WELCOME to Washington Square at
Warren County
The purpose of this handbook is to welcome you to the community and to provide basic information about the Washington Square at Warren County Homeowners Association. A & R Management has prepared this handbook in order to assist and inform unit owners and resident about the many aspects of community living. Homeowners are encouraged to read and understand the Association’s Governing Documents, as they are legal binding documents. Any discrepancies between this handbook and the Association’s Governing Documents are accidental and the Governing Documents rule.
If you have any questions about your home, or other aspects of life at Washington Square at Warren County, please do not hesitate to contact A & R. We will be happy to serve you.
TABLE OF CONTENTS
1. IMPORTANT MUNICIPAL PHONE NUMBERS ………………………………3
2. UTILITY PROVIDERS AND CONTACT NUMBERS …………………………..3
3. COMMUNTIY MANAGER …………………………………………………………….4
4. COMMUNITY INFORMATION ………………………………………………………4
5. THE HOMEOWNER ASSOCIATION ………………………………………………..4
6. ASSOCIATION BOARD OF TRUSTEES …………………………………………….5
7. ASSOCIATION MAINTENANCE FEE ……………………………………………….6
8. INSURANCE ………………………………………………………………………………….7
9. ASSOCIATION COMMITTEES .…………………………………………………….…8
10. RESTRICTIONS ON LEASING ………………………………………………………...9
11. GARBAGE AND RECYCLING …………………………………………………………10
12. GENERAL RULES AND REGULATIONS …………………………………………..10
13. ATTACHED EXHIBITS
a. Site Map……………………………………………………………………………….14
b. Budget………………………………………………………………………………….15
c. Architectural Modification Request……………………………………….16
d. Architectural Modification Request for Fence or Enclosure……20
e. Resident Information Form…………………………………………………24
Important Municipal phone numbers for the Borough of Washington
Police, Fire, Ambulance Emergency 911
Police Department(908) 689-2111 Fire Department (908) 689-3600 ext.141 Washington Borough Hall (908) 689-3600 Sewer Plant (908) 689-0623 Emergency Squad (908) 689-0909 Warren County Landfill (908) 453-2174Washington Public Library (908) 689-0201
Utility Providers and Contact Numbers Comcast Communications Customer Service (908) 689-3355
Toll Free(800) 266-2278
Jersey Central Power & Light Co. Customer Service 1-800-662-3115 Emergency Service 1-888-544-4877 Borough of Washington Municipal Sewer Utility (908) 689-0623
New Jersey American Water Company Customer Service (24 Hrs.-Emergency) 1-800-653-6987 Canoe Brook (24 Hrs.-Emergency) 1-973-376-4847 Operations Superintendent (908) 689-1929 Elizabeth Gas Company
Customer Service 1-800-242-5830 Gas Leaks Only 1-800-492-4009
Community Manager
Laurie Reuther Property Manager Phone (973) 398-6609 Fax (973) 398-69255 A&R Midstate Management 200 Valley Road Suite 207 Mt. Arlington, New Jersey 07856 Phone (973) 398-6609 Fax (973) 398-6925 Corporate Office Hours: 9:30 am-4:00 pm Monday through Friday A&R Midstate Management Hours Emergency Service
The Association Management of the Association
The Association contracts A&R Midstate Management. For professional Management Services. It is the responsibility of the management company to ensure that the lifestyle and property values are maintained in a manner consistent with the directions of the Board of Trustees. The responsibility to administer the business affairs of the Association is delegated by the Board of the Community Manager.
The Management Company oversees all of the day activities of the Association and assures that all contractors and/or employees perform the services for which they were hired. Such services include, but are not limited to: common area maintenance, refuse disposal, street lighting landscape maintenance, snow clearing of roadways, any recreation facilities administration, covenants enforcement, communications, and meeting coordination. Additionally, the management company shall collect all fees, prepare financial reports, and secure appropriate insurance for the common property.
Community Information
Washington Square at Warren County Homeowners Association, Inc. is located in Washington Borough in Warren County, NJ.
The Homeowner Association
Governing Documents
The Governing Documents consist of the Declaration of Covenants, Conditions and Restrictions, Legal Description (attachment B), and the By Laws (attachment C). These documents are the basis of the operations and maintenance of the community. All unit owners should have a copy and should refer to these to familiarize themselves with all aspects of ownership at Washington Square at Warren County.
Homeowner Association Ownership
The purchaser of a home in Washington Square at Warren County acquires both a fee simple title to the home and automatic membership in your Homeowner Association.
Association Board of Trustees
The homeowners Association is charged with the responsibility for the maintenance management and operation of the Common Property. This responsibility is discharged through the Board of Trustees, which is empowered by the terms of the by-Laws to employ any person, firm or corporation to assist it in the performance of its duties. The Board of Trustees are empowered to promulgate Rules and Regulations as may be necessary to carry out the intent of use restrictions as more fully described in the By-Laws and to employ any person, firm or corporation to assist it in the performance of its duties.
Election of the Board of Trustees
The Board of Directors are elected by the homeowners of the Association. Any Homeowner in good standing may be nominated for a position on the Board. The term for a Board of Directors Member is for two years with two positions voted for one year and three positions the next year. Elections are held during the Annual Meeting.
Elections of Trustees shall be in accordance with Article III of the Declaration. Except as otherwise provided in the Declaration, the Trustees appointed by only the Declarant shall serve terms which are at the discretion of the Declarant.
Unless otherwise specifically provided all rights, powers, authority, responsibilities and duties of the Association shall be exercised, discharged or delegated, as the case may be, by the Board.
The initial Board shall consist of three (3) Trustees who shall be appointed, removed and replaced from time by the Declarant, with or without cause until their respective successors are elected by Owners.
As indicated above, the initial Board of Trustees shall consist of three persons selected by the Developer, none of whom need to be a Unit Owner. When 25% of the ownership interest in the entire Community is conveyed, two things will occur. The first is that the Board will be expanded from three to four members. The second is that one homeowner representative will be elected by the membership to serve as a Trustee. (The Developer will hold the remaining three Trustee positions.) When 50% of the ownership interest is conveyed, the Board will expand to five members and the owners will be entitled to elect one additional member to the Board of Trustees. (Again, the Developer will hold the remaining three Trustee positions.)
When 75% of the ownership interest is conveyed, the owner will be entitled to elect two additional members to the Board of Trustees, bringing the total of home-owner elected Trustees to four. With this milestone, the Developer retains the right to hold one position on the Board as long as there are unsold units.
After the last unit is conveyed the Developer will give up the final seat on the Board of Trustees and a homeowner representative will be elected by the membership to fill this final position.
Association Maintenance Fee
The Maintenance Fees are for the purpose of providing the necessary funding to administer the management and maintenance of the common property of the Association. The services provided and the determinations of the maintenance fees are established by the Board of Trustees through the annual preparation of an operating budget. Please the attached exhibit referencing the Washington Square at County Budget. The maintenance fees are invoiced by the Management Company to each unit owner. All payments should be forwarded in the return envelope provided with the statement.
Payment Maintenance Fee
All monthly assessment or maintenance fee payments are due in advance on the first (1st) day of each and every month. All payments should be made out to Washington Square at Warren County Homeowners Association and mailed to the Association’s lock box at the address listed below.
Washington Square at Warren County Homeowners Association, Inc.
C/O A&R Management P.O Box 105007
Atlanta, GA 30348-5772
We ask that you please do not enclose any other correspondence with your payment, as the payment goes directly to a bank lock box. It does not go to your Manger’s Office.
Union Bank Payment Options
US Mail/Lockbox
How does it work? You write a check made payable to your homeowner’s association (as it appears on the coupon), and mail your check and payment coupon to the address listed in the coupon. The bank will scan the coupon, which allows us to download the information to your account. You can mail your check without a coupon, but make sure it has the address your unit in the memo space. Please allow 5 business days for the check to reach Union Bank.
Payment mailing address:
- Payee: Washington square at Warren County Homeowners Association
- Address 1: C/O A&R Midstate Management
- Address 2: PO Box 105007
- City, ST. Zip: Atlanta, GA 30348-5007
ACH/Recurring Automatic Draft
How does it work? Your assessment is automatically deducted from your account when due.
What do I need to do? Log in to the association web site or contact A & R Midstate Management, LLC at 973-398-6609 to obtain ACH Authorization Form. Then complete the form and submit it with a canceled check to A & R Midstate Management, LLC.
Online Payment via Credit Card ($14.95 fee) or e-Check(free, one time & recurring options)
How does it work? You pay with your credit card or set up a one time or recurring payment using an e-Check. This transaction is between you and the association’s bank.
What do I need to do? Simply follow the directions below:
- Go to (Union Bank’s web site)
- Select “Online Payments”
- Choose:
- Credit Card payments: there is a $14.95 convenience fee and a $5,000 maximum amount per transaction.
- E-Check or Recurring e-Check Payments, note you will need to make a user ID and password. As we don’t have access to this information you will need to remember your login information to stop or change the amount of your reoccurring payment. When setting up your account, select new user, then enter “Washington Square – Mt Arlington” will appear, click on it. The rest is like any other online payments. You will need your bank account and routing number. Your Washington Square’s account number is your unit number.
Your Bank’s Online Bill-Pay (e-check are faster and safer than paper checks)
How does it work? Set up Washington Square at Warren County as the payee with your bank’s online banking bill-pay. It is important that you enter your account number,which is your unit number. Remember, if your bank is sending a paper check it may be mailed from an out of state address, so please allow 5 business days for the mail. Also, when paying via an on-line check, the funds are pulled from your account the on the day the check is issued, not when the check is cashed.
What do I need to do? Please complete your bill-pay setup exactly as follows:
- Payee: Washington Square at Warren County Homeowners Association
- Address 1:A & R Midstate Management, LLC
- Address 2: P.O. Box 105007
- City: Atlanta State: GA Zip: 30348-5007
Insurance
The Association is responsible to provide insurance upon the common property and upon equipment and personal property owned by the Association Fidelity Coverage, Directors and Officers Liability, Boiler and Machinery, and Worker’s Compensation. The Homeowners Association does not provide for any property insurance for your home or lot.
Each homeowner must maintain property hazard insurance, broad form, with extended coverage for his townhome. You need to provide protection for liability. The Association does not provide this insurance coverage, as your townhome is a unit and not part of the common property. Most insurance companies provide and HO-3 homeowner’s policy. Owners should consult with their individual insurance agent for further guidance.
The following is an overview of the coverage provided by the Association:
PROPERTY COVERAGE- The property insurance shall cover the common property only, not the residential units, for replacement value of the common property of roads, sidewalks to roads, street lighting, any retaining walls entry sign, and any other site improvements.
ASSOCIATION LIABILITY- This coverage insures against negligence claims or suits from personal injury arising out of the operation if the common property.
DIRECTORS AND OFFICERS LIABILITY- This coverage protects the Board of Trustees against any claims that may arise as a result of an alleged breach of their fiduciary responsibility, error or omission.
BOILER AND MACHINERY – This coverage protects against the unique risks associated with pumps, generators, electrical systems, HVAC, and other equipment and machinery that may service the common property.
FIDELITY COVERAGE – This coverage protects the Association’s financial assets against direct loss from theft, fraud, and dishonesty in the handling of funds and covers all individuals handling Association funds and/or checking accounts.
WORKERS COMPENSATION – This coverage is mandated by the State of New Jersey and covers Association employees and unpaid volunteers for bodily injury arising from the active in good standing ties carried out on behalf of the Association.
Association Committees
Committee Description: Committees may be appointed by the Board of Directors to serve and assist the Board with the myriad of issues confronting the Homeowners Association. Committee terms should be limited to one year with annual reappointment by the Board. Committees should be limited to three unit owner members in good standing, with one Chairperson. The Committee should produce minutes, reflecting action items only. Periodically or at the Board’s request, the Committee Chairperson should report directly to the Board at a meeting of the Board. With the exception of the Covenants Committee, all committees serve to provide recommendations and advice to the Board. The Board makes all final and binding decisions for the Association.
Alternate dispute Resolution (ADR) Committee: The purpose of the ADR Committee is to assist in the enforcement of the rules and regulations governing the community. The Committee provides an important function in maintaining a quality standard of living. The Committee ensures that damage to common property is repaired by those who cause the damage and that annoying and inconsiderate behavior in violation of the rules are remedied through the enforcement process as outlined by the Association’s policy of due process and enforcement (prepared by Association’s Counsel and approved by the Board). The Committee meets as needed to hear complaints against individual residents, and after hearing all testimony pertinent to the alleged violations, renders a decision on the validity of the complaint and any penalty that should be imposed. These violations include but are not limited to matters of parking, pets noise attractive nuisances and architectural infractions. Decisions rendered by the Committee in response to formal covenant hearings shall be binding, subject to appeal to the Board.
Rules and Regulations Committee: The Committee shall function to review existing rules and regulations as established in the Association’s governing documents. The Committee can the offer interpretative guidelines for existing rules along with recommendations for additional rules and regulations. The promulgation of rules shall be restricted to those that may affect community lifestyle and harmonious community living.
Architectural Review Committee (ARC): The purpose and function of the Architectural Review Committee is to preserve and enhance the beauty and homogeneity of the development’s buildings and grounds. The Committee makes recommendations to the Board for the preparation of Architectural Control Guidelines. The Committee reviews and makes recommendations on applications from homeowners for alterations and/or improvements to their home lot as it may affect the architectural harmony of the community.
Maintenance Committee: The Committee functions to evaluate and recommend service contract needs for physical maintenance needs of the common property. Further in conjunction with the Managing Agent, the Committee will review service contract specifications, bids, and services on an ongoing basis. The Committee can also analyze needs and provide methodsto improve services needed for the common property.
Audit/Finance Committee: The Committee functions to review monthly financial reports as prepared by the Managing Agent and offers and comments or guidance to the Board regarding their interpretation. The Managing Agent and Committee may together prepare an annual budget for the Board to review. The Committee should involve itself in the review of the Association’s annual audit report along with recommending investment vehicles and institutions for the investment of Association funds.
Restrictions on leasing
All lease agreements between an Owner and tenant shall be in writing and a copy sent to the Management Office prior to commencement of the lease. The provisions of the lease shall contain a clause which states that the lease is subject in all respects to the Declaration of Covenants, Conditions and Restrictions and By-Laws of the Association and shall not be for a term less than one (1) year or otherwise utilized for transient or hotel purposes. The lease must provide that failure by the tenant to comply with all terms of the Declaration of Covenants, Conditions and Restrictions and By-Laws shall constitute default under the lease. Per the Association’s By-Laws leasing of single rooms within a unit is not permissible. Further restrictions on leasing can be found within Article XII Section 12.02 of the Declaration of Covenants, Conditions and Restrictions.
Garbage and Recycling
Currently, Global Waste Industries is handling the trash removal and recycling for the Washington Square Homeowners Association. Trash is collected on Tuesdays and Fridays, limited to one 32- gallon container, which is Global has provided for your use.Containers should be placed curbside after 6:00 A.M. on the day of collection. Recycling is collected every other Tuesday. For any information regarding trash removal, recycling, or bulk pickup (which is not included), contact Global WasteIndustries at 908-684-8813.
No portion of the Common Property shall be used or maintained for the dumping of rubbish or debris.
GENERAL RULES AND REGULATIONS
The following is a listing and general description of the covenants and restrictions that association members frequently inquire about. For the complete listing and description of restrictions, please refer to the Washington Square at Warren County Declarations, Article XII Section 13.01 Use and Occupancy Restrictions.