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SERVICES:
Administrative Office
The Administrative Office can assist new owners or renters with many details of owning or living at The Colonies. The staff will provide facility passes, register pets, assign keys, move-in/move-out procedures, reserve the Club House, help with the in-unit service needs, schedule exterminators as part of the pest control program, and assist in many other ways. The office is open Monday – Friday, 7:00 AM - 5:00 PM. The contact points are as follows; Telephone (703)-827-8388, Fax (703) 893-2484 and email colonies@erols.com.
Car washing:
There are designated areas where cars can be washed. Water faucets are turned on from April 1st through December 1st between buildings 3 & 4, 7 & 9, 10&13 and 13 & 14. You may use your facilities pass to pick-up the faucet key from the security guardhouse. You must provide your own hoses, buckets, etc.
Jump Start Service:
The maintenance staff will help residents restart a car with a dead battery upon request. The service is only offered from 7:30 AM until 5:00 PM, Monday – Friday and there is a $10.00 fee for this service.
Electrical service:
Electrical services are provided by the Dominion Virginia Power at 1-888-667-3000. The Colonies is completely operated by electrical power.
Elevators:
An elevator serves every building and operates with a special key assigned only to residents. Each elevator is equipped with a telephone linking it directly to the Security Office.
In-Unit Service:
The Administrative Office will schedule the maintenance staff to visit your apartment to make repairs or provide other maintenance services for a fee. These include minor electrical and plumbing needs, cleaning services, etc. For more complex repairs or services, the Administrative staff may be able to provide the name and number of companies that have frequently provided services to residents in the past.
Lock-out assistance:
The Colonies security staff will assist owners/residents who are locked out of their apartment (provided that a key is on file) There is a $15.00 fee for this service. During office hours, residents may sign out their keys and return them at a later time.
Parking:
Each owner or resident has one covered parking space and there is ample parking outside every building for residents and their guests.
Pest control:
The Colonies provides free pest control service to any resident requesting it. The service provider is usually schedule to visit the property each Wednesday. Please contact the office if you would like to be placed on the list.
Recycling:
There are facilities located near building 6 and in between buildings 7 & 9 and 13& 14 for recycling plastic, aluminum or bimetal cans, and glass. Newspapers and telephone books are also recycled by placing them on the floor of your hall trashroom.
Snow removal:
The Colonies install plows onto the vehicles operated by the Maintenance Department and begins plowing as soon as snow begins to accumulate. The entire grounds staff is mobilized to clear off sidewalks and steps. Please be patient when inclement weather strikes, all of the staff lives outside of the property.
Telephone service:
Verizon provides telephone service to Northern Virginia.
Trash removal:
Trash is removed three times a week. However, larger items are hauled away by our personnel. If you plan to put a larger item (such as: mattress, furniture, etc.) next to the dumpster, please contact the office so they may remove it as quickly as possible. If you utilize an outside contractor, the contractor must be told that they are responsible for removing their debris from the property.
ASSETS INSURED: Buildings, Common area improvements, commonly owned contents, and Association Business Liability. The policy includes permanently installed building interior items including floor coverings, wall to wall carpeting, appliances and more, all at replacement cost.
NOT INSURED: Your personal property and furniture, temporary living expenses, and personal liability. This insurance does not pay your mortgage or condo fees if you die or become disabled, nor pay your mortgage or condo fees if your unit is not habitable. You will want to buy a Condo Homeowner Policy (HO-6), life insurance and disability income insurance.
EVENTS INSURED: "All risk" coverage including fire, lighting, windstorm, hail, explosion, riot, aircraft and vehicle damage, smoke, vandalism, falling objects, weight from snow and ice, collapse, sudden and rapid water escape or overflow from plumbing or appliances, frozen pipes, and more. The policy has all the coverage and details.
EVENTS NOT INSURED: Wear and tear, deterioration, mechanical breakdown, ground water, damage by insects or animals, settling and cracking of foundations, walls, basements, or roofs; latent defects; water damage caused by repeated leakage, seeping, or condensation from any heating or air conditioning system, appliances, or plumbing. All of the details on coverage, exclusions and limitations are listed in the policy contract.
CLAIM REPORTING: First notify the community management. They will report the claim to us that have repair costs greater than the associations deductible. Checks are payable to the association, not to owners.
DEDUCTIBLES & SELF INSURANCE: When damage originates from within your unit, you are usually obligated to pay for repairs up to the Association’s deductible (currently $10,000). Be sure your personal policy bridges the Association’s deductible.
PROOF OF ASSOCIATION INSURANCE or RENEWAL REQUEST FORMS: New settlements, refinance, or home equity loan settlements, call or bring information to Baxter Griffith Insurance Agency, 6417 Loisdale Road, Springfield, VA 22150 or phone (703) 971-7007. Forward any Renewal Request Forms to: State Farm Fire and Casualty Co., Policy Service Division, 1500 State Farm Blvd, Charlottesville, VA 22909.
The Colonies documents require that lease documents be presented for Board approval several days prior to a move-in and must contain the following:
Name(s) and address(es) of all current owners of the unit.
Name(s) of Lessee(s), and indication of the number of occupants.
Full address of the unit leased, including building/unit designator.
Specification of exact lease period (which must be a minimum of one year).
A completed Pet Application & Registration (Exhibit A), if a pet is to be kept in the unit. Maximum weight limit for a pet is 30lbs, and no exotic animals are authorized. There is an annual registration fee for each pet.
A completed lease addendum (Exhibit B) pertaining to knowledge of Colonies documents, which is made(by reference, in the lease itself) a part thereof.
Identity of Management Agreement attached, if any; if none, so state.
Signature(s) of lessee(s) and lessor(s); be sure addendum (Exhibit B) is properly executed, as well.
Additionally, before the new resident moves-in, you or your tenant must pay a non-refundable move-in fee; tenant must visit the Administrative Office during normal office hours to complete the move-in package.
Prior to any move-in or move-out, written permission must be obtained from The Colonies Administrative Office by the person(s) making the move by completing the move-in / move-out form. Normally, seven days notice of intent to move will suffice for the request. The moving van will not be allowed to enter the property unless approval has been obtained.
New owners shall exhibit proof of ownership to secure a move-in permit.
New tenants shall present a copy of their lease, with Exhibit B from the Administrative Resolution I-B-2, Approval of Leases, attached to the lease, to secure a move-in permit.
Those moving in or out and utilizing the elevator must obtain (from the Guardhouse) elevator pads to be hung on the walls to prevent damage. The pads are to be returned to the Guardhouse once the move is complete.
Moves on Monday through Friday may not begin before 8 AM, and must be completed by 6 PM. Saturday moves may not begin before 10 AM, and must be completed by 6 PM.
No moves may be scheduled on Sunday, or any Federal holiday.
All moves (in or out) must be made through the garage using the elevator or stairs. Access to the garage and parking spaces may not be impeded.
The General Manager can only make exceptions to the time limits and/or access through the lobby.
All areas used by movers will be left in the same condition as when the move (in or out) began. This includes removal of any packing, boxes as well as any other debris associated with the move. The cost for clean-up and/or repair will be assessed to the owner’s account.
To verify damages to the common areas, an inspection shall be made by one of the management staff immediately prior to and after the move. The person(s) making the move should accompany the staff member on each inspection or waive the right to appeal any claim.
During moves, use of the elevator may not be denied to residents having reasonable need for their use.
Movers shall not hold the elevators while they move possessions piece by piece to the elevator door. Furniture and boxes will be accumulated at the elevator door and loaded and unloaded expeditiously in order to free up the elevator.