Welcome To “The Circle”

Resident Manual

Revised: December 2017

A warm and friendly welcome to you from the Management Staff, the Board of Directors and your neighbors at The Circle! The enclosed information package has been prepared in an effort to assist you in settling in to your new home and to acquaint you with the policies, practices and regulations of our condominium community. Keep in mind that this is limited information focusing on the most asked about items. Please note that this information is subject to change. We hope that this document will serve to be a useful and informative tool in orienting you as a new owner or renter.

Whether you are an owner or renter, it is imperative that you familiarize yourself with policies of the building. If you are renting a unit please be advised that it is the owner’s responsibility to provide their tenant(s) with a copy of the association’s rules and regulations prior to moving and to ensure that they are in compliance and abide by them. In the event of a violation of these rules the unit owner is assessed a fine.

Management is eager to meet you and provide any assistance you may need. The On-Site Manager, cleaning staff, Managing Agent, Board of Directors and unofficial helpers in the building aim to provide a high level of service and care that will ensure a carefree lifestyle and a strong and active community.

Please keep in mind that condominium living is different from life in an apartment building or single-family house. The following information focuses on the immediate things you’ll need to know prior to moving in and other important items that will assist you with your transition to life in our condominium community. Thank you for taking the time to become familiar with this document. Should you have any questions do not hesitate to contact the office.

Your neighbors welcome you. We look forward to getting to know you.

Office and Managing Agent Information

  1. On-Site Office: The on-site office at the Circle is eager to work with you, answer your questions and provide you with any assistance you may need. The office which is located in #501 has both daytime and evening hours. .

Office Hours
  • On-Site Manager: Theresa Richie

  • Days: Monday through Friday
  • Hours: 7:30am until 4:00pm

  • Evenings:Wednesday and Sunday
  • Hours: 7:00pm until 9:00pm

  • Office Number: 703.527.9109

  • Email:

  • After Hour Emergency: 703.644.2170

  1. Management Company Information:The management company is KPA. Their address is 6402 Arlington Boulevard, Suite 700, Falls Church, VA22042. Their telephone number and web site are: 703.532.5000and Community Manager from KPA assigned to the Circle is Patrick DiMarzo. He can be reached at 703.532.5005 and his email is administrative assistant is Ann Blados .
  2. The Circle Condominium Web Site: The web site is . Be certain to check out the web site and sign up to become a registered user. Also, you want to register KPA to on the SenEarthCo so that you can receive important Broadcast messages. Please contact Jackie Ngo at to register for this site.
  3. Services Provided By The On-Site Office: We here at the on-site office are here to assist you as best we can. Here is a brief scope of things you can get from the office and how we are here to help. .

  • Packages: Accept and hand out packages from UPS, the Post Office, FedEx, etc.
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  • Assistance: To answer questions and/or direct residents to the right party who can help them

  • Moving / Deliveries: Schedule and reserve the freight elevator
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  • Key Purchase: You can purchase a building entrance key from the office

  • Notices / Memos: Provide notices for water shut offs and/or other repairs and happenings that may effect residents
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  • Equipment Complaints: Make the necessary service calls for out of order elevators, laundry equipment, etc.

  • Storage Bins: Rent a storage bin

  • Community Room Rental: Rent this room for parties and other functions
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  • Bike Space Rental: Rent a bike space or use the two bike racks located in the garage

  1. Resident Input and Participation: The on-site office, KPA and the Board wants to work closely with all residents to ensure that we are responsive to the needs of the Circle and our neighbors. We ask that you work with us by contacting the on-site office or the managing agent if you notice anything amiss (i.e. elevator not working, laundry equipment out of order, door unsecured or not closing, etc.). Your assistance and feedback supports our efforts in making sure that we maintain the quality, maintenance and value of the property while creating a flourishing home and community enjoyed by everyone.

Moving / Delivery Procedures

There are set procedures and requirements for Move-Ins, Move-Outsand Deliveries at the Circle. Please be advised that it is the Owner’s responsibility to provide their tenants with a copy of the association’s rules and regulations prior to moving and to ensure that they abide by them. In the event of a violation of these rules the unit owner is assessed a fine. Fines are applied to the owner’s account until paid or until the attorney is notified to begin collection proceedings.

  1. Reservation:You must reserve the freight elevator in advance for any move or delivery. Please provide as much notice ahead of time to make sure that day is available.
  2. Hours / Days of Use: The period of use is Monday through Friday from 8:00am until 6:00pm. Saturdays, Sundays, Legal Holidays and certain Blackout Dates are prohibited days.
  1. Deposit / Refund / Moving Charges: There is a refundable $75.00 deposit required to obtain the back door key along with the key to operate the elevator. The check is made payable to the Circle Condominium. To receive your deposit back you must return the elevator back to the “run” position, return the keys to the office in #501 and not have caused any damage(s). The check will be returned or voided within two weeks after the reservation date. Please note that the one time move-in charge of $400.00 is non-refundable. For a move within the building the non-refundable fee is $100.00. There is no move-out charge.
  1. Keys: You will be provided with (2) keys. The large key unlocks the deadbolt located on the top of the exterior black door between the freight elevator and parking lot. The small key is to control the use of the elevatorso that you can lock it in place while loading and unloading. This key is placed in the key slot marked “run” and “stop”. To run the elevator, leave the key straight up and down. To keep the doors opened turn it to stop. If the elevator key does not turn take the key out and put the key in upside down or in the other direction.
  2. Security / Forfeiture: When you are finished it is important that the tie-backs to keep the exterior doors opened are unhooked, re-lock the deadbolt on the black door and make sure that the freight elevator is put back in the run position. The keys are to be returned to the office within 24 hours to #501 (there is a drop box in the door). Should the keys not be returned, the back doors not locked and/or the elevator not in the operational run position your $75.00 deposit will not be returned.
  3. Moving / Delivery Area and Prohibited Usage: There is only one designated area permitted for moves and deliveries. This is the freight elevator and double set of doors located on the 5th floor in the back of the building off of the top level parking lot. At no time may the front lobby entrance or the front lobby passenger elevator be used for any moves or deliveries. Due to weight and height restrictions no moving vans or delivery trucks are permitted on the top level of the parking garage. These vehicles must park in the cul-de-sac without blocking the entrance/exit to the parking lot and garage.
  4. Charges: Any damages made during a move or delivery will be charged back to the owner and/or tenant.

Charges

Dear Circle Condominium Co-owner/Resident:

The Board of Directors has reviewed, and in some cases reduced the fees that are charged for violations of the Rules and Regulations. The following are the fees along with penalties assessed for violations:

  • Move-In (one time charge):$400.00
  • Move within the building (each move):$100.00
  • Key Deposit for Moves/Deliveries:$75.00 (Refundable when keys are returned provided all restrictions are complied with and there is no damage.)

The following are penalties assessed in the event that the move in/out policies is violated:

  • Unscheduled move in/out:N/A
  • Move in/out other than permitted times:N/A (Monday through Friday 8:00AM to 6:00PM; no moves on Saturdays, Sundays orlegal holidays are permitted).
  • Moving through Front or Side Doors:N/A (This also applies to service men, deliverymen, construction person, etc. They are to use the rear doors on the fifth floor and the rear elevator. The management company should be notified in advanced of work being done in the building. A TBD charge applies to any one who has work done and does not notify the management company or on-site office.)
  • Moving truck on the parking deck:N/A(See truck size restrictions below)
  1. The definition of a truck is identified as: Prohibited vehicles are defined with reference to section 46.1-1 of the state of Virginia as follows; motor homes, mobile homes, moving vans, trailers, semi-trailers, buses, pickup trucks of more than 1-3/4 ton capacity, panel or dump trucks, road tractors, tractor trucks, vans and trucks of any type having a registered gross weight in excess of 4,000 pounds, more than 1 ¾ ton capacity or any vehicle, exceeding seven (7) feet in width, seventeen (17) feet in length, or six (6) feet in height except as may be authorized by the Board or Management Agent.

Vehicle length, as defined in this policy, refers to the total bumper-to-bumper length and not to the size of the truck bed.

Note: In addition to the charges identified above, a separate charge will be assessed for all damages made to condominium and/or personal property identified.

This schedule is especially important for owners who rent their units and are more likely to be charged if their tenants disregard the Rules and Regulations. Please be aware of these charges, and for your protection, always make your tenants aware of the Rules and Regulations and charges. The governing documents for the Circle Condominium state that the owners are ultimately responsible for the actions of tenants, guests, invites, etc.

Thank you for your cooperation in this matter, it will make living at the Circle more enjoyable for everyone.

Sincerely,

The Board of Directors

Leasing of Units

Leasing of Unit / Lease Addendum:The Lease Addendum is to be used by the Unit Owner and executed with the written lease. Please refer to the Lease Addendum for the complete language and conditions. Outlined below are a few essential items.

  1. Lease Term: Article X, Section 3 (Leasing) of the Bylaws requires that any Unit Owner who leases his/her unit shall do so by written lease for a period of not less than twelve (12) months in duration, and makes such lease and the tenant’s rights issuing there from subject “in all respects” to the Condominium Instruments and rules and regulations;
  1. Use and Occupancy of Unit. Tenant agrees not to use or occupy the Unit or the Condominium's common elements in any manner annoying or offensive to other residents of the Condominium, and to make no alterations or additions to the Unit, its fixtures or the common elements without the prior written consent of the Landlord and the Council, as required by the Condominium Instruments. Tenant agrees to use the Unit exclusively for a private, single-household, residential dwelling. Unit occupancy limits shall be as set forth at Article X, Section 4(m) of the Bylaws.
  1. Copy of Lease and Addendum: The Unit Owner shall provide the Board of Directors or its management agent with a conformed copy of both the lease and the Lease Addendum documents at least twenty-four (24) hours priortotenant move-in.
  1. Compliance With Governing Documents: It is the Board of Directors’ intent to enforce the above-cited use restrictions governing leasing at The Circle Condominium, to further ensure that all leases entered into by Unit Owners and their lessees contain the compliance and default provisions, and to further ensure that all lessees of Condominium units receive a copy of the Condominium Instruments and all rules and regulations. Unit Owners are responsible for this information to their lessees.Please be advised that although tenants are responsible for complying with the Association’s documents, the unit owner has the ultimate responsibility to ensure that tenants are in compliance.
  1. Payment of Assessments. By the terms of the Lease Addendum, upon written request by the Council to the Tenant and after written notice to the Landlord, both notices by certified mail, return receipt requested, Tenant shall pay to the Council all unpaid annual assessments, special assessments and charges, interest, costs and attorneys' fees, as determined and payable by the Landlord to the Council during the term of the Lease and any other period of occupancy of the Tenant. Tenant may deduct such payments from the monthly rental payments due to the Landlord; provided, however, Tenant need not make such payments to the Council in excess of, or prior to the due dates for, monthly rental payments due at the time of the Council's request. Landlord waives its rights under the Lease and Lease Addendum for any sums owed by Tenant to the Landlord as rent which Tenant has paid to the Council pursuant to this provision. All such payments made by Tenant to the Council shall reduce by the same amount Tenant's obligation to make monthly rental payments to Landlord and such amounts shall reduce the Landlord's obligation to the Council.

Building, Unit & Renters Insurance

The Association is obligated to maintain an insurance policy for the Association. The Circle maintains a blanket “all risk” insurance policy, commonly referred to as the “Master Insurance Policy”. The insurance policies cover the common areas and building features that the Association is obligated to maintain in accordance with the governing documents. The Master Insurance policies include Property, General Liability, Directors and Officers and an Umbrella Policy for the building and Association property. The building is insured on a full replacement cost basis. The Master Policy also covers most typical perils such as flood, fire, lightning, vandalism, etc. There is a deductible per incident. Personal property is not covered by the Master Policy under any circumstances.

The Master Policy also covers homeowners against liability claims arising out of their membership in the Association. For instance, claims arising out of problems in common areas, such as on the grounds, would be covered by the Master Policy. However, liability within a home is the owner’s responsibility. The Master Policy would not cover, for example, damage to your downstairs neighbor’s home if you accidentally let your sink overflow, or any betterments and improvements or personal property of any kind.

The Master Policy does not cover personal property, or additional living expenses caused by damages. To more fully protect your investment, resident owners should purchase an Individual Property Owner’s Policy (HO-6), which can provide insurance coverage where the Master Policy does not. An Individual Property Owner’s Policy, for instance, can provide coverage for personal property, home improvements, additions, liability caused by occurrences within a home, and even living expenses during damage repair. Coverage can be arranged under some HO-6 policies to make up the difference in damage costs to a home over an individual property owner’s deductible up to the Master Insurance Policy deductible.

Non-resident owners do have to have all of the insurance needs of a resident owner, other than personal property loss coverage. Additionally, non-resident owners may want to insure privately against the loss of rental income.

Renters also need coverage and should purchase a renter’s policy (HO-4) to cover their personal property, additional living expenses in the event of severe damage, and personal liability.

Please consult an insurance professional for details on what coverage you should have.

General Information

Contractors:Contractors are not to use the Circle’s trash chute or dumpster to dispose of debris; neither is large enough to handle construction debris. Contractors must arrange to have all construction debris hauled from the property. Contractors must clean up the common areas (hallways, freight elevator, and parking deck) of any debris, dust, etc., at the end of the work day. Owners are responsible for any damage to the common elements caused by their contractors. Contractors must use the freight elevator when hauling materials, tools, etc., to and from units. Work hours are Monday – Friday, 8AM to 6PM. Saturday work may take place provided it does not generate noise and does not require the contractor to haul tools and materials using the freight elevator.