Marbury Homeowners Association

Transcription

1 Marbury Homeowners Association To: From: All Homeowners, Marbury Homeowners Association Jonathan Sucher, PCAM, Community Manager Cardinal Management Group, Inc. Date: December 1, 2017 Subject: 2018 Annual Assessment Notice Dear Homeowner(s): 2018 Budget I am writing to you on behalf of the Board of Directors for the Marbury Homeowners Association. At this time, there is no change in the annual or monthly assessment. Your monthly assessment will remain at $ Coupons for your payments will be mailed to you. If you are presently on direct debit through Cardinal Management Group, Inc., there is no need for action on your part, as the adjusted amount will be automatically changed in our office. If you are not enrolled in direct debit but wish to be, enclosed is the enrollment form that you may complete and return to our office. Owners are reminded that whether or not coupons are received, payments are due on the 1 st of each month and a late fee is charged if received after the 30 th of that month. If you have not received your coupons by December 31, 2017, please contact Cardinal Management Group, Inc., at (703) As a reminder, you may also make payments online at by credit card or e-check. These services are available at a nominal fee and are subject to change without further notice. The Board of Directors worked to ensure that dues did not increase this year, even though facilities were added that add approximately $100,000 per year to the expenses due to the pool contract, utilities for the pool and clubhouse, and replacement reserve expenses. See below for a solicitation for members to join the Finance Committee to work with the Board in Clubhouse and Facility 2017 saw the delivery of the community clubhouse and pool facility, as well as the tot lot and tennis courts. We hope that you were able to take advantage of these facilities, even though the pool opened later than we might have wished. We did extend the hours through the fall as the weather was unseasonably warm. Renting the Party Room We are now prepared to begin renting out the clubhouse facility for parties and have enclosed the resolution and party room application. All scheduling will be done through the main Cardinal office by Bonnie Soriagalvarro, who will be assisted by Kim Chen. Contact information is included in this letter. The rental fee is $250 per event with a $250 refundable deposit. As this is an unstaffed clubhouse, it is very important that the facility be cleaned by you, especially in the case of having multiple rentals scheduled on back-to-back days. At this time, we will not allow two rentals in one day as it may cause problems with the first rental event not cleaning up appropriately. Architectural Review Board (ARB) The ARB is comprised of three of your fellow homeowners who review applications as submitted by the homeowners for items such as decks, fences, etc., and also assist in maintaining the standards of the community. A copy of the application is available on the website at Effective December 15, 2017, we plan to have an address of ARB@marburyhoa.org in place so that residents may pose questions to the Committee. Additional Committee Volunteers to be Solicited As the community continues to grow, the Association plans to appoint members to an Open Space Committee (related to landscaping and other matters) and a Finance Committee. The Finance Committee will be important as they will assist in the review of the Reserve Study, the development of the 2019 budget, and other procedures related to audits and tax returns. Along with the budget, included in this letter, are the following; 1) The website link is noted below and information is enclosed related to accessing the website. 2) The Rental Agreement Application to rent the party room. 3) An application for nomination for the Open Space Committee or Finance Committee. The Board of Directors wishes each of you a happy and safe holiday season! CARDINAL MANAGEMENT GROUP, INC., AGENT 4330 PRINCE WILLIAM PARKWAY, SUITE 201 WOODBRIDGE, VA PHONE FAX

2 Contact Information Management Agent Cardinal Management Group, Inc Prince William Parkway, Suite 201 Woodbridge, VA Main Phone Number: (703) Jonathan Sucher, Community Manager Direct Dial: (703) Bonnie Soriagalvarro, Management Assistant (Assists with ARC Processing) Direct Dial: (703) Nausheen Ahmed, Accounting Representative (HOA Payments) Direct Dial: (703) Payment Address Marbury Homeowners Association c/o Cardinal Management Group, Inc. P.O. Box Phoenix, AZ Marbury Website Trash Company American Disposal Phone Number: (703) Trash days are Monday and Thursday. Recycle and yard debris pick-up day is Thursday.

3 Marbury Homeowners Association APPLICATION FOR COMMITTEE NOMINATION I,, hereby submit my name to be considered for a position on the committees noted below (please check one): Marbury Open Space Committee Marbury Finance Committee Occupation or Former Occupation: Education: Experience: Outside Activities: Why I Want to Serve on the Committee: Signed: *My signature above confirms that I am an owner of the home, that I do not have pending violations of the architectural standards, and am current in payment of dues. Address: Phone: Date: CARDINAL MANAGEMENT GROUP, INC., AGENT 4330 PRINCE WILLIAM PARKWAY, SUITE 201 WOODBRIDGE, VA PHONE FAX

4 MARBURY HOMEOWNERS ASSOCIATION WEBSITE REGISTRATION We would like you to take this opportunity to sign up to access the community website at Note: If you receive a Server Not Found error message, try removing the s from in the address line. There are many great features that owners can access: View account history and up to date account balance. Access assessment payment information and links to online payment website. Access Management contact information. Access architectural, assessment, amenities, trash pickup, and other general information about the community. Fill out and submit or download and print forms (architectural applications, change of address, etc.). Online documents Resource Center containing Board meeting minutes, governing documents, resolutions, newsletters, and much more. FAQs answering several homeowner questions about the community and how to navigate the website. Send questions, comments and feedback messages directly to Management and the Board. Receive messages from Management and the Board regarding community news. How to Sign Up 1. To register on the website, click on 'SIGN IN' at the top right corner of the home screen. The 'SIGN IN' screen is displayed. 2. On the right side of the page, click on 'Sign Up' under 'New User?' 3. Enter all requested information. Mandatory fields are marked with an asterisk (*). 4. Create your user name and password. Helpful tip: A strong password is at least eight characters long; does not contain your user name, real name, or company name; does not contain a complete word; is significantly different from previous passwords; and contains characters from each of the following four categories: an uppercase letter, a lowercase letter, a number and a special character (#, $, %, etc.). 5. Enter how you would like to receive information. If you choose , enter your address. 6. Click on the 'Agree' button at the bottom of the page. If you have any questions regarding the website, please contact: Lisa Dommes, Website Coordinator l.dommes@cardinalmanagementgroup.com or by phone at

5 Marbury HOA CLUBHOUSE SOCIAL ROOM RENTAL AGREEMENT APPLICATION Marbury Estates Drive, Chantilly, VA Lessee(s) Name: Lessee(s) Address: Owner: Tenant: Home Phone: Work Phone: Cell Phone: Date of Event: Time of Event: Guests: LEASING CONDITIONS OCCUPANCY/USE: MAXIMUM CAPACITY of the clubhouse is 75 persons. No use of the pool, weight room, or grounds is permitted without express written permission. The patio may be used. The tot lot adjacent to the facility may not be reserved but may be used during events. REQUIREMENTS & RESTRICTIONS 1. The Lessee is responsible to leave the clubhouse and grounds in the same or better condition as they were prior to use by the Lessee. 2. The Lessee is entitled to inspect the clubhouse and grounds prior to use. The condition of the clubhouse will be inspected the following business day by management. 3. The cleanup must include, but is not limited to, removal of all rental and catering equipment, sweeping the hard wood floors, clearing all trash, and returning furniture to the proper positions. 4. All trash must be removed from the premises and discarded in the provided outside trash dumpster. If the trash dumpster(s) are full, then the trash must be discarded at the Lessee s residence. 5. THIS IS A SMOKE FREE CLUBHOUSE. Any evidence of smoking in the facility will result in forfeiture of the entire deposit. 6. The gym will be fully accessible to residents during any and all events. Lessee s of the party room are not to use the gym (especially children). IF party patrons are observed using the gym the deposit may be forfeited. LESSEE RESPONSIBILITIES 1. The Lessee will be held responsible for the conduct of his/her guests. 2. Consumption of alcohol is permitted in accordance with VA ABC regulations. 3. Any disturbance resulting in a legitimate complaint will be cause for the immediate termination of the Lessee s use of the clubhouse. Future use of the clubhouse by the Lessee, if granted, will be subject to any special provisions deemed necessary by the Board of Directors/Management. 4. Lessee shall indemnify and hold harmless Marbury HOA and its management together with their officers, directors and employees, from any and all losses, damages, judgments, rulings and settlements, and all cost and expenses incurred by any member of the Community Association and its management, related to or resulting from any claims, or legal, administrative or regulatory actions or proceedings asserted or brought against any member of the HOA and its management by any third party, whether private or governmental, for any cause whatsoever related to this Agreement. Lessee further agrees to defend promptly and diligently, at its sole expense, any claim action or proceeding against Association and its management or against them jointly that arises out of or connected with any foregoing, at no charge to Marbury HOA or its management. I hereby

6 acknowledge that the safekeeping of my personal property is solely my responsibility and that Marbury HOA and its management are not responsible for any damages or loss of said personal property. INSURANCE Lessee, at its cost, shall maintain during the Term, a comprehensive general liability insurance policy for Leased Area with limits, per occurrence, of not less than Three Hundred Thousand Dollars ($300,000.00) combined single limit, with respect to personal injury and death and property damage, such insurance to provide deductible and shall name Leaser, Marbury HOA as additional insured. Lessee shall deliver to Leaser a certificate with respect to such insurance, with evidence of full payment of any premiums therefore, upon execution of this Lease Agreement by Lessee. FINANCIAL CONSIDERATIONS The Lease fee is $ for a five hour block of time (one hour set up, one hour clean up, three hour event) plus $50 per hour thereafter. Back-to-back rentals will not be considered at this time but may be in the future. The Agreement will not be considered effective, nor the lease date be reserved, until receipt of the rental fee. A $ deposit is fully refundable, after use of the clubhouse, only if the Lessee has met all leasing conditions. The deposit may be applied against any damages, discrepancies, or violations. In the event the Lessee leaves the facility in a condition that requires more than a standard re-inspection, the Lessee will be liable for the hourly charge(s) for the expanded time expended by staff and/or janitorial contractor in connection with redemption efforts concerning the facility. This may include, but is not limited to, contractor coordination, subsequent inspections, accounting procedures, etc. CLEANING INSTRUCTIONS 1. All areas must be wiped down, swept or dry mopped (wood floor) and be free of stains and odors. 2. All counters, tables, surfaces, appliances, and cabinets must be cleaned. 3. All floors must be swept. 4. Sinks must be cleaned. 5. Bathrooms must be reasonably cleaned and clear of debris. 6. The following cleaning equipment will be available for use broom, mop, and dustpan, vacuum and other material. SECURITY/SURVEILLANCE: The facility is monitored by security cameras both inside the clubhouse and the entrance to the clubhouse and parking lot. My signature below certifies that I have read and agree to abide by all rules of the Lease Agreement and will abide by all stated requirements. I understand that any discrepancies, damage, or violation of these requirements by me or any of my guests may result in the loss of my deposit, immediate termination of my privileges under this lease and/or suspension of my future use privileges. Signature of Lessee: Date: Signature of Marbury HOA Rep.: Date: Date Rental Fee Paid: Date Deposit Paid: NOTE: THE CLUBHOUSE RENTAL OF FEE OF $250 IS NOT REFUNDABLE UNLESS THE LESSEE CANCELS THE RESERVATION AT LEAST 5 DAYS PRIOR TO THE DATE OF THE EVENT. Return completed contract and along with required checks to Cardinal Management Group, Inc Prince William Parkway, Suite 201, Woodbridge, VA 22192