Homeowners' Handbook
(This edition replaces all prior editions and the Frequently Asked Questions.)
Updated —April 2011
Dear Neighbor,
Welcome to Cloisters West, our community of one hundred and nine townhouses, located at the intersections of Reservoir Road and 36th Streets, NW. Access to the community is from both 37th Street and Reservoir Road, NW or via 35th Street NW via a private lane known as Winfield Lane. We are joined on the east by the smaller, twenty-nine-townhouse development called The Cloisters of Georgetown. Georgetown University is to our west, and Georgetown Visitation Preparatory is to the south. The property was constructed between 1983 and 1987 on land purchased from Georgetown Visitation Preparatory.
As you acquaint yourself with the neighborhood and your home here at Cloisters West, please take the time to review this Community Handbook. The information describes how the Cloisters West Homeowner's Association (CWHOA) functions and provides information most useful to new residents. We hope that it will answer many of your questions about living here. Please keep it as a reference. This handbook does not replace the Cloisters West HOA governing documents, which you should have received from the seller when you purchased your home.
If you have questions on issues that we have not addressed in this Handbook, please feel free to contact the property manager, Randy Nolan, at:
Tilton Bernstein Management
1827 14th Street, N.W.
Washington, DC 20009
202-232-5247 or Randy@tiltonbernstein.com
Please fill out the information sheet (Exhibit C) and return it as soon as possible to the property manager. We encourage you to participate in the homeowner association's affairs and activities. You are welcome to attend the first 30 minutes of monthly Board meetings, and we are always looking for volunteers and suggestions. By getting involved, you can help enhance both our quality of life and property values.
Enjoy your new home in Cloisters West.
Sincerely,
The Board of Directors
II. Homeowners Association
|
III. Buying/Selling a Residence
|
IV. General Information: Common Areas, Grounds Maintenance, General Repair, Trash Removal, Snow Removal, Monthly Assessments and Payment of Fees
|
|
Noise, Pets, Parking, Exterior Changes, Helpful Hints
|
|
|
Exhibit B Change Request Form
|
Exhibit C Homeowner Information Sheet
|
|
|
Managing Agent
Randy Nolan
Tilton Bernstein Management
1827 14th Street, N.W.
Washington, DC 20009
202-232-5247, ext. 22
Randy Nolan is our property manager at Tilton Bernstein Management (TBM), and you may reach him at the above number. Always call with specific questions, concerns, and service requests. Outside of normal business hours, leave a voicemail message at extension 22 and include your name, address and phone number; identify yourself as a resident of Cloisters West. Randy prefers email to voicemail. randy@tiltonbernstein.com.
For emergency situations 24 hours a day, Tilton Bernstein Management provides an on-call manager at the above phone number who will quickly return your phonecall. Leave your name, address and phone number and identify yourself as a resident of Cloisters West. This feature is for emergency use only. Always call the property manager first with specific questions, concerns, and non-emergency problems.
Emergency Numbers
Fires and Ambulance: 911
Police Central Dispatch: 202-727-1010
In case of fire, break-ins, property destruction, crimes against a person, or life and death situations, contact the appropriate civil authorities first, and later report the problem to the Association's property manager.
Non-emergency Numbers
Department of Motor Vehicles: 202-727-5000 Closest location, Georgetown Park. All residents living in The Cloisters who have registered their cars in the District are eligible to get Zone 2 residential parking stickers, allowing you to park on the streets of Zone 2 for more than two hours.
Parking Enforcement: To have an illegally parked vehicle ticketed, call 202-727-1000 or 311 Monday — Friday; 911 Saturday and Sunday.
(As Winfield Lane is a private road, the parking enforcement department will only ticket if the vehicle is in a fire lane or in your carport.)
ABC Towing: 202-338-2222 (Only if vehicle is ticketed by the parking enforcement department and/or the police.)
Georgetown University
Office of Student Affairs: 202-687-4056 to report general complaints
Weekend Hotline Number: 202-687-8413 between 9pm and 3am on Friday and Saturday nights to report loud parties or other disruptions
When you purchase a residence in the Cloisters West Community you automatically become a member of the Cloisters West Homeowners Association, Inc. (CWHOA), a District of Columbia non-stock, non-profit corporation.
Like other corporations, it has a Board of Directors. The Board consists of volunteers who are elected by the Association's members--the homeowners. The Board in turn selects the Association's officers. The Board of Directors meets regularly throughout the year and all owners are welcome to attend the first 30 minutes of the meetings. Board meetings minutes including the next meeting’s date are posted on the website: www.cloisterswest.org.
The Association runs in accordance with its governing documents, which you should have received from your seller. You may order a set from the managing agent for a fee to cover printing and handling. The governing documents include the Articles of Incorporation, the By-Laws and the Declaration of Covenants: Conditions and Restrictions relative to the Association. These documents are also available our website: www.cloisterswest.org.
The Association through its Covenants Committee is charged with maintenance oversight to assure the attractiveness of the property and to protect our investment in the community.
The Association holds an annual meeting in June. The Association By-laws provide that the Board secretary or person authorized to call the Annual Meeting mail written notification of such Meeting to each voting member at least fifteen (15) but not more than sixty (60) days prior. The notice is sent to the member's address last appearing on the books of the Association or otherwise supplied by such member to the Association. The primary purposes of the Annual Meeting are to permit the Board of Directors to present an annual report to the members and for the members to elect new Board members to replace those who’ve completed their terms.
All homeowners in good standing are eligible for election to the Board of Directors. The property manager distributes a nomination petition to each homeowner prior to each Board election. The names of all candidates who return a petition are placed on the ballot. At the Annual Meeting, each homeowner (co-owners vote as a single entity) may cast one vote for each position to be filled. The five members of the Board are elected for a two-year term. A Board member can serve a maximum of two consecutive two-year terms, and, after being off the Board for two years, an additional two-year term.
If you have any questions or would like to volunteer to serve on any Association committee, please contact the property manager or any Board member.
III. Buying/Selling a Residence
When you sell your residence, it is your responsibility to:
1. Advise the settlement attorney and the prospective purchaser of the existence of the Homeowners Association and the Governing Documents, and provide the prospective purchaser with a copy of the required resale package. Promptly notify the managing agent of your request for a "resale package" (which must be purchased prior to its preparation).
2. Promptly send the managing agent proof of sale in the form of an affidavit, executed deed, or settlement sheet, for record keeping purposes.
Common Areas
All the houses within our community are individually owned. Homeowners are responsible for their own maintenance and repair but not for repair of common and limited common elements. Each home is heated and cooled by its own HVAC system, and each home has its own hot water heater. There are no central mechanical systems.
The common areas and facilities of the Association consist of Winfield Lane, certain open green spaces, sidewalks, pathways, and the like. The Association is responsible for keeping the common areas and facilities clean and orderly, including making repairs to common areas and removing snow from Winfield Lane, the sidewalk along Reservoir Road and the sidewalks in the East Courtyard and West Courtyard (which is not common property but is cleaned as a courtesy).
Almost all property abutting Winfield Lane is privately owned, and every consideration should be extended to these property owners. Children and pets should not be allowed to trespass on this private property. Dogs must be on a leash at all times when outdoors and should not urinate or defecate within the boundaries of the CWHOA.
Grounds Maintenance and General Repair
The Association maintains all common areas including installing, watering, fertilizing and trimming the landscaping. Once a week the management company representative is on site to inspect the property.
The Association maintains the roads, pathways, streetlights, common area fences, and common area drains. However, if a homeowner hires a company for an exterior repair, such as for cable television, telephone, water or electric utilities, that requires use of a roadway, (s)he must inform Tilton Bernstein beforehand so that if damage results TMB can hold the proper party responsible. Please report any burned-out lights or required repairs to the property manager.
Note: The property manager, TBM, Inc, coordinates the above activities with the various vendors. TBM works for the Association, and its involvement is restricted to issues relating to common elements, the enforcement of Board Policies and Covenants, and the supervision of Board-hired vendors and service providers. TMB is happy to share with you the names and telephone numbers of vendors it uses such as plumbers, electrician, HVAC engineers, locksmiths, board-up services, painters, handy-men, or yard services. Please remember that TBM cannot order work in your unit, provide access to vendors contracted to do work on your unit or provide supervision for these vendors. Vendors are also listed on the website. The CWHOA does not take responsibility for the work of vendors on private property.
Trash Removal
A private contractor removes trash on Tuesday and Friday mornings. Recyclable rubbish (plastic and metal containers, glass and newspapers including color/glossy magazines) is collected on Tuesday mornings only. If a holiday falls on either day, the regularly scheduled service is provided on the following workday even if it is a Saturday. In the event that your trash is overlooked on the scheduled day, please notify the managing agent at (202) 232-5247 at once. Also, special pickups can be arranged at the homeowner's expense. The trash hauler is Tenleytown Trash, 202-364-9694.
Non-recyclable garbage and trash is to be placed outside in a lidded trash receptacle not earlier than 6:00 p.m. the night before regularly scheduled Tuesday and Friday pick-up. The receptacles must be plastic or rubber rodent-resistant garbage cans. Plastic bags with garbage may not be placed outside during the evening before pick-up, because even when securely sealed, they attract rodents when left outside over-night. If you have more garbage than can fit in your covered container, you may place it in a securely closed and tied heavy duty plastic bag but not before 7:00a.m on garbage pick-up day. Bags must not contain liquids because they compress in the trucks and spill onto the street.
Recyclable, rinsed empty glass, metal and plastic containers including soda, water and milk bottles marked on the bottom with PET-1 or PET-2; egg cartons, magazines, bulk mail, corrugated cardboard, paper boxes, paper and newspapers are to be placed in the lidded blue recycle bin as provided by Tenleytown Trash. Cardboard boxes must be broken down. Metal objects other than cans are not acceptable, nor are plastic bags or other plastic items not listed above. Recyclable trash may not be placed outside prior to 6:00 p.m. the evening before the Tuesday pick-up. As a precaution against bugs and rodents, rinse the containers. Non-recyclable and recyclable containers may not be left on the patio, driveway or carport but must be returned to your garage by the end of each pickup day.
The contractor will pick up Christmas trees on routine pickup days during the first two weeks of January. Please remove all tinsel and ornaments and place your tree, unbagged, at the curb. Brush should be cut into four-foot lengths with limbs no larger than six inches in diameter, tied in bundles no larger than two feet in diameter, and placed at the curb.
The company will not collect rocks, concrete, dirt, soil, sod, tree stumps, paint, motor oil, construction trash, combustibles, toxic or hazardous wastes, or any other material either excluded from the disposal site or determined by any applicable state or federal law to be hazardous or toxic. Toxic materials of any sort must NOT be set out for pickup as part of the regular service. Garbage trucks are not equipped to handle such items. They can cause costly damage, spraying paint on roadways and parked cars, for example. Go to dpw.dc.gov for hazardous waste drop-off.
Bulk items such as mattresses and tires will not be accepted for regular pickup. Items removed from inside or outside your house as part of maintenance or renovation need to be removed from the premises as part of that maintenance or renovation. From time to time, the Board will schedule a community-wide bulk item and hazardous waste pickup. Notices will be posted on the website.
Snow Removal
The Association maintains all streets and area walks, including those within the courtyard areas. The walkway in the WEST courtyard is not common property, but snow is removed as a courtesy to those homeowners. Steps, stoops, parking pads and private walks are the homeowner's responsibility. Denchfield Landscaping, Inc., which is contracted to clear the common areas, will also clear privately-owned property at the same time if you make arrangements directly with Denchfield, (303) 949-5000, and pay them a separate fee. The Association is not responsible for the adequacy of such services.
Payment of Monthly Fees
Each lot is assessed a monthly fee to pay for the upkeep--trash pickup, grounds and street maintenance and management fees of the common areas. The management company sends each homeowner a payment coupon book prior to July 1, the beginning of the fiscal year. Payment in the form of a check is due on the first of every month and should be mailed to the managing agent. Please write your check to either "Cloisters West Homeowners Association” or "CWHOA" and include your street and house number on the face of the check.
The monthly fee for fiscal year 2011-2012 is $170 for resident owners and an additional $46 for owners who rent the house or rooms within.
Your checks should be mailed or delivered to:
Tilton Bernstein Management, Inc.
1827 14th Street, NW
Washington, DC 20009
202-232-5247
You may also arrange for automatic debit of your monthly assessment by sending the Automatic Debit Form to the property manager. To do so, fill out the form (Exhibit E). A copy of the Association's collection policy is included with this handbook as Exhibit A.
PETS. Pets are permitted in compliance with the Association's Pet Policy (Exhibit F)
The Declaration of Covenants, a legal document recorded among the land records of the District of Columbia, contains a list of covenants governing the use of your property. All owners and lessees should become familiar with, the covenants and are obliged to comply. They cover such issues as the use of property, signs, noise restrictions, pets, property maintenance, exterior changes and maintenance, covenant violations, monthly assessment levels, and leasing your unit.
Four areas that often cause concern or raise questions are noise, parking, garbage, and exterior changes.
Noise
We are a small urban community living in close proximity and the construction layout of our townhouses actually amplifies noise. Even normal levels of conversation taking place outside can be heard inside when windows are open. Residents need to be considerate at all hours about the volume of their radio, television, musical instrument, or other machinery and equipment. Please keep the volume low between midnight and 8 a.m. on weekends and holidays, and between 10 p.m. and 8 a.m. on weekdays. Excessive noise can result in a fine, call to the police, or both. Motorcycles and motor scooters or similarly noisy vehicles may not be operated on common property roadways but must be walked to your garage for out-of-sight parking.
Pets
Pets are permitted. They must be leashed at all times when outdoors in the community. You are fully responsible if your pet causes personal injuries or property damage. DC pet laws and Cloisters West standards apply. Allowing your dog to urinate or defecate on community property can result in fines. Good places to walk your pet are Volta Park at 34th Street between P and Q Streets, the public school field on 37th Street between Reservoir Road and T Street, 35th Street south of Winfield Lane, and 37th Street north of Reservoir Road.
Parking
Parking on property owned by the Association is by permit only. There are only 16 parking spaces within Cloisters West, beginning at 3548 Winfield. (The spaces belonging to Cloisters of Georgetown are not for our use.) The Association owns all of Winfield Lane, and no owner or lessee has priority over any other owner or lessee for parking anywhere on Winfield Lane. Since each home provides two parking spaces–a garage and a parking pad–the 16 spaces are primarily for use by guests and service personnel. Owners and lessees must advise their guests of this and must give them their parking medallion as described below. Those hosting large gatherings should encourage their guests to carpool, take a taxi or use street parking in the area such as on Reservoir Road and 35th Street.
Everyone must observe the fire lane restrictions. The DC Fire Marshall's office has advised that its vehicles need easy access through Winfield Lane; without it rescue operations are hampered. Please note that both sides of all alleyways are designated as fire lanes. Vehicles parked on Winfield Lane in an area not designated as a fire lane should be positioned so they do not block emergency vehicles. If you or a guest park in a fire lane, you are subject to ticketing by the Parking Enforcement Department and/or MPD and towing by ABC Towing without notice. If you observe a car parked in a fire lane, you may have it ticketed by calling the police non-emergency dispatch number at 202-727-1000 or 311.
The following rules apply to parking:
1. No vehicle may be continuously parked in any one place on Winfield Lane for more than seventy-two (72) consecutive hours.
2. One (1) moveable plastic medallion is issued to each residence. Each medallion contains the address of the residence. Hang the medallion from your rearview mirror in clear view with the house number facing out. This is the only valid parking identification in Cloisters West. Requests for first, second or third replacement medallions must be made in writing to the property manager. A lost medallion can be replaced by purchase from the property manager, who marks it as a Duplicate, thereby voiding the prior medallion. The initial replacement fee is $100; the second, $200, and the third, $400. The property manager has no authority to issue a fourth replacement parking medallion, which is obtained by written appeal to the Board of Directors.
3. Parking medallions are to be used occasionally by guests and contractors, but not on a regular basis by homeowners to create a third parking space. Any vehicles parked in a permit space either without a medallion or parked regularly with a one will be assessed a fine of $100 for each 24 hour period that the vehicle is in violation of the parking rules. This amount will be automatically added to the homeowners HOA account. Please see Regulatory Resolution No. 2007-1 found on the Governing Documents page of the HOA website for further information.
4. Any vehicle found to be in violation of these rules is subject to ticketing and towing at the vehicle owner's expense. To have a vehicle ticketed, call the Mayor’s City Wide Call Center at 311 Monday-Friday and 911 Saturday-Sunday. ABC Towing has permission to enter the property to tow ticketed vehicles. Its phone number is (202) 338-2222.
5. Vehicles may extend from a driveway into Winfield Lane for reasons of safety only--steep driveways, snow and icy conditions.
6. No trucks, pickup trucks, RV vehicles, boats, commercial vans, taxi cabs, trailers, campers, motorcycles, motorized bikes, motor scooters or non-traditional bikes are to be parked on Winfield Lane or outside on your parking pad. Please park them in your garage.
7. Moving van parking must be coordinated with the management company.
Exterior Changes
The exterior appearance of our community is important both for esthetic reasons and to preserve our investment. Each homeowner must apply to the Covenants Committee in writing (see Exhibit B) to make any changes to the exterior of his or her home. If any homeowner allows his or her property to fall into a state of disrepair adversely affecting the attractiveness of the community, the Association may make repairs and add their cost to the homeowner's assessment.
The following general standards guide the Covenants Committee.
1. Doors and frames, windows, vents, trim and railings must be maintained. Any chipped, flaking, mildewed or generally deteriorated paint is not permitted. Repainting with the EXACT COLOR that was previously approved does not require another approval.
2. Proper mortar color is Brixment rw-5, available from Potomac Valley Brick, 3 Deerwood Circle, Rockville, MD 20849. T: 240-499-2666.
3. Gutters and downspouts must be in good working order and cleared of debris.
4. Landscaping - Homeowners are responsible for the maintenance of the lawn, shrubs and trees on their property. The area must be properly landscaped and weed-free and the ground must be adequately covered to prevent soil erosion. Private back gardens also must be kept free of weeds, garbage, other debris, garbage receptacles and recycle bins, as neighbors can view these private spaces. Garbage and recycle receptacles are to be kept inside your garage. All trees on private property must be pruned and properly maintained. No hardwood tree may be cut down without prior written CWHOA Board approval. In the event that such approval is granted and a hardwood is removed, it must be replaced with another hardwood of approved size within 30 days. Similarly, dead shrubs and plants must be removed and replaced within the 30-day time period. Ivy may be removed from brickwork and not replaced.
5. Fences should be in good repair, upright, without waves, bends or broken parts and gates should close properly.
6. Roofs should have no missing or loose shingles or flashing and must be replaced with shingles of the same color. Any variance must be addressed through an Exterior Change Request Form.
7. All exposed wiring associated with cable, phones, TV, etc. must be neatly tied, placed behind downspouts and/or covered with appropriate covers.
8. Satellite Dishes require that an Exterior Change Request Form be submitted to the Covenants Committee and approved before installation can begin. Cloisters West is cognizant of the Federal regulations that mandate the right of individuals to secure communications signals. Those regulations also support the right of associations such as ours to require that the placement and design of the hardware be consistent with the best interests of the community. Therefore, if you wish to install a satellite dish, the Covenants Committee will work with you to choose the least conspicuous location while maintaining the integrity of the signal. A satellite dish on the garage or front of your home is not allowed. The preferred location is the roof of your home. A secondary location is on the upper back wall of your home. Inform your satellite dish company that it needs to bring a ladder to reach the roof. Satellite dishes may be installed on the house rooftop on the rear of the house, inset four feet from the eaves, without need for an Exterior Change Request Form or Covenant approval. All other installation locations must be approved by the Covenants Committee prior to installation.
9. Front yards and back yards may have grass, shrubs, bushes, or trees. They must be weed- and trash-free, not overgrow and maintained regularly. If you walk your dog in your backyard, remove feces, as it attracts rats. Periodically use a hose to wash the patio to remove the smell of urine. An unsightly back yard can be seen by your next door neighbor, so make it nice to look at.
10. Rat abatement: The CWHOA has an active rat abatement program. You may see tamper-proof bait boxes along some of the bushes throughout the community. If you believe you have an active rat problem, email randy@tiltonbernstein.com. He will contact the exterminator for an inspection.
Tips to control rats:
a. Garbage cans should not have any holes and must have a functional lid.
b. Garbage cans should only be stored in your garage. Garbage cans cannot be stored in your carport and should not be stored on your patio, as both places attract rats.
c. Bird seed should never be spread on the ground anywhere, as it attracts rats. If you want to have a bird feeder, it should be squirrel-proof, as squirrels will shake the feeder, causing seed to fall to the ground and attract rats.
Helpful Hints
The following are suggestions to help you maintain your property and the esthetics and value of our community.
1. Front doors, garage doors, shutters will require less frequent repainting if semi gloss or gloss latex paint is used.
2. Existing fencing and brickwork can be rejuvenated by power-washing. Please verify that no chemicals are added to the solution. Use plain water, because chemicals are potentially dangerous to the environment and can deteriorate fencing and brickwork.
3. To remove excess mortar smears and construction dirt from bricks a product called “Sure Klean 600 Detergent,” a general purpose, concentrated acidic cleaner, effectively dissolves them. It’s available at Ernest Maier Block, 4700 Annapolis Road, Bladensburg, MD 20710: phone (301) 927-8300 and must be applied by a professional mason.
4. To remove the whitish coating (salt) that can appear on your brick exterior, a product called “Techniseal Efflorescence Cleaner” is effective, and requires a professional mason to apply with a sprayer, rubber gloves and protective clothing because it is a corrosive poison. Plants must be protected from it. It too can be purchased at Ernest Maier Block.
5. When you are out of town, please make arrangements to have your newspapers and packages picked up, and recycle receptacles and garbage cans put back in your garage. This is for your safety and protection as well as the safety and protection of neighbors.
6. In the same vein, outside porch and garage lights contribute to the safety of the community and should be maintained in good working order. Please do your part to contribute to the safety of our community by turning on your outside lights at night.
7. Christmas lights must be removed no later than January 10.
8. Any lessee wishing to make any exterior change must submit an application through his of her owner. Only an application properly completed and submitted by an owner will be given Board consideration.
SAFETY
Cloisters West Homeowners Association provides us the services of the Citizens of Georgetown, CAG, Public Safety Program. Please report any disturbances or suspicious activity to CAG at (202) 438-8917 or 438-8925. We’re covered from Tuesday-Sunday, 6p.m. to 3:30 a.m. by CAG Securitas Guard and from Friday-Sunday, 9p.m.-3:30 a.m. by the Reimbursable Metropolitan Police Department, MPD Detail. If you cannot reach CAG, call our block captain, Bev Casserly, at (202) 494-6433. Securitas and MPD cars routinely patrol our neighborhood. Upon request these guards will check doors and cars, and also remove newspapers from your front stairs and walks while you’re away. They will provide escort service to your home, car, or other neighborhood location.
PETS
Pets are permitted only in conformity with the Association's Pet Policy (Exhibit F). They must be leashed at all times when outdoors in the community. You are fully responsible if your pet causes personal injuries or property damage. DC pet laws and Cloisters West standards apply. Allowing your dog to urinate or defecate on community property can result in fines. Good places to walk your pet are Volta Park at 34th Street between P and Q Streets, the public school field on 37th Street between Reservoir Road and T Street, 35th Street south of Winfield Lane, and 37th Street north of Reservoir Road.
Collection Policy
The Declaration of Covenants and By-Laws requires each homeowner to pay all assessments when due. By doing so, the Association is able to pay its expenses and keep the assessments reasonable.
The Board of Directors has the duty to enforce collection of homeowner assessments. Having reviewed those provisions in our Declaration of Covenants and By-Laws and the collection enforcement policies followed by other communities, the Board adopted the following policy for those homeowners who fall behind in their assessments:
|
INITIAL DUE DATE
|
First day of each month
|
The assessment for each month is due and payable in advance.
|
|
FINAL DUE DATE
|
15th day of each month (or the next business day if the 15th falls on a weekend or holiday)
|
If payment is not received by the final due date, an administrative charge of Fifteen Dollars ($15.00) will be charged to defray the cost of notices, mailings, etc. A late notice will be sent to the delinquent homeowner.
|
|
ACCELERATION DATE
|
15th day of the following month (or the next business day if the 15th falls on a weekend or holiday)
|
If both the payment and administrative charge are not received by this date, the balance of the assessments for the entire fiscal year will become due and payable, together with interest on the entire amount from the Final Due Date to the date of payment. An acceleration notice will be sent to the delinquent homeowner.
|
|
FINAL NOTICE DATE
|
End of the month
|
If the accelerated assessment, administrative charge, and interest are not received by this date, a Final Notice will be sent by certified mail. This Final Notice, which will include a processing fee of twenty-five dollars ($25.00), is the last notice that will be sent before legal action is begun.
|
|
LEGAL ACTION DATE
|
Seven (7) business days
|
If all monies owed are not received by the Property Manager within seven (7) business days from receipt of the Final Notice, the collection matter will be turned over to the Association's attorney for legal action, and notification will be sent to the homeowner's mortgagee. A delinquent homeowner is liable for all legal and collection costs.
|
Additional policy provisions:
1. Payments will be applied first against the homeowner's oldest obligation.
2. A homeowner may appeal an administrative charge by writing to the Board of Directors indicating the basis for the appeal within thirty (30) days after the administrative charge is assessed. This appeal will be reviewed by the Board at its next meeting as long as all payments due from the homeowner have been made.
3. The administrative charge for a late payment may be waived in the following circumstances:
a. The delinquency is for a new homeowner’s first full monthly assessment.
b. The payment envelope is postmarked no later than one (1) day prior to the due date.
c. The delinquency is for the first month after an increase in the regular monthly assessments, provided the homeowner is otherwise current and has paid the assessment at the old rate.
d. The homeowner's previous six (6) monthly payments were received on time.
4. In the event the delinquent account is less than seventy-five dollars ($75.00), the Board of Directors may elect to refrain from:
a. Accelerating the balance of assessments due for the entire fiscal year,
b. Sending a Final Notice, or
c. Referring the matter to the Association's attorney.
In this situation, the following procedures will be followed:
a. Monthly late notices will continue to be mailed to the delinquent homeowner, and an additional fifteen-dollar ($15.00) administrative charge will be incurred.
b. During the month of March each year, notices will be mailed to each delinquent homeowner, to include the following:
(i) Confirmation of the amount of the delinquency;
(ii) Notification that the homeowner cannot vote at the Annual Meeting as the homeowner is not in good standing (held in June each year) so long as a delinquency exists; and
(iii) Notification that all delinquencies will be posted and circulated to the entire membership in May of that year.
c. During May of each year, the notice of the Annual Meeting will be mailed to all homeowners, together with a delinquency list (to include names, addresses and amounts delinquent). This delinquency list will include a statement that the delinquent homeowners will not be allowed to vote at the Annual Meeting unless their account is paid in full by a date to be determined, but which will be set no later than two (2) weeks prior the Annual Meeting.
Exterior Change Request Form
Instruction: Please list in detail, all proposed improvements, alterations or changes to your lot or home. Please be sure to include color(s), specifications, materials, location and any other pertinent information necessary in order for the Board of Directors to be able to make a decision regarding your request. (Colors must be McCormick State House Exterior Collection). Please use the area below to make a sketch of the proposed alteration in as much detail as possible. Please include a separate sheet if necessary. No change request will be considered without this form and a detailed sketch. Send this form to:
Board of Directors, Cloisters West Homeowners Association
c/o: Tilton Bernstein Management Inc.
1827 14th Street, NW
Washington, DC 20009
|
Owner(s) Name(s):
|
__________________________________________________________
|
|
Owners(s) Address
|
__________________________________________________________
|
|
Telephone Number(s):
|
__________________________________________________________
|
|
Description of Change Request:
|
__________________________________________________________
|
|
|
__________________________________________________________
|
|
|
__________________________________________________________
|
|
|
__________________________________________________________
|
|
|
__________________________________________________________
|
Attach a sketch of the proposed change.
Consent of three neighbors: (must be homeowners)
|
1.
|
Name:
|
__________________________
|
Signature:
|
__________________________
|
|
|
Address:
|
__________________________
|
Date:
|
_________________________
|
|
2.
|
Name:
|
__________________________
|
Signature:
|
_________________________
|
|
|
Address:
|
__________________________
|
Date:
|
_________________________
|
|
3.
|
Name:
|
__________________________
|
Signature:
|
_________________________
|
|
|
Address:
|
__________________________
|
Date:
|
_________________________
|
|
Owners Signature:
|
__________________________
|
Date:
|
_________________________
|
BOARD AND COMMITTEE USE ONLY
|
Date Received
|
_________________________
|
|
Approved by Covenants Committee:
|
Yes
|
No
|
Signature:
|
______________________
|
Date:
|
__________
|
|
Approved by Board of Directors:
|
Yes
|
No
|
Signature
|
______________________
|
Date:
|
___________
|
Comments:
vvvvv
vv
Homeowner Information Sheet
Please complete the information below and return to Tilton Bernstein Management Inc., at 1827 14th Street NW, Washington, DC 20009. It is especially important that we have up-to-date telephone numbers and emergency contact information. Thank you for your cooperation.
|
Date:
|
______________________________________________________________
|
|
Owner Name(s)
|
______________________________________________________________
|
|
Owner's Address:
|
______________________________________________________________
|
|
Home Telephone:
|
______________________________________________________________
|
|
Work Telephone:
|
_____________________________________________________________
|
EMERGENCY CONTACT:
|
Address:
|
_____________________________________________________________
|
|
Home Telephone:
|
_____________________________________________________________
|
|
Work Telephone:
|
_____________________________________________________________
|
If you are not occupying your unit, please supply the following information for all occupants along with a copy of your lease for the Association's files.
|
Tenant Name:
|
____________________________________________________________
|
|
Home Telephone:
|
____________________________________________________________
|
|
Work Telephone:
|
____________________________________________________________
|
EMERGENCY CONTACT:
|
Address:
|
___________________________________________________________
|
|
Home Telephone:
|
___________________________________________________________
|
|
Work Telephone:
|
___________________________________________________________
|
If you have hired an individual or company to manage your property, please list that information below:
|
Firm Name:
|
___________________________________________________________
|
|
Agent Name:
|
___________________________________________________________
|
|
Firm Telephone:
|
___________________________________________________________
|
|
Agent Telephone:
|
___________________________________________________________
|
|
Emergency
Telephone Procedure, if any:
|
___________________________________________________________
|
VEHICLE INFORMATION:
|
Automobile Make:
|
______________
|
Model:
|
______________
|
Year:
|
______________
|
|
Color:
|
______________
|
State/Tag:
|
______________
|
Medallion #:
|
______________
|
Pre-approved Color Palette — Not more than two (2) colors per house
To match selections from McCormick Paint Company - Exterior Color Collection. To see the color cards, click on the following link or copy the link and paste it into the address field of your web browser:
http://www.mccormickpaints.com/Commitment_to_Color/McCormick_Color_Cards/Exterior_Color_Collection/
|
Name:
|
_________________________________________________________________
|
|
Address:
|
_________________________________________________________________
|
I/We request approval to paint the Cloisters West home located at the above address as follows:
Trim Color: (Entry door frame, windows, eaves, and rake boards)
|
Color Name:
|
________________________
|
Color Number:
|
______________________
|
Entry Door Color:
|
Color Name:
|
________________________
|
Color Number:
|
______________________
|
Garage Door Color:
|
Color Name:
|
________________________
|
Color Number:
|
______________________
|
|
Signature(s) of Homeowners:
|
_______________________________________________
|
|
Date:
|
_______________________________________________
|
Approved by Covenant Committee:
|
By:
|
_________________________________________________________________
|
|
Date:
|
_________________________________________________________________
|
|
Oral Approval Given:
|
Yes
|
____________________
|
No
|
___________________
|
Automatic Debit Form
Authorization Agreement for Pre-arranged Payments (ACH Debits)
I (We) hereby authorize Cloisters West Homeowners Association called COMPANY, to initiate, debit entries on the 5th of every month to my (our) checking account indicated below and the depository named below, hereinafter called DEPOSITORY to debit the same to such account.
|
Depository Name:
|
________________________
|
Branch:
|
________________________
|
|
City:
|
________________________
|
State:
|
________________________
|
|
Transit/ABA#
|
________________________
|
Account
|
#________________________
|
This authority is to remain in full force and effect until COMPANY and DEPOSITORY has received written notification from me (or either of us) of its termination in such time and in such manners to afford COMPANY and DEPOSITORY a reasonable opportunity to act on it. I (or either of us) have the right to stop payment of a debit entry by notification to DEPOSITORY at such time as to afford DEPOSITORY a reasonable opportunity to act on it prior to charging the account. After account has been changed I have the right to have, the amount of an erroneous debit immediately credited to my account by DEPOSITORY, provided I (we) send written notice of such debit entry in error to DEPOSITORY within 15 days following issuance of the account statement or 45 days after posting, whichever occurs first. I realize that a charge will be assessed for insufficient funds and for notification of any changes if not given at least 15 days in advance, of the first of the following month.
|
Name(s):
|
________________________
|
Date:
|
_________________________
|
|
Name(s):
|
_________________________
|
Date:
|
_________________________
|
|
Work Telephone #:
|
_________________________
|
|
|
|
Home Telephone #:
|
_________________________
|
|
|
|
Account# or Unit #:
|
_________________________
|
|
|
*****VOIDED CHECK (not a deposit slip) MUST BE ATTACHED****
PLEASE NOTE: If your bank is a CREDIT UNION, please call and ask for the correct ABA No. and Account No. Those numbers may not appear on your check. The same applies to those wishing to use Mutual Funds.
|
For Internal Office Use Only:
|
|
Property Name:
|
____________________
|
ID:
|
_________________________
|
Pet Policy and Registration Form
;CLOISTERS WEST HOME OWNERS ASSOCIATION, INC. PET POLICY
WHEREAS Article Tenth of the Articles of Incorporation of Cloisters West Homeowners Association, Inc. (“CWHOA” or the “Association”) establishes that the affairs of the Corporation shall be managed by a Board of Directors (“Board”); and
WHEREAS, Article IV and Article VII of the Bylaws grant the Board of Directors all of the powers and duties necessary for the administration of the Association, rules and regulations governing the use of the Common Area (defined in the Bylaws) and the personal conduct and actions of members, residents, tenants and invitees, and to establish penalties for infractions of any rules and regulations;
WHEREAS, for the health, safety, and welfare and protection of property of all unit owners, residents, tenants and invitees the Association’s Board is desirous of adopting a policy regarding household pets.
NOW THEREFORE BE IT RESOLVED THAT the following policy regarding pets be adopted by the Board:
I. DEFINITIONS
For the purpose of this Resolution, the following definitions shall apply:
A. "Pet" - Any dog, cat, bird, or usual household animal kept for pleasure rather than commercial purpose.
B. "Vicious Animal" - Any animal which has evidenced a disposition to attack human beings or animals without provocation, including, but not limited to, Pit Bulls or Rotweilers. The term "Pit Bull" is defined as any dog which is entirely or part American Pit Bull Terrier or American Staffordshire Terrier or any combination thereof, including any related breeds.
II. GENERAL RULES
A. No pet shall be kept or maintained at Cloisters West premises without the prior written approval of the Board of Directors. An application shall be submitted by any homeowner, resident or tenant on Exhibit A "Pet Registration and Application Form" which must be approved before the pet may be kept or maintained. A clear up to date photo of the pet must be submitted at the time of the application.
B. The maximum number of dogs permitted shall be two (2) per unit.
C. Dogs must weigh 60 pounds or less. Farm animals and /or livestock are prohibited.
D. All pet owners and custodians are solely responsible for the immediate removal and proper disposal of animal waste on all portions of the property.
E. Pet owners and custodians shall be responsible for any property damage, injury or disturbances their pet may cause or inflict.
F. Institutional or commercial housing, treatment and care of pets and commercial breeding of pets at Cloisters West is strictly prohibited.
G. All dogs and cats shall be registered annually by the owner or custodian of the pet with the Property Manager. Any unregistered dogs or cats must be removed from Cloisters West premises within two (2) days by the owner or custodian of the pet as requested by the Board. New pets must be registered within five (5) days of moving in.
H. All residents with dogs that will be visiting for longer than five (5) days must obtain a temporary registration from the Property Manager. The cost is ten dollars ($10.00). The registration is valid for thirty (30) days and may be renewed at no charge for a total of ninety (90) days per any 365day period. A current rabies certificate is needed to obtain the registration. After ninety (90 days), the dog is no longer considered "visiting" and must be registered in the District of Columbia and also re-registered in compliance with the Cloisters West Pet Policy. The dog must meet all the requirement of the Cloisters West Pet Policy or be removed immediately from Cloisters West. Unregistered dogs are subject to immediate removal from Cloisters West.
I. Prior written approval of the Board of Directors shall be granted if the following criteria are satisfied:
1. The applicant has completed, signed and submitted Exhibit A: "Pet Registration and Application Form." and all attachments required by that form.
2. The registration fees and fees for identification tags are paid.
3. The Board does not find, on the basis of the pet's breed or other evidence, that the dog is a Vicious Animal, as defined herein, or is known to have a propensity to pose a danger to people or other pets.
J. No lease for rental of a Cloisters West unit shall be approved unless it contains a statement that a pet is or is not permitted in the unit. If a pet is permitted in the unit, the lease shall be approved only if it contains Exhibit A, "Pet Registration and Application Form."
K. When a unit is vacated, all pets kept in the unit must be permanently removed from Cloisters West by their owners or custodians.
L. Every owner or custodian of a pet shall be responsible for any and all property damage, injury, and disturbance caused, inflicted, or in any way contributed to by their pet, and any and all expenses associated therewith. Every owner or custodian of a pet shall remove any and all excrement of their pet on the common areas including but not limited to grass, walkways, parking lots and streets. This matter shall be disposed of in a sealed plastic bag in the garage dumpster. Any kitty litter or other similar material such as bird or animal cage lining shall be deposited in a sealed plastic bag in the garage dumpster. No animal consumable products may be kept in any garage, patio, backyard, car pad or driveway.
M. All dogs and cats shall display a current license and rabies vaccination tag. All dogs shall also display a Cloisters West pet identification tag, when in the common areas. These tags shall obtained from the Property Manager upon registration of the dog. Any dog not displaying such a tag will be considered unregistered and must be removed from Cloisters West premises by the owner or custodian. Any dog displaying another dog's tag shall be considered unregistered and must be removed from Cloisters West premises by the owner or custodian.
N. No pet owner shall allow his pet to run unrestricted in the common elements of Cloisters West. Animals running unrestricted within Cloisters West should be immediately reported to the Property Manager for possible identification.
O. No unit owner, resident or tenant who owns, has in his possession or under his control any pet or pets shall not keep such pet or pets in such a manner as to cause unsanitary conditions.
P. No unit owner, resident or tenant shall keep or permit to be kept any wild, exotic or vicious animal.
Q. Pets shall not be fed, kept, or maintained in any Common Element.
R. No animals shall be leashed to any object or fixture in the Common Elements.
S. In transporting a dog or cat to or from a unit, the owner or custodian shall either carry the dog or cat with leash on or have the walking dog or cat on a leash at all times within or upon CWHOA property. Applications for exemption from compliance with this Sub-section (S) due to handicap, age, infirmity, or other hardship of the owner or custodian of a pet or of the pet may be applied for and granted by the Board.
T. Every owner or custodian of a pet which has died shall promptly dispose of the dead pet in a manner acceptable to the District of Columbia Department of Health (and any comparable agency). Use of the Common Elements or any portion thereof for burial of dead pets is prohibited.
U. No pet owner or custodian shall permit his pet to make any noise either within a unit or on the Common Elements such as to offend or disturb any homeowner or resident. In determining whether a noise made by a pet is offensive or a disturbance, the standard shall be whether the duration, frequency of occurrence or volume of the noise is such to offend or disturb the ordinary, prudent person.
V. No Homeowner, resident or tenant shall inflict or cause cruelty in connection with any pet.
III. ENFORCEMENT PROCEDURE
A. The Board of Directors shall strictly enforce all existing rules on the behavior of pets found in the Cloisters West Declaration and Bylaws and the rules and regulations adopted pursuant thereto. All complaints regarding violations of the Cloisters West Pet Policy shall be made either to the Property Manager or directly to the Board of Directors.
B. A violation of any provision of Pet Policy shall be reported by a homeowner or resident of Cloisters West by the following procedures:
1. If the occurrence is one that has already taken place, the violation should be reported by submitting a signed, written statement (which will include email) to the CWHOA Property Manager describing the problem and/or damage, identifying the pet(s) and owner(s) if possible, and noting the specific date, time and place.
2. A person witnessing a violation of any provision of this Pet Policy may make a report by telephone to the CWHOA Property Manager provided the person identifies himself or herself and agrees to provide a signed, written statement with full documentation as described above.
3. All such violations shall be reported by the CWHOA Property Manager to the Board of Directors for action.
C. The Property Manager shall first attempt to obtain an information resolution of the problem. If such a solution is not possible, the matter will then be referred to the Board of Directors, which may initiate enforcement action in accordance with this Pet Policy.
D. Under circumstances deemed necessary and appropriate, the Board of Directors may order the offending pet(s) removed from Cloisters West upon two (2) days written notice from the Board of Directors, without convening a hearing or otherwise complying with due process.
E. The Bylaws sanctions for non-compliance with this pet Policy include, but are not limited to, removal of the pet, assessment of damages, and forfeiture of privilege to keep or maintain any pets and assessment of charges.
F. The following guidelines shall be used in assessing charges against owners for violations of the rules based upon pet behavior and the pet owner's control of the effects of the pet on others: (a) For the first violation, assessment of a $25 charge; (b) for the second violation within a two year period: assessment of a $50 charge.
G. The Board of Directors may order the removal of a pet upon ten (10) days notice if a third violation is found by the Board of Directors to have occurred. Notwithstanding the foregoing, the Board of Directors may require the removal of a pet on the first or second violation if the Board finds that the pet is a danger to life or limb.
H. No owner can be found in violation based only upon evidence of a complainant whose identity remains confidential.
I. The procedures for enforcement set forth in this Pet Policy shall not preclude the Board of Directors (or its agents), a unit owner or a resident from seeking relief under applicable state or governmental laws, ordinances and/or regulations through appropriate governmental authorities.
IV. CHANGES
The Board reserves the right to modify, amend, augment, supplement, change, interpret, conform and construe the above as necessary and appropriate.
V. EFFECTIVE DATE
This Policy was passed by the Board of Directors at its January 10, 2012 meeting at which a quorum was present, and will become effective on January 16, 2012.
Exhibit A to Exhibit F
PET REGISTRATION FORM