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Contact Us at 3100 and 3102 West End Circle
FAQ at 3100 West End Circle and 3102 West End Circle

 
  • Rental Policy: Is there a Tenant Transition Fee that is charged when a renter moves into the community?
     
    We have no prohibition against renting, either short-term or long-term. However, please notice that a $300 fee is due at the time a renter moves into the community. This took effect in 2010 and 2012 via Board Resolutions. See the Owners' Docs section for more detail.
     
    For this reason, short-term renting may be cost-prohibitive. This fee is strictly enforced. There also is a penalty of $50 if tenant transitions are not reported to the Board and management company. This fee is charged for each tenant change, regardless of rental length, unless the owner is the new tenant moving in, or returning to the unit.
     
    Also please ensure that the Board is contacted so that moving pads can be put up in the elevator and keypads updated. This fee is in place because we do not have a maximum percentage of rental units.
  • Are there penalties associated with an outstanding balance on my association account?
    Yes, we now have a $15 lump fee plus a 2% additional fee on outstanding balances that get applied every overdue month. Associa charges a $10 handling fee as well. These policies and fees are in place to encourage timely payment of dues, previous penalties, and fees. Unpaid balances will be turned over to a collection service or attorney if it appears no effort will be made to bring an account to current.
     
    Please note that section 7b of the Master Deed describes the late fees which are permitted, and in fact technically allows an interest rate higher than 2%.
  • Do my association dues cover my utilities?
     
    No. The monthly association fees paid to the COA cover property management, master policy insurance, common area maintenance/repair/improvements, and other ongoing shared costs for the common areas (electricity, fire alarm monitoring, hallway/lobby housekeeping, landscaping, irrigation, etc.) only. 
     
    Each homeowner is responsible for in-unit utility costs separately. At a minimum, this will include electricity and water. No gas is present on-site or run to any condo units. For questions about your individual water and electricity accounts, contact Metro Water at 615-862-4600 or NES at 615-736-6900.
     
    Internet and TV service costs are not covered by the COA, although the COA did coordinate initial installation of Google Fiber in January 2017. Comcast and AT&T provide internet and TV services to many condos in the building and have installed equipment in our shared telecom closets. Google Fiber will be available in the future. Internet and cable TV costs are strictly the responsibilities of the homeowner.
     
    It is recommended that all owners review the Master Deed for definitions of "common element" and "limited common element."
  • How do I access my online account and pay my association dues online?
     
    First make sure you have an account number. Then go to the Associa online site to begin to register your account. 

    If prompted, start typing "3102" under the Owner Login box until our association pops up. Our association name is "3102 West End Circle" regardless of which building you live in.

    You should be able to see your account status and can set up payment methods.

    If you are making a one-time online payment, go to My Account, then Account Summary, and use the Pay Online button on the right-hand side.
     
    Note that there may be a transaction fee for each time you manually draw from a bank account, and another fee for drawing from your credit card. If you'd like to pay your dues in larger amounts than one month, feel free to do so.
     
    Using the automatic draft form (available in the secure Owners' Docs section) is free of charge.
  • I need to use the elevator for a few hours for moving in/out. Do I need to reserve it?
    We don't have an official reservation system for the elevators since we are relatively small. However, we do recommend that you leave a note on the chalkboard in the garage lobby to let your neighbors know the date/time you will be using the elevator. Also, please be sure to put the elevator pads up and take them down after moving. We keep them in the janitor closet.
  • I will soon be moving in. What are the official procedures?
    We do not have formal move-in procedures, although it is important to contact the board in order to install elevator pads as needed. Moving trucks or pods can be placed in the cul-de-sac on West End Circle for a reasonable amount of time. Please try not to block much of our front sidewalk if moving in through the front entrances. There also may be some room in the garages or back drive of the buildings that can be used temporarily as long as parking spots and traffic are not blocked.
     
    PLEASE DO NOT LEAVE ANY BOXES, FURNITURE, DEBRIS, GARBAGE, ETC. NEXT TO OR IN FRONT OF OUR DUMPSTER.
  • There is an error in my account balance. What do I do?
     
    If there appears to be an error, please gather check images and/or transaction details from your bank for the transactions in question, email our community manager at Associa Tennessee (Ashlee Stonestreet at ashlee.stonestreet@associa.us), and be sure to cc a Board member.
  • What should I do if there is a problem with the building affecting my condo?
    Take pictures of the issue and email them to the board and/or the property manager. This will help us figure out what is going on, and it is important to clearly document the symptoms of the issue so the source can be identified. If the problem originates with a common element, or limited common element, as defined in our Master Deed, the COA may be obligated to cover the repair cost or reimburse the repair cost if a homeowner pays out of pocket. If access to a homeowner's condo is needed to perform repairs, we have found that it is easiest for the homeowner to coordinate dates/times directly with the contractor.
     
    Issues will come up from time to time during the normal functioning of a building. We try to get problems addressed with thoughtful, cost-effective solutions and anticipate some general repair costs in our budget every year. Preventative maintenance for all building elements is very important and we plan for such maintenance months in advance in order to minimize surprise repair needs.
     
     
  • Who is the property manager?
    We have been using Associa Tennessee as our property manager since 2014. We try to run an efficient association and have found that it is best for the board members to stay in touch regularly with the property manager, homeowners, and tenants.
  • When does our dumpster get emptied?
    As of 9/6/2017, Metro has informed us that they pick up our dumpster once a week, between 7am and 7pm every Thursday. But occasionally it seems that Wednesday night or Tuesday night a pickup will occur instead of Thursday. If there is anything blocking the dumpster (cars, trash, furniture), the driver will skip us for the week.
  • How do I obtain extra keys? What if my keys are lost?
    For new homeowners and new tenants, you must get the original keys (condo unit, building key, mailbox key, garage remote) from the previous owner or current landlord, respectively. The COA does not provide these items. Replacements are the individual homeowner's responsibility.
     
    If the mailbox key is lost, a replacement must be obtained from USPS. The COA has no key to the mail facilities. 
  • Who is the contact for maintenance or repair requests?
     
    For common areas (the lobby, hallways, stairwells, exterior of the building, landscaping, parking gates, grill, etc.) please contact the board so that we can find a cost-effective solution and keep track of issues. For in-unit items, we keep a list of recommended vendors in the garage lobby, but ultimately those types of issues fall upon the individual homeowner.
  • I am a homeowner and disagree with a policy or fee. What can I do?
    This is totally understandable and part of living in a community. We have official Bylaws and a Master Deed (with amendments) that dictate how our COA must be run--basically as a small democracy. These documents include details on how to call a COA meeting without the board, how many votes are needed to amend the Master Deed, the rights and responsibilities of homeowners and board members, how to remove board members, and even how to dissolve the COA altogether. All homeowners have the right to pursue changes to the COA policies and fees according to those procedures, and of course to enlist personal attorneys.
     
    There are also two guidance documents in the Owners' Docs section that help explain why certain policies are the way they are.
     
    Please be sure to read our mass emails, review the Master Deed, amendments, and Bylaws, and please attend the annual COA meetings. Other homeowners may have the same opinions and there may be room for new amendments and revisions to how we operate. Things can be changed but it takes active participation and some level of consensus.
  • Is there a pet policy?
    We have discussed a small monthly pet fee in the past but nothing has materialized, so at this point we have no policy regarding pets. We do have a strict spill/mess cleanup policy with a $125 penalty that took effect August 2016. Please be a good neighbor and always be mindful of your pet(s).
  • My cable/internet provider needs to access the telecom closet. How do I arrange that?
    Email the COA board. We have a key to the telecom closet in both the Ruby May and Artie Lee buildings and are happy to open the door for the technicians if given 24 hours notice.
  • Since each condo unit only has one assigned parking space, what are the rules for second vehicles?
    We have about 12 or 14 visitor spaces in the garages, by the Ruby May retaining wall, and next to the alley dumpster. We’ve never had a problem with these spaces getting filled up, so we have a first-come first-serve policy on unmarked parking spaces.
     
    Please note that the West End Circle parallel spaces have a 2-hour limit that the meter maids seem to enforce regularly. Please do not park in the spaces of neighboring residences or businesses.
  • What are the rules about decorations or storage directly outside the unit front doors, on the balconies, and in parking spaces?
    Technically, according to a board resolution from a few years back, nothing whatsoever is allowed. But over the last few years we have been lenient with regard to that resolution. We can change the rules, but currently the informal guidelines we have used are as follows:
     
    Outside unit front doors: Reasonably-sized items which are decorative or functional in nature are permitted (for example, but not limited to: small tables, holiday decorations, placemats, small spiritual displays, etc.). Storage of all other items (trash, toys, strollers, bikes, etc.) is not permitted.
     
    On balconies: Reasonably-sized items which are decorative or functional in nature are permitted (for example, but not limited to: small patio furniture, plants, sports flags, outdoor rugs, etc.) Storage of all other items (laundry, toys, strollers, bikes, etc.) is not permitted.
     
    In garage spaces: Technically nothing is permitted and it looks best if everyone has a clear space. But if you do choose to leave items out, please know that theft is a possibility, even though we have a security camera system.
     
    Please note that the common area closets are for the storage only of our common equipment and supplies.
  • What is the official name of the COA and how are there two buildings in it?
    The name of our COA is officially "3102 West End Circle Condominium Owners Association." There were two phases to the overall construction project.
     
    It was first created and incorporated in 2005 as the Artie Lee building (physical address of 3102 West End Circle, comprising phase 1 of the overall project) was being constructed.
     
    In 2007, when the Ruby May building (physical address of 3100 West End Circle, comprising phase 2 of the overall project) was completed, the original COA documents from 2005 were amended to include that building. 
     
    So we are one property with two buildings, a shared courtyard, incorporated into "3102 West End Circle Condominium Owners Association," even though the Ruby May building has a different address. 
     
    Please do not confuse us with 3100 West End Avenue and 3102 West End Avenue. Those are large office buildings across the street from us. We are at West End Circle.
     
     
  • What if I need new window screens? Who provides that?
    Since window screens do not meet the definitions of Limited Common Element nor Common Element per our Master Deed, the individual homeowner is responsible. We sometimes have spares in the utility closets which any homeowner is free to take.
  • Does the COA take care of pest and insect control?
    We have a vendor that applies treatments to the exterior site once a month. We do not regularly apply any indoor treatments, but for this reason it is very important for all of us to keep common areas and the condo units dry and clean.
  • How do I set up automatic drafting for my association dues?
     
    Download the form in the Owners' Documents section of this website, fill it out, and email a scanned copy to the email address on the form.  If you are not sure of your monthly fees, email the Board.
  • I need a new remote for the back gate. How can I get one?
    Contact Elantra Gate. We usually work with Sean or Charles in the service department. The replacement cost must be paid by the homeowner.
  • Who provides the association's insurance?
     
    Our Master Policy is currently with HB Cowan and Acuity as of October 23, 2016. If you have any questions concerning coverage please contact Brad McGee at HB Cowan: bmcgee@hbcowan.com. Owners have online access to our current certificate of insurance for 2016-2017 in our Owners' Documents section. Note that contents insurance is the responsibility of each owner and now has required coverage minimums by our Master Deed amendment.
  • How do I pay my association dues by regular check?
     
    Make the check out to "3102 West End Circle" (note it is a P.O. box for receiving checks only) and mail it to the address below.  Even if you prefer to pay fees by check, it is strongly recommended that you still register online with Associa so you can check your own balance in the future.

    3102 West End Circle
    c/o Associa Tennessee
    P.O. 62884
    Phoenix, AZ 85082-2884
  • Is there an Owner Transition Fee that is charged when a unit is sold?
     
    Yes, a $300 fee is due at the time a new owner moves into the community. This took effect in 2012 via Board Resolution, which is available in the Owners' Documents section. Also please ensure that the Board is contacted so that moving pads can be put up in the elevator.
     
  • How can I change my name or entry code in the intercom system?
     
    To request a modification to the name and/or code on our keypads, use the Contact Board page to submit the information you would like programmed. Please also note the building and unit number for which the code will be used, and the previous code and name that will be replaced.
  • Are small grills allowed on the balconies?
    It depends. We follow Metro Nashville rules per the Fire Marshal. Please contact the Fire Marshal for the latest requirements: https://www.nashville.gov/News-Media/News-Article/ID/3499/Backyard-Fire-Pits-Legal-in-Nashville.aspx
     
    "Portable fireplaces and grills are NOT allowed on porches and decks at multi-family homes such as condos and apartments."
  • What benefits are there to serving on the board?
    The board positions (President, VP, and Treasurer) are entirely voluntary and the people serving in those roles receive no salary and no discount on dues. That has been the policy since the origin of our buildings and can only be changed via an amendment vote receiving 2/3 support of homeowners. Board members must live on the property while serving.
  • Are there bicycle racks on the property?
    There are not. However, if enough interest is shown, we could consider installing bike racks in the garages in the future.
  • Can I reserve the courtyard grill for an event?
     
    We don't have an official reservation system and encourage neighbors to try to accommodate others who might want to share the courtyard. We can arrange for reservations via our Upcoming Events postings if necessary. Please also be mindful of noise in the courtyard after 9:00 pm.
  • Will we have Google Fiber internet service in the buildings?
     
    We have been told by Google that yes, it will eventually happen.  As of January 2017 both buildings are fully wired (internally) for Google Fiber.  We have been informed that it may be later in 2017 or perhaps 2018 before we are fully hooked up in the neighborhood. Stay up to date with Google Fiber Nashville news here.
  • Does the COA own any equipment or supplies for anyone to use?
    Yes, we own the following items for any COA member or tenant to use. Locations may vary over time. Please always be sure to return/replace when borrowing:
     
    Rolling push-carts (300 pound limit) (stairwell, bottom floor, each building)
    Salt spreader (in Ruby May sprinkler closet)
    Salt (in Ruby May sprinkler closet)
    Steel coil drain snake (in Ruby May sprinkler closet)
    8 foot ladder (in Artie Lee janitor closet)
    Wet-vac (in Ruby May sprinkler closet)
    Shovel (in Ruby May sprinkler closet)
    Corrugated plastic tubing (in Artie Lee janitor closet)
    Sprinkler head covers (in Artie Lee janitor closet and Ruby May janitor closet)
    Extra white paint, tile, pieces of hardwood (several locations)
    Window screens (Artie Lee telecom closet)
    Extension cord (Ruby May janitor closet)
    Quick-absorb powder for spills (12 pounds, Ruby May janitor closet)
    Broom (Ruby May telecom closet)
     
    Note: please do not take any HVAC filters sitting in the common storage areas. Those are for the common HVAC systems only.