-interchangeable meanings throughout the bylaws.

◦ Bylaw 2.4 applies specifically to a “Member.”

◦ The petitioner made no showing that a “Director” or the “Board of Directors” could not raise questions about the validity of election results after a meeting had adjourned.

◦ Since the investigation was initiated by a board member (Rice) and not exclusively by a member’s untimely objection (Schoeffler), the board’s actions did not violate Bylaw 2.4.

Final Order

Based on the analysis from the rehearing, the judge issued the following order:

IT IS ORDERED that the Petition be dismissed as to Issue 1.

This order, resulting from a rehearing, is legally binding on the parties. Any appeal must be filed with the superior court within thirty-five days of the order’s service date.

Study Guide: Barrs v. Desert Ranch Homeowners’ Association (No. 18F-H1818035-REL-RHG)

This guide provides a comprehensive review of the Administrative Law Judge Decision in the case between Petitioner Tom Barrs and Respondent Desert Ranch Homeowners’ Association. It includes a short-answer quiz, an answer key, suggested essay questions, and a glossary of key terms to facilitate a thorough understanding of the case’s facts, arguments, and legal conclusions.

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Short-Answer Quiz

Answer each of the following questions in 2-3 sentences based on the provided source documents.

1. Who were the primary parties involved in case No. 18F-H1818035-REL-RHG, and what were their roles?

2. What specific event on March 18, 2017, served as the catalyst for the entire legal dispute?

3. What were the initial, announced results of the election held at the March 18, 2017, Annual Meeting?

4. According to the Petitioner, how did the HOA Board violate Bylaw 2.4 following the election?

5. In the initial hearing, which two of the Petitioner’s allegations were found to be valid violations committed by the Respondent?

6. Why did the Commissioner of the Arizona Department of Real Estate grant the Petitioner’s request for a rehearing?

7. During the rehearing on December 6, 2018, what was the single issue that the Petitioner chose to focus on for reconsideration?

8. According to the Administrative Law Judge’s findings, what action initiated the Board’s investigation into the election results, separate from Brian Schoeffler’s email?

9. How did the Judge’s interpretation of the terms “Member” and “Director” in the bylaws defeat the Petitioner’s primary argument on rehearing?

10. What was the final order issued by the Administrative Law Judge regarding Issue 1 after the conclusion of the rehearing?

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Answer Key

1. The primary parties were Tom Barrs, who served as the Petitioner, and the Desert Ranch Homeowners’ Association, which was the Respondent. The Petitioner, Mr. Barrs, appeared on his own behalf, while the Respondent was represented by its President, Catherine Overby, and Vice President, Brian Schoeffler.

2. The dispute was triggered by the election for two vacant seats on the HOA Board of Directors held during the Annual Meeting on March 18, 2017. The subsequent actions by the Board to investigate and ultimately overturn the initial results of this election led the Petitioner to file a dispute.

3. The initially announced results of the March 18, 2017, election declared that Ms. Catherine Overby and Mr. Jerome Klinger were the winning candidates. No members present at the meeting raised an objection to these announced results before the meeting was adjourned.

4. The Petitioner argued that the Board violated Bylaw 2.4 by acting on an objection to the election results raised by Brian Schoeffler the day after the meeting. The bylaw states that any member who fails to object to an irregularity during a meeting “forever waives that claim,” and the Petitioner argued Mr. Schoeffler, as a member, had waived his right to object.

5. In the initial hearing, the Judge found that the Petitioner successfully established two violations by the Respondent. These were a violation of A.R.S. § 33-1812(A)(7) for discarding ballot envelopes and a violation of A.R.S. § 33-1804 for holding closed meetings without proper notice.

6. The Commissioner granted the rehearing “for the reasons outlined in the Petitioner’s Rehearing Request.” The Petitioner’s request cited multiple grounds, including misconduct by the prevailing party, errors of law, and that the initial findings of fact were not supported by the evidence or were contrary to law.

7. At the rehearing, the Petitioner stated he was only seeking reconsideration of the initial decision as it related to Issue 1. This issue was the allegation that the Board improperly overturned the election results in violation of Bylaw 2.4.

8. The Judge found that the Board’s investigation was initiated by Mr. Patrick Rice, a Board member at the time, who expressed his concerns with the vote “immediately after the Annual Meeting adjourned.” This occurred prior to and independent of the email sent by Brian Schoeffler the following day.

9. The Judge noted that throughout the bylaws, the terms “Member,” “Directors,” and “Board of Directors” were used with specific and non-interchangeable meanings. Because the Petitioner made no showing that a “Director” (like Mr. Rice) could not raise questions after a meeting, the restriction on “Members” in Bylaw 2.4 did not apply to the Board’s actions.

10. The final order stated that the Petition was to be dismissed as to Issue 1. The Judge concluded that the Petitioner failed to sustain his burden of proof to establish that the Respondent had violated Bylaw 2.4.

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Essay Questions

1. Analyze the timeline of events from the Annual Meeting on March 18, 2017, to the run-off election on April 29, 2017. Discuss the key actions taken by the HOA Board—including the meeting with an attorney and the discovery of invalid ballots—and explain how these actions led to the legal dispute.

2. Detail the three distinct issues the Petitioner alleged in his “Clarification of Three Issues alleged in Petition.” Based on the outcome of the initial hearing, evaluate the success of these claims and explain why the Petitioner prevailed on some issues but not others.

3. The Petitioner’s case on rehearing hinged on the interpretation of Bylaw 2.4. Construct the Petitioner’s argument regarding this bylaw and then fully explain the Administrative Law Judge’s legal reasoning for ultimately rejecting it, focusing on the distinction between “Members” and “Directors.”

4. Discuss the concept of “burden of proof” as it is defined and applied in this case. Explain the “preponderance of the evidence” standard and analyze how the Petitioner’s failure to meet this standard led to the dismissal of Issue 1 on rehearing.

5. Examine the procedural history of the case, from the initial single-issue petition to the final binding order after rehearing. What were the key procedural steps, such as amending the petition and filing for a rehearing, and how did these steps shape the final scope and outcome of the case?

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Glossary of Key Terms

Definition

Administrative Law Judge (ALJ)

The official who presides over administrative hearings, makes findings of fact and conclusions of law, and issues decisions. In this case, the ALJ was Tammy L. Eigenheer.

A.R.S.

Abbreviation for Arizona Revised Statutes, the collection of laws for the State of Arizona. The Petitioner alleged violations of several statutes, including A.R.S. § 33-1813, § 33-1811, § 33-1812, and § 33-1804.

Bylaw 2.4

The specific bylaw of the Desert Ranch HOA that was the central focus of the rehearing. It states, “Any Member who fails to object to any perceived or actual irregularity at the meeting… forever waives that claim.”

Burden of Proof

The legal obligation of a party in a dispute to provide sufficient evidence to support their claim. In this case, the Petitioner bore the burden of proof to establish the alleged violations.

Department

The Arizona Department of Real Estate, the state agency with which the Homeowners Association Dispute Process Petition was filed.

Director

An elected member of the HOA’s Board of Directors. The ALJ’s decision distinguished this role from that of a general “Member.”

Homeowners Association (HOA)

The governing organization for the planned community of Desert Ranch, responsible for enforcing community documents and statutes.

Member

A homeowner within the planned community. The ALJ’s decision emphasized that in the bylaws, this term has a specific meaning that is not interchangeable with “Director.”

Petitioner

The party who initiates a legal action or petition. In this case, the Petitioner was Tom Barrs.

Preponderance of the Evidence

The evidentiary standard required for the Petitioner to win the case. It is defined as proof that convinces the trier of fact that a contention is “more probably true than not.”

Rehearing

A second hearing of a case, granted in this instance by the Commissioner of the Arizona Department of Real Estate, to reconsider the initial decision based on alleged errors.

Respondent

The party against whom a petition is filed. In this case, the Respondent was the Desert Ranch Homeowners’ Association.

5 Shocking Lessons from an HOA Election Gone Wrong

Introduction: When “The Rules” Aren’t What You Think

Homeowners’ Associations (HOAs) run on rules. From lawn maintenance to paint colors, the governing documents are the ultimate authority. But what happens when the rules themselves become the center of a dispute? Imagine this scenario: your HOA holds its annual board election. The results are announced, the winners are declared, and everyone goes home. Then, the next day, the board decides to overturn the result.

This isn’t a hypothetical. It’s the core of a real-life legal case that reveals surprising truths about community governance, the power of a single word, and what can happen when an election goes off the rails.

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1. An Election Isn’t Over Until the Board Says It’s Over

The dispute began at the Desert Ranch Homeowners’ Association Annual Meeting on March 18, 2017. The ballots for two open board seats were counted, and Catherine Overby and Jerome Klinger were announced as the winning candidates. Crucially, no members present raised an objection before the meeting adjourned. By all appearances, the election was over.

But it wasn’t. Immediately after the meeting, a board member, Mr. Rice, gathered the ballots and expressed his concerns with the election results. The next day, the losing candidate, Brian Schoeffler, sent an email asking the board to “review the situation” and consider a “revote.” The board then formally announced that the election had been contested and that it was obligated to investigate.

After consulting an attorney, the board discovered several ballot irregularities, including duplicate ballots and an improperly counted proxy ballot. This new tally resulted in a tie between Mr. Schoeffler and Mr. Klinger. The board then forced a run-off election, which Mr. Schoeffler ultimately won. While the losing candidate’s email drew attention, the true turning point had already occurred moments after the meeting ended, when a board member himself questioned the results—an act that would prove legally decisive.

2. A Single Word in the Bylaws Can Change Everything

The homeowner who filed the legal petition, Tom Barrs, built his case on a seemingly straightforward rule in the HOA’s bylaws. He argued that any challenge to the election was invalid because it wasn’t raised before the Annual Meeting adjourned. The bylaw in question, Section 2.4, reads:

Any Member who fails to object to any perceived or actual irregularity at the meeting (whether procedural, parliamentary, substantive or technical) forever waives that claim.

The petitioner’s argument was simple: the challenge was raised after the meeting by a “Member,” so the claim was waived. The case seemed open-and-shut.

However, the Administrative Law Judge made a critical distinction that decided the case. The judge noted that throughout the bylaws, the terms “Member,” “Directors,” and “Board of Directors” were used with specific meanings and were not interchangeable. While a Member had to object during the meeting, the judge found no rule preventing a Director from raising questions later.

Because a board member, Mr. Rice, had expressed concerns immediately following the meeting, the board’s subsequent investigation was deemed permissible. This razor-thin interpretation of a single word highlights the immense power that definitions and precise language hold in governing documents.

3. The Board Broke the Law, But Still Won on the Main Issue

In a surprising twist, the judge determined that the HOA had, in fact, violated Arizona state law on two separate counts during the election controversy. The petitioner successfully proved that the board failed to follow established statutes.

The two violations established in the initial hearing were:

Improper Destruction of Ballots: The HOA violated A.R.S. § 33-1812(A)(7) when it destroyed all of the ballot envelopes around the time of the election. This act made a true, verifiable recount impossible, directly undermining the integrity of the very election the board was claiming to investigate.

Improper Meetings: The HOA violated A.R.S. § 33-1804 by holding closed meetings without providing proper notice to the members, particularly a meeting at the home of a board member, Ms. Overby, where the decision to hold a run-off was made. By making these critical decisions behind closed doors, the board created an appearance of secrecy that fueled the dispute and eroded member trust.

Despite proving these clear legal violations, the petitioner still lost on his primary complaint—overturning the run-off and reinstating the original election results. This outcome serves as a stark example of a pyrrhic victory. You can successfully prove that an organization broke the rules without achieving your ultimate goal in the dispute.

4. An Investigation Can Uncover a Cascade of Deeper Problems

The board’s decision to contest its own election results was controversial, but the subsequent investigation brought a cascade of other procedural failures to light. The initial challenge acted like a pulled thread that unraveled a series of previously unknown mistakes.

During the board’s meeting with its attorney, it was discovered that “duplicate ballots and a proxy ballot that were improperly counted” had skewed the original vote. This alone was enough to call the first result into question.

Furthermore, the board itself asserted that its own bylaws “did not allow for a write-in candidate.” This was a significant admission, as one of the original winners, Jerome Klinger, had been a write-in. If true, his victory would have been invalid from the start, regardless of any other challenges. The board’s investigation, initiated to resolve one perceived error, ended up exposing its own systemic incompetence—from improperly counting ballots to being unaware of its own rules regarding write-in candidates. The effort to fix the election proved the election was fundamentally broken from the start.

5. An HOA Board Can Investigate Itself

The petitioner’s case rested on the idea that board members are also “Members” of the association and are therefore bound by the same rules. If a regular member had to object during the meeting, a director should have to as well.

The judge rejected this argument, implicitly affirming the board’s higher-level fiduciary duty to ensure a fair and legal election. The final decision made it clear that the bylaws used “Member” and “Director” with distinct meanings and responsibilities. The bylaw requiring members to object during the meeting was the mechanism for an individual’s challenge; it did not override the board’s inherent duty to govern properly.

The key takeaway from the judge’s decision was unambiguous: The petitioner “made no showing that a Director could not raise questions as to the validity of the election results after the meeting adjourned.” This legally affirms a board’s power to investigate its own processes, a responsibility separate from the rules that govern challenges from the general membership.

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Conclusion: Have You Read Your Bylaws Lately?

This case serves as a powerful reminder that the dense, legalistic language of HOA governing documents is not just boilerplate. These documents have immense real-world power, dictating the outcomes of contentious disputes and shaping the governance of a community. The intricate details and specific wording can mean the difference between a final result and one that is just the beginning of a long and costly fight.

This entire, year-long legal battle hinged on the definition of a single word. When was the last time you read the fine print governing your own community?

Case Participants

Petitioner Side

  • Tom Barrs (petitioner)
    Appeared on his own behalf,.
  • Stephen Barrs (witness)
    Testified for Petitioner,.

Respondent Side

  • Catherine Overby (board member/president)
    Desert Ranch HOA
    Appeared on behalf of Respondent,; Board President,; testified at hearing,.
  • Brian Schoeffler (board member/vice president)
    Desert Ranch HOA
    Appeared on behalf of Respondent,; Board Vice President,; testified at hearing,.
  • Patrick Rice (board member)
    Desert Ranch HOA
    Board member who expressed concerns immediately after the meeting,,,; involved in meeting with attorney,.

Neutral Parties

  • Tammy L. Eigenheer (ALJ)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner (ADRE))
    Arizona Department of Real Estate
    Issued Order Granting Rehearing; recipient of decision copy,.
  • LDettorre (ADRE staff)
    Arizona Department of Real Estate
    Recipient of decision copy.
  • AHansen (ADRE staff)
    Arizona Department of Real Estate
    Recipient of decision copy.
  • djones (ADRE staff)
    Arizona Department of Real Estate
    Recipient of decision copy.
  • DGardner (ADRE staff)
    Arizona Department of Real Estate
    Recipient of decision copy.
  • ncano (ADRE staff)
    Arizona Department of Real Estate
    Recipient of decision copy.

Other Participants

  • Jerome Klinger (board director)
    Desert Ranch HOA
    Initially announced as a winning candidate for director,; later removed after contest; involved in run-off,.
  • Paula Barrs (listed resident)
    Listed with Tom Barrs on mailing address.

John Paul Holyoak vs. Camelback Country Club Estates I & II

Case Summary

Case ID 18F-H1818031-REL
Agency
Tribunal
Decision Date 2018-05-25
Administrative Law Judge TE
Outcome complete
Filing Fees Refunded
Civil Penalties

Parties & Counsel

Petitioner Jon Paul Holyoak Counsel Pro Se
Respondent Camelback Country Club Estates I & II Homeowners Association Counsel Gary Linder and Diana Elston (Jones, Skelton & Hochuli, P.L.C.)

Alleged Violations

No violations listed

Video Overview

Audio Overview

Decision Documents

18F-H1818031-REL Decision – 636748.pdf

Uploaded 2026-04-24T11:11:21 (130.5 KB)

18F-H1818031-REL Decision – 637227.pdf

Uploaded 2026-04-24T11:11:25 (57.9 KB)

18F-H1818031-REL Decision – 637433.pdf

Uploaded 2026-04-24T11:11:28 (56.5 KB)

18F-H1818031-REL Decision – 636748.pdf

Uploaded 2026-01-27T21:14:28 (130.5 KB)

18F-H1818031-REL Decision – 637227.pdf

Uploaded 2026-01-27T21:14:28 (57.9 KB)

18F-H1818031-REL Decision – 637433.pdf

Uploaded 2026-01-27T21:14:28 (56.5 KB)

Comprehensive Briefing Document: Holyoak v. Camelback Country Club Estates I & II Homeowners Association

Executive Summary

This document summarizes the administrative proceedings and subsequent decisions regarding two consolidated cases (No. 18F-H1818030-REL and No. 18F-H1818031-REL) between Petitioner Jon Paul Holyoak and Respondent Camelback Country Club Estates I & II Homeowners Association. The disputes centered on alleged violations of the community's Covenants, Conditions, and Restrictions (CC&Rs) concerning landscape maintenance and the installation of a freestanding mailbox.

The Administrative Law Judge (ALJ) issued a split decision. Regarding landscaping (Case 18030), the Petitioner's request to abate fines was denied as he failed to prove the trees in question were not dead. Regarding the mailbox (Case 18031), the Petitioner was deemed the prevailing party. The ALJ found the Respondent’s enforcement actions were based on inapplicable CC&R sections and ignored the fact that the mailbox was a pre-existing condition at the time of the Petitioner's home purchase. Consequently, the Respondent was ordered to reimburse the Petitioner’s $500 filing fee.


Detailed Analysis of Key Themes

1. Standard of Proof and Reasonable Interpretation in Landscaping

In Case 18F-H1818030-REL, the core issue was the interpretation of Section 28 of the CC&Rs, which requires lot owners to keep plantings "neatly trimmed, properly cultivated, and free of trash, weeds and other unsightly material."

The dispute hinged on whether an olive tree was "dead" or merely "in distress." The Petitioner claimed to be nursing the tree back to health, while the Respondent argued it appeared dead from the roadway. The ALJ utilized a "reasonable person" standard, concluding that photographs depicted a tree that any reasonable observer would consider dead. Because a dead tree is not "neatly trimmed" or "properly cultivated," the Respondent’s citation was upheld.

2. Procedural Accuracy in CC&R Enforcement

A significant theme in Case 18F-H1818031-REL was the Respondent’s inconsistent application of the community's governing documents. Over the course of four notices regarding a freestanding mailbox, the HOA cited three different sections of the CC&Rs:

  • Section 27: Property maintenance and disrepair.
  • Section 12: Single-family dwelling requirements.
  • Section 8: Architectural committee approval for new structures.

The ALJ specifically criticized the use of Section 12, noting that its plain language refers to "buildings" (dwellings and outbuildings) and cannot be reasonably applied to a mailbox. The Respondent’s shifting legal basis for the violation undermined the validity of the fines imposed.

3. Pre-existing Conditions and Disclosure

The Petitioner successfully argued that the freestanding mailbox was present when he purchased the property in 2012. At that time, he was provided a statement indicating no known covenant violations existed. The ALJ ruled that because the mailbox was a pre-existing condition and the HOA had previously signaled there were no violations, the Respondent’s reliance on a lack of architectural committee approval was "without merit."

4. Jurisdiction and Prevailing Party Relief

The Department of Real Estate has jurisdiction over these disputes per A.R.S. § 32-2199 et seq. In cases where a Petitioner is deemed the prevailing party, the ALJ has the authority to order the Respondent to pay the Petitioner’s filing fees. In this instance, the Respondent was ordered to pay $500.00 to the Petitioner within 30 days.


Important Quotes with Context

On Landscape Maintenance (Section 28)

"The owner of each lot shall at all times keep shrubs, trees, grass and plantings of every kind, on his lot mostly trimmed, properly cultivated, and free of trash, weeds and other unsightly material."

  • Context: This is the foundational requirement for Case 18030, used to justify the citation for dead trees.
On Judicial Interpretation of "Dead"

"Any reasonable person viewing the olive tree, as depicted in the photographs presented, would understand the tree to be dead. A dead tree could reasonably be considered as not being 'neatly trimmed' or 'properly cultivated.'"

  • Context: The ALJ's reasoning for denying the Petitioner's claim regarding landscaping, establishing that visual appearance to a reasonable observer outweighs the owner's subjective intent to save the tree.
On Procedural Inconsistency

"It is problematic that in the course of four notices sent to Petitioner, Respondent relied on three different sections of the CC&Rs."

  • Context: The ALJ's critique of the HOA's enforcement process in the mailbox dispute, highlighting the lack of a consistent legal basis for the citations.
On the Misapplication of CC&R Section 12

"The plain language of Section 12 of the CC&Rs relates to a 'building' on a property. As such, Section 12 cannot be read to apply to Petitioner’s mailbox… Respondent was in violation of the CC&Rs when it imposed the fine in the first notice of violation."

  • Context: The primary legal reason why the mailbox fine was overturned; the HOA used a rule intended for houses to penalize a mailbox.

Actionable Insights

Area Insight for Associations and Homeowners
Notice Accuracy Associations must ensure that the specific CC&R section cited in a violation notice directly applies to the item in question. Misapplying sections (e.g., using "building" codes for mailboxes) can invalidate fines.
Consistency in Citations Shifting the legal basis for a violation across multiple notices creates procedural "problems" that can lead to an ALJ ruling in favor of the homeowner.
Evidence Standards For landscaping disputes, clear photographic evidence from the perspective of the roadway or sidewalk is often sufficient to satisfy a "reasonable person" standard regarding the health of plants.
Due Diligence at Sale If an association provides a statement at the time of a property sale that no violations exist, they may be barred from later citing pre-existing structures for a lack of architectural approval.
Maintenance vs. Approval Even if an association cannot fine a homeowner for the existence of a pre-existing structure (due to lack of prior architectural approval), they retain the right to enforce maintenance standards (e.g., if the structure is peeling, listing, or in disrepair).

Final Decision Summary

Case Number Subject Ruling Outcome
18F-H1818030-REL Dead Trees/Landscaping Denied Petitioner remains liable for landscaping fines.
18F-H1818031-REL Freestanding Mailbox Granted Petitioner deemed prevailing party; Respondent to pay $500 filing fee.

Note: Subsequent Nunc Pro Tunc orders corrected the decision date to May 25, 2018, and clarified the case numbers assigned to the specific rulings.

Study Guide: Holyoak v. Camelback Country Club Estates I & II Homeowners Association

This study guide provides a comprehensive overview of the administrative hearing between Jon Paul Holyoak (Petitioner) and the Camelback Country Club Estates I & II Homeowners Association (Respondent). It analyzes the legal arguments, findings of fact, and the application of community Covenants, Conditions, and Restrictions (CC&Rs) within the Arizona Office of Administrative Hearings.


Key Case Information

Category Details
Petitioner Jon Paul Holyoak
Respondent Camelback Country Club Estates I & II Homeowners Association
Case Numbers 18F-H1818030-REL and 18F-H1818031-REL
Administrative Law Judge Tammy L. Eigenheer
Hearing Date May 2, 2018
Decision Date May 25, 2018

Core Themes and Legal Principles

1. Burden of Proof

In administrative proceedings regarding homeowners association disputes, the Petitioner bears the burden of proving that the Respondent violated community CC&Rs or state law (A.R.S. § 33-1805(A)). The standard used is a preponderance of the evidence, defined as evidence that carries the most convincing force and greater weight, rather than simply the number of witnesses.

2. CC&R Interpretation and Enforcement

The case highlights the necessity for associations to cite correct and applicable sections of their governing documents when issuing violations and fines.

  • Broad vs. Specific Language: The ruling on the landscaping issue (Section 28) demonstrates that "reasonable person" standards apply to terms like "unsightly material" or "properly cultivated."
  • Procedural Accuracy: The mailbox dispute (Section 12) illustrates that citing an inapplicable section of the CC&Rs—such as applying a "building" restriction to a mailbox—can invalidate a fine.

Case Analysis: 18F-H1818030-REL (Landscaping)

The Dispute

Respondent cited Petitioner for violating CC&R Section 28, which requires lot owners to keep plantings "neatly trimmed, properly cultivated, and free of trash, weeds and other unsightly material." The HOA alleged Petitioner had a dead olive tree in the front yard and trees with dead branches in the back yard.

Petitioner’s Defense
  • The olive tree was "in distress," not dead.
  • Petitioner and his landscaper were attempting to nurse the tree back to health.
  • The tree was eventually removed in April 2018 after it failed to recover.
  • The backyard trees were healthy and intended to provide privacy.
Findings and Conclusion

The Administrative Law Judge (ALJ) ruled in favor of the Respondent. The ALJ determined that:

  • Petitioner provided only "self-serving statements" that the tree was alive.
  • Photographic evidence suggested a reasonable person would view the tree as dead.
  • A dead tree constitutes a failure to keep plantings "neatly trimmed" or "properly cultivated."

Case Analysis: 18F-H1818031-REL (Mailbox)

The Dispute

Respondent issued fines ($50 and $100) regarding an "additional" freestanding mailbox on Petitioner's lot. The HOA claimed there was no architectural application on file for the modification. Over four notices, the HOA cited three different CC&R sections (Sections 27, 12, and 8).

Petitioner’s Defense
  • The mailbox existed when he purchased the home in 2012.
  • He received a statement at the time of purchase indicating no known covenant violations.
  • The United States Postal Service (USPS) requires the freestanding mailbox because the permanent monument mailbox is 15 feet from the curb, making it unreachable for vehicle delivery.
Respondent’s Evidence
  • The mailbox was an "eyesore," listing to one side, with peeling black paint (later painted pink and yellow).
  • Only three of 61 homes have freestanding mailboxes; Petitioner is the only one with two mailboxes.
Findings and Conclusion

The ALJ ruled in favor of the Petitioner. Key factors included:

  • Historical Acceptance: The mailbox was present at purchase, and the HOA had previously verified no violations existed.
  • Legal Inapplicability: The HOA primarily relied on Section 12 to issue the fine. Section 12 applies to "buildings" (single-family dwellings and outbuildings). The ALJ ruled a mailbox does not constitute a "building."
  • Inconsistency: The HOA's reliance on three different CC&R sections across four notices was deemed problematic.
  • Outcome: Petitioner was deemed the prevailing party. The HOA was ordered to refund Petitioner’s $500 filing fee.

Short-Answer Practice Questions

  1. What is the legal definition of "preponderance of the evidence" according to the document?
  2. Under which CC&R section was the Petitioner cited for failing to remove dead foliage?
  3. Why did the Petitioner argue that the freestanding mailbox was necessary for his property?
  4. What was the specific reason the ALJ found the HOA's fine regarding the mailbox to be a violation of the CC&Rs?
  5. How much was the Respondent ordered to pay the Petitioner following the decision in Case 18F-H1818031-REL?
  6. What was the Respondent’s specific complaint about the appearance of the mailbox in the later stages of the dispute?
  7. What does an "Order Nunc Pro Tunc" signify in the context of this case?

Essay Prompts for Deeper Exploration

  1. The Limits of Architectural Control: Analyze the ALJ's decision regarding the mailbox. Even though the HOA argued the mailbox was an "eyesore" and lacked an architectural application, why did the Petitioner prevail? Discuss the importance of the "statement of no known violations" provided at the time of property purchase.
  2. Reasonableness in Landscaping Standards: In Case 18F-H1818030-REL, the ALJ used a "reasonable person" standard to determine if a tree was dead. Explore the tension between a homeowner's right to "nurse a tree back to health" and an association's right to enforce aesthetic standards.
  3. Administrative Consistency: The Respondent cited three different CC&R sections (8, 12, and 27) regarding the mailbox violation. Discuss how this inconsistency impacted the legal outcome and what it suggests about the requirements for HOA enforcement procedures.

Glossary of Important Terms

  • A.R.S. § 32-2199 et seq: The Arizona Revised Statutes granting the Department of Real Estate jurisdiction over disputes between property owners and homeowners associations.
  • Appurtenant: Belonging to; accessory or incident to a main structure (e.g., a private garage appurtenant to a dwelling).
  • CC&Rs: Conditions, Covenants, and Restrictions; the governing documents that dictate the rules and maintenance standards for a community.
  • Courtesy Notice: A preliminary communication sent by an HOA to a homeowner to flag a maintenance issue before formal fines are levied.
  • Nunc Pro Tunc: A Latin term meaning "now for then," used by a court to correct clerical errors or omissions in a previous order to reflect what was actually intended or done.
  • Outbuildings: Smaller buildings on a lot that are separate from the main dwelling, such as sheds or detached garages.
  • Petitioner: The party who initiates a lawsuit or petition (in this case, Jon Paul Holyoak).
  • Preponderance of the Evidence: The evidentiary standard in civil/administrative cases where the judge determines which side's evidence is more convincing and likely to be true.
  • Respondent: The party against whom a petition or lawsuit is filed (in this case, the Homeowners Association).

HOA Disputes and Legal Realities: Lessons from Holyoak v. Camelback Country Club Estates

1. Introduction: When CC&Rs Go to Court

In the quiet cul-de-sacs of Arizona’s planned communities, the relationship between homeowners and their Associations (HOAs) is governed by a thick stack of Covenants, Conditions, and Restrictions (CC&Rs). While these rules are designed to preserve property values, they often become the front lines of bitter administrative battles. When enforcement is handled with precision, the HOA maintains order; when it is handled with inconsistency, it leads to costly legal defeats.

The consolidated cases of Jon Paul Holyoak v. Camelback Country Club Estates I & II HOA offer a masterclass in the complexities of community law. Centered on two seemingly mundane issues—a struggling olive tree and a freestanding mailbox that was once painted bright pink and yellow—the dispute escalated to the Office of Administrative Hearings (OAH). For legal observers and community specialists, the rulings provide a clear roadmap of how Administrative Law Judges (ALJs) interpret governing documents and the high price an Association pays for shifting its legal theories mid-stream.

2. The Landscape Battle: When is a Tree Truly "Dead"?

In Case No. 18F-H1818030-REL, the Association sought to enforce Section 28 of the CC&Rs, which mandates that all plantings be "neatly trimmed, properly cultivated, and free of trash, weeds and other unsightly material." The dispute hinged on a front-yard olive tree and a backyard eucalyptus.

The Petitioner’s Argument Jon Paul Holyoak (the Petitioner) contended that his olive tree was not dead but merely "in distress." He testified that he and his landscaper were actively nursing the tree back to health. Though he ultimately removed the tree on April 25, 2018—just one week before the hearing—he argued the prior fines were improper. Regarding his backyard, he claimed his trees were healthy and intended to provide privacy.

The Respondent’s Evidence The Association (the Respondent) countered with testimony from a board member who observed that the olive tree had no leaves and appeared dead from the roadway. Furthermore, the Respondent provided evidence of a eucalyptus tree in the rear of the property with dead branches clearly visible from the public sidewalk.

The Ruling: The "Reasonable Person" Standard The ALJ denied this portion of the petition, siding with the Association. The judge applied a "reasonable person" standard, noting that photographic evidence clearly showed a tree any observer would conclude was dead. The Petitioner’s defense failed because he provided nothing more than "self-serving statements" to counter the visual evidence. Even though the Petitioner removed the tree shortly before the hearing, the ALJ upheld the violation based on the tree's condition at the time the notices were issued.

3. The Mailbox Mystery: Buildings vs. Structures

While the Association won the landscape battle, the dispute over a freestanding mailbox (Case No. 18F-H1818031-REL) proved to be their procedural undoing. Though the mailbox was at one point painted "bright pink and yellow," the Association’s inability to settle on a single legal theory for its removal proved fatal to their enforcement action.

The "Moving Target" of Enforcement The Association issued four separate notices, but they struggled to identify which rule the mailbox actually violated. The shifting citations were mapped as follows:

  • Notice 1 (Oct 17): Cited Section 27 (Property Maintenance/Disrepair).
  • Notice 2 (Dec 14): Switched to Section 12 (Restrictions on "Buildings").
  • Notice 3 (Jan 25): Continued with Section 12 and imposed a $50 fine.
  • Notice 4 (April 11): Switched to Section 8 (Architectural Committee approval for "structures") and imposed a $100 fine.

The ALJ noted a critical procedural error regarding the fourth notice: because it was issued after the Petitioner had already filed his legal petition, it was "not properly before the tribunal" and was disregarded entirely.

The Semantic Defeat: "Building" vs. "Structure" The Association’s primary enforcement relied on Section 12, which governs "buildings." However, the ALJ found this section legally inapplicable. Under the CC&Rs, a "building" is specifically defined as a single-family dwelling or a customary outbuilding. The judge ruled that a mailbox, regardless of its color or location, is neither a dwelling nor an outbuilding. Because the Association applied a "building" rule to a non-building structure, the $50 fine was deemed a violation of the CC&Rs.

The Pre-existing Condition Defense Further complicating the Association’s case was the "no known violation" statement the Petitioner received when he purchased the home in 2012. The mailbox existed at the time of purchase, and the Association’s failure to identify it as a violation during the transfer effectively barred them from claiming it was an unapproved architectural modification years later.

4. The Final Verdict and Financial Fallout

The final judgment was a split decision that served as a sharp rebuke of the Association’s administrative handling.

Case Element Final Adjudication
Landscaping (18F-H1818030-REL) PETITION DENIED (Association Prevails)
Mailbox (18F-H1818031-REL) PETITIONER DEEMED PREVAILING PARTY
Financial Penalty Respondent (HOA) ordered to pay Petitioner’s $500.00 filing fee

**Correcting the Record: Nunc Pro Tunc Orders** The legal record required two subsequent Nunc Pro Tunc ("now for then") orders to correct clerical errors. On May 30, 2018, the ALJ issued a correction to the original May 25 order, which had accidentally listed the mailbox case as the denied petition; the correction clarified that the landscaping petition was the one denied. A second order on May 31 corrected the original decision's issuance date. These technical corrections were necessary to ensure the financial and legal liability was accurately assigned to the Association.

5. Key Takeaways for Homeowners and Boards

The Holyoak case provides four essential lessons for community associations:

  1. Consistency in Citation is Mandatory: Switching between different CC&R sections during an enforcement action suggests a "scattershot" approach. An HOA must identify the correct section before the first notice is sent; failure to do so can invalidate fines.
  2. Subjective Claims Require Objective Evidence: In landscaping disputes, a homeowner’s "self-serving statements" that a tree is alive will not overcome photographic evidence of dead foliage. Expert testimony or dated photos are required to win.
  3. The Precision of Legal Definitions: Terms like "building" and "structure" are not interchangeable. In this case, the Association lost because they attempted to use a rule governing dwellings (Section 12) to regulate a mailbox. Semantic precision is the difference between a valid fine and a legal defeat.
  4. The Finality of Purchase Disclosures: The "no known violation" statement issued during a property transfer is a binding document. Associations cannot wait five years to cite a pre-existing condition they cleared at the time of sale.
6. Conclusion: Navigating the Neighborhood Peace

The conflict between Jon Paul Holyoak and the Camelback Country Club Estates HOA highlights the tension between aesthetic standards and legal adherence. While the Association may have had a valid aesthetic grievance regarding a "pink and yellow" mailbox, their procedural failures and shifting legal theories rendered their enforcement toothless.

For Association boards, the lesson is clear: aesthetic frustration does not excuse legal imprecision. For homeowners, the case proves that a thorough understanding of community definitions and a paper trail from the date of purchase are the best defenses against overzealous enforcement. Clear communication and strict adherence to the text of the CC&Rs remain the only reliable paths to maintaining both property values and neighborhood peace.

Case Participants

Petitioner Side

  • Jon Paul Holyoak (Petitioner)
    Also appears as John Paul Holyoak in some documents

Respondent Side

  • Gary Linder (Representative)
    Jones, Skelton & Hochuli, P.L.C.
    Also listed as J. Gary Linder
  • Diana Elston (Representative)
    Jones, Skelton & Hochuli, P.L.C.
    Also listed as Diana J. Elston
  • Terry Rogers (Board Member)
    Camelback Country Club Estates I & II Homeowners Association
    Testified as a witness for the Respondent

Neutral Parties

  • Tammy L. Eigenheer (Administrative Law Judge)
    Office of Administrative Hearings
  • Judy Lowe (Commissioner)
    Arizona Department of Real Estate
  • Felicia Del Sol (Administrative Staff)
    Office of Administrative Hearings
    Transmitted documents