Welcome to WestwoodVillage
Table of Contents
Introduction...... 2
Responsibilities:
Unit Owners...... 3
Common Areas; Limited Common Areas...... 4
Operation of the Condominium:
Board of Directors; Board Meetings; Management...... 5
Association Requests; Common Charges...... 6
Common Charge Default;...... 7
Fines; Committees; Communications & Newsletter;...... 8
Electrical Panels; Fire Alarms in Building 30-34; Insurance...... 9
Mortgage Information; Landscaping...... 10
Pest Control; Refuse/Recycling...... 11
Unit Sales; Satellite Dishes; Snow Service...... 13
Soliciting/Trespassing...... 14
Rules & Regulations:
Additions/Alterations/Improvements; Air Conditioners...... 15
Annoyances/Nuisances; Appearance- Common Areas...... 16
Business Use of Home; Decks...... 17
Displays; Firearms; Fireplaces...... 18
Garages; Motor Vehicles...... 19
Motor Vehicle Storage ...... 21
Patios; Parking/Towing/Repairs...... 21
Pull-Down Attic Stairs; Tag Sales...... 22
Pets...... 23
Pools ...... 24
Right to Access/Entrance; Recreational Area...... 25
Speed Limit; Temporary Generators’ Guidelines...... 26
Unit Owner Maintenance, Repair and Replacement Standards
Appliance Inspections; Chimney Inspections &Cleaning...... 27
Dryer Vent Cleaning; Hot Water Heater Replacement...... 28
Toilet Inspection and Repair; Outside Water Spigot;
Reporting Leaks; HVAC Maintenance; Gas Grills...... 29
Mailboxes; Smoke Detectors; Windows, Doors and Sliders;
Storm Doors and Windows ...... 30
Townhouse Garage Doors; Washing Machine Hoses; Electrical
Panel; Stove Hood Cleaning ...... 31
Reporting Association Required Maintenance;General Requirements.32
Unit Owner Responsibilities:
Ants & Insects; Fire Extinguishers; Kerosene & Quartz Heaters;
Radon; Utility Services...... 33
Water Shut-off; Window Operation; Leasing Your Unit...... 34
Lease Policy...... 35
Introduction
Welcome to WestwoodVillage. This booklet provides a condensed and convenient source of information and Association rules for Unit Owners as well as prospective buyers, renters, realtors and lenders seeking information about our community.
There are six sections in this booklet: (1) Responsibilities; (2) Operation of the Condominium; (3) Rules and Regulations; (4) Unit Owner Maintenance, Repairs and Replacement Standards; (5) Unit Owner Responsibilities; and (6) Leasing.
You are encouraged to carefully review this booklet. It is not however, intended to replace the Declaration and/or By-Laws of the Association. It supercedespreviously published materials.
At the May 15, 2012 Annual Meeting Unit Owners passed amendments and revisions to the Bylaws and Declaration. Those documents are available on the Association’s website:
The Association’s insurance excludescoverage for improvements and betterments in the basements of townhouse units,as well as wood floors. The number of allowable leased units is 74 (25%).
Living in a condominium represents a choice where there are trade-offs relative to your rights “to do your own thing” and adhering to the rules and regulations. Our expectation is that this booklet will help you understand your and the Association’s responsibilities.
The Board of Directors
March 2014
Responsibilities
WestwoodVillage is a common interest community. The Declaration states that all Unit Owners, tenants, mortgagees and occupants of units must comply with the Declaration, By-Laws and all Rules and Regulations which have been adopted.
There are rules and general prohibitions contained in the Declaration and By-Laws of the Association that govern, restrict the use, alienation or occupancy of units, common areas and limited common areas. The rules and regulations must be adhered to in order to maintain the uniform and attractive appearance of the condominium design as created, and to create an equitable environment for all.
Each Unit Owner owns his or her individual unit fee simple as well as an interest in all the common areas and limited common areas. (Fee simple is absolute title to land, free of any conditions, limitations, restrictions, or other claims against the title, which one can sell or pass to another by will or inheritance.) All Unit Owners are members of the Association and share the concerns and responsibilities with all other Unit Owners.
The use of a unit is limited to occupancy by single families. No industry, trade or commercial activity is permitted. No Unit Owner may do anything or keep anything in his or her unit or surrounding area which will result in the cancellation, or which will cause a rate increase of the Association's insurance. Unit Owners must follow all laws, zoning ordinances and regulations of Town, State and Federal jurisdictions.
A Unit Owner is responsible for the maintenance, repair and replacement of elements contained within his or her unit (see the standards section) his or her own private property, and all services for his or her individual unit such as heating and air conditioning (heat pumps in townhouses), appliances, plumbing fixtures (sinks and toilets), electrical receptacles and switches, lighting fixtures, fireplace, windows, screens, doors and locks.
Common Areas:
Common Area is any property owned by all the individual Unit Owners in an undivided interest, including the grounds, parking areas, roadways and recreational facilities.
The Association’s responsibility is to repair and maintain all buildings, streets, exterior walkways, and grounds. Any matters related to these areas are addressed bythe Board of Directors and the Managing Agent.
Any action by a Unit Owner or resident that affects the external appearance or the soundness, safety, or value of the Association's property must have the prior written approval of the Board. Any action which jeopardizes any building’s integrity is prohibited. Restoration costs for unauthorized changes are at the expense of the Unit Owner who caused the issue.
No Unit Owner may do anything which compromises the safety of residents or the integrity of the buildings or property.
No one will obstruct or store anything in the common areas. These areas should be kept free and clear of rubbish, debris and other unsightly materials and items. The common areas are to be used only for the purposes for which they were designed. No roadways, parking or landscape areas are to be used for recreational purposes, other than children playing appropriately.
The Board contracts with numerous vendors for services such as lawn maintenance and care, snowplowing, pool maintenance, refuse removal, painting and wood repairs, cleaning and maintenance, etc. Your cooperation to help keep the entire property in good condition is expected and appreciated.
Limited Common Areas:
Limited common area is property that has been limited by the Declaration for the exclusive use of an individual unit, including decks, garages, entrance areas and steps.
Operation of the Condominium
Board of Directors:
The Board of Directors is the governing body for WestwoodVillage and is comprised of volunteers with a minimum of 5 or maximum of 9 Unit Owners, spouses or partners of Unit Owners who reside in WestwoodVillage. They are elected to direct and control the operation of the Association.
The Board’s responsibility is to interpret, enforce and change or amend the rules as needed. Violations of the rules and regulations can result in warnings, fines and/or legal action.
The Board appreciates your cooperation to help make WestwoodVillage a special place to live. If you have any questions regarding any of the information in this booklet or the rules and regulations, please do not hesitate to contact the Managing Agent.
Board Meetings:
The Board meets the Third Tuesday of each month (except July and December) starting at 7:30 p.m. at the Mill Plain Firehouse. Unit Owners may address the Board prior to the business meeting. The Board business meeting begins after the Unit Owner commentary. Unit Owners are welcome to remain and observe the business session.
An annual business meeting is held each year in mid-May. Notification is provided in advance.
Management:
A professional Managing Agent is contracted by the Board to administer the operation of the Association. The Managing Agent is empowered to perform duties and provide services authorized by the Board. The Board may delegate to the Managing Agent such powers as may be necessary to carry out the function of the Board.
The Managing Agent is: Mellin & Associates LLC. They can be reached Monday through Friday between 9:00 am - 5:00 p.m. at:
(203) 938-3172
The Managing Agent's duties include payment of bills, collection of common charges, preparation of the annual budget for Board approval, and the monitoring of general repair and upkeep of the buildings and grounds. The Managing Agent receives all instructions from the Board and obtains their approval before authorizing contracts.
An emergency voice mail number (203-733-5128) is provided for the Managing Agent for after business hours.
Association Requests:
The Managing Agent’s responsibilities include responding to written requests for general repair and maintenance of the buildings and grounds, and the common and limited common areas. Major and minor problems should be reported directly to the Managing Agent.
All matters of concern to a Unit Owner (including repair requests) must be directed in writing to the Association to avoid miscommunication either via e-mail or regular mail at:
Westwood Village Condominium Association, Inc.
P. O. Box 479
Georgetown, CT06829
Common Charges:
Common charges are paid by the Unit Owner and are the funding with which the condominium operates. Common charges are due on the first of each month. Remittance mailing envelopes are provided annually for those who do not pay electronically. All checks must be made out to WVCA. No monthly statement is sent unless there is an outstanding balance.
Common charges received after the tenth (10th) of the following month the common charges are due,will result in a late charge of fifty ($50.00) dollar.
The amount of common charge (or assessment) for each Unit Owner is determined by multiplying a Unit Owner's percent interest (found in the Declaration document) by the total operating expense of the Association. The Percent Interest for an individual unit represents the square footage of a single unit divided by the square footage of all units combined.
Common Charge Default:
State law dictates that it is illegal for Unit Owners to withhold common charges for any reason. Uncollected common charges affect every Unit Owner. In the event a Unit Owner is in default of payment of common charges, the Association has the right and duty to initiate proceedings to recover common charges.
The Unit Owner is obligated to pay any expenses, including attorney fees incurred by the Association, in any proceeding brought to collect any unpaid common charges. Continued delinquency subjects the Unit Owner to a lien or to legal action including foreclosure. The foreclosure policy may be found on the website.
Attorneys at Cohen & Wolf PC now manage all foreclosure activities and more serious collection problems. The following summarizes the collections process used:
1. Unit Owners who have not paid their commoncharges by the 10th of the month will be notified via e-mail that, unless payment is received in five business days, the late fee of $50 will be added to the account.
2. Accounts that continue to be past due on the following month will be forwarded to Cohen & Wolf P.C. for collection. Delinquent owners will be required to pay the common charges that are in arrears, late fees, and attorney collection fees.
There are a number of alterative options for paying your common fees: (1) Use "On-Line Bill Payment" offered by your bank.(2) Pay the full year common charges to avoid the necessity of making monthly payments. (3) Send the Managing Agent post-dated checks that are deposited monthly.
Fines:
The Board has the power to levy fines against Unit Owners for violation of rules and regulations. The maximum amount of a fine is one hundred ($100.00) dollars per occurrence. Each day a violation continues after notice will be considered a separate violation.
Committees:
Architectural/Deck Committee: Assists the Board with matters related to additions, alternations, improvements or repairs to common areas.
Landscaping/Geology Committee: Monitors general Landscape maintenance and provides landscape/geological guidelines and recommendations.
Parking/Roads/Snow and Security Committee: Assists the Board with any matter related to roads, parking, and snow services.
Pet Committee: Assists the Board with any matter related to pets.
Pool/Recreation Committee: Assists the Board with pools and playground matters.
Water Committee: Monitors water and sewer matters.
Communications and Newsletter:
The Villager newsletter is posted quarterly to the Association’s websiteto provide information concerning Board activities, special announcements and items of interest and concern to all. Residents are notified via e-mail when the newsletter is posted. It is also posted on the bulletin board by the lower pool.
The bulletin board on the concrete wall by the lower pool is used for general community bulletins (right side) and Association notices (left side). Please date all items posted on the bulletin board. “Discover WestwoodVillage” color brochures are located below the bulletin board for the general public.
Electrical Panels:
Outside electrical boxes are the responsibility of the Association. Panels inside a unit are the Unit Owner’s responsibility.
Fire Alarms in Buildings 30-34:
Fire alarms are located in the common hallway areas of Buildings 30-34. When the fire alarm sounds, resident(s) must call 911. There is no automatic notification to the fire department when the alarm sounds. Only the Fire Department can turn off an alarm.
If residents create smoke when cooking, and open the front door to vent the smoke into the hallway, the smoke will set off the fire alarm in the hallway. To vent cooking smoke from a unit, open a window(s). If the Fire Department responds to a false alarm, the Unit Owner who set off the alarm will be responsible for the cost. A Unit Owner with a tenant will be responsible for the cost.
Insurance:
The Association has obtained a master insurance policy from Seneca Insurance for the Property Hazard and Nautilus Insurance for the General Liability. The anniversary date of the coverage is October 1st. A two-page Insurance Coverage document that provides more details about the Association’s insurance, is posted on the website.
The Association's insurance policy provides for public liability and for loss and damage to buildings, grounds and recreation facilities.
Any damage or injury caused by fire, accident, or slip and fall incidents, must be reported in writing to the Managing Agent within five (5) business days of the occurrence.
Unit Owners must have additional coverage for personal property and liability. Such coverage can be purchased through your own insurance agent. Tenants must have personal property insurance coverage.
The Association’s insurance policy covers Betterments and Improvements but not to Townhouse basements or wood floors.
The Association has a$10,000 deductible. Unit Owners should check with their personal insurance carrier to make sure that the deductible is covered under their HO6 Owners Policy.
The Association's Insurance Agent is:
Hodge Insurance Agency
Attn: Chris Matthews
283 Main St
Danbury, CT06810
203-792-2323
Mortgage Information:
Mortgage lenders annually ask for proof of the Association's insurance. A "Certificate of Insurance" can be obtained from the Association's Insurance Agent.
The Management Company charges a fee of fifty ($50) Dollars for the completion of a lending institution’s form.
Landscaping:
The Association hires a professional landscape firm to provide summer lawn maintenance. In the spring, (after April 1st), all loose debris, sand, leaves and branches are removed.
Lawn mowing begins no later than April 15th and ends approximately November 30th. Lawn mowing includes cutting grass, clean-up and removal of clippings. All sidewalks, steps, stairs and parking areas are blown clean. Items left by residents on common elements, including under decks, will be removed and discarded. All areas under decks are kept clear of weeds and debris.
A separate lawn care company provides chemical treatment of the lawns and shrubs (fertilization and weed control), as well as an insect and disease management program.
The aesthetic appearance of the entire Village depends greatly on the care and attention given by all residents to the grounds in the immediate vicinity of their unit. While the Association is very interested in the conservation of water and keeping the water and sewage charges to a minimum, you are encouraged to water the shrubbery and grass around your unit.
Individual participation in gardening is encouraged but any planting initiated by a resident must be consistent with the standards as adopted by the Landscape Committee. No major landscaping projects or changes are to be initiated without prior approval. Vegetable gardens are prohibited.
Pest Control:
The Association is not responsible for extermination of mice or other rodents, insect infestation or bird removal within a unit. The Association has a pest management program with O’Con for the catch basin area along Mill Plain Road.