▼

CivicRec

Show All Answers

1. How do I create a CivicRec account?

Setting up a CivicRec account is a one-time process. Residents may create one CivicRec account per household. 

• Go to CivicRec
• Click Log in/Create Account in the upper left corner
• Click Create Your Grayhawk Account
• On mobile devices, select Account in the upper right corner and click Sign Up
• Fill in required information for the primary account holder, except emergency contact
  • Note: The email address entered first will be the login for the household account
  • Note:  Don’t forget to add your mobile carrier in order to receive text alerts
• Click Next Step: Other Account Members at the bottom right to add additional family members. Your entire family will utilize one account.
• Click Save and Close at the bottom right

2. How do I add family members to my account?

• Go to CivicRec 
• Click Log in/Create Account in the upper left corner
• Log into your account
• Click Account in the upper left corner
• Click Add New Account Member
• Follow the instructions to create a new account then click Save Account Member

3. How do I reset my password?

• Go to CivicRec
• Click Log in/Create Account in the upper left corner
• Click Forgot Password
• Enter your email address and if you have a Grayhawk CivicRec account, a new password will be sent

4. How do I update my information online?

Yes, you can update your information anytime. Click on Account from the online catalog page. This will take you to your dashbaord screen. Click the pencil icon to the right of your name and address to edit. Update any information as needed, and then click Save User on the bottom left of the screen.

Please note that this only applies to your CivicRec account. If you need to update contact information for the office or for gate access purposes in the Retreat Village, please use this form or call the GCA Office at 480-563-9708.

5. How do I register for an activity?

• Go to CivicRec
• Click Log in/Create Account in the upper left corner
• Log into your account
• Click Catalog in the upper left corner
• You may use the Search field or filter function on the left side of the page
• Click on the event, class or activity you wish to register for. This will open up details about the event, such as date, time, cost and location
• On the right-hand side of the event details, you will see your household members and can select who will be attending this event
• Once you have selected the members, click the green Add To Cart button. This will open your cart details on the right side of your screen. If you are ready to check out, select the blue Checkout button at the bottom
• If the event you selected requires more information, you will be prompted with instructions before you are able to check out. If you do not have any prompts, select Complete Payment
• The following page will allow you to input your payment information
  • Some events may not require payment; however, you will need to complete this step
  • You will have the option to securely save your credit card for future transactions

6. Can I register at the door?

Most all Grayhawk events require registration in advance in order for staff and vendors to be fully prepared. Please pay close attention to registration deadlines and contact the Lifestyle Director at 480-563-9708 id you have any questions. 

7. Can I bring my pet to a activity?

Grayahwk is a pet-friendly community and there are a number of events where pets are encouraged. However, there are some events and programs that we ask residents to keep their pets at home for the safety of your pet and other residents attending. Please reach out to the Lifestyle Director at 480-563-9708 prior to attending an event to verify that pets are welcome.

8. What happens if I am on the waitlist for an event?

If a spot opens and you are next on the wait list, the Lifestyle Director will contact you to verify that you are still able to attend the activity. 

▼

Grayhawk Community Association

Show All Answers

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

A management company is contracted by the Board of Directors to provide such services as: collection of assessments, supervision of subcontractors, obtaining bids for subcontracted services, providing financial statements and collection reports, as well as a general clearing house for problem solving, communications with homeowners and the Board of Directors, and to serve in an advisor capacity. The management company reports directly to the Board and all decisions are made by a majority vote of the Board of Directors. The management company staff for for the Grayhawk Community Association and Retreat Village Association, CCMC, may be reached online through the Management Office page. 

Condominium and townhomes have sub-associations, and their management companies can be reached online through the sub-association contacts page. 

2. What is a community association?

It is a non-profit corporation registered with the State and managed by a duly elected Board of Directors. Its purpose is to maintain all common areas and to govern the community in accordance with the provision of the legal documents: 

• Articles of Incorporation
• Bylaws
• Covenants, Conditions and Restrictions

The governing legal documents for the association may be viewed online within the Resource Center page of this site. The corporation is financially supported by all members of the homeowners association. Membership is both automatic and mandatory.

3. What are the CC&Rs?

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

4. What are the bylaws?

The bylaws are the guidelines for the operation of the non-profit corporation. The bylaws define the duties of the various offices of the Board of Directors, the terms of the Directors, the membership's voting rights, required meetings and notices of meetings, and the principal office of the Association, as well as other specific items that are necessary to run the Association as a business. The bylaws for the association may be viewed online within the Resource Center page of this site.

5. What is the Board of Directors?

The Grayhawk Community Association is a corporation and therefore a governing body that is required to oversee its business. The Board of Directors is elected by the homeowners, or as otherwise specified in the bylaws. The limitation and restrictions of the powers of the Board of Directors is outlined in the Association governing documents found within the Resource Center page of this site.

6. Are there any other rules?

Most associations have developed Rules and Regulations as provided for in the CC&R's and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and pool use hours, etc. In addition, the association has adopted Architectural Guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. 

These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well. Violations of these rules may result in action by the Board of Directors and a fine. In addition, if you proceed with an exterior improvement or change without written approval from the Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or be fined for the violation. For more information about this topic view the Resource Center page.

7. If a neighbor is in a violation of the policies and guidelines, what can I do?

If residents cannot resolve a situation between themselves, then turn to your association. Should you have a situation that does not appear to be resolved through neighborly means, and you are willing to actively participate in the enforcement provided by the policies and guidelines, you may complete a Covenant Violation form online. If the situation is deemed in violation of the policies and guidelines, the Board of Directors will institute the enforcement policy. Your continued assistance may be required.

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

Yes. Notice of the time and place of any regular board meeting will be noted in the Grayhawk Flight community publication or accessed online from the calendar.

9. If I want to serve on a committee, how I can get involved?

If you are interested in volunteering, please fill out the online volunteer form found in the Resource Center page of this site.

10. What is my assessment?

The assessment is the periodic amount due from each homeowner to cover the operating expenses of the common area and provide for reserve funds for replacement of common facilities in future years. Your assessments are billed quarterly and are due on the first day of the first month of the quarter (January 1, April 1, July 1, and October 1). Statements will be sent for assessments as a reminder of the amount due.

11. How is the amount of my assessment determined?

The community's Declaration requires an initial budget from the developer for the community. This budget is set upon specific guidelines for utilities, landscaping, administration, etc. Reserve funds are monies set aside for future expenses due to the life expectancy of certain items: lighting, street resurfacing, pool equipment, etc. These amounts are then divided by the number of units built in a given phase of the development. Subsequent budgets are developed by the Board of Directors and adjusted periodically to meet anticipated expenses.

12. Will my assessment go up?

There is no concrete answer to this. Typically the Covenants, Conditions and Restrictions (CC&Rs) provides for annual increases, but not to exceed 10% per year without the vote of the membership. The Board of Directors may approve an increased budget, increasing your assessment up to this percentage in order to cover increased costs of operating and maintaining the common area and sufficient reserve funds.

13. What happens if I don't pay my assessment?

The maintenance and management services incurred by the Association are dependent upon timely receipt of the assessments due from each homeowner. Late payments will result in a late charge as assessments are due on the first day of the first month of the quarter. In addition, the Covenants, Conditions and Restrictions (CC&Rs) allows the Association to charge late charges and interest and proceed with a lien on your property, or foreclosure proceeding for nonpayment of assessments.

14. Where do I go for a pool key?

Pools keys for non-condominium pools may be picked up at the front desk of the Grayhawk Community Association Office. Condominium pool keys must be obtained through the sub-association management company.

15. Where do I go for a mailbox key?

Please contact the post office located at:
7339 E Williams Drive
Scottsdale, AZ 85255
Phone: 480-513-2935

16. How do I report a street light that is out?

Visit APS and fill out the form provided. You will need the address that is closest to the burnt out light, the number of the light located on the pole and the major cross streets closest to the light.

17. What days are my trash and recycle cans picked up?

Pink cans containing recycling are picked up on Tuesdays. Black cans containing trash are picked up on Thursdays. Cans should be placed and returned in a timely manner.

18. How do I contact roving patrol?

Please contact the guardhouse at either Talon 480-502-7685 or Raptor 480-502-5078 so that they may radio dispatch patrol.

19. How do I get my transponder installed or replaced?

Transponders are installed or replaced at the Grayhawk Office at 7940 W Thompson Peak Parkway, Suite 102, on Mondays from 8 a.m. to 9 a.m., Tuesdays from 2 p.m. to 3 p.m., Wednesdays from 9 a.m. to 10 a.m., Thursdays from 12 p.m. to 1 p.m. and Fridays from 8 a.m. to 9 a.m. Each household may have up to four transponders with the first two being free of charge and the third and fourth device at a cost of $40 each. 

Replacement transponders due to windshield replacement, a new car, etc. carry a $15 fee. You may be with credit card, cash, check or by charging the association account. No appointment is necessary but you must have the car with you to have the transponder installed.

20. What do I do if I see criminal activity or vandalism?

Please contact the Scottsdale police at 480-312-5000 or 911 if it is an emergency. The roving patrol only has the authority to observe and report to the police.

21. What is happening with the Cox Communications bulk contract?

As of December 31, 2011 the Grayhawk Community Association will no longer have a bulk contract with Cox Communications. Beginning in January 2012, the $388 that is now included in your assessment annually will be removed and you will be responsible for finding your own television service provider.

22. When is the Board of Directors elected?

The GCA and RVA Board of Directors is elected each year at the Annual Meeting in March.

23. What is the community enhancement fee?

The community enhancement fee is charged upon the sale of a home and the fee goes into the community enhancement fund, which is used for future projects within the community. The current community enhancement fee is 1/2 of 1% of the sales price of the home for the GCA and 3/8 of 1% of the sales price of the home for the RVA (if the property is in the Retreat Village).

▼

Privacy Policy

Show All Answers

1. What is "personally identifiable information?"

Personally identifiable information is information that can be used to identify you as a unique individual, such as your name; home, email or other address; telephone number; birth date; credit card number; and similar personal information.

2. What personally identifiable information do we collect about you through our online services?

We collect personally identifiable information about you in a number or different ways through our online Services. Your association or its management company may give us personally identifiable information about you to permit us to verify your identity as a person who is entitled to register to use and to continue to use the Services we provide to you and your association through your association's management company. When you register to use Services, we will ask for certain personally identifiable information to confirm your identity as a person authorized to use the Services. This information is required to be complete and accurate at the time it is given, and to be updated so that it is at all times accurate and complete, as a condition of your continued ability to use the Services.

Once you have registered to use the Services, whenever you sign in to use the Services your personal identity is known to us. Other personally identifiable information about you may be given to us by the association, its management company, or you in order to render the Services. For example, we may assist the association's management company in compiling an electronic database of members of the association, or posting an online directory of members.

You may give your credit card number to the association or its management company through the Services in order to pay your association's dues or assessments. However, prior to its transmission to your association's (or its management company's) bank, your credit card information is encrypted through the use of secure server software and is then transmitted in this secure and encrypted fashion. Your credit card information is not retained by us. If you send an email message, we will receive your email address and any other personally identifiable information you may include in that message.

3. Our use of cookies: what they are and how we use them?

A cookie is a small data file that a web server sends to your web browser (your computer's hard drive) so it can be later read by the web server. We use cookies to help us identify you so that you are able to use Services that are restricted to authorized users. We may also use cookies for purposes such as tracking web site or Services use, length and nature of use, number of members, traffic patterns and other business purposes. We may do this in an anonymous fashion (in a manner that does not attempt to personally identify the user); however, once you have registered to use our service, you are no longer anonymous to us when you use our Services.

When users or other visitors visit a web site that we manage, our web servers automatically record certain information and retain it in the web servers' logs. This information may include your IP address, domain name, browser type, date and time of the visit and similar information that is not normally considered "personally identifiable information".

4. Who is collecting the information?

We collect personally identifiable information about you in connection with the provision of our Services. Contractors that we engage to provide some of the Services may also collect personally identifiable information about you in connection with the performance of those Services. We require those contractors to adhere to privacy policies no less stringent than our Online Privacy Policy. websites that are linked to our site may also collect personally identifiable information about you. We have no control over the information gathering practices of those sites and they are not covered by our Online Privacy Policy. We encourage you to read the privacy policies of any such third party.

In the course of using the Services, you may provide personally identifiable information to others. For example, you might post a message to a message board or send an email to another member, your association or the association's management company, that may contain personally identifiable information. We do not control the privacy practices or policies of any such person or entity, and they are not covered by this Online Privacy Policy.

5. How is the information used?

We use your personally identifiable information that we collect through your use of the Services to provide the Services, and to help us improve our Services. We may share anonymous information, or information that is "aggregated," to better understand the users of our Services and enhance or improve our Services, but we will do so only in a manner that does not personally identify you.

6. Who do we share the information with?

We do not sell or rent your personally identifiable information in the normal course of our business; however, if all or substantially all of our assets are sold to a third party, your personally identifiable information will be included in the assets transferred. We share your personally identifiable information with your association and the association's management company, on whose behalf we are providing the Services. We also share the information with third parties that may provide a portion of the Services. We do not allow such third parties to use that information other than in connection with the provisions of the Services. We may disclose personally identifiable information to any third party if required to do so by law or regulation, or if we believe in good faith that such disclosure is necessary to:

• Comply with legal process
• Enforce the Terms of Service
• Protect the rights, property, or personal safety of us, other Users or the public
• Respond to claims that any content of any portion of the Services violated the rights of third parties

7. What are your choices regarding the collection, use and distribution of your information?

If we wish to collect, use or share your personally identifiable information through our online Services in a way that is not provided in this Online Privacy Policy, we will notify you and you will always have the option of not permitting the collection, use or transfer. However, if such proposed collection, use or transfer is a condition of our provision of any of the Services, your refusal to grant permission may result in your inability to use all or a portion of the Services.

By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set or to reject all cookies. However, if you choose to reject all cookies or if you enable other software that prevents cookies from operating, you will be unable to use the Services.

8. How you can correct inaccuracies in or update your information?

Personally identifiable information about you may be contained in an online database maintained in connection with provision of the Services. Your personally identifiable information that is contained in any such database should be accessible by you online, if you wish to correct any inaccuracies, as long as you are an authorized User of the Services. Obviously, certain personally identifiable information, such as the address of the “unit” that you own, cannot be changed without verification by your association or its management company. We are not responsible for information contained in such online databases.

We may maintain our own separate databases in order to provide the Services, to which you will not have online access. For example, we may maintain one or more databases of members of an association who are entitled to become and remain users of the Services. Such databases may contain information furnished by the association, its management company and/or members, or otherwise collected as set forth in this Online Privacy Policy. If you wish to ask us about the personally identifiable information that we may have collected about you and that is not available to you online, you should email Support.  We will use commercially reasonable efforts to comply with your request, and to update and/or correct any personally identifiable information that is contained within such databases.

9. What security procedures are in place to protect the loss, misuse or alteration of the information?

Access to the Services, including to databases containing personally identifiable information, is password protected. Any personal information that you have posted in any portion of the Services (e.g. a message board) should be accessible only by the association, the association's management company, other members and other authorized Users of the Services. It is the responsibility of each User to protect the User's password. Do not divulge it to anyone. Log off your computer or close your browser window to ensure that others cannot access your password.

We use industry-standard software, hardware and other measures, to protect the confidentiality, security and quality of information we collect, and to protect it from unauthorized access or disclosure or accidental loss, alteration or destruction. Due to the nature of the Internet and computer security, we cannot warrant or guarantee that security will never be breached.

10. How do we protect children's privacy?

You must be 18 years of age or older to register to use the Services. We do not knowingly collect personally identifiable information from children under the age of 13. If such information is inadvertently or unknowingly collected, it is our policy to destroy or delete it upon discovery.