Congress Square I Condominium
WILLIAMSBURG COURT MIDDLEBURG HEIGHTS OH
Welcome to Congress Square I Condominium Our goal is to provide you with useful information about our Association that we hope makes it easier for you to make your home with us.
You will discover our resources and the many advantages of our Association.
We are conveniently located in Middleburg Heights, Ohio at the border of Berea, just West of Eastland Road and North of Bagley. With easy access to I-71, I-480, the RTA Rapid and the Ohio Turnpike, we are convenient to shopping, schools and cultural facilities. In addition, the beauty and recreation provided by the Metroparks system is close by.
ALL Patio Replacement Work Requires Architectural Review - The Association now requires that ANY replacement of a patio fence (wood or vinyl) or patio floor surface (concrete, flagstone, pavers, deck, etc.) be reviewed IN ADVANCE OF CONSTRUCTION. Project details must be submitted along with an Architectural Review form at least 20 days in advance of the start of the work. Patio floor surfaces MUST be lower than the level of the interior subfloor and these exterior patio surfaces must be located at least three inches (3”) from the building siding.
Insurance Certificates - The Association’s master insurance policy renews each year in February. Many lenders ask for updated coverage information in the months thereafter and you may receive a letter asking for policy details. If you receive such a letter please either mail, fax or or e-mail a copy of the complete letter to us. If you mail us an original document, we will return it to you. The Association’s insurance carrier will issue a new certificate and mail it to the lender. Please note that we cannot take certificate requests by telephone.
2018 Budget - The Board has approved a budget for 2018 with no increase in maintenance fees. Coupon books have been ordered and if you use you bank’s Bill Pay service, please change your service to reflect the new address noted below, which has changed.
Mail Payments and Accounting Inquiries to:
Congress Square I Condominium
PO Box 42176
Cleveland OH 44142
If your home is on the market, maintenance fees should be mailed to the Strongsville office.
Maintenance fees, effective January 1, 2017
2 Bedroom $108.61
3 Bedroom $117.17
2 Bedroom w/ $119.52
3 Bedroom w/ $127.67
Fees are due on the first day of the month and must be received (not postmarked) by the 10th day of the month to avoid administrative fees.
Day to day account information is not available from the Strongsville Property Administration Office.
The Board will adhere to the Collections Policy in assessing administrative late fees, assigning delinquent accounts to outside collection and filing liens when no response is received to the initial collection effort. The costs of collections assistance may easily add $50 or more per month or more the balance due. Delinquent accounts may also be resolved through foreclosure.
Outside Water Shut Off - Please turn off the supply to the outside water faucet, which is located under the sink in homes without basements and between the floor joists in homes with basements. Open the outside faucet to drain the line and leave it open until spring.
Snow Removal - The Association provides reasonable levels of snow removal on up to two occasions per day after snow has accumulated to a level that exceeds 2” at certain times of the day. Services are provided in multiple stages and daily movement of parked cars is necessary for effective snow removal. Services are provided after overnight snowfall that exceeds 2” and again in the late afternoon hours if another 2” of snow accumulates. Services are not provided on a continuous basis during blizzard conditions and salt is not normally applied. Residents are responsible for snow removal when the Association’s contractor does not provide snow services.
Remove Pet Items - It is essential that all pet tethers be removed from the sidewalks and other areas in front of your home. These items are easily hidden by snow when services are performed and can cause damage to equipment and personnel resulting in extreme delays and inconvenience in delayed snow removal or personal injury to workers. Pet chains and leashes are NEVER permitted on the common areas and must be removed immediately.
A property review has been conducted to identify owner and certain Association maintenance responsibilities and notices have been sent to owners where upkeep items are in need of attention. Please observe the completion date in the notice and contact us for clarification or additional details. Thank you for your general upkeep of the areas around your homes.
Detailed information is available from the City of Middleburg Heights
Unit owners are responsible for the maintenance, painting and staining of patio fences, front and garage doors. Paint and stain colors are listed below. All colors are available only from Sherwin-Williams Stores. Be sure to use stain and not paint on patio fences as the paint will peel.
Increasing Longevity - It is recommended that garage doors be primed and painted about every 2 years and that the rubber weather strip at the bottom of the door be in good condition.
Patio fences also should stained every other year. Our observation is that doors and fences that are not maintained simply do not last very long. Each item, if properly maintained should have a life of about 25-30 years with meticulously maintained wood items lasting over 40 years.
The Association will be replacing concrete driveways and sidewalks, planting trees, replacing the shingles on the final roof in our full replacement program and has already contracted for the excavation and replacement of a sanitary sewer line. Your cooperation in maneuvering around the work areas and parking away from construction zones will be appreciated.
Change Smoke and Carbon Monoxide Detector Batteries - When Daylight Savings Time arrives, it is a good time to change the batteries in your smoke and Carbon Monoxide Detectors.
Insurance Certificates - The Association’s master insurance policy was recently renewed and certificates of insurance that have been previously issued within the last several years do not expire. However, if your mortgage servicing agency has changed, lost the information from your mortgage file or your lender has sold your loan, you may receive a letter requesting evidence of the Association insurance. We need a copy of the letter by mail, fax or e-mail in order to request a new certificate of insurance with accurate information for your lender. This information cannot be communicated by telephone.
Clean Up! - Too many trash cans are un-labled with house numbers and left at the curb too long after collection and too many residents are placing trash at the curb too early. Too many bags are either too thin or not tightly closed resulting in spillage and a grand mess! An alternate resolution - paying a service to clean up - could result in increased maintenance fees of as much as $5.00 per month.
Patio Fences - The Board has approved a revision of the Patio Fence Rule 1997-1 which will permit the replacement of patio fences with the Bufftech New Lexington vinyl fence materials. New fences must use only the single selected manufacturer’s product. At the present time, a limited number of installers have provided information to the Association that they are available to install Bufftech New Lexington Vinyl Fences and may offer quantity discounts to owners if multiple installations are scheduled within a contractor specified time. See the Contractor Referrals Section for contact information. As the change has been adopted as an option, owners may still replace fences in wood, following the design standards in the rule. Owners with wood fences are expected to maintain standards at their property with periodic staining and repairs.
Label Trash Cans - If a trash can is used for the storage of refuse, it must be labeled with the house number. Remember to bring the can back from the curb on the collection day.
We have also advised that the the City of Middleburg Heights has conducted an inspection and has sent notices to unit owners. Please contact the Building Department regarding their notices.
Please review the contractor referral list for possible sources to provide work for you around your unit. A referral does not imply any warranty or guarantee from the Association for the work of any contractor. Please let us know of any obsolete information on the referrals list or of any other contractors who may be available to serve the Association.
No Wiring on Buildings to Second Floors for Cable or Satellite Dishes
Wiring for cable or satellite television reception for second floor rooms may not be located on the surface of the buildings or the roof. Satellite dishes may not be placed on any part of the common elements, including the roof or walls. The patio fence is owner controlled property where satellite dishes may be mounted.
Please do not flush the following items into the sewer system:
A sewer backup can affect as many as 16 other homes. The Association does not provide for the cost of cleanup inside the unit after plumbing services are complete. It is recommended that all residents have sewer and water backup insurance to cover losses, clean up and other services that may be desirable after a sewer overflow.
The Cleveland Division of Water is in the process installing remote water meter reading technology in the area. Questions should be directed to the Clear Reads Call Center at 1-877-309-8907 or the Cleveland Division of Water at 216-664-3130.
Residents must secure all pets and are responsible to provide three feet of clear space around the inside water meter. In some cases, the washer and dryer must be moved to provide this space in advance of the visit.
The wiring to the remote meter end point will have to be changed at your home (at Water Department Expense). Inform the scheduler that you need to have a 3 wire remote meter installation when making an appointment and confirm that the new equipment can be installed at your home on the scheduled date and that the technician who services your home will have a 28 foot ladder on the truck to reach the second story of your home if your home does not have a basement. If the technician does not have the 28 foot ladder on his truck at the scheduled time, the installation cannot be completed.
A copy of the Clear Reads Informational Brochure is available.
It is very important, for the safety of you, your family and the other residents of your building that proper safety practices and equipment be operated and maintained in your home. Your adherence to periodic maintenance and awareness is necessary to provide safe operation of gas appliances and minimize the possibility of the effects of carbon monoxide buildup in the home and a visit by the fire department and paramedics. The following items should receive your immediate attention:
Association News and Alerts
Congress Square I residents may subscribe and receive the Town Crier by eSubscription rather than by regular mail. You will receive a special notice with a link to the newsletter when an issue is published. You also may subscribe to special resident alerts to notify you certain information of community interest such as area construction projects and the like.
Annual Association Meeting
The Annual Meeting of the Members of the Association is held each year in the month of May each year. This meeting is for the election of Board Members and the presentation of reports from the Board as well as any other business specified in the agenda for the Annual Meeting. The attendance of a majority of members is required either in person or by proxy. A proxy permits owners to attend the meeting without appearing in person and assigns voting rights to the proxy holder. Annual Meeting Proxies are valid for 5 years but are used only for attendance purposes and to elect Board Members and may not be used for any other purpose.
Unit owners must be current in the payment of maintenance fees, otherwise voting privileges are suspended and proxies serve only for the purposes of establishing a quorum
Questions of a general nature are entertained but the Annual Meeting is not designed to accept requests for services at an individual home which can be best handled via a Service Request or to receive complaints, which must be received in writing to maintain the confidentiality of the complaining party. These items are best addressed throughout the year to insure timely attention or placed on the Agenda of a regular Board meeting for consideration.
Meetings of the Board of Directors are open to unit owners. Fifteen minutes at the beginning of each Board meeting are allotted for homeowner participation, where unit owners may address the Board, present questions for later consideration and provide input. The balance of each Board meeting is for the Board of Directors to conduct the agenda related business of setting the policies of the Association. Unit owners may remain in attendance as observers, but not participants, during this part of the meeting. Certain portions of Board Meetings, defined as Executive Sessions, may be closed to unit owners. Items considered in Executive Session include legal matters, personnel issues, certain contractual matters, hearings and consideration of the issuance of sanctions against homeowners for violations of the covenants and restrictions. Contact us for the date, time and location of the next Board of Directors meeting, or refer to the meeting notice posted in this section of the website.
Annual Meeting - May 2018
Board Meetings - April - May- June - September December 2018
Budget Meeting - October - December 2018
Online Service Request - Click Here to submit a request for maintenance, repair or to send us an e-mail message