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Frequently Asked Questions
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This information has been compiled for the convenience of the Cloisters West Community
and does not replace any official rule or regulation.
Updated July 2010
COMMUNICATING with the ASSOCIATION
Q: Is there a difference between The Cloisters and Cloisters West?
A: Two different legal entities represent the homeowners of the townhouses that are located between 35th Street and 37th Street along Winfield Lane and Reservoir. Cloisters of Georgetown, Inc. has 29 houses in the eastern section of The Cloisters and Cloisters West Homeowners Association, Inc. has 109 houses in the western part. For ease of reference, the two communities have designated the entryways on 35th Street (which is officially part of Cloisters of Georgetown) and on 37th Street (which is officially part of Cloisters West) as The Cloisters. However, the two groups are separate and have separate rules, regulations, governing documents and management.
Q: What management company does Cloisters West use?
A: Tilton Bernstein is the management firm for the community; Randy Nolan is the Cloisters West’s property manager. He can be reached at (202) 232-5247, Extension 22. Randy’s email address is Randy@tiltonbernstein.com.
Q: Who should I contact if I have a problem or a complaint?
A: You should contact Tilton Bernstein. If the issue is about rules, regulations or oversight, you can also contact a member of the Board. If the issue relates to the appearance of the homes and property or the behavior of members of the community, you can also contact the Covenants Committee.
Q: Why do I need to pay a monthly fee?
A: Your dues are used to pay for the operation and management of the Cloisters West community, including trash pickup, grounds and roadway maintenance, and management fees. If you cannot pay your dues on the first day of the month, as required, you are given a 15-day period of grace. If your payment is not received by the 15th of the month, you will be fined a $25.00 late fee. If the dues and fines are not paid for several months, legal action will be taken to collect the amount in arrears and a lien may be placed against your property.
A: How do I pay this fee?
Q: The Management Company sends each homeowner a payment coupon book prior to the beginning of the fiscal year, July 1. Alternatively, you may arrange for a direct debit from your checking account by sending the
Automatic Debit Form to the Managing Agent. (If the link doesn't work, the form can be found in the
Homeowner's Handbook, under Pre-Arranged Payments Form.)
Q: What is the current HOA fee?
A: For the fiscal year 2010-2011, the monthly fee for resident homeowners is $170 and for homeowners who rent the house or rooms within, the monthly fee is an additional $46. This second fee is not applicable if the owner or an immediate family member (spouse, father, mother, son or daughter) is a full time resident (minimum of 183 days).
Q: Why is there a difference?
MAINTENANCE OF PRIVATE PROPERTY
For the full text of the Maintenance Regulations please see the Declaration of Covenants section of the Governing Documents.
Q: If I want to change the exterior appearance of my home, do I have to get advance approval from the Association?
A: In all instances the answer is “yes.” Our governing documents require advance review and approval by our Covenants Committee in order to ensure that exterior changes, including replacement of your windows or roof and paint color changes, are in keeping with community standards. By buying a home in our community, every homeowner has accepted the responsibility to comply with Association rules even if it restricts that homeowner’s choices. All homeowners and all lessees at Cloisters West are legally bound by the provisions of our governing documents and by the rules and regulations adopted by the Board. Exterior changes require the submission of an
Exterior Change Request Form from the homeowner to the Covenants Committee (a standing Committee mandated by our governing documents). Subsequently the Covenants Committee will advise you as to whether the request is approved.
In connection with selecting paint colors for doors, doorframes, window trim, garage doors, and eaves, (a) if you want to repaint any of these items using the exact same color that has already been approved and is currently in place you may do so without going through any further approval process (b) if you select a different color, however, you need advance approval. To expedite paint change approvals, the Covenants Committee has established a Pre-approved Color Palette Form for colors selected from the State House Collection of McCormick Paints. All other color selections require an Exterior Change Request Form.
Q: What about my backyard?
A: You are required to maintain your backyard in such a way that it is not detrimental to the aesthetic values of the community. Remember, we can all see into each other’s gardens and yards from our windows. We are required to keep our backyard spaces free of weeds, debris, trash, garbage cans, recycle totes, or cans, and in good repair.
Q: What about the installation of a satellite dish on my property for TV reception?
A: 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.
Q: Snow Clearance – who is responsible for what?
A: Streets/Common Walkways: The Association is responsible for snow clearance from Winfield Lane and alleyways, and from common area walkways. Private Property: Each homeowner is responsible for snow clearance of his/her private property, including parking pad, walkways, steps, and entryway. Denchfield Landscaping, Inc., who is contracted to clear Cloisters West common areas, is willing to clear privately owned property at the same time the company is on the property to clear community streets. Each homeowner who wishes this added service must make private arrangements with Denchfield directly and pay them a separate fee for services selected. Denchfield can be reached at (303) 949-5000. The Association will not be responsible for the adequacy of any such services contracted privately by a homeowner.
Q: Utilities: Cable, Telephone, Water and Electric — Companies need to make a repair. What do I do?
A: If they need to do outside work on your home or on the roadway, you need to inform Tilton Bernstein prior to the repair being made. In the past, they have not properly repaired what they cut into, thus causing damages to the roadway. DC requires that they repair back to the condition prior to the repair. Your cooperation is needed to maintain the high standards of the CWHOA.
Q: What is the proper mortar color and where can I obtain it?
The proper mortar color is Brixment rw-5 and it is available from Potomac Valley Brick, 3 Deerwood Circle, Rockville, MD 20849. T: 240-499-2666.
RESIDENTS’ RIGHT of QUIET ENJOYMENT
Q: Are there any community restrictions on having a party?
A: While there are no special restrictions on parties and similar gatherings, you should be respectful of your neighbors, especially where noise is concerned. The close proximity of neighbors and the construction layout of our townhouses actually cause noise to become amplified and heard at a great distance. Even normal levels of conversation taking place outside can be heard inside when the windows are open. Consequently, as a matter of common courtesy, residents should take measures to avoid potential disturbances between 10:00pm and 8:00am Sunday through Thursday and between 12:00 midnight and 8:00am on Friday and Saturday. Excessive and continued noise can result in a fine, call to the police, or both.
Q: I understand that I can't drive a motorcycle through the community – why not?
A: The rule that prohibits the operation of a motorcycle on common property roadways was designed with the noise factor in mind. The rule that prohibits the parking of a motorcycle in the driveway was based on aesthetics. In the case of a motorcycle, motor scooter, or similar noisy vehicle, you can walk it to your garage for out-of-sight parking.
Q: Are pets allowed?
A: Absolutely. But by keeping a pet, or having a pet visit, you assume full responsibility for personal injuries or property damage that might be caused in the community by a pet.
Q: Are there any special rules that apply to pets?
A: Yes. By DC law and Cloisters West standards, you must clean up after your pet and you must keep your pet on a leash at all times when outdoors within the community. Also, keep in mind that grass, plants and young trees are affected adversely by urine and no neighbor appreciates such attention from your pet. Allowing your dog to urinate on community property will result in a fine.
Q: Is there a convenient place to walk a pet?
A: There are two good places: Volta Park at 34th Street between P and Q Streets and the public school field on 37th Street between Reservoir Road and T Street.
PARKING and MOTOR VEHICLES
Q: Who can park in the community parking spaces?
A: There are only 16 parking spaces within Cloisters West (beginning at 3548 Winfield); the spaces that belong to Cloisters of Georgetown are not for the use of any member of Cloisters West. Since each home has two parking spaces – a garage and a parking pad -- the 16 spaces are designed for use primarily by guests and by service personnel. All vehicles parked on Winfield Lane require a parking medallion issued by the Association through the property manager; each home is entitled to one medallion only. Vehicles parked without a medallion are subject to ticketing, Association fines, and towing. The medallion must hang from the mirror and be visible and readable from outside of the vehicle. Using a reproduction of this medallion will result in a suspension from parking legally and a fine. Under no circumstances can any vehicle be parked in the same space for more than 72 hours.
Q: I lost my parking medallion – can I get another one?
A: If you certify that you have lost your medallion, you may apply in writing to the management company for a replacement. 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 hanging from the rear view mirror: this shall be 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, 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.
Q: If I have a party or several guests, where can they park?
A: There is plentiful parking available on local streets (including Reservoir Road, 35th, 36th and 37th Streets) after business hours and on weekends, or you can suggest that your guests arrive by taxi. For large events, some homeowners hire a valet company to park guest cars off premises.
Q: If I see a vehicle breaking the rules, what should I do?
A: All vehicles parked illegally are subject to ticketing and towing. If you know the household associated with the vehicle and are comfortable speaking to the owner, give your neighbor a call and ask that the problem be corrected. Owners often place a note on the dashboard of a service vehicle, noting where the driver is working and the expected duration of the call. To have a vehicle ticketed, call the Mayor’s City Wide Call Center (311) from Monday to Friday and (911) on Saturday and Sunday and request that the DC police issue a ticket. The DC police have permission to ticket vehicles on Cloisters West private roads (permission #366091). Once a vehicle has been ticketed, it is also subject to towing by ABC Towing, who has permission to enter the property for that purpose. The number for ABC Towing is 202-338-2222.
Q: What vehicle cannot be parked on my parking pad or near my house?
A: No trucks, pickup trucks, RV vehicles, boats, commercial vans, taxi cabs, trailers, campers, motorcycles, motorized bikes, motor scooters, non-traditional bikes are allowed to be parked on Winfield Lane, nor outside on your parking pad. The items listed in the prior sentence are to be parked in your closed garage.
Q: When I need a moving van, what is the procedure and where can the van park?
A: Please inform the management company of the date and time of the expected move, so that they can coordinate the details with you.
TRASH and GARBAGE REMOVAL
Q: When is the trash/garbage picked up?
A: Trash/garbage is picked up twice a week on Tuesday and Friday mornings. Recycling pickup is Tuesday morning only.
Q: What if the scheduled day is a holiday?
A: If the regular pickup day falls on Christmas, New Years Day or July 4th, the pickup will take place on the following day (even if it’s a Saturday).
Q: Any special trash/garbage bundling rules?
A: First, all trash/garbage must be in closed and tied heavy duty plastic bags (never use red or pink plastic bags as they signify medical waste and will not be accepted at a landfill regardless of the actual content). Second, plastic bags must be placed in containers (plastic or rubber) with lids. Bags must not contain liquids as the compression in the truck causes liquids to spill in the truck and drip onto our streets. Ultimately, it’s our responsibility to keep our streets clean. All paint and other hazardous waste must never be placed out for regular pickup. (See below on how to handle hazardous waste). Containers are to be placed at the end of the parking pad for pickup and kept in the garage at all other times. In the event you have excess plastic bags that cannot fit in the covered container, these bags must be placed outside in the morning of pickup only.
Q: How should I dispose of hazardous waste items, such as batteries, paint cans, oil containers, etc.?
A: Toxic materials of any sort must
not be put out for pickup as part of the regular trash/garbage pickup. The trash/garbage trucks are not equipped to handle such items and mistakes are costly, including roadways and parked cars that are sprayed with paint when the truck grinds up the items. The DC Government schedules drop off of hazardous waste twice a year. You can go to the DC website at
dpw.dc.gov to get official information from the District Government. In between DC drop off dates, you must either store such items inside your garage or take them to an official waste site, as regular landfills are not permitted to accept hazardous waste material. Paint cans need to have the lids removed and the paint dried out before you take them to a facility.
Q: What items other than hazardous waste cannot be left out for normal trash/garbage pickup?
A: Bulk items, such as mattresses and tires will not be accepted for regular pickup. Items removed from inside or outside the house as part of maintenance or renovation should be removed from the premises as part of the contract or work being done. The trash company will not accept such debris. Cloisters West periodically schedules special bulk pickups.
Q: When should the containers be put outside for pickup?
A: Lidded containers and recycle bins should be placed outside (at the end of your parking pad) the morning of pickup or after 6:00pm the evening before pickup. Lidded containers and recycle bins cannot be left on the patio but must be returned to the garage by the end of each pickup day.
Q: How does recycling work and what items are included in the program?
A: Cloisters West has a weekly pickup for recyclable items every Tuesday morning, but not on Friday morning. Recyclable items include:(a) Paper (newspapers, magazines, bulk mail, egg cartons, corrugated cardboard, paper boxes – boxes must be broken down);(b) Glass Bottles (rinsed out); (c) Plastic Bottles (soda, water, and milk bottles with PET–1 or PET-2 ratings only, which are marked on the bottom; and (d) Cans (rinsed out tin, steel or aluminum). Please note that metal objects other than cans, such as wire hangers or frying pans, are not accepted for recycling, nor are plastic items, such as plastic grocery bags, except as specifically noted above. Every house has a recycling bin. This bin should be put outside Tuesday morning along with the garbage and returned to the garage and the end of each pickup day.
Q: What is the security and or safety policy within the Cloisters West HOA?
A: Cloisters West HOA provides to our residents, services from the Citizen’s of Georgetown Public Safety Program. The program includes the CAG Securitas Guard and the Reimbursable MPD Detail. Contact information for these services is listed below.
Robert Taylor — Head of Securitas and Reimbursable Detail — 202-438-8917 and 202-438-8925.
If Robert cannot be reached, call Block Captain — Bev Casserly — 202-494-6433.
Hours: Securitas — Tuesday through Sunday — 6:00pm — 3:30am.
Reimbursable MPD Detail, - Friday through Sunday — 9:00pm — 3:30am.
These services can be called during the times listed for any disturbance or any suspicious activity. Robert is in constant contact with both details. You may notice the MPD or Securitas cars in our neighborhood doing routine checks to keep us safe. If on a call for an out of control party, or the like, Securitas will always be accompanied by an MPD car. During these times, or any other time, you can always call 911, as needed. Securitas (CAG guards) and the MPD Reimbursable Detail (off duty MPD officers) are an additional protection provided by our neighborhood for our safety and peace of mind. In addition, if requested, guards will check doors, cars, and remove newspapers from your front stairs and walks while you are away. They will also provide escort service between your home and car, or any other neighborhood locations if requested.