WELCOME WE HOPE YOU LOVE YOUR NEW HOME!

Transcription

1 WELCOME WE HOPE YOU LOVE YOUR NEW HOME!

2 1720 Maple Avenue Evanston, IL Phone Dear Homeowner, Welcome to Optima Views, a DK Condo managed Community. We hope that you will enjoy your new home! Let us introduce ourselves: Francis Corrigan: Property Manager Conrad Sejda: Building Engineer Our office is located on the 1 st floor of the community and office hours are Monday Friday, 9:00am to 5:00pm. Please feel free to contact us via phone, , or stop in the office. The contact information is below. Office Phone: f.corrigan@dkcondo.com Doorman Phone: This Welcome Package includes the necessary documents to make your move-in seamless. After closing, a copy of the RESPA or CLOSING STATEMENT must be sent to the management office located at Optima Views Condominium Association, 1720 Maple Avenue, Evanston, IL This is to provide legal documentation to the Association and Management Company that the transfer of ownership has occurred. Until the management office has received this documentation the association records will not be changed and the name of the previous owner will remain on the account. If you have any questions, please do not hesitate to contact the Management office. Please note that all questions regarding the Condominium Association and /or sale of an individual condominium unit must be directed toward the seller s agent or attorney. Management can only provide information to the existing unit owner (seller) or their agent or attorney. Welcome to the Community, Optima Views Management Office

3 1 NEW OWNER CHECKLIST Use the below list as a guide to make sure all of the necessary documents are completed and turned into your Management office Move In Request Form (pg. 2-3) New Owner Information Form (pg. 4-5) Emergency Evacuation Form (if applicable) (pg. 6) Emergency Contact Form (pg. 7) Pet Registration Information Form (if applicable) (pg. 8) Fitness Room and Pool Room Waiver (pg. 9) Acknowledgement Form (pg. 24) I have submitted all required information to the Management Office Signature Date

4 2 MOVE IN/OUT PROCEDURES All moves must be scheduled with the Management Office at least one week in advance of the move date and are scheduled on a first come, first serve basis. Contact the Management Office at for freight elevator and loading dock availability prior to scheduling movers. Moves are allowed either from 9am-12pm or 1pm-4pm, Monday through Saturday. Moves are not permitted on Sundays or Holidays. In order for a move reservation to be confirmed, a $400 move fee and a $250 refundable damage deposit must be submitted to the Management Office, both payable to Optima Views Condominium Association. After the move, if there is no damage to the elevator, floor, or adjacent common areas, the $250 damage deposit is voided and returned. If there was damage to a common area, the deposit will be applied. The following items are required prior to scheduling a move: Completed Move In/Out Request Form Move fee check in the amount of $400 payable to Optima Views Condominium Association Refundable move deposit check in the amount of $250 payable to Optima Views Condominium Association New Owner Checklist (pg. 1) including all required documents The following item is required prior to moving into Optima Views: A copy of the Closing Settlement Statement (RESPA) Proof of Insurance If you have any questions regarding any of the above procedures or to schedule a reservation, please contact the Management Office at Thank you, Optima Views Management

5 3 MOVE-IN /MOVE OUT REQUEST FORM UNIT# OWNER NAME: RESIDENT NAME (if applicable) REQUESTED MOVE DATE REQUESTED MOVE TIME to A. Prior to either a Move In or Move Out of a Unit, arrangements are to be made with the Property Manager to provide placement and removal of elevator padding. B. Each party to the change in occupancy will pay a non-refundable Move In/Move Out fee of $ Such charges will be paid in full at the time of required notice to the Property Manager.If more than one move occurs in any one calendar year, the charge shall be increased to $ C. In addition, each party to a Move In/Move Out will pay a refundable Damage Deposit fee of $ prior to the change in occupancy. Upon completion of the Move In/ Move Out, the Property Manager will inspect the common areas; both inside and outside the building affected by such a move and determine what, if any, damages or unreasonable soil resulted due to this move. In the Property Manager's sole determination, all or part of the Damage Deposit will be refunded within 30 days. D. In the case of a leased unit, the Unit 0wnner will be responsible for the payment of all of the above charges. E. The Unit Owner will be responsible for the actions of and for any damages caused by a moving company and its employees or other per sons involved in the Move In/ Move Out process. In the case of a leased unit, the Unit Owner assumes the responsibility for the actions and any damage caused b) the tenant or other occupant(s). F. In no case will other residents in the building be precluded from the use of the elevators servicing their units for unreasonable period s of time. The following are general moving guidelines and information. However, please be sure to read your Association's Rules and Regulations prior to your move to ensure that you will be in compliance during your moving process. 1. ALL MOVES must be scheduled with the management company at least ten (10) business days prior to the move. This is mainly to ensure that there will not be any conflicts with scheduling. Scheduling your move in advance will ensure that the maintenance or janitorial staff employed by your Association will have sufficient notification to make any necessary preparations. 2. A refundable moving deposit in the amount of $ and a non-refundable moving fee of $ both checks made payable to the OPTIMA VIEWS CONDOMINIUM ASSOCIATION MUST be received in the office of the management company prior to your move. This deposit will be returned to you within thirty (30) days after your move, less any necessary amount for repairs to damages to common elements, which have occurred during your move. 3. Moving is permitted only on non-holiday weekday s. between the hours of 8:00a.m. - 5:00p.m. 4. Protective pads for the interior of the elevator must be in place prior to your moves and deliveries. 5. A certificate of insurance must be issued by your moving company to the management office naming the Optima Views Condominium Association, owner s agent and all respective owners, Board of Directors, agents, and employees; and DKCondo, a Draper and Kramer Company as additional insured. 6. The above information must be filled out and returned to the Management Office

6 4 NEW OWNER INFORMATION Please return the completed form to the Management Office in person, via mail, to the Office drop box, or via to Owner Contact Information Owner #1 First & Last Name: Owner #1 Owner #1 Cell Phone: Owner #2 First & Last Name: Owner #2 Owner #2 Cell Phone: Home Phone: Would you like the above information to be included in an Owner s Directory which would be available through the Association portal at dkcondo.com to other Owners only? Yes No Occupancy Information Unit will be occupied by: Owner Family Member Tenant (please complete a Tenant Info Form) Unit will be occupied: Full-time Part-time Unoccupied (If this is a rental unit, a copy of the lease is required to be on file with the management office) Names of additional family members residing in the unit: Name: Name: Phone: Phone: Pet Information (if residing in the unit) (please also complete the pet registration form if applicable): Name: Cat Dog Weight: lbs. Name: Cat Dog Weight: lbs. Automobile Information (if residing in the unit): Assigned Space #: Year: Make: Model: Color: Plate#: State: Assigned Space #: Year: Make: Model: Color: Plate#: State: Bicycle Registration (if residing in the unit): Tag#: Type: Color: Tag#: Type: Color:

7 5 Do you have an Alarm System: Yes No Alarm Company: Phone: Emergency Contact Information: Name: Phone: The emergency contact listed above has access into my unit: Yes No Special Needs in the Event of an Emergency (elderly, disabled, pets, children): Name: Need: Name: Need: Assessment Information: Mailing Address for Statements (if different): Are you currently enrolled in Auto Debit? Yes No If not, would you like an enrollment form? Yes No Would you like Paperless Statements via ? Yes No If so, please provide address: Owner Signature Date

8 6 EMERGENCY EVACUATION INFORMATION FORM Please respond only in the event that you would need assistance during an evacuation. For any resident requiring assistance, please complete and return this form to the management office. This information will be kept confidential and provided to the Evanston Fire Department in the event of an emergency evacuation. Thank you in advance for your attention to this important matter. Name Define Assistance Needed Name Define Assistance Needed Name Define Assistance Needed Owner Signature Date

9 7 EMERGENCY CONTACT FORM In case of a personal emergency please notify the following persons: Name (Primary): Phone Number: Relationship: Name (Secondary): Phone Number: Relationship: In case of a building emergency and management is unable to reach me, please contact the below persons for permission to enter and/or key access: Name (Primary): Address: Phone Number: Name (Secondary): Address: Phone Number: This information is necessary to update our records and proves to be invaluable in the event of a building emergency. It also allows management access to the most current numbers to reach you when attempting to accessing your unit for emergencies when you are not home. Please be advised that this information will be kept strictly confidential and will only be made available to management personnel. In order to keep the information current, we ask that you contact the management office when any of the information contained herein changes

10 8 PET REGISTRATION INFORMATION FORM (if applicable) Owner/Resident Name(s): Unit Number: PET #1 PROFILE Copy of City of Evanston License attached Pet Photo attached Type of Pet: Pet Name: Breed/Color: Height / Age Weight: (Max weight for dogs is 40lbs) PET #2 PROFILE Copy of City of Evanston License attached Pet Photo attached Type of Pet: Pet Name(s): Breed/Color: Height / Age Weight: (Max weight for dogs is 40lbs) I have read the Optima Views Condominium Pet Section of the Rules and Regulations. I understand the contents of what I have read and agree to abide by them at all times. Owner Signature Date

11 9 FITNESS ROOM & POOL ROOM WAIVER The following Rules and Regulations for the Exercise Room and Pool Room are for the protection and benefit of all to assure save and sanitary operation of the facilities as well as preserve the exercise equipment and pool for the enjoyment of all owners, occupants and their guests. A. The Exercise Room and Pool Room are for the use of the residents and their invitees. B. A parent or other responsible adult must accompany children under the age of l6 years of age and invitees when using the Pool Room. C. Unit Owners are solely responsible for any damages to the exercise room caused by themselves, his or her invitees, children or tenants and their tenant's invitees. D. Pets are not allowed in the Exercise Room or the Pool Room. E. The entry door to the Exercise Room and the Pool Room must be locked at all times. F. Anyone using audio equipment in the Exercise Room or Pool Room must use headphones when other people are present. G. Equipment or Furniture is not to be removed from the Exercise Room, the Pool Room or Fourth Floor Patio area. H. Glass objects and food are not permitted in the.exercise Room or the Pool Room. EXERCISE ROOM A. Persons wearing wet bathing suits are not allowed to use the equipment in the Exercise Room. B. Only Association owned equipment is allowed in the Exercise room. C. To allow all users to share the equipment, a person shall not use a single piece of equipment in the Exercise Room for more than 30 minutes when other people are present. D. Food or beverages other than water are not permitted in the Fitness Room. E. No one under the age of 12 may be in the Exercise Room at any time, except to enter or exit the Pool Room. POOL ROOM A. Anyone with an infectious disease shall not enter the pool. B. All children who are not toilet-trained shall wear tight-fining or plastic pants (in accordance with the Illinois Department of Public Health). C. Diving is not allowed in the pool. D. No electrically operated equipment is allowed in the Pool Room. E. Lap swimming is allowed. However, to allow other people to share the pool, lap swimming is limited to 30 minutes when other people are present. F. Do not leave personal possessions or trash in the Pool Room G. Unit Owner may not have more than six guests in the pool. H. Appropriate garments and footwear must be worn going to and from the pool area. I. Street Clothes and personal items, other than towels, must be placed in storage areas. J. Appropriate swim wear must be worn in the pool In consideration of my right to use the exercise room at the OPTIMA VIEWS CONDOMINIUM ASSOCIATION I hereby acknowledge that I am using any equipment at my own risk and I further waive and release any claim for injuries I might sustain arising out of the use or misuse of said equipment. I recognize and acknowledge that there are certain risks of physical injury inherent in the use of the equipment found in the exercise room and I agree to assume the full risk of such injuries, damages, or loss, regardless of severity, which l may sustain as a result of the use of the equipment in the exercise room. I hereby waive and relinquish all claims I may have against the OPTIMA VIEWS CONDOMINIUM ASSOCIATION, and its officers, directors, agents, and employees as a result of my use of the exercise room. It is your responsibility to understand the intended uses of each piece of equipment you use, to know your limitations, and to use the equipment accordingly. If at any time, you feel faint, dizzy, or nauseous, you must stop your workout immediately. DATE: UNIT# PRINT NAME: SIGNATURE:

12 10 OPTIMA VIEWS EMERGENCY INFORMATION Optima Views is equipped with several systems to assist in the event of an emergency. The following information is designed to familiarize all of the building s residents with the proper procedures in the event of an emergency. Always remember the following points: Never use the elevator in the event of an emergency; always use the stairs. Enclosed please see the Emergency Exit Plan indicating locations of the stairs at each floor. Remember the nearest exit may be blocked so be sure to locate both exits. FIRE ALARM Every condominium unit is equipped with smoke detectors. The smoke detectors only sound an alarm in your condominium unit. In the event that there is a fire in your unit evacuate the unit immediately and close, but do not lock, the door behind you. Call 911 or pull the nearest fire alarm pull station. Fire alarm pull stations are located in the hallway by the doors to the stair towers. In the event that there is a fire in the common area of the building the detectors in these areas will automatically activate the fire alarm. Once the fire alarm is activated an alarm will sound in all common areas and in all units on the floor where the alarm was activated and the floor below and two floors above. If the alarm is sounding in your unit or in the common area of the building where you are, evacuate immediately. Remember to always use the stairs when evacuating the building; never use the elevators. If the alarm is not sounding in your unit, or in the common area where you are, remain in your unit until you are directed to evacuate by the Fire Department. The building is equipped with a communication system. From the fire command center located on the first floor, the Fire Department can make announcements over speakers located within units and in the common areas of the building. In the event of an emergency the Fire Department will use the communication system to provide further instruction to people in the building. PEOPLE REQUIRING ASSISTANCE If you are unable to evacuate the building using the stairs you should proceed to the nearest exit. Once inside the exit you will find a call box located on the wall. Press the call button and wait for the fire department to respond. They will communicate with you to determine what assistance you need and give you further direction. AUTOMATIC FIRE SPRINKLER SYSTEM The building is equipped with a fire suppression system. The sprinkler heads are triggered by a rise in temperature. Once the temperature reaches the set point of the sprinkler head, the effected sprinkler head will discharge water to suppress the fire. If the sprinkler head is activated, it will automatically activate the fire alarm. You should obey the following rules with regard to the sprinkler heads: Never touch the sprinkler heads. Never hang anything on the sprinkler heads. Keep stored material away from the sprinkler heads. Never Paint sprinkler heads Keep heating devices and open flames away from the sprinkler heads EMERGENCY GENERATOR The building is equipped with an emergency generator. In the event of a loss of power the generator will provide power to select devices within the building including; emergency lighting, fire alarm, fire pump, and the elevators. The generator is designed to operate one elevator at a time. In the event of a power failure, all of the elevators will temporarily stop. They will individually restart and return and open on the first floor. One elevator will remain operational while the others will remain at the first floor lobby until the power is transferred to those elevators by emergency personnel.

13 11 The generator is designed to run for approximately 20 minutes every Wednesday around 1:00 P.M. In the event that you are in the alley behind the building during this time you will hear a loud noise caused by the motor of the generator. You may also smell diesel exhaust in some of the hallways since the air handlers for the building are located above the generator. This is normal and to be expected. ELEVATORS The elevators are equipped with an emergency communications system. In the event that you are trapped in the elevator there is a button on the control panel with a telephone symbol. When you depress this button you will be connected with the Evanston Emergency dispatch center and you will be able to conduct a two-way conversation. They will give you further instructions at that time. TELEPHONE NUMBERS EVANSTON POLICE AND FIRE EMERGENCY NUMBER Evanston Fire Non-Emergency Evanston Police Non-Emergency

14 12 HIGH-RISE BUILDING SAFETY Emergencies in high-rise structures present unique planning and response strategies. A key to safety for those who live and work in these special structures is to practice specific high-rise fire safety and prevention behaviors. Be prepared for a high-rise fire emergency Never lock fire exits or doorways, halls or stairways. Fire doors provide a way out during the fire and slow the spread of fire and smoke. Never prop stairway or other fire doors open. Learn your buildings evacuation plans. Make sure everyone knows what to do if the fire alarm sounds. Plan and practice your escape plan together. Be sure your building manager posts evacuation plans in high traffic areas, such as lobbies. Learn the sound of your building s fire alarm and post emergency numbers near all telephones. Know who is responsible for maintaining the fire safety systems. Make sure nothing blocks these devices and promptly report any sign of damage or malfunction to the building management. Do not panic in the event of a high-rise fire emergency Do not assume anyone else has already called the fire department Immediately call your local emergency number. Early notification of the fire department is important. The dispatcher will ask questions regarding the emergency. Stay calm and give the dispatcher the information they request. If the door is warm to the touch Before you try to leave your apartment or office, feel the door with the back of your hand. If the door feels warm to the touch, do not attempt to open it. Stay in your apartment or office. Stuff the cracks around the door with towels, rags, bedding or tape and cover vents to keep smoke out. If there is a phone in the room where you are trapped, call the fire department again to tell them exactly where you are located. Do this even if you can see fire apparatus on the street below. Wait at a window and signal for help with a flashlight or by waving a sheet. If possible, open the window at the top and bottom, but do not break it, you may need to close the window if smoke rushes in. Be patient, rescuing all the occupants of a high-rise building can take several hours. If the door is not warm to the touch If you do attempt to open the door, brace your body against the door while staying low to the floor and slowly open it a crack. What you are doing is checking for the presence of smoke or fire in the hallway. If there is no smoke in the hallway or stairwells, follow your building s evacuation plan. If you do not hear the building s fire alarm, pull the nearest fire alarm pull station while exiting the floor. If you encounter smoke or flames on your way out, immediately return to your apartment or office. After a high-rise fire emergency Once you are out of the building, STAY OUT. Do not go back inside for any reason. Tell the fire department if you know of anyone trapped in the building Only enter when the fire department tells you it is safe to do so. This information was taken from the following link. Please visit for more details.

15 13 Please refer to the EMERGENCY EXIT FLOOR PLANS after the City of Chicago Fire Safety Guidelines. Residents should always remain aware of the location of the stairwells on each floor. Per City fire code, all stairwell doors are unlocked. Therefore, if you need to go into a stairwell, you are able to return to a floor, or go all the way down to ground level. In addition, there is a FIRE EXTINGUISHER located on every stairwell landing, on every floor. Also, if you require emergency assistance in the event of a building evacuation, and you have not previously submitted that information, then please contact the Management Office for the form, complete, and return. THANK YOU FOR YOUR ATTENTION TO THESE MATTERS!

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21 19 HVAC HELPFUL TIPS THIS IS FOR INFORMATIONAL PURPOSES ONLY AND SHOULD NOT BE USED TO SUPPLEMENT ROUTINE MAINTENANCE ON YOUR HVAC UNIT. Generally speaking, the HVAC units inside each condominium at Optima Views require periodic maintenance including filter changes, fan coil cleanings and condensate line clearing. Below is a photograph of the typical HVAC unit at Optima Views. In order to remove the cover, you will need to loosen the two screws located at the top of the unit.

22 20 Once the panel is removed, you will see the main mechanical components of your HVAC unit including the Air Coil and Fan Motor. A filter typically covers the fan coil as seen below (The blue area represents the filter). Exposed Mechanicals Fan Unit Air Coil

23 21 It is recommended that the filter be changed every 3 months or so. When you change your filter, make sure and check the condensate pan (the brown pan located at the bottom of the photo) in the unit. As you will see below, condensation forms on the copper pipes serving the unit during the summer time. This condensation drips into a pan located at the bottom of the unit. This condensation is normal and expected. The condensation will form even if your unit is not running. Condensation Forming on Copper Pipes Condensate Pan (Brown Pan)

24 22 The water that drips into this pan eventually runs into a drain line that is connected to the buildings main drain system. This drain line is shown below. If this drain becomes clogged, the condensation collected in the pan will not drain, and will cause flooding in your unit as well as the unit(s) below. If the drain is clogged, you should contact an HVAC service company. This drain may become clogged due to the accumulation of dust or due to mildew growth inside the drain tube.

25 23 Some Other Useful Information Regarding the HVAC System: It is a good idea to run your system even when you are away from the unit for an extended period of time. A Thermostat can be installed on the unit to regulate the temperature in the unit and automatically turn the system on and off when you are away. When the outside air temperature is 90 degrees or above (or if it is humid outside) do not be surprised if the temperature inside of your condo is no cooler than 70 degrees. This is due to the demand put on the A/C system. The A/C Units used to cool the hallways are not the same units used to cool each individual condo unit. It is likely you may feel temperature variations between your unit and the hallways. The unit entrance doors should not have any weather stripping or trim installed around the doorframe. The building is designed with pressurized hallways. This means that air blown into the hallways is meant to enter your unit either under the door or around the door frame. By installing weather stripping, the air cannot enter your unit, and this causes a strain on both the Building s Air Condition unit and the individual condo s air conditioning.

26 24 ACKNOWLEDGEMENT FORM As the undersigned: I have read the Optima Views Condominium Rules and Regulations, including the Optima Views Pet Rules and Move In/Out Procedures and Requirements. I understand the contents of what I have read, and agree to abide by them at all times and will instruct my visitors and guests to do the same. I fully understand that the Association, its unit owners and residents, are regulated under the terms of the Optima Views Condominium Rules and Regulations and the Condominium Declaration and By- Laws, and I fully agree to abide by the terms of the Declaration and By-Laws as a resident and/or a unit owner of Optima Views. In addition, I (the undersigned) have received Optima Views Emergency Information, High Rise Building Safety, Exit Floor Plans, HVAC Helpful and the Emergency Assistance Information Form from Management, as part of the Welcome Package. Owner Signature Date Owner Signature Date

27 25 HELPFUL INFORMATION General If you have questions regarding remodeling, assessment payments, maintenance services, etc. please refer to the Rules and Regulations manual or call the management office. Please remember that your assessments are due on the 1 st of the month with a late fee of $25 being assessed if payment is received after the 10 th of the month. Utility Information ComEd provides electricity for the building and can be reached at When calling for set up, please reference 1720 Maple Avenue as the address. Comcast provides bulk Cable TV and Internet services for all units in the building. To install, please call 800-Xfinity. The following page provides detailed package information. Your assessments covers Limited Basic and Expanded Basic only. It does not cover HD or Digital Starter. Please contact Comcast to order those services separately. Condominium Information Included in Assessments: Water, Heat, Air Conditioning, Cable TV Insurance Agency: Mesirow Financial Pet Rule: Weight limit 40lbs. (dogs) Parking: Assigned spaces in an enclosed garage Building Amenities: 24-Hour Doorman Services Party Room Management Office Indoor Pool / Spa Fitness Room Bike storage - found on the intermediate level of the garage. Storage Units - are located throughout the garage area.

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