ADMINISTRATION As you settle into the community, you will become familiar with the three independent organizations which govern the operations of West Lyon Farm, each with its separate Board of Directors. By Cooperative Agreement, the three Boards agree to work closely and cooperatively together in developing their individual annual budgets and independent reserve requirements. Each organization contracts the services of the same managing agent and accountants while the day to day operations of each entity are conducted by the on site Property Manager, Grounds Manager and Operations Coordinator who collectively supervise the grounds and facilities crew. West Lyon Farm Condominium Association West Lyon Farm Condominium Association (WLFCA or The Association) comprises 155 residences of which 124 units are detached dwellings and 31 units are townhouses. Each residence is assigned its own driveway and garage. The residences are located along the Loop Road and in cul de sacs as shown on the adjoining map. The entrance to each cul de sac is identified by a sign marked A through Q. Your house number, located above your garage door, is your address and will inform you of your Section ie Unit 318 is in Section Three. There are six Sections and each Section elects two members to the Board of Directors. The WLFCA Board convenes monthly in the West Barn and Unit Owners are encouraged to attend these meetings. The fiscal year runs from July 1 through June 30 of the following year with Association common charges due and payable in the first month of each quarter. Individual common charges are calculated by multiplying WLFCA annual budgeted revenue by the percentage of ownership interest allocated to a Unit as described in Schedule A-2 of the WLFCA Declaration. Weaver Street Tax District As an owner of a Unit at West Lyon Farm, you are a taxpayer of Weaver Street Tax District (WSTD). WSTD was formed in 1978 for the purpose of providing certain municipal services to the residents within its jurisdiction, such as road repair, shade and ornamental trees, street lighting, snow removal, flood control and trash collection. This organization has its own governing documents overseen by its own nine member Board of Directors. WSTD operates within the same fiscal year as WLFCA and its taxes are due and payable in the second month of each quarter. Individual taxes are calculated by multiplying WSTD annual budgeted revenue by a percentage based upon a Unit s assessed value as determined by the Town of Greenwich relative to the assessed value of all Units at West Lyon Farm. Lyon Farm Residents Association By virtue of being a member of WLFCA, you also have become a member of the Lyon Farm Residents Association (LFRA). This organization is distinct from WLFCA and was formed by the developer in 1975 to own and operate the recreational, cultural and social facilities to be shared jointly by the residents of East and West Lyon Farms. Facilities to be enjoyed by LFRA members and their guests are the East and West Barns, East and West swimming pools, an outdoor gas grill, two tennis courts, an artificial putting green and a playground area. The Barns and gas grill may be reserved through the Managing Agent subject to availability. LFRA also has its own governing documents overseen by its own Board of Directors, comprised of seven members from West Lyon Farm and two members from East Lyon Farm. The Board meets at least quarterly, has the same fiscal year as WLFCA with dues payable in the first month of each quarter. Individual dues are calculated by dividing the number of LFRA memberships (192) into LFRA annual budgeted revenue. 1
WEST LYON FARM STAFF The West Lyon Farm Property Manager, Grounds Manager and Operations Coordinator supervise the many services provided to residents from the West Lyon Farm office located in the West Barn. The office is open from 8:30 a.m. to 4:30 p.m., Monday through Friday, and may be contacted by calling (203) 531-4220. After hours, during holidays and on weekends the office phones are switched over to the Managing Agent in the event of an emergency relating to the Property. Services provided to residents include: Daily Property Inspection and Annual Deck Inspection Maintenance and Repair of Roofs, Siding, Trim, Gutters, Leaders and associated Drain Lines Maintenance and Repair of Foundations, Exterior Wooden Chimney Chases, and Garage Doors and Operating Mechanisms Maintenance and Repair of Entryway Stairs and Stoops, Walkways and Trash Bins unless modified by the Unit Owner Repaving of Roadways and Driveways Lawn and Pond Care, Repair of Stone Walls and Fences, Seasonal Plantings Erosion Control, Storm Drains and Street Lighting Water Utility Service Trash Removal and Recycling Wildlife Management and Specific Exterior Pest Control Install Light Bulbs in Garages and on the Exterior of Units Resetting of Automatic Garage Door Openers Holding of Emergency Keys Daily Guard Service Recreational Facilities LFRA Annual Party West Lyon Farm Website A Periodic Newsletter Annual Dumpster Day Vendor Referral Grounds Crew The Association employs an in-house grounds crew to care for the seventy acres of common ground for which the Association is responsible. The grounds crew is under the supervision of the Grounds Manager with the size of the crew adjusted seasonally. The Association, through the grounds crew, maintains the common ground between and around the Units, including lawn mowing, leaf removal and periodic cleaning of gutters on Units and garages. In addition, the Association offers spring and fall clean-up of organic debris from Unit Owner planting beds and, upon consent of the Unit Owner, occasional pruning, trimming and weeding of the same beds. Residents may call the West Lyon Farm office at 1:00 p.m. to contact crew members in order to arrange for services after-hours. Grounds and Carpentry Maintenance Occasionally and as a convenience, West Lyon Farm staff may access an outside water spigot and exterior electrical outlet to a Unit in the performance of its tasks. 2
Annual Tree Care Program Each year the Association conducts an inspection of trees located on common ground for which the Association is responsible as a Common Expense. The annual inspection is performed with a qualified arborist who, together with the Grounds Manager, identifies those trees which have become or continue to be dead, dying, diseased, dangerous or overgrown. Observations noted from the inspection are catalogued into a report which is reviewed by the Grounds Committee in making its recommendations for pruning and removals to the Board of Directors. Trees considered for removal are visibly tagged for a period of four months (July through October) during which time Unit Owners have ample opportunity to address the Board of Directors with written comments prior to the proposed removals scheduled for December and January. The Annual Tree Care Program recognizes the importance to West Lyon Farm of its trees and provides for the long term health and attractive appearance of this most valuable asset. The program establishes a consistent approach for the Board of Directors to follow in discharging its obligation to act responsibly on behalf of the Association while allowing for the legitimate expression of individual concerns. Tree Replacement West Lyon Farm will remove or prune dead, dying, diseased, dangerous or overgrown trees from common ground through the Annual Tree Care Program or when otherwise necessary. The type, size and timing of all trees to be planted or replaced on common ground are at the expense and sole discretion of West Lyon Farm. Stone Walls / Wood Fences / Relics / Ponds All stone walls, wood fences, relic farm equipment and ponds are integral to the original design of the West Lyon Farm and are not subject to relocation or reconfiguration by Unit Owner request. Any such relocation or reconfiguration is at the sole discretion of the WLFCA or Tax District Boards and always as a Common Expense. The seven ponds located throughout the property are purely decorative and are not to be used for any recreational activity such as ice skating, swimming or boating. Leaf and Snow Removal West Lyon Farm maintains the staff and equipment to meet the challenge of leaf and snow removal. Subject to the adverse effects of wind and rain, leaves are systematically removed from the grounds and gutters. Due to the wide range of variables associated with snow removal, the Association conducts snow removal operations according to the Snow Removal Mission Statement which can be found in the Often Asked And Important To Know section of this Resident Handbook. The Association is not responsible for damage caused to Unit Owner installed sprinkler systems and walkways during snow removal operations or mowing of lawns. Firewood Delivery Requests for delivery of firewood are made directly through the West Lyon Farm office. Deliveries of available firewood are made on Fridays only. Requests received on Friday will be delivered the following week. Residents are asked to clear their stoops of stacked firewood during the summer months. Guard Booth A guard is on duty from 3:00 p.m. to 11:00 p.m., seven days a week. The Guard will tour the property from time to time during the course of a shift. Care is to be taken upon entering and exiting the Property with caution to be exercised in the vicinity of the Guard Booth. 3
West Lyon Farm Website The website address is www.westlyonfarm.com. The Members Only section contains Board of Director minutes, an Association calendar, maintenance schedules and other information relevant to living at West Lyon Farm. West Lyon Farm Office (203) 531-4220 Property Manager ext. 14 kevinreeves@westlyonfarm.com Grounds Manager ext. 12 paulgursky@westlyonfarm.com Operations Coordinator ext. 10 shpresapaloka@westlyonfarm.com 4
UNIT OWNER RESPONSIBILITIES An item or element for which the owner of a Unit is responsible to maintain, repair, remove and replace at his expense is identified as a Limited Common Element. A Limited Common Element is distinct from a Common Element for which the Association is responsible. A list of Limited Common Elements can be found in the WLFCA Declaration, Article VI, Section 6.1. One such Limited Common Element is decks for which the Association will conduct an annual inspection as described in WLFCA Bylaws, Article IX. There are several Limited Common Elements for which the Association assumes responsibility as a Common Expense in order to establish a uniform appearance and standard of care such as roofs, siding and trim; gutters and leaders; garage doors and their operating systems and, unless modified by a Unit Owner, entryway stairs and stoops, walkways and trash bins. Limited Common Elements for which Unit Owners are responsible include: Decks and Patios Deck and Patio Railings and Stairs Awnings and Handrails Skylights, Windows and Exterior Doors Door Bells and Alarm Systems Chimneys and Exhaust Vents Walkway and Exterior Light Fixtures including Bulb Replacement Interior of Garages Outside Water Spigots, Underground Sprinkler Systems and Exterior Water Barriers Foundation Drainage, Foundation Waterproofing and Sump Pumps Plantings situated in Planting Beds located appurtenant to a Unit and Garage Architectural and Hardscape Changes altering the Exterior Appearance, Structural Integrity or Mechanical Systems of a Unit and Garage Architectural Changes to a Unit and Landscaping Changes to Planting Beds West Lyon Farm has developed formal procedures by which Unit Owners may make a request for an architectural change to a Unit. Similarly, the Association has adopted formal procedures by which a Unit Owner may make a request to change the landscaping in planting beds located appurtenant to a Unit. These procedures require committee review of detailed plans and final approval by the Board of Directors before any work may commence. It is strongly recommended that Unit Owners consult with West Lyon Farm staff in advance of submitting such a request. The process by which requests are to be made is described in Chapter V and Chapter VI of this Handbook. All architectural and landscaping changes, including hardscape changes, made to a Unit by any owner of the Unit become the responsibility of the Unit s owner to maintain, repair, remove and replace. Hardscape Changes to a Unit Unit Owners are allowed to modify entryway stairs, stoops, walkways and to install walkway lighting subject to conditions. Trellises, bird feeders, pots, planters, topiary and outdoor sculptures and structures are also subject to conditions. Entryway Stairs, Stoops and Walkways Unit Owners may modify entryway stairs and stoops to a Unit upon approval by the Board of Directors using brick or 2" thermaled Pennsylvania blue flagstone set with cement in an 5
approved pattern that has proper footings and drainage. Walkways to a Unit may be modified using 1½ Pennsylvania blue flagstone set with stone dust or cement in an approved pattern that has proper footing and drainage. Brick is not allowed for use on walkways. A written request along with copies of the entryway stairs, stoop and walkway plan that shows their location and construction material must be submitted to the Architectural Review Committee through the West Lyon Farm office. The installation, maintenance, repair, removal and replacement of such modifications are the responsibility of the Unit s owner. Walkway Lighting. Unit Owners may install walkway lighting using light fixtures of an approved style and color upon approval by the Board of Directors. Samples are available through the West Lyon Farm office. A written request along with copies of the walkway lighting plan that shows the style, color, location and height of each fixture, including the distance between each light, must be submitted to the Architectural Review Committee through the West Lyon Farm office. Walkway lighting may only be installed along a walkway. Walkway lighting may not be installed in open areas or along the driveway to a Unit. The installation, maintenance, repair, removal and replacement of walkway lights are the responsibility of the Unit s owner. Trellises. Unit Owners may install a trellis constructed of cedar or redwood planted with appropriate material upon approval by the Board of Directors. An example of the accepted trellis design is available through the West Lyon Farm office. A written request along with copies of the trellis plan that shows its location and plant material must be submitted to the Grounds Committee through the West Lyon Farm office. A trellis may not be attached directly to the side of any Unit or garage and must be spaced 6 from the wall using wood blocks. Trellis and blocks must be stained West Lyon Farm grey. The owner of the Unit is responsible for any cost associated with the installation, maintenance, repair, removal and replacement of trellises and plant material, including removal and replacement for building maintenance Bird Feeders / Baths. Unit Owners may place one bird feeder and one bird bath per Unit within planting beds located appurtenant to the Unit or garage without approval from the Board of Directors. Bird feeders are required to be suspended from poles, and bird baths are to be no more than 18 in diameter. The Board of Directors may restrict the use of bird feeders and bird baths as it may become necessary to do so. Outdoor Sculptures / Displays / Structures / Topiary / Planters. Unit Owners may not place outdoor sculptures, displays, structures or topiary on or within the Limited Common Elements without approval from the Board of Directors. Pots and planters are to be terra cotta or similarly muted in color. Unit Owners are not allowed to place any such object on common ground. 6