PATRIOT VILLAGE

CONDOMINIUMS

HANDBOOK

FOR

OWNERS AND RESIDENTS

Condominium Living at Patriot Village Condominium

Owners and renters agree that the best way to enhance the sense of community of Patriot Village Condominium is to have an understanding about common issues.

What is a Condominium?

The term condominium may be defined as a system of separate ownership of individual units in multi-unit projects.

What is a Common Area and Facilities?

The owner of a condominium unit owns not only the unit described in his deed, but also an undivided interest in the “common areas and facilities” of the condominium which may be defined generally as those facilities which serve all owners of the units in the condominium. These facilities may include land, driveway, walkways, lobbies, exterior foundations, exterior walls, exterior roofs, piping and mechanical systems serving the entire building, swimming pools and elevators. The common areas for your complex are specifically defined in the Master Deed.

What are Common Area Expenses?

There are certain expenses for the overall operation of the condominium for such things as electricity, water, and maintenance of the grounds, maintenance of the building, personnel and insurance. These are called common expenses and are shared by all of the unit owners according to each owner’s respective percentage interest in the condominium. This percentage interest, known as the beneficial interest, has been predetermined based on the value assigned to each unit. Such common expenses are paid on a regular basis, usually monthly directly to the Association.

Summary

In many respects, ownership of a condominium unit is not different from ownership of a single family home. Instead of owning a house and land, the condominium unit owner owns his or her unit, together with the percentage interest in the common areas. Like the owner of a house, the condominium owner may mortgage his or her unit independently of any neighbor.

A condominium becomes an effective organization upon the recording with the Registry of Deeds of the B-Laws, Master Deed, and any plans required by the provisions of Chapter 183A of the General Laws of the Commonwealth of Massachusetts.

Board of Trustees

The By-Laws provide that an elected Board of Trustees sometimes referred to as “The Board” will regulate the management of the property. The Board then hires a professional Management company to handle the day to day operation and then report such activity to the board who ultimately will make decisions on the complexes behalf.

The Board consists of up to five, non-paid unit owners who volunteer to donate their time running the property. These positions are filled by vote from the unit owners at the annual meeting held in April.

Purpose

The Board of Trustees represents the interests of the unit owner and has been chosen to maintain the economic and physical condition of the condominium.

Power

According to the By-Laws, the Board is given very specific powers in dealing with the Association property. The overall roll of the Board is to protect, maintain and enhance the property through sound business decisions made after they have had the chance to review information presented to them from the management company.

Annual Meeting

The annual unit owners meeting is held in April. At this meeting vacant positions on the Board are filled and the financial outcome from the past year is reviewed. The Management Company will also discuss the upcoming year’s budget and property improvements that are planned or have been completed. It is important that all unit owners attend this very important meeting.

Condominium Documents

As previously noted, Patriot Village Condominium has been created and is governed by the recording with the Norfolk CountyRegistry of Deeds. A brief description of these and related documents is listed below.

Master Deed

The Master Deed is the basic legal document submitting the property to condominium status and providing for the administration of the condominium, Chapter 183A, of the Massachusetts General Laws. These laws designate that the required contents of this document, which include complete descriptions of the land and buildings are to be dedicated to the condominium use, and of common elements, and the proportionate interest of each unit therein. These include floor plans, a statement of the purpose for which the building and units are intended, the method of amending the Master Deed, and the name of the organization which will manage and regulate the condominium. A committee known as the Board of Governors who are unit owners and elected by unit owners governs the Association.

Unit Deed

The Unit Deed is the instrument by which a unit must contain all the normal elements of a deed. In addition, Chapter 183A requires that it includes a reference to the condominium, a description of the land or the address of the property, the designation of the unit in the Master deed, a statement for the uses for which it is intended and any restriction on its use and the interest of the unit in the common elements of the condominium. Note that the initial deed of each unit must also have attached a copy of the floor plans recorded with Master Deed showing the designation of the unit being conveyed and adjacent units and depicting the layout, location, dimensions, approximate are, main entrance to the unit as well as the immediate common are to which it as access.

By-Laws

In contrast to the Master Deed, which is limited to a description of the basic structure of the condominium, the Association’s By-Laws set forth the day-to-day operating procedures under which the condominium will be run. The By-Laws include:

  1. The method of providing for the necessary maintenance, repair, and replacement of the common elements and payments thereof.
  2. The manner of collecting from the unit owners their shares of the common expense.
  3. The procedure for hiring all personnel, including whether or not a managing agent should or may be engaged.
  4. The method of adopting and amending the administrative rules and regulations governing the details of the operation and use of the common elements.
  1. Such restrictions on and requirements respecting the use and maintenance of the units and the use of the common elements bit set forth in the Master Deed.
  2. The specific requirements for obtaining funds for the repairs, maintenance, and up-keep of the common areas which are to be financed by all unit owners through a regular or special assessment paid to the Association in accordance with each unit’s percentage interest. It should be noted that each owner’s share of these expenses constitutes a lien upon the owner’s interest in common elements. This provides the Association with necessary means to assure collection of the common funds

In addition to the various provisions required by law, the By-Laws include many other provisions deemed necessary for the management and regulation of the Association. These include items such as procedures to be followed in the case of reconstruction after a fire or casualty or in the case of condemnation, as well as items based on the needs and characteristics of the condominium.

Condominium Insurance

Master Policy

Master Policy: Patriot Village Condominium Association (the Association) as stated in Article V, Section VIII, of the Declaration of Trust, maintains Master Policies of casualty and physical damage covering common areas, facilities, and units.

Certificate of Coverage

A certificate of the coverage maintained on behalf of the Association can be secured by contacting the current Insurance Agent for the condominium. Agent information is as follows:

J.K. Olivieri Insurance Agency Inc.

PO Box 1270, 64 East Grove Street, Middleboro, MA 02346

508-947-1818 -Tonya

When you call, you should have the following information available in order to expedite your request:

  1. Unit Owner’s Name or New Buyer’s Name
  2. Number of Unit
  3. Mortgagee name and complete mailing address
  4. Loan or reference number

Home Owner Policies

Each unit owner is advised to carry a HO-6 Policy. It is the sole responsibility of each individual unit owner to insure his/her own personal effects/contents, personal liability, unit improvements and coverage for the Association’s deductible (usually $1000-$2500 for property damage).

All unit owners should purchase a HO-6 Policy. The coverage must be coordinated between the individual HO-6 and Master Policy. Your agent will need to know that our Master Policy provides blanket coverage and is written on a single entity basis. It includes installed fixtures, interior walls, fixed appliances and additions, including those used exclusively by an individual unit owner. Installed items include wall-to-wall carpeting, domestic appliances, wall coverings, cabinets and plumbing fixtures.

We strongly recommend the basic HO-6 Policy be endorsed to add HO-32, which extends perils insured against form a “named peril” basis to “all risk” coverage, although some limitations still remain. This coverage will generally provide the owner with coverage for the Association’s deductible. Discuss particulars with your agent. Unit owners should also consider a HO-35-Loss Assessment Coverage.

Note: These comments are intended as a guide for unit owners to assist them in developing a proper personal insurance program. We recommend all unit owners review their own personal insurance requirements with their insurance agent.

Investor Units

Liability is the responsibility of the unit owners. Often liability may be added to the policy covering the investor’s primary residence. Investors should also secure coverage for rent loss in the event that a unit becomes uninhabitable. The Master Policy and the Association will not honor any claims for the loss of rents. It is also recommended that unit occupants purchase HO-4 Tenant Homeowners unit policy.

Identifying Master Policy Claims

When a unit owner reports damage, a note will be made to the file. The damage will be inspected to assess the approximate cost of the damage. The unit owner should notify their Homeowners Insurance Agent. The deductible for items covered by the Master Policy shall be apportioned, as provided for in the Master Deed and By-Laws. The unit owner is responsible for all personal property, improvements, rent loss, etc., not covered by the Master Policy. If the damage to the areas covered by the Master Policy is less than the deductible, then the loss shall be governed by the aforesaid Master Deed and By-Laws.

Processing a Master Policy Claim

The following steps should be followed when damage occurs in a unit and you are filing a claim against the Master Policy:

a)Report the damage within 72 hours to the Management Agent. Failure to report claims promptly may result in the claim being denied by the insurance carrier. The Association will not honor claims that are denied by the carrier because of failure to report in a prompt fashion. Unit owners should also notify their individual insurance carrier at the same time.

b)The Management Agent will notify the Association’s Insurance Agent of the loss. Should immediate repair need to be made in order to insure the safety of the unit occupants, the Management Agent will secure approval for those repairs from the Insurance Carrier.

c)The Management carrier will instruct the unit owner to secure bids to repair the damage. These bids are to be submitted to the Management Agent with a cover sheet itemizing the costs. This sheet must contain the unit owner’s signature.

d)During the bidding and damage assessment process, the Unit Owner must work closely both with the Management Agent and the Master Policy Insurance Adjuster in order that the scope of work is agreed upon by all parties prior to commencement of said restoration work. This includes but is not limited to making the unit available for inspection, securing additional bids should the Insurance Adjuster request it and promptly responding to requests made by the Insurance Adjuster and/or the Management Agent. The Board will not be responsible for the timeliness of Insurance claims being paid. If a claim payment is delayed, no interest, penalties, or other claims will be honored.

e)In the event there is a dispute, the final approval of the costs rests with the Insurance Company. The Management Agent will work with unit owner and Insurance Company during this period to finalize the scope of work.

f)Once all parties agree what the scope and amount of the claim will be, the unit owner will be given permission to commence work. Unit owners may ask that the Association request payment of the claim in order that the unit owner has fund to initiate restoration work. If the Insurance Carrier forwards this amount to the Association, then the Association will never release more than 50% of the total claim prior to the signing of a release by the unit owner.

g)If damage affects the structure or marketability of the unit, it is the right of the Board to inspect the area in order to ensure the proper repairs have been made.

h)Final payment will be made when:

  1. The Insurance Adjuster has had the opportunity to inspect all repair work.
  2. The Trust has received the final payment from the Insurance Carrier.
  3. The Unit Owner has signed a release.

Moving Into a Unit

The process of moving in or out of a unit needs to be addressed carefully, as there are many details to coordinate.

Your move in or out date must be given to management at least one week in advance of your move. Any damage that is caused to the building or grounds as a result of moving in or out will be repaired at the owner’s expense and will be due payable within 30 days.

Keys

  1. Unit Door Keys – these should be delivered to you at the time of closing by the seller.
  2. Main Door Keys-all units were given one or two main door keys. Management will verify with seller that they have the proper number of keys and then they will be passed to the buyer at the time of closing.
  3. Mailbox Key – contact previous owner

Mail

You should notify the U.S. Post Office of your new address. It is advised to notify two weeks in advance to allow for new delivery.

Services

You should notify all utility services to switch over the meters to your name as of the day following closing.

Telephone

Your local telephone service should be notified 10 days in advance of your move-in date to have your telephone initiated.

General

It is very important to provide Management with the following information: names of permanent residents, unit phone numbers, business (day) phone number, emergency contacts, auto information (description & plate #).

The Unit Owner/Renter Emergency Contact Sheet is to be completed and returned to the Management Company. Management should also be notified whenever this information changes.

Management of Patriot Village Condominium

Global Property Services

The Board has engaged the services of Global Property Services as the Managing Agent for the Association. Global Property Services works under the direction of the Board of Trustees to carry out the actual management and maintenance responsibilities.

Should you have any questions or concerns, please write or call:

Joseph Poillucci, Dawn Poillucci or Denise Walenten

GLOBAL PROPERTY SERVICES

55 Winthrop Street #1

Rehoboth MA 02769

508-252-4010

Responsibilities

Included in these responsibilities are the collection of the Common Area Charges (condominium fees), maintenance of the common areas(grounds, roof, and main mechanical systems), and restoration projects as needed.

Contact Information

If you have a problem which you believe is a common area problem, or which will affect the common areas, you should contact Joseph Poillucci at 508-252-4010.

Maintenance Calls

In order for Global Property Services to respond to a concern, every maintenance call must be placed through the office. Please do not request condominium services directly from the Association’s vendors or Trustees. Regular business must be taken up during the standard work week.

Emergencies

IF YOU HAVE AN EMERGENCY THAT REQUIRES IMMEDIATE ATTENTION:

Contact Global Property Services at 508-252-4010

The answering service will contact the property manager or the on-call Global Property Manager, who in turn will contact you directly.

This service is available 24 hours a day, seven days a week for emergencies.

When calling in an emergency, please be sure to leave your name, telephone number and brief description of the situation.