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«Policies & Procedures Handbook 2016-2017 POLICIES AND PROCEDURES HANDBOOK Thank you for selecting a Management Services Corporation property as your ...»

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The balconies and porches are to be kept neat and orderly at all times. Conventional patio furniture, bicycles, and plants are allowed on the balcony. Inappropriate furniture, kegs, trash, laundry, towels, blankets, clothes, etc. may not be stored on the balcony. In addition, nothing is to be thrown from your balcony at any time. If clean-up is necessary below your balcony, you will be billed for the time and disposal fees.

No more than 6 persons are permitted on balconies at one time. Railings, balconies, and porches must never be climbed over or loosened by anyone. Such action could result in serious injury or death.

Broken windows and doors will be replaced immediately by MSC, at the Residents expense. If screens are torn or pulled from the building, Residents are charged for the cost of repair or replacement. Do not try to enter the apartment through the screened windows and balcony doors. Damaged screens look like easy access to your apartment to people driving or walking by. Please report them promptly to Maintenance at 434-971Replacing interior and exterior apartment light bulbs is the responsibility of the Resident.

Should you notice any common area lights that need replacing, please call the Maintenance Department at 434-971-6811.

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Please see the property specific policies at the back of this manual pertaining to policies.

Please note that any unregistered pet found on the premises will result in a fine that will be applied to your rental account.

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In June 2000, the U.S. Consumer Product Safety Commission released safety guidelines to help prevent falls from windows. Management Services Corporation supports window safety and has taken the following precautions to assist Residents in preventing window falls.

Window screens are not designed or intended to protect from falls. Therefore, window stops will be installed on all windows upon the Residents request, which will allow Residents to restrict the window opening. It is reported that persons 10 years old and younger are most susceptible to accidental falls from windows. Please keep furniture away from windows to discourage anyone from climbing near windows.

Window guards are also available for installation at the Residents request and expense. Window guards screw into the sides of a window frame and have bars set 4” or less apart.

It is the Resident’s responsibility to notify management of any window problems or if window stops need to be replaced. Please contact the Maintenance Department at 434if you have any questions or concerns about thumb locks, window safety or additional window protection.

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Residents are responsible for clearing snow away from their vehicles. As conditions permit we will strive to clear parking lots and sidewalks of snow and ice; however, please use caution whenever there is inclement weather.

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The clubhouse has four main areas: Clubroom with kitchen and gaming room, exercise room with tanning bed and business center. In order to access the clubhouse you will need to pay a fee and sign for a limited access key fob. Key fobs will only be issued to current Residents, so please bring an I.D. with you to obtain your key. All times listed below are subject to change based on seasonal needs. Please be aware that all of these areas (including the parking lot) are under video surveillance 24 hours a day to prevent damage and destruction of property, unauthorized use and/or vandalism.


 MadHouse is for MSC Residents only.

 The entire building is a SMOKE FREE and ALCOHOL FREE facility. Smoking is only permitted on the exterior of the building. Please extinguish all smoking cigarettes and cigars prior to entering the building in the ash cans provided.

Anyone found smoking or consuming alcohol while inside the premises will lose his/her privilege to use the facility.

 Pets are not allowed in any part of the MadHouse.

 Please note that you are responsible for your actions and the actions of your guests whenever you are using the facility. Any damages caused by you or your guests (whether known to you or not) will be billed back to your rental account.

 From time to time the MadHouse may be rented for private functions during which time it will be closed. Please stop by or contact the MSC office should you wish to rent the clubroom for private events.

 Please be mindful of other people when using the TV or stereo equipment as to not unreasonably disturb other guests.

 Use of the tanning bed requires a release of liability, which can be obtained in the Leasing Office.

 Use of this facility is at your own risk.

 Parking is available for those using the building. Unauthorized vehicles can be towed from the parking lot at the owner’s expense.


 Unless rented for a private function, the clubroom along with the game room is open daily from 10:00 a.m. to 11:00 p.m. When our office is closed, there will be a clubhouse attendant on-site to monitor the activities and assist you with the equipment.

 In order to use the gaming equipment you will need to bring an I.D. The game balls will be available in the office or with the clubhouse attendant after hours.

 Please return the game balls when you are finished. Note that if you fail to return any equipment, you will be charged for the replacement cost.


For your convenience the exercise room and business center will generally be open each day from 6:00 a.m. to 11:00 p.m. We have a few policies set in place to help you maximize your enjoyment of these facilities.


 All participants will need to sign a release form in order to use the fitness center.

Keys to the clubhouse limited access door will be provided once the fee is paid and a form is signed.

 Please refrain from using glass containers.

 Limit your use on any one machine to 30 minutes.

 Report any malfunctioning equipment to the office or clubhouse attendant.

 We ask that you abide by any “out of service” signs and refrain from using the equipment until it’s repaired.

 When using the TV or stereo, be mindful of other guests in the facility.

 Please bring a towel with you and wipe down the machines when you are finished using them.

 Place all debris in the proper trash receptacles.


 Keys to the clubhouse limited access door will be provided once the fee is paid and a form is signed.

 Please do not bring food or drinks into the business center.

 Paper will not be provided for the printer so please be sure to bring your own copy or printer paper.

 A fax machine is available for local faxes only.

 Remove all debris from the area when you are finished.

 Please be sure to bring a disk or thumb drive with you to work from and save to.

The hard drives should not be used to store your personal work.

 Alterations to the computers, printers and fax are prohibited. This includes, but is not limited to: adding/re-routing cords, power supply, software, hardware, speakers, etc.

Please note, that we have installed filters on our computers to prevent the use or viewing of pornographic or illicit websites. Any participant found searching or visiting such websites will have his/her privileges revoked.

We are delighted to be able to offer such a unique and awesome place for our Residents to gather. We hope that you will enjoy your time at the MADHOUSE!

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As a Resident, you are prohibited from making alterations, installations (including installation of additional locks or chain latches), repairs or redecoration of any kind to the premises without the prior written consent of the management. This includes painting your apartment. MSC does not intend to unreasonably withhold consent, but may require you to return the premises to its original condition when the Lease term is completed. No signs, lights, satellite dishes, or antenna wires may be installed on the exterior premises or in the windows.

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The Federal Occupational Safety and Health Administration (OSHA) passed legislation (59 FR 40964 1910.1001) requiring Property Owners/Managers to disclose that certain building materials are presumed to contain asbestos. OSHA deems all thermal system insulation, sprayed or troweled on surfacing materials, and floor coverings installed prior to 1981 to be potential asbestos containing building materials.

This regulation was developed to heighten awareness among employees and contractors working in buildings that may contain asbestos. Asbestos is only a hazard when fibers become airborne through excessive abrasion, impacting, or demolition. Though the regulation’s primary function is to protect and inform workers who may potentially impact asbestos, a secondary purpose is to notify Residents about the presumed presence of asbestos in building materials.

As a residential structure built prior to 1981, all thermal system insulation, sprayed or troweled on surfacing materials, and floor coverings in your community and apartment are presumed to contain asbestos. This information has been provided to you so that you will not make alterations to the structure of your residence without the express written consent of Management Services Corporation.


Because of the potential for extensive water damage and because of the enormous weight of a waterbed, prior permission must be obtained from your Property Manager before a waterbed will be allowed on the premises. Proof of insurance is mandatory if permission is granted. Please refer to the policies particular to your property at the rear of this manual for additional information.


We appreciate long-term Residents and encourage renewals. We will be contacting you well in advance of your Lease end date to determine if you will be staying in your apartment for an additional year. You will be asked to respond to us by a specified date in order for us to reserve your apartment and remove it from our availability. It is particularly important that we hear from you by the deadline provided, as demand for apartments in the University area is very high. If you have further questions regarding the renewal process, please contact our leasing staff.


Because of your personal liability and our obligation to act in accordance with The Fair Housing Laws, no advertisement for Lease-takeovers or sublets and no agreement to take over a Lease or sublet are to be done without the expressed written permission of the Management.

Lease Takeovers: Residents cannot engage in re-rents or Lease-takeovers without prior written permission from the Landlord. Please contact the Leasing Office for the current policy details if you wish to pursue a Lease-takeover or re-rent.

Subleases: Subleases will be signed for anyone wishing to vacate the apartment for three months or less. Once the Sublease terms are determined, MSC will sign the necessary paperwork and complete the transaction to ensure that the new Resident has proper access to all of our services. Fees apply please contact the Lasing Office for the current policy details.

Any Resident found to have subleased his/her apartment without notifying MSC of a subtenant and completing the necessary paperwork will be charged a fee of $250.00.

Name Addition/Deletion: Name additions and deletions are allowed during the lease term following policy and rental criteria. Fees may be incurred. Please discuss this process with a Leasing Associate.

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Please carefully review your Condition Report, which will be given to you upon move-in.

This list itemizes permanent imperfections that will not be repaired or billed to you since they existed prior to your taking the apartment. Any changes or additions to the Condition Report must be completed and returned to our office in the MadHouse five (5) days after the date your lease contract begins.


Upon termination of this Lease, all Residents shall completely vacate the premises, including the removal of all personal property and furniture at or before 12:00 NOON.

Resident shall turn over to the Landlord the premises and all its fixtures and equipment in good and substantial repair, reasonable wear and tear expected. Resident(s) may request to be present at the time the Landlord inspects the premises to verify the condition of the premises and its content. Residents shall prepare their apartment for inspection according to the Cleaning Guidelines in this manual.

All keys, including knob lock, deadbolt, mailbox, laundry cards, and clubhouse key fobs, as applicable, must be returned to the Management Services Corporation office. Each Resident will be asked to sign a Key Return Form at the time keys are returned and will also be asked to indicate whether or not the apartment has been fully vacated. Upon notice from any Resident that the apartment is no longer occupied, Landlord will assume the right of possession.

Each Resident, upon returning his or her keys, relinquishes all rights and privileges granted under the Lease and returns possession to the Landlord for any and all purposes.

These rights include, but are not limited to, parking, use of the swimming pool, use of the clubhouse and right of entry into the apartment. The Landlord may assume that the condition of the apartment at the time keys are returned is the condition in which the Resident intended to leave it. In the event that all keys have not been returned by NOON of the termination date of your Lease Agreement, and the apartment has been vacated, possession of the premises will return to the Landlord, and charges for re-keying the apartment will become the Resident’s responsibility.

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