Rules and Policies
Association Regulations and You
The information provided below is intended to give unit owners and tenants a handy overview of the rules that govern Colonial Village III. By making the rules clear and accessible, we hope to eliminate misunderstandings and ensure that this community remains a pleasant place to live.
While we have attempted to summarize the rules that apply to most situations, the information here does not replace the formal legal documents that govern the Association: the Declaration, Covenants, By-laws and Board Regulations. Every owner is already in possession of these documents. As part of the condominium purchase process, Virginia law requires the seller (through the management office) to furnish the buyer a big book (the “condo docs” or “resale package”) containing the Declaration, Covenants and By-laws governing the Association. Accompanying the book are copies of all current Board-enacted Regulations. Prospective buyers must sign a certification that they have received these documents in order for the sale to go forward. New regulations are mailed to all owners as they are enacted.
Therefore, from a legal standpoint, it is assumed that every owner has read and accepted the governing documents of the Association. Likewise, it is assumed that every non-resident owner has referred tenants to the "Rules and Policies" page on CVIII's website, and the owner is held responsible for ensuring that tenants comply. If enforcement action is required, ignorance of the rules is not an acceptable defense.
From a practical standpoint, we realize that many people find the formal governing documents intimidating and hard to use. The Board hopes that the information here will answer many of the most common questions you may encounter.
New owners will receive a copy of the information here as part of the resale packet, and they must sign a certification of that fact and submit it to the management office along with the HUD-1 settlement sheet. Landlords are required to refer new tenants (and existing tenants if the need arises) to the "Rules and Policies" page on CVIII's website and must submit a certification of this fact to the management office along with the new lease.
- Click on topics of interest -
Appendix B – Complaint Process (PDF format)
Appendix C – Package Pick-up at Office (PDF format)
Appendix C – Replacement Windows (PDF format)
Appendix E – CVIII Bylaws, Article XI, “Use Restrictions on Units and Common Elements”
Appendix F – CVIII Bylaws and Declaration (PDF format)
Appendix G – Main Unit Circuit Breakers (PDF format)
Appendix H – Association Complaint Procedure (PDF format)
Appendix I – Window Treatments (PDF format)
Appendix J – Collection of Regular and Delinquent Assessments (PDF format)
Appendix K – Renovations and Repairs (PDF format)
Moving Vans – Moving vans may not be driven onto the curbs, sidewalks or lawn. Tractor trailer moving vans are not permitted in CVIII’s parking lot. Parking reservations for street-side loading/unloading must be made through Arlington County several days in advance. Click here for information on how to make a reservation.
• Keys – Provision of keys (apartment keys, common-area keys, and storage cage keys) to new owners is the responsibility of the previous unit owner. Likewise, the provision of keys to new tenants is the responsibility of the landlord. The management office does not have copies of keys to units or storage cages. Additional copies of keys for the common areas (storage rooms, bicycle rooms and laundry rooms) assigned to the unit in question may be obtained from the management office for $5.00 per key.
• Move-In Fee – Whenever a new resident moves in to a unit, the unit owner must notify the management office 10 days in advance and must pay a $150 move-in fee. If the new occupant is a renter (lessee or sub lessee), the landlord may require the new occupant to pay the fee directly to the management office. However, the ultimate responsibility for paying the fee lies with the owner; if a new renter fails to pay the move-in fee, the fee will be charged to the unit owner. The fee covers incidental damage and common-area clean-up associated with move-ins. Failure to pay the move-in fee within 30 days after the move-in may result in fines or other enforcement action. No parking permits will be issued for units with an unpaid move-in fee.
• Parking in CVIII Lot – You may not park in CVIII’s parking lot without a valid, permanently affixed parking permit from the management office. Temporary permits are not issued. New residents are urged to visit the management office to get a parking permit as soon as possible; in the meantime, they should park elsewhere. Parking in the CVIII lot is exclusively for residents; no visitors are allowed. (See Appendix A (PDF format) "Parking Regulations", for more on CVIII parking.)
• Parking on Street – The streets in the Colonial Villages are public parking. However, during specified periods of the day, parking on all these streets is restricted to Zone 4 residents only. The restrictions applicable to specific streets are indicated by street signs. You must obtain an Arlington County Zone 4 sticker or windshield card from the Arlington County Treasurer’s office after registering your car with the county. Registered Zone 4 residents may also obtain temporary visitor parking passes from the County. Possession of an Arlington County Zone 4 sticker does not permit you to park in the CVIII parking lot. Click here for information about Arlington County's Residential Permit Parking Program.
• Maintenance of Heating/Air Conditioning Systems – Unit owners are responsible for maintaining their own heating/air conditioning systems. This includes the condenser located outside the building. It is suggested that unit owners contract with a qualified firm for regular servicing of their systems (at least once a year) and change their air filters at least once every three months. The CVIII engineer will not perform repairs on heating/air conditioning systems.
• Lease Terms – Units may not be used for hotel or transient purposes. No portion of a unit (other than the entire unit) may be leased for any purpose. The initial lease term must run at least six months. Any arrangement between an owner and a resident involving money, goods, or services passed in exchange for the right to occupy a unit requires a lease. All leases must be in written form.
• Subleases – If a landlord permits subleases, the sublease must run for an initial term of no less than six months. Subleases are subject to the same CVIII rules as leases, including move-in fees.
• Conformance to Rules – Leases and subleases must specifically require conformance to condominium covenants, By-laws, regulations, and policies. In the event that the Board of Directors requires the use of a specific lease form or lease addendum, such forms must be utilized by member landlords. Failure to use such forms will result in enforcement action against the owner in violation, which enforcement could include an action at law or in equity to enforce compliance.
• Submission of Lease to Office – A copy of the lease or sublease must be furnished to the management office promptly after execution.
• Landlord Responsibility for Tenants – If tenants engage in unacceptable behavior (such as excessive noise or damage to common property), CVIII will hold the relevant landlord responsible and may require the landlord to remediate the objectionable behavior or eject the tenant.
• Landlord’s Address – Landlords must keep the management office informed of their current address.
• Storage Cages – Each unit has access to one storage cage in designated basement storage areas. Cages are assigned by the management office. No items may be stored: (a) in storage area corridors; (b) in other residents’ cages without authorization; or (c) after the resident or owner has vacated the unit. All such items will be discarded without notice. No hazardous materials may be stored in storage cages.
• Halls and Other Common Areas – No personal items, including shoes or umbrellas, may be left in the halls or other common areas If such items are found in hallways they will be removed without notice.
• Mandatory Bicycle Registration –Effective January 1, 2011, all bicycles stored within the bike and storage rooms, must be registered with Arlington County’s Bicycle Registration Program. Recent bike thefts have prompted your Board of Directors and Management to implement this new regulation.
Click here to register your bike online with Arlington County. Be prepared to submit the serial number for registration. After registering, you will receive a decal from Arlington County and instruction on where to affix the decal to your bicycle. If you need to follow up regarding your registration or do not receive your decal, please contact Lieutenant Heather Hurlock at 703-228-4057 or email@example.com. Management will begin bike inspections on January 1st to ensure that all bikes display the county’s decal. Any bikes that do not display the proper decal will be removed from storage and bike room facilities and donated to charity.
If your bike has been stolen, and you previously registered it with Arlington County, you can click here to visit the APD's “recovered bikes” web page: or call 703-228-4057. The police department reports that a U-Lock is the best protection against theft – consider it for your bike’s safety. Thank you for your cooperation in this matter. Please feel free to call the Management Office at 703-525-5557 if you have any questions.
• Bicycle Rooms – Bicycles may be stored only in bicycle racks located in the basements 1809 Queens Ln. and 1821 N. Rhodes St. Bicycles stored in hallways or in other common areas will be removed without notice. Bicycles chained or otherwise secured to light poles, trees fences, railings will be removed without notice. Click here for information on registering your bike with the Arlington County Police.
CVIII’s By-laws permit the keeping of only one small, orderly domestic animal (e.g., a dog, a cat or a caged bird) in a unit.
• Registering – Pets must be registered and inoculated according to state and local law. Click here to visit the Arlington County Animal Welfare League's website for information on all types of animals and rabies shots for dogs in particular. Click here for information on dog licenses.
• Leashing Requirements CVIII’s By-laws require that dogs must be accompanied by an adult and leashed or carried when on common property. Arlington County Ordinances requires that dogs be on a leash when on public property. Click here for a list of county dog parks.
• Liability – Pet owners are deemed to have agreed to hold CVIII and all other owners free and harmless from any claim or liability arising from maintaining the pet.
• Pet Waste – Dog and cat owners must pick up their pets’ waste, bag it, and put it in one of the trash barrels in the trash rooms. Depositing it temporarily in common areas until it is convenient to take it to the trash room is not permitted.
• Flower Beds – Residents are particularly requested to keep pets out of flower beds. The flower beds are intended for the enjoyment of all residents, and are costly to plant and maintain.
• Complaints – Complaints regarding pets can be dropped off at the management office, or residents can call Arlington Animal Control at 703-931-9241.
• In General – Trash may only be deposited in designated trash bins in the trash rooms. Leaving it on the curb is not permitted. Likewise, the practice of temporarily leaving trash bags in hallways or other common areas until it is convenient to take them to the trash room is forbidden. If a resident employs a house-cleaning service, it is the resident’s responsibility to ensure that the house-cleaner has a key for the trash room. (Extra keys may be obtained at the management office for $5.00)
• Limiting Odors and Pests– Please rinse out your recyclables before depositing them in the recycling bins. Place regular trash in sealed bags to limit attracting insects and other pests and to reduce odors that offend residents who live near trash rooms.
• Cardboard Boxes – Residents are asked to break down boxes before putting them in trash rooms. Empty boxes take up a lot of space and can quickly fill the trash room. Also, the county recycling program will not accept cardboard boxes that are not broken down.
• Recycling – The Association and its trash contractor comply with county laws regarding recycling. Please help our recycling efforts. Deposit only appropriate items :
- Mixed paper (junk mail, magazines, newspapers, office paper, and miscellaneous papers)
- Metal cans
- Aluminum cans
- Glass (bottles and jars)
- Plastics (bottles, jars, plastic tables, chairs, and buckets)
- Metal household items ( bicycles, cabinets, doors, grills, iron furniture, and miscellaneous metals)
• Furniture, Mattresses, Appliances, Construction Debris and Hazardous Materials – Bulk trash, hazardous materials, construction debris and major appliances are not to be left in CVIII’s trash rooms! Leaving such material in CVIII’s trash rooms blocks access to these rooms, and in many cases their presence in trash rooms creates fire code violations. Disposing of these items frequently requires special pick-ups and added expense for CVIII’s owners association.
Bulk trash consists of Christmas trees, TV’s, computers, vacuum cleaners, mattresses, tables, sofas, desks, dressers and other furniture. CVIII’s trash service picks up bulk trash on the 1st day of the month, unless the first day falls on a Sunday, then it will be the 2nd day of the month (Monday). Bulk trash items should be placed by the curb near any fire hydrant the day before the scheduled pick up day. Residents who place items out at other times will be subject to fines. Do not block fire hydrants, streets or sidewalks.
Hazardous materials include compact fluorescent light bulbs, propane tanks, motor oil, transmission and brake fluids, batteries, paint, industrial cleaners, and solvents. CVIII’s trash contract does not include removing hazardous material. Residents have to make their own arrangements to dispose of this material. Arlington County has a household hazardous materials (HHM) facility for disposal of household hazardous materials generated by Arlington residents. The HHM drop-off facility is located on the grounds of the Water Pollution Control Plant on South Glebe Rd. Follow the signs to the HHM entrance at 530 South 31st Street. The HHM drop-off facility is open every Saturday between 9:00 am to 3:00 pm, except during major holidays and scheduled E-CARE collection events. Please call 703-228-6832 to verify HHM facility closures during these times. The HHM does not accept bulk trash, construction debris or appliances.
Construction debris includes drywall, sinks, flooring, metal, wood, bathtubs and carpeting. CVIII’s trash contract does not cover removing construction material; nor does it cover major appliances such as refrigerators, stoves or heat pumps. Residents and their contractors have to make their own arrangements to dispose of this material.
• Cigarettes – Please do not discard cigarette butts or other litter on CVIII lawns and common areas.
• Use of Machines – Please follow instructions for the use of washers and dryers, such as not overloading them or washing inappropriate items. Residents are asked to promptly remove clothing from machines once the washing or drying cycle is complete, particularly during high-traffic times, such as Sunday. Please clean the lint trap after using the dryers.
• Malfunctioning Machines – Please report malfunctioning machines promptly to either the laundry room service contractor (Scheffres) or the management office. Reporting the problem directly to Schreffres speeds up turnaround on repairs, particularly if the malfunction occurs on the weekend. Scheffres number (1-301-565-4940) is posted in laundry room; in addition, malfunctions may be reported to Schreffres via service@sch effreslaundry.com Be sure to cite the machine identification number on the front of the machine. As a courtesy to others, residents are encouraged to put a note on malfunctioning machines to let them know the machine is broken.
• Barbecuing Safety – If barbecuing on the lawn, please put a dish or tin foil under the barbecue to protect the grass from the heat. Do not dump the coals on the grass or under a tree; this kills plants. Do not put warm or hot coals in the trashcans. Be sure they are “dead out” before putting them in the trashcans. No barbecuing is permitted within 15 feet of any building. Grills with live coals may not be left unattended.
• Liability -- Any damage resulting from barbecuing or disposal of coals will be the responsibility of the individuals involved.
•Cars may be washed only in in the northwest corner of CVIII's parking. This location is in front of garage #1. Your basement/laundry room key will unlock the wooden box that houses the faucet for the water hose adjacent to this area. The washing of cars on any other part of the property is prohibited. CVIII hoses may not be used for washing cars on public streets. Except for jumpstarts and changing flat tires, car maintenance is prohibited in CVIII's parking lot.
•Private gardening is prohibited. Requests for landscape improvements may be directed to the Board through the management office.
• Birdfeeders – Installation of bird feeders is prohibited, either on unit windows or in trees or other locations on the property.
• Feeding Birds and Squirrels – Feeding of birds and squirrels is strongly discouraged. Although the Board recognizes the pleasure birds and squirrels bring to residents, it is an unfortunate fact that the majority of seed and other food set out for such animals ends up feeding rats, which are ubiquitous in urban areas.
• Extermination Service – CVIII contracts with an extermination service (American Pest Management) to provide free extermination services to residents on request. Services are provided on the 2nd and 4th Wednesday of each month according to a set schedule. Residents should contact the management office to be placed on the list for services on the next scheduled visit; if the resident does not plan to be present, keys may be left at the office to allow exterminator access. Residents seeking immediate extermination service may contact any licensed exterminator and arrange for such service at their own expense.
• Packages – As a convenience for residents, the management office will accept packages from UPS, FedEx and other delivery services (except the U.S. Post Office). Residents may pick up packages during regular office hours (8:30 a.m. to 5:30 p.m. Monday, Wednesday, Thursday; 8:30 a.m. to 7:00 p.m. on Tuesday; 8:30 a.m. to 1:00 p.m. on Friday). The office will not notify residents of a delivery of a parcel, will not accept calls regarding packages, and bears no responsibility whatever for safekeeping or return of packages. Identification is required to obtain packages. See Appendix C (PDF format) for more on picking up packages.
• Lockouts – A resident who is locked out of his or her unit should contact a competent locksmith. CVIII engineering staff cannot assist with lockouts. Residents who are locked out may use the CVIII office phone to make a local call to a locksmith during regular office hours.
• CVIII’s Board is obligated by CVIII’s Bylaws and the Virginia Condominium Act to operate CVIII as a business. This means impartial enforcement of CVIII’s rules governing when assessments are payable and CVIII’s procedures for dealing with delinquent assessments. Every unit owner faces the same set of rules with respect to paying their assessments in a timely fashion, and every unit owner faces the same set of consequences for not doing so. Special consideration increases the burden that delinquencies already impose on the substantial majority of CVIII unit owners who pay their assessments in full and on time. There are no deals or bailouts.
CVIII’s rules governing when assessments are payable and the Board’s procedures for dealing with delinquent assessments are as follows: assessments are determined on an annual basis. They are due in twelve equal monthly installments, with an installment due the first of each month. If a payment is not received by the fifteenth of the month, then it is considered delinquent and a $20 late fee is charged; and Legum & Norman, our management firm, mails a late notice to the delinquent unit owner. If an overdue payment is not received within forty-five days of its due date, then Legum & Norman turns the delinquent unit owner over to CVIII’s law firm, Chadwick, Washington, which sends a letter to the unit owner warning that a lien for the delinquent assessment, late fee and CVIII’s legal costs will be placed against the unit’s title. If this overdue payment is not received within sixty days of its due date, then CVIII’s law firm obtains a lien. When this happens, the delinquent unit owner’s assessment payments for the balance of the year are accelerated and are due in full and immediately. The purpose of a lien is to secure monies owed to CVIII in the event a delinquent owner tries to sell their unit before settling their debt to the CVIII Owners Association or a lender forecloses on their mortgage. The immediate effect of a lien is to cloud the title of the delinquent unit owner, which in turn may tarnish their credit record. A regulation adopted by CVIII during the mid-1990s authorizes the Board to notify one or more of the major credit rating agencies about a unit owner’s delinquent status. If accelerated assessment payments and associated late fees and legal costs are not received after seventy-five days have passed since the due date, then CVIII’s law firm sends the delinquent unit owner a letter offering three options. The first is to pay immediately and in full all delinquent assessments, all late fees and all legal costs incurred by CVIII. The second is to arrange an acceptable payment schedule with CVIII’s law firm and sign a promissory note for all monies owed CVIII. The third option is for CVIII’s law firm to sue for judgment that CVIII is entitled to the unit owner’s delinquent assessments, late fees and whatever legal costs CVIII has incurred, which leads to garnishment of wages or rental income, or foreclosure. If a delinquent unit owner chooses either of the first two options and then reneges, then he or she has chosen the third option. See Appendix J for CVIII's Regulatory Resolution governing the collection of regular and delinquent assessments.
Please review CVIII's Regulatory Resolution on Repairs and Renovations (click here) before proceeding with any repairs or renovations of your unit. This includes replacement windows. Additional information is provided below.
• Arlington County Permits -- Permits are required to protect all people from the effects of repairs, additions, or new construction which are in violation of the Arlington County Building Codes and which could cause harm to life and property. Permits are also required to ensure that federally mandated building related requirements, such as energy conservation and accessibility are complied with. Failure to obtain the required permit is a violation of the law. Permits are issued to property owners, contractors, leasers, architects or engineers. A permit will be issued only to contractors licensed as required by state or local law, who possess an Arlington County business license or reciprocity with another jurisdiction. A permit may be issued to a home owner provided that the dwelling unit is a single family, townhouse, or a condominium unit. A permit becomes invalid if the authorized work is not started within six months of the date of issuance, or if work is discontinued for more than six months. For information about when a permit is requires , click here.
• Plumbing – If residents observe any leaks or drainage problems that appear to involve common element piping – in particular, any drainage problem involving more than one drain – they should contact the CVIII emergency number rather than private plumbers. If a resident contracts with a private plumber for common element repairs, the resident will not be reimbursed for the cost.
• In-Unit Services – Residents may request the assistance of the CVIII maintenance engineer for minor in-unit services, such as replacing light bulbs in ceiling fixtures, repairing leaky faucets, or removing screens before scheduled window-cleaning. Please note that the in-unit service program is not intended for remodeling work, such as installing new light fixtures or replacing cabinets; contact a professional for such jobs. The fee for in-unit services is $30 per hour/$15 per half hour or any portion thereof. Contact the office for details.
• Shutoff Requests (Water) – Non-emergency water shutoffs can be scheduled only for Tuesdays, Wednesdays and Thursdays. They should be scheduled with the office three business days prior to commencement of work. The management office notifies affected residents at least three days in advance by placing a flyer at the doorstep of each affected unit. Emergencies may require water shut-off without notice.
• Renovations – Significant renovations or repairs (for example, renovating a kitchen or bathroom, replacing a bathtub, or moving electrical lines) must be approved in advance by the Board. This includes any work requiring a County permit. Owners who fail to get advance approval may be required to remove the improvements. The Board undertakes to act expeditiously on renovation requests. Contact the office for requirements associated with submitting renovation proposals.
Exceptions are as follows: routine painting; carpet installation or replacement; installation of hardwood floors; and minor kitchen cabinet changes to accommodate installation or replacement of appliances (see “Appliances,” below).
Replacement windows must match the existing village design (six-by-six, French window grill), and the design must be submitted for Board approval. See Appendix XX for details on window replacement.
Other than replacement of windows, no other external modifications to the buildings are permitted. In particular, cable and telephone service must be routed through existing cable boxes and telephone service lines; lines may not be run through windows or through exterior walls. Such lines will be removed without warning and the owner will be charged for any damage to the building.
There are no external vents for either bathrooms or kitchens. Piercing walls, ceilings or floors to install such vents is prohibited.
All repair or renovation work performed in any unit must conform to the building codes of Arlington County and the State of Virginia. Board approval for any particular project does not constitute a waiver of any applicable laws governing the work.
Any and all debris associated with repair or renovation work must be removed from the complex by the contractor or unit owner; no debris may be deposited in CVIII trash rooms. Hallways must be kept clean and any damage repaired by the contractor or unit owner.
• Mold – Units were originally constructed without external air vents, and owners are deemed to have accepted this condition when they purchased their units. Replacement of old windows with more tightly constructed modern windows may reduce the external ventilation for units with a consequent rise in ambient humidity and an increased risk of developing mold. By installing new windows, owners are deemed to have accepted this risk. Cracking a window in the bathroom, periodically running the air conditioner or using a portable dehumidifier are among the strategies that can be employed to reduce humidity.
• Management Access to Units – The management office has the right to access units for inspections, repairs to common elements and other purposes. Access will be arranged in advance at a convenient time for residents except in an emergency. Failure to grant access within a reasonable period of time may lead to legal action, as well as direct access through the use of a locksmith. In the latter case, the unit owner will be responsible for locksmith charges and will be deemed to have waived all liability for property damage.
• Units in Good Repair – Under the By-laws, unit owners are required to keep their units in good repair. In particular, any condition in a unit that threatens or causes damage to common areas or other units must be promptly repaired. Management has the right to inspect repairs to ensure that they are adequate to eliminate the problem.
• Running Toilets and Water Taps – Water bills are a shared expense, so toilets or water taps that run continuously constitute a drain on the common budget. Owners are required to keep their unit plumbing in good repair.
• Broken Windows – Unit owners must promptly repair broken windows in their units.
Please review CVIII's Regulatory Resolution on Repairs and Renovations (click here) before proceeding with replacing windows in your unit. Additional information is provided below.
Colonial Village III has been designated a historic landmark and is subject to architectural controls by the Historical Affairs and Landmark Review Board of Arlington County (HALRB). These architectural controls include criteria for replacement windows in CVIII. You must obtain written permission to install replacement windows from both CVIII’s Board of Directors and the HALRB. Your application for permission to installment replacement windows must clearly demonstrate that your replacement windows meet the all of the criteria listed below. If a unit owner installs replacement windows that do not meet the criteria approved by the HALRB, the HALRB has the statutory authority to make this unit owner remove these windows and replace them with ones it does approve. The HALRB has used its authority to enforce these criteria in CVIII on two occasions, CVIII’s By-laws gives CVIII’s Board authority to enforce these criteria. To repeat, if you want to install replacement windows, you must obtain written permission to install replacement windows from both CVIII’s Board of Directors and the HALRB. Your application for permission to installment replacement windows must clearly demonstrate that your replacement windows meet the all of the criteria listed below, and, of course, the windows you actually install must match those specified in the application approved by the HALRB and CVIII’s Board. Click here for replacement window criteria.
Every unit has a main circuit breaker located below or adjacent to its electric meter. Unit owners are responsible for maintaining and replacing the main unit circuit breaker serving their unit. Each unit’s main circuit breaker and electric meter are housed in a metal box located on an exterior wall of the unit’s building. This circuit breaker is prone to failure because over time (1) its fasteners loosen and (2) moisture corrodes its connections with the rest of the electrical system. Symptoms of a problem with this circuit breaker are lights or appliances flickering off and on. When a main circuit breaker fails, its unit will have no electric power. The board advises unit owners to have their main circuit breaker inspected on a regular basis by a licensed electrician. Click here for additional information (PDF format).
• Appliances – CVIII By-laws give the Board complete authority to approve or disapprove installation of any appliances. However, under current Board policy, existing kitchen appliances (specifically, range, microwave, dishwasher, garbage disposal and refrigerator) may be replaced with similar equipment without consultation with the Board. Minor modifications to kitchen cabinets, such as the removal of a single cupboard to accommodate relocation of a range or dishwasher, are permitted without approval. Significant cabinet work requires advance approval. The addition of any other appliances requires prior Board approval. The Board may require the removal of non-approved appliances at owner expense. Any damage caused to the common areas by such appliances will be charged to the owner. All appliance installation must meet Arlington codes. Installation of over-the-range microwaves typically requires the addition of a separate electrical line, which requires an Arlington County building permit and prior Board approval. Unit owners should also be aware that there are no external vents in CVIII units.
• Clothes Washers and Dryers – Clothes washers and dryers can not be installed in units because plumbing and electrical systems in buildings lack the capacity to serve them.
• Window Fans and Air Conditioners – Air conditioners, vents, ducts or cannot be installed in windows.
• Carpeting – At least 80 percent of the floor space (excluding kitchens, closets and bathrooms) in each unit above another unit must be covered by carpet and padding to adequately prevent the transmission of sound.
• Noise – CVIII's By-laws prohibits residents and their guests from noise of any kind that disturbs other residents . This prohibition applies just as much to the behavior of residents in common areas as it does to behavior inside units
• Soliciting – Commercial solicitation is strictly forbidden. Posting of commercial notices in the hallways or distribution of flyers is forbidden. Parties violating this prohibition may be prosecuted for trespassing.
• Personal Safety – Problems relating to personal safety should be reported immediately to the police or fire department, as appropriate. Residents should inform the management office of criminal activity or other emergencies after informing the appropriate authorities. Please note that neither the police nor the management can take steps to respond to safety issues if incidents are not reported.
• Police Patrol – The Arlington County police are authorized to patrol CVIII's property. CVIII's Board has executed a limited power of attorney with the Arlington County Police Department. This action names the Arlington County Police Department as a “person lawfully in charge of the property” for the purposes of forbidding persons with no legitimate purpose from entering or remaining in common areas of CVIII. Specifically, this allows a police officer to ban a person trespassing on CVIII’s property from returning to the property. It allows an officer to arrest such person(s) when found to be in violation of the trespassing ban. It also allows a police officer to testify in court on behalf of CVIII’s unit owners as “a person lawfully in charge of the property”. Arlington County police officers will be able to engage in more proactive patrolling on CVIII’s common areas, and it relieves CVIII of the burden of having its property manager appear in court to testify in certain trespassing hearings. Additionally, it provides CVIII with a means to have an agent on call at all times who may identify persons with no legitimate purpose to be in CVIII. The other Colonial Village communities, CVI, CVII and the Commons, have signed similar agreements with the Arlington County Police Department.
• Propping Open Doors – Please do not prop open secured doors, such as doors to laundry rooms, storage areas and bike rooms. In addition to undermining the security of persons and property, this invites invasion by vermin.
• Complaint Process – Residents are encouraged to work with the management office to resolve problems. If the concern relates to another resident’s behavior and cannot be resolved by the office, formal complaints may be addressed to the Board (see Appendix B). The Board may also initiate a complaint. After a hearing (or if the hearing is waived by the party against whom the complaint is filed), the Board may choose to impose a fine on the offending party and/or pursue other legal action. Virginia law authorizes fines as high as $900, along with injunctive relief.
• Failure to Pay – Failure to pay CVIII assessments and any violation charges, late fees or others costs or fees that have been legally assessed against a unit account, shall result in the initiation of collection action as set forth in the CVIII covenants and By-laws.
• Other Measures – The Board may take such other action authorized by law to enforce the covenants, By-laws, regulations and Board policies.
• Distribution of Notices – The By-laws specifically state that distribution of notices by hand to unit doorways or by first-class mail to the owner’s address constitutes sufficient notice of any pending action. Final regulations and the notice of the annual election are always mailed to owners’ addresses. However, to save postage, many less urgent notices, such as notice of utility shut-offs, are simply distributed directly to unit doorways or posted in common areas.
• Minutes – The agenda of the monthly Board meetings is posted in the hallways in advance of each meeting. Minutes are posted in the hallways and on this website after they have been approved at a Board meeting.
• Web site – Many Association documents, including Board regulations, are posted on the Web site www.colonialvillageiii.com.
• Bulletin Boards – The bulletin boards in the hallways and laundry rooms are for the official business of the condominium. Commercial solicitations (take-out menus, cleaning services, moving services, etc.) are strictly forbidden.
• CVIII Board of Directors – The Association is governed by a five-member, elected Board of Directors serving staggered three-year terms. Members are elected to the board at CVIII's Annual meeting which is held in October. As of 2013 the members are: Amanda Hunt, Michael Amato, Kevin Haley, Dennis Gerrity and Robert Middler.
• Monthly Meetings – The Board of Directors generally meets monthly at the meeting room at 1903 Key Blvd. Meetings are open for any resident. Meetings are typically held on the third Monday of each month at 7 pm, but may be shifted at Board discretion. Residents are allowed three minutes speaking time to present concerns in a “residents’ forum” at the start of the meeting; however, residents desiring to make an extended presentation must do so in writing.
• Legum & Norman manages Colonial Village III for its Owners Association under the direction of the CVIII Board of Directors. The office at 1903 Key Blvd. (side entrance) is the main point of contact for residents for questions, complaints and maintenance reports. The main door has a drop-box for delivery of payments or written communications after hours. Click here for contact information.
• Preparing for Extended Resident Absences – Residents who expect to be gone for extended periods of time are encouraged to have a trusted friend or relative periodically check their units and automobiles, as well as the bulletin boards in the hallways. Among the unexpected events that may occur during extended absences are damage due to plumbing leaks or utility shut-offs for repairs. Also, if new residents reserve street parking spaces from Arlington County to accommodate moving vans, the County will tow any cars left in those spaces during the time reserved for the move-in. Commonly, the County provides only 48 hours’ notice. Residents who intend to be gone during the spring change-over to new parking permits for the CVIII parking lot should contact the office in advance to ensure their cars are not towed for expired permits.
• Street Parking for Extended Periods – Please be aware that Arlington County only allows vehicles to be parked in the same street parking spot for 10 days at a time. Vehicles parked for longer periods without being moved may be towed. Please note, this is not a CVIII rule and is not enforced by CVIII. This information is provided purely for the planning purposes of residents who expect to be gone for extended periods.
A summary of the regulations for CVIII's parking lot is provided here. See Appendix A (PDF format) for a complete copy of the parking regulations. Click here for a permit application. Those regulations supersede anything in this summary.
There are 57 parking spots available in CVIII's parking lot on a first-come, first-served basis for all CVIII unit-owners and residents whose cars display a valid CVIII-issued permit with a license number matching the license plate of the vehicle. Since there are 172 units in the complex and each unit is entitled to one parking permit, no one is guaranteed a parking spot in the lot.
• Towing – The CVIII parking lot is patrolled by a towing service on a 24-hour basis. Vehicles will be towed, without notice, for violations of the parking regulations or failure to display a proper permit. To ensure availability of parking spaces for legitimate permit-holders, the towing program is rigorously enforced. Individuals whose cars are towed should contact the towing company (Advanced Towing) at 703-241-2211 to retrieve their cars. The management office has no responsibility for towed cars.
• Permits – Applications for stickers (permits) may be picked up at the management office or downloaded by clicking here. Only one valid sticker will be issued per unit at any particular time, regardless of the number of residents in the unit. Permits may not be directly transferred from one car to another; if a permit holder wishes to transfer a permit to another car, the old permit must be turned in and a new permit obtained.
• No Visitors or Temporary Permits – Visitors, other than contractors authorized by the management office, are not permitted to use the lot. No temporary permits will be issued.
• Obtaining Initial Permits – Unit owners and tenants must bring their driver’s license and registration to the office. Tenants must also bring a copy of their current lease. Permits will not be issued for any unit that has an unpaid move-in fee.
• Annual Renewal – Permit-parking applications will be distributed to residents on an annual basis two (2) months prior to the current permit expiration date. The expiration date is listed on the permit. Applications are placed on unit doorsteps; aside from the expiration date printed on the existing permit, this is the only permit expiration notice that owners and residents will receive.
• No Bailee Liability – CVIII bears no liability for the security or safety of items in storage bins, bicycle rooms or other common elements of the condominium. Homeowner and renter insurance typically covers loss or damage of such items, and residents are encouraged to obtain such insurance.
• Damage to Unit – CVIII has a master insurance policy that provides property casualty coverage for the condominium project. However, the Association’s policy does not cover unit components, personal property (e.g. furniture, clothing, rugs, wall hangings, window treatments, etc.), or betterments and improvements that unit owners may have made to their units (e.g., upgraded cabinetry, hardwood flooring, etc.). Inexpensive homeowner (HO-6) and renter insurance (HO-4) policies typically cover loss or damage to such property, and unit owners and renters are strongly urged to obtain such insurance.
The Association bears no liability for temporary lodging if damage to a unit through common element failure results in temporary displacement of residents. All such losses and expenses must be borne by the occupants and/or owner. Most insurance carriers offering the aforementioned condominium unit or renters insurance also offer riders to such policies which will provide coverage for temporary lodging expenses in the event that a property casualty makes the unit temporarily uninhabitable.
• Duty to Notify – If a unit owner discovers a water leak or other common-system failure that threatens his or her unit, the unit owner should promptly call the management office to allow the Association to take steps to mitigate the damage. Failure to notify management within a reasonable time after discovery of such problem relieves the Association of any legal liability for consequential damages (such as growth of mold) that might have been avoided with prompt notice.
• Effective July 1, 2012, Common Interest Community Board’s Ombudsman Regulations have been approved by the Governor of Virginia. These regulations allow members and residents of the association (or any citizen, in fact) to challenge “adverse decisions” made against them by the association by way of a written complaint process. This complaint process is intended to address circumstances when a member or other person believes that the association, its Board of Directors and/or its community manager have acted contrary to the applicable laws or regulations of the Commonwealth of Virginia governing Common Interest Communities. See Appendix H for more details and the appropriate form to file such a complaint.
Window treatments are defined as blinds, curtains, or interior shutters. CVIII's Regulatory Resolution 2012-1 governs window treatments. It requires that unit windows should be furnished with blinds, curtains, or interior shutters. Curtains that are not white or beige should have a liner that faces the window that is white or beige. Blinds and shutters must be of a light color such as white of beige. Opaque films may be installed on bathroom windows. See Appendix I for CVIII's Regulatory Resolution governing window treatments.
Appendix A 2013-2014 Regulations for the Colonial Village III Parking Lot (PDF format)
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Appendix B RESOLUTION ON DUE PROCESS PROCEDURES FOR COMPLAINTS
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Appendix C Rules and Regulations Regarding Parcel Retrieval at the Site Office (PDF format)
Appendix E COLONIAL VILLAGE III By-laws (Excerpt)
USE RESTRICTIONS ON UNITS AND COMMON ELEMENTS
Section 1. Use Restrictions. Each Unit and the Common Elements shall be occupied and used as follows:
(a) Except for area of the Condominium designated for recreational use and except as provided in the Declaration, no Unit shall be used for other than housing and the related common purposes for which the Property was designed. The Board of Directors may permit reasonable, temporary non-residential uses from time to time in any Unit. Nothing in these By-laws shall be construed to prohibit the Declarant from using any Unit owned by Declarant for promotional, marketing, administrative office, display or other related purposes or from using any appropriate portion of the Common Elements for settlement of sales of Condominium Units.
(b) Nothing shall be done or kept in any Unit or in the Common Elements which will increase the rate of insurance for the Property or any part thereof applicable for residential use without the prior written consent of the Board of Directors. No Unit Owner shall permit anything to be done or kept in his Unit or in the Common Elements which will result in the cancellation of insurance on the Property or any part thereof or which would be in violation of any law, regulation or administrative ruling. No waste will be committed in the Common Elements.
(c) No immoral, improper, offensive or unlawful use shall be made of the Property or any part thereof, and all valid laws, orders, rules, regulations or requirements of any governmental agency having jurisdiction thereof relating to any portion of the Property shall be complied with, by and at the sole expense of the Unit Owner or the Board of Directors, whichever shall have the obligation to maintain or repair such portion of the Property, and, if the latter, then the cost of such compliance shall be a Common Expense.
(d) No Unit Owner shall obstruct any of the Common Elements nor shall any Unit Owner place or cause or permit anything to be placed on or in any of the Common Elements (except those areas designated for such storage by the Board of Directors) without the approval of the Board of Directors. Nothing shall be altered or constructed in or removed from the Common Elements except upon the prior written consent of the Board of Directors.
(e) The sidewalks, entrances, passages, vestibules, stairways corridors, halls and all of the Common Elements must not be obstructed or encumbered or used for any purpose other than ingress and egress to and from the premises; nor shall any carriages, bicycles, wagons, shopping carts, chairs, benches, tables or any other object of similar type and nature be stored therein. No person or persons shall play or loiter in halls, stairways.
(f) No Unit shall be rented for transient or hotel purposes or in any event for an initial period of less than six months. No portion of any Unit (other than the entire Unit) shall be leased for any period. No Unit owner shall lease a Unit other than on a written form of lease requiring the lessee to comply with the Condominium Instruments and Rules and Regulations, and providing that failure to comply constitutes a default under the lease. The Board of Directors may provide a suggested standard form lease for use by Unit Owners. Each Unit Owner of a Condominium Unit shall, promptly following the execution of any lease of a Condominium Unit, forward a conformed copy thereof to the Board of Directors. The foregoing provisions of this subparagraph, except for the restriction against use for hotel or transient purposes, shall not apply to the Declarant, or a Mortgagee in possession of a Unit as a result of a foreclosure or other judicial sale or as a result of any proceeding in lieu of foreclosure. Nothing in these By-laws shall be construed to prohibit the Declarant from using any Unit owned by the Declarant or Common Element of the Condominium for promotional, marketing, administrative office, display or other related purposes or from using any Unit or portion of the Common Elements for the settlement of sales of Condominium units.
(g) Trailers, campers, recreational vehicles or boats may be parked on the Property only in parking areas designated exclusively for such purposes by the Board of Directors. The Board of Directors may determine not to permit parking of such vehicles on the Property. No vehicles shall remain on the Condominium premises unless it has current state license plates, county tags and a current inspection sticker. Repairing or washing of vehicles of any kind shall not be permitted upon the Condominium property.
(h) The maintenance, keeping, boarding and/or raising of animals, livestock, poultry or reptiles of any kind, regardless of number, shall be and is prohibited within any Unit or upon the Common Elements, except that the keeping of small, orderly domestic pets (e.g., dogs, cats, or caged birds) not to exceed one per unit without the written approval of the Board of Directors, is permitted, subject to the Rules and Regulations adopted by the Board of Directors; provided, however, that such pets are not kept or maintained for commercial purposes or for breeding and provided, further, that any such pet causing or creating nuisance or unreasonable disturbance or noise may be permanently removed from the Property upon ten (10) days’ written notice from the Board of Directors. Such pets shall not be permitted upon the Common Elements unless accompanied by an adult and unless carried or leashed. Any Unit Owner who keeps or maintaining any pet upon any portion of the property shall be deemed to have indemnified and agreed to hold the Condominium, each Unit Owner and the Declarant free and harmless from any loss, claim or liability of any kind or character whatever arising by reason of keeping or maintain such pet within the Condominium. All pets shall be registered with the Board of Directors and shall otherwise be registered and inoculated as required by law.
(i) Except for such signs as may be posted by the Declarant for promotional or marketing purposes, no signs of any character shall be erected, posted or displayed upon, in, from or about any Unit or Common Elements without the prior written approval of the Board of Directors. The provisions of this subparagraph shall not be applicable to the institutional holder of any first mortgage which comes into possession of any Unit by reason of any remedies provided for in the mortgage, foreclosure of any mortgage or any deed of trust or other proceeding in lieu of foreclosure.
(j) Sufficient carpeting and padding shall be maintained on at least eighty percent (80%) of the floor surfaces (excluding kitchens, closets and bathrooms) in Units located over other Units to adequately reduce transmission of sound between Units. (Except as may be installed by Declarant during its initial renovation of units, washers, dryers, dishwashers, trash compactors, and other major appliances may not be installed in a Unit without prior written approval of the Board of Directors.)
(k) The Common Elements which may comprise the recreational facilities of the Condominium may be used for general recreational purposes by Unit Owners, their families, tenants and guests. The Board of Directors may, from time to time, promulgate reasonable rules and regulations regarding the use of any such recreational facilities and all parties using same shall abide by such rules and regulations.
(l) No Unit owner shall allow anything whatsoever to fall from the windows of the premises, nor shall he sweep or throw from his Unit any dirt or other substances outside of his Unit.
(m) Refuse and bagged garbage shall be deposited in the area provided therefore.
(n) No clothes line or similar device shall be permitted on any portion of the Condominium Property, including Limited Common Areas, nor shall clothes be hung anywhere except in such areas as are designated by the Board of Directors of the Association. The Board of Directors may choose not to designate such areas.
(o) Except for the Declarant, no Unit Owner is or shall be permitted to install any type of fireplace within his Unit, without the prior written consent of the Board of Directors.
(p) The Board of Directors of the Association may retain a pass-key or install a new lock, without the written consent of the Board of Directors of the Association. Where such consent is given, the Unit Owner shall provide the Association with an additional key for the use of the Association, pursuant to its right of access.
(q) No Unit Owner shall make or permit any disturbing noises by himself, his family, his servants, employees, agents, visitors and licensees, nor do or permit anything by such-persons that will interfere with the rights, comforts or convenience of other Unit Owners.
(r) No radio or television installation, or other wiring, shall be made without the written consent of the Board of Directors. Any antenna or aerial erected or installed on the exterior walls of a Unit or on the Limited Common Elements or Common Elements of the Condominium, which includes the roof without the consent of the Board of Directors, in writing, is liable to removal and disposal thereof without notice and at the cost of the Unit Owner for whose benefit the installation was made.
(s) Waterbeds shall not be permitted in any Unit without written consent of the Board of Directors.
Section 2. Rules and Regulations. Each Unit and the Common Elements shall be occupied and used in compliance with the Rules and Regulations which may be promulgated and amended by the Board of Directors. Copies of the Rules and Regulations shall be furnished by the Board of Directors to each Unit Owner. Amendments to the Rules and Regulations shall be conspicuously posted prior to the time when the same shall become effective and copies thereof shall be furnished to each Unit Owner upon request.
Section 3. Right of Access. By acceptance of his deed of conveyance, each Unit Owner thereby grants a right of access to his Unit, as provided by Section 55-79.79(a) of the Condominium Act and as further set forth in the Declaration to the Board of Directors or the Managing Agent, or any other person authorized by the Board of Directors or the Managing Agent, or any group of the foregoing, for the purpose of enabling the exercise and discharge of their respective powers and responsibilities, including, without limitation, making inspections, correcting any condition originating in his Unit and threatening another Unit or the Common Elements, performing installations, alterations, or repairs to the mechanical or electrical services or the Common Elements in his Unit or elsewhere in the Property or to correct any condition which violates any mortgage; provided, however, that requests for entry are made in advance and that any such entry is at a time reasonably convenient to the Unit Owner. In case of an emergency, such right of entry shall be immediate, whether the Unit Owner is present at the time or not.
Section 4. Utility Charges. The cost of utilities serving the Condominium not individually metered to a Unit shall be Common Expenses.
Section 5. Parking Spaces. Except to the extent limited by the parking easement set forth in Article XI, Section 9 of the Declaration or to such parking spaces as may be used by Declarant in conjunction with Declarant’s sales program, all parking spaces designated as such on the Plats and Plans shall be used by the Unit Owners for self-service parking purposes on a “first come, first served” basis, except as the Board of Directors may otherwise determine; provided, however, that no Unit Owner shall park more than one vehicle (owned or leased by such Unit Owner, or a member of his family) on the Common Element parking spaces without the prior written consent of the Board of Directors. The cost of maintenance and repair of all parking areas shall be a Common Expense.
Section 6. Storage Areas: Disclaimer of Bailee Liability. Any storage cubicles or areas in the Condominium are Common Elements and may be assigned to Units by appropriate resolution of the Board of Directors. The Board of Directors, the Unit Owners Association, any Unit Owner and the Declarant shall not be considered a bailee, however, of any personal property stored on the Common Elements (including property located in storage cubicles or areas and vehicles parked in the parking areas of the Condominium), whether or not exclusive possession of the particular area is given to a Unit Owner for storage purposes, and shall not be responsible for the security of such personal property or for any loss or damage thereto, whether or not due to negligence.
Appendix F – CVIII By-laws Complete (PDF format)
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Appendix G – Main Unit Circuit Breakers Maintenance Responsibility (PDF format)
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Appendix H – Association Complaint Procedure (PDF format)
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Appendix I – Window Treatments (PDF format)
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Appendix J – Collection of Regular and Delinquent Assessments (PDF format)
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