Homeowners Handbook
Updated — January 2010
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 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. The land was 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 contained within describes generally 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 also 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 the quality of life and the value of property in Cloisters West.
Enjoy your new home in Cloisters West.
Sincerely,
The Board of Directors
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, and you may reach him at the above number. If you call outside of normal business hours, you can leave voicemail at extension 22. Always call with specific questions, concerns, and service requests. Routine questions or concerns should be addressed during business hours or, after hours, by leaving a voicemail message. When leaving messages, provide your name, address and phone number, and identify yourself as a resident of Cloisters West. The preferred method of communication is by email at randy@tiltonbernstein.com.
For emergency situations, twenty-four hours a day, Tilton Bernstein Management provides an on-call manager. You can contact the on-call manager by calling the normal number and listening to the prompts for contacting the manager. This manager will get back to you quickly. Remember to 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 the case of emergency involving fire, break-ins, property destruction, crimes against a person, or life and death situations, you should 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
Parking Enforcement: 202-727-1000 or 311 (Monday — Friday or 911 on Saturday and Sunday) Use these numbers if you wish to have an illegally parked vehicle ticketed. 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 car port.)
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
Weekend Hotline Number: 202-687-8413 (Between 9pm and 3am only on Friday and Saturday nights.)
Use the Office of Student Affairs numbers for general complaints. Use the weekend hotline in the case of loud parties or other disruptions.
All residents living in The Cloisters who have their cars registered in the District are eligible to get Zone 2 residential parking stickers. This will allow you to park in Zone 2 for more than two hours. The closest Department of Motor Vehicles is in Georgetown Park 202-727-5000.
Board of Directors
The Board of Directors always wants to know your concerns. We invite your emails in care of the property manager. We also invite you to our regular meetings. The first half-hour is reserved for residents' comments. This is the primary forum for you to raise concerns. Please understand that the Board, which consists of elected volunteers, can only take up actions at board meetings and cannot act to address immediate problems you may have. In order to avoid delays, always contact the property manager with problems that require immediate attention. Contact information can be found on our website.
II. Homeowners Association
When you purchase a residence in the Cloisters West Community, you automatically become a member of the Cloisters West Homeowners Association, Inc., 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. Minutes of all Board meetings are available on the website: www.cloisterswest.org. You are invited to attend Board meetings and to make comments during the first half-hour of each meeting. Future meetings are announced in the minutes and are noted on the web site.
The Association runs in accordance with its governing documents. You should have received a set of these documents from your seller when you purchased your home. You may order a replacement set from the managing agent. There will be a fee to cover printing and handling charges. 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 free of charge on our website: www.cloisterswest.org.
The Association, through its Covenants Committee, is charged with maintenance oversight. This oversight is to assure the attractiveness of the community and to protect our investment in the community.
The Association holds an annual meeting in June of each year. The Association by-laws provide that written notice of each Annual Meeting will be given by, or at the direction of, the Secretary or person authorized to call the meeting by mailing a copy of such notice, postage prepaid, at least fifteen (15) days but not more than sixty (60) days before such meeting to each member entitled to vote, addressed 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 Directors whose terms have been completed.
All homeowners are eligible for election to the Board of Directors. The property manager distributes a nomination petition to each homeowner prior to each Board election, and the names of all candidates who return a petition will be placed on the election ballot. At the Annual Meeting, each homeowner (co-owners must vote as a single entity) may cast one vote for each position to be filled. There are 5 members to the Board and they are elected for a two year term. A board member can serve a maximum of 2 consecutive two year terms. They may serve an additional term after being off the board for two years.
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" (for which there is a charge which must be paid prior to preparation of the package).
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. Each homeowner is responsible for their own maintenance and repair except for common and limited common elements. Each home is heated and cooled by its own HVAC system, and hot water is per individual heater in each home. 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 has the responsibility for keeping the common areas and facilities in a clean and orderly condition, including the making of repairs to common areas and removing snow from Winfield Lane, the sidewalk along Reservoir Road and the sidewalks in the East Courtyard and the 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 provides general services to the common areas. This service includes fertilization and trimming to common plantings. The Association maintains all areas with plantings and has installed a sprinkler system. Once per 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. 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 their 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. They are happy to share with you the names and telephone numbers of vendors they use to deal with such things as plumbing, electrical, HVAC repairs, locksmith, board-up services, painting, handy-man, or yard services. Please remember that they cannot order work in your unit, provide access to vendors with whom you have 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
This is performed Tuesday and Friday mornings by a private contractor. Recyclable rubbish (plastic and metal containers, glass and newspapers including color/glossy magazines) is collected on Tuesdays. If a holiday falls on either day, the regularly scheduled service is provided on the following workday. 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 schedule pick-up (Tuesday and Friday). The receptacles must be rodent resistant, plastic or rubber garbage cans. Plastic bags with garbage may not be placed outside during the evening before pick-up. Even when securely sealed, plastic bags filled with garbage will attract rodents when left outside over-night. In the event that 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 not before 7:00AM on garbage pickup day.
Recyclable empty glass, metal and plastic containers and newspapers are to be placed in the bin as provided by the Tenleytown Trash. It cannot be placed outside prior to 6:00 p.m. the evening before the Tuesday pick-up. As a precaution against bugs and rodents, the containers should be rinsed prior to placement in the bin. Newspaper(s) should either be bound or placed in shopping bags.
The contractor will take Christmas trees on routine pickup days during the first two weeks of January. Trees must be placed at the curb with all tinsel and ornaments removed. Please do not place trees in bags. Brush should be cut in four-foot lengths with limbs no larger than six inches in diameter. Brush should be tied in bundles no larger than two feet in diameter and placed at curbside.
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.
From time to time, the Board will arrange for a trash dumpster to be located in the community, where large items can be placed. Notices will be posted in the quarterly newsletter.
Snow Removal
The Association maintains all streets and area walks, including walks within the courtyard areas. Steps, stoops and private walks are the homeowner's responsibility.
Monthly Assessments and Payment of Fees
Each lot is equally assessed for the upkeep of the Common Areas of the Association. Unpaid assessments against individual lots become liens very much like property taxes. Payment of the monthly assessment is due on the first of every month and should be mailed to the managing agent. Checks should be made payable to either "Cloisters West Homeowners Association” or "CWHOA." Write your street and house number on the face of the check.
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 contacting 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.
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, and are obligated to comply with, the Covenants. The Covenants 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 questions are noise, parking, garbage, and exterior changes.
Noise
We are a small urban community living in close proximity to each other. It is necessary that residents exercise consideration at all hours in the operation of radios, televisions, musical instruments, or other machinery and equipment, so that noise will not unreasonably disturb another resident. Noise levels from radios, televisions, stereos, etc. are to be reduced between the hours of 12 midnight and 8 a.m. on weekends and holidays, and between 10 p.m. and 8 a.m. on weekdays.
Parking
Parking on property owned by the Association is by permit only. 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. Owners and Lessees must advise their guests of this provision. Those hosting large gatherings should encourage their guests to carpool, use taxicabs or use street parking in the area (such as on Reservoir Road and 35th Street).
It is mandatory that everyone observe the fire lane restrictions. The DC Fire Marshall's office has advised that rescue operations might be hampered if their vehicles do not have easy access through Winfield Lane. 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 being ticketed by the Parking Enforcement Department and/or MPD and then towed 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 shall be issued to each residence. Each medallion shall be inscribed with the address of the residence. The medallion is to be displayed in clear view with the house number facing out hanging from the rear view mirror. This is the only valid parking identification in Cloisters West. A lost medallion shall be replaced by purchase from the property manager and shall be marked as a Duplicate, thereby voiding the prior medallion. The initial replacement fee shall be $100, the second replacement fee shall be $200, and the third replacement fee shall be $400. The property manager shall have no authority to issue a fourth replacement parking medallion, which must be done by written appeal to the Board of Directors. Requests for first, second or third replacement medallions must be in writing to the property manager.
3. Parking medallions are to be used occasionally by guests and contractors, but are not to be used on a regular basis by homeowners to create a third parking space. Any vehicles parked without a medallion, or regularly parked with a medallion in a permit space 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 being ticketed and then towed at the vehicle owner's expense.
5. Vehicles may extend from a driveway into Winfield Lane for reasons of safety only (steep driveways, snow and ice conditions).
Exterior Changes
The exterior appearance of our community is important both for esthetic reasons and to preserve our investment in our homes. Each homeowner must apply to the Covenants Committee if he or she desires 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 the cost thereof to the homeowner's assessment.
Following is a set of general standards that guide the Covenants Committee:
1. Doors and frames, windows, vents, trim and railings need to be maintained. Any chipping, flaking, mildew or generally deteriorated paint is not permitted.
2. Gutters and downspouts must be in good working order and cleared of debris.
3. Landscaping - Homeowners are responsible for the maintenance of lawn, shrubs and trees on their property. These areas must be free of weeds and homeowners must maintain adequate ground cover to prevent soil erosion and must properly landscape. The back private gardens also must be kept free of weeds, garbage, garbage receptacles and recycle bins and other debris as neighbors can view these private spaces. 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 a reasonable period of time (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.
4. Fences should be in good repair, gates should close properly and fences should be upright without waves, bends or broken parts.
5. 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 form.
6. All exposed wiring associated with cable, phones, T.V., etc. must be neatly tied, placed behind downspouts and/or covered with appropriate covers.
7. Satellite Dishes: An Exterior Change Request Form must be submitted to the Covenants Committee for approval 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 they need to have a ladder to reach the roof. Satellite dishes may be installed on the house rooftop on the rear of the house inset 4 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.
8. Front yards and back yards: may have grass, shrubs, bushes, or trees. They must be weed and trash free and not overgrown. They must be maintained regularly. Tip: 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.
9. Rat abatement program: 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 see or 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. Recycle tote bins are for newspapers, magazines, empty bottles, and cans only. Newspapers and magazines may be put in paper bags or tied into bundles.
d. 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 which will attract rats.
The above listing does not cover every possibility. "IF IN DOUBT, CHECK IT OUT".
Helpful Hints
Below are some suggestions to aid in the maintenance of your property as well as upholding the esthetic standards 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 may be rejuvenated by power washing. The same is true for your brickwork. Please verify that no chemicals are added to the solution. Plain water should be used - as chemicals are a potential danger to the environment and can deteriorate fencing and brickwork.
3. When you are out of town, please make arrangements to have your newspapers and packages picked up and recycle totes and garbage cans put back in your garage. This is for your safety and protection as well as the safety and protection of neighbors.
4. In the same vein, outside porch lights and garage lights contribute to the safety of the community and should be maintained and be in good working order. Please do your part to contribute to the safety of our community by putting on your outside lights at night.
5. Christmas lights must be removed no later than January 10th.
Any Lessee desiring to make an 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.
Collection Policy
The Declaration of Covenants and By-Laws requires each homeowner to pay all assessments when they are due. By doing so, the Association is able to pay its expenses and maintain the assessments at a reasonable level.
The Board of Directors has the obligation to enforce the collection of the assessments. The Board of Directors has reviewed the policies for collection enforcement followed by other communities as well as the provisions of our own Declaration of Covenants and By-Laws and has adopted the following policy for those homeowners who fall behind in their assessments:
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INITIAL DUE DATE
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First day of each month
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The assessment for each month is due and payable in advance.
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FINAL DUE DATE
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15th day of each month (or the next business day if the 15th falls on a weekend or holiday
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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.
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ACCELERATION DATE
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15th day of the following month (or the next business day if the 15th falls on a weekend or holiday)
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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.
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FINAL NOTICE DATE
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End of the month
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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.
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LEGAL ACTION DATE
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Seven (7) business days
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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.
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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 within thirty (30) days after the administrative charge is assessed, indicating the basis for the appeal. This appeal will be reviewed by the Board at its next meeting as long as all other payments due from the homeowner have been paid.
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.
a. 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 (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
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Owner(s) Name(s):
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__________________________________________________________
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Owners(s) Address
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__________________________________________________________
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Telephone Number(s):
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__________________________________________________________
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Description of Change Request:
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__________________________________________________________
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__________________________________________________________
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__________________________________________________________
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__________________________________________________________
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__________________________________________________________
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Attach a sketch of the proposed change.
Consent of three neighbors: (must be homeowners)
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1.
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Name:
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__________________________
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Signature:
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__________________________
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Address:
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__________________________
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Date:
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_________________________
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2.
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Name:
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__________________________
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Signature:
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_________________________
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Address:
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__________________________
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Date:
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_________________________
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3.
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Name:
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__________________________
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Signature:
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_________________________
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Address:
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__________________________
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Date:
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_________________________
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__________________________
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Owners Signature:
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__________________________
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Date:
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_________________________
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BOARD AND COMMITTEE USE ONLY
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Date Received
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_________________________
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Approved by Covenants Committee:
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Yes
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No
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Signature:
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______________________
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Date:
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__________
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Approved by Board of Directors:
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Yes
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No
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Signature
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______________________
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Date:
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__________
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Comments:
vvvvv
vv
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.
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Date:
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______________________________________________________________
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Owner Name(s)
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______________________________________________________________
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Owner's Address:
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______________________________________________________________
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Home Telephone:
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______________________________________________________________
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Work Telephone:
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______________________________________________________________
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EMERGENCY CONTACT:
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Address:
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_____________________________________________________________
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Home Telephone:
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_____________________________________________________________
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Work Telephone:
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_____________________________________________________________
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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.
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Tenant Name:
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____________________________________________________________
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Home Telephone:
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____________________________________________________________
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Work Telephone:
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____________________________________________________________
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EMERGENCY CONTACT:
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Address:
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___________________________________________________________
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Home Telephone:
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___________________________________________________________
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Work Telephone:
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___________________________________________________________
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If you have hired an individual or company to manage your property, please list that information below:
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Firm Name:
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___________________________________________________________
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Agent Name:
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___________________________________________________________
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Firm Telephone:
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___________________________________________________________
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Agent Telephone:
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___________________________________________________________
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Emergency
Telephone Procedure, if any:
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___________________________________________________________
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VEHICLE INFORMATION:
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Automobile Make:
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______________
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Model:
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______________
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Year:
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______________
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Color:
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______________
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State/Tag:
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______________
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Medallion #:
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______________
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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/
To print the Form, select it, select Print from the File menu, and click on Print Selection.
PAINTING REQUEST FORM
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Name:
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_________________________________________________________________
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Address:
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_________________________________________________________________
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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)
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Color Name:
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________________________
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Color Number:
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______________________
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Entry Door Color:
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Color Name:
|
________________________
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Color Number:
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______________________
|
Garage Door Color:
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Color Name:
|
________________________
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Color Number:
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______________________
|
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Signature(s) of Homeowners:
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_______________________________________________
|
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Date:
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_______________________________________________
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Approved by Covenant Committee:
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By:
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_________________________________________________________________
|
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Date:
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_________________________________________________________________
|
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Oral Approval Given:
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Yes
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____________________
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No
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___________________
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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.
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Depository Name:
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________________________
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Branch:
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________________________
|
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City:
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________________________
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State:
|
________________________
|
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Transit/ABA#
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________________________
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Account
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#________________________
|
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.
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Name(s):
|
________________________
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Date:
|
_________________________
|
|
Name(s):
|
_________________________
|
Date:
|
_________________________
|
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Work Telephone #:
|
_________________________
|
|
|
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Home Telephone #:
|
_________________________
|
|
|
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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.
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For Internal Office Use Only:
|
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Property Name:
|
____________________
|
ID:
|
_________________________
|