FACULTY RESIDENCE About the Residence In 2011, the BYU Board of Trustees approved the purchase of a townhouse in Vienna, VA as the permanent residence for faculty directors on the Washington Seminar. The residence is located conveniently to the Vienna Metro Station, numerous parks and recreation areas, and shops and restaurants, with easy access to I-66 and I-495. The townhouse has three levels: Main Entry foyer; living/dining room; eat-in kitchen with granite counters, and stainless steel appliances; powder room. Walk-out lower level Recreation room with gas fireplace and exterior glass doors to patio; office (or 4 th bedroom); half bath; laundry room with utility sink and cabinets; walk-in pantry with organization system. The small back yard is fully fenced and includes a storage shed, gas grill and patio furniture. Upper level Master suite with walk-in closet and attached master bathroom; two additional bedrooms; full bathroom with tub/shower; storage in floored attic. The townhouse is part of the Ivy Square Homeowners Association. You can see a virtual tour of the residence on the Washington Seminar web site. Address 2927 Rensselaer Ct., Vienna, VA 22181 Ivy Square Homeowners Association The residence is part of the Ivy Square Homeowners Association. The corporation documents, including a directory and regulations is included in the appendix of this handbook and at the residence. Please read everything carefully and ensure that your family members and guests follow all the rules. Any notices, flyers or bills associated with the HOA should be forwarded to the Washington Seminar Director. Be sure to attend any HOA meetings and send a report of the business to the Washington Seminar Director. Keys The Washington Seminar will authorize the BYU Key Office (194 BRWB) to issue a key for the residence to you, our front office staff will let you know via email once the key request clears. Be sure to get it prior to your departure to Washington. An extra key for the residence, a mailbox key, car keys and keys to the Barlow Center are kept in the residence and should be left there when you return home. Do not make duplicate keys without permission from the Washington Seminar Director. Upon your return to Provo, return the key that was issued to you to the campus Key Office, along with any extra keys you may have had made. 27
Residence Maintenance You must report any needed maintenance to the residence to the Washington Seminar Director, and after approval, arrange for repairs. Most maintenance/repair costs can be charged to your university travel card; appropriate receipts must be submitted to the Washington Seminar office for processing. You are responsible to keep the residence and furnishings in a clean and sanitary condition and disposing of all trash and waste as indicated in the HOA documents. You are also responsible to report immediately any damage to the townhouse, appliances, or furnishings to the Washington Seminar Director. If you, a family member, or guest is responsible for the damage, you will be expected to reimburse BYU for the cost of repairing or replacing the item. Contact information for an approved handyman is in the Contact Information section of this handbook. House Rules Keep the residence clean and neat. Report any damage or needed maintenance to the residence or its furnishings to the Washington Seminar Director and arrange to have the necessary repairs done. Restrict eating to the kitchen and dining areas; no food in the bedrooms. Be very careful when eating in dining area to avoid spills. Do not purchase house plants to be left in the residence. Keep the thermostat set between 72 and 76 degrees. Do not rearrange pictures on the walls. Ensure that all smoke detectors are functioning as soon as you arrive. No pets are allowed in the residence. When departing, discard or donate to Good Will all extra items not in the residence when you arrived. The only exceptions are those items explicitly approved to be left by the Washington Seminar Director. Over time, well-meaning faculty have created a considerable burden for those who follow them by leaving behind numerous items that create clutter and must be disposed of by others. Send copies of all resident association newsletters, notices, etc. to the Washington Seminar office. Do not remove from the apartment any furnishings, books, movies, etc. without the permission of the Washington Seminar Director. Do not loan any of these items to students. Do not store heavy items in the attic. It should only be used for incidental storage, i.e. luggage, Christmas decorations, etc. Furnishings and Appliances Basic furnishings have been supplied for you. If you find that you need additional items such as dressers or beds, contact the Washington Seminar office for instructions on renting them. The Seminar cannot pay for the purchase or rental of any items that have not been approved. Essential items have been supplied in the kitchen, but you may wish to bring some others from home. Food stuffs such as spices, flour, etc. will likely not be available unless left behind by the outgoing faculty director. 28
Unless furnishings or household items need to be replaced, what is in the townhouse is sufficient. The Washington Seminar does not have the budget to supply more than the essentials; so if you make requests for additional items, please be certain that they are truly necessary and will likely be used by ALL future faculty families. A binder containing instructions and warranties for the appliances and some furnishings should be in the bookcase in the office. Review it shortly after your arrival. Do not remove anything from the binder or put it in another location. 29
Utilities, Internet and Phone The bills for the utilities, phone, cable, and Internet are sent directly to the Washington Seminar office. If you receive a bill for some reason or are contacted by one of the companies, refer them to the Seminar office. Contact numbers for utilities are included in the directory at the beginning of this handbook. A high-speed Internet connection, as well as limited cable (no premium channels), are provided for you in the residence. Current phone service provides for free calls within the U.S. and Canada. To access the voice mail, dial 703-506-1570. The mail box number is the same as your phone number, and the pass code is 5500. Shortly after you arrive at the residence, change the voice mail greeting to something appropriate for you and your family. Please do all you can to keep electrical and gas use to a minimum. If you have children or guests with you, ask them to be careful about turning lights off and keeping the thermostat at reasonable levels. The air conditioner and heater are the greatest expense and should be used moderately. When not at home, be certain to turn the air conditioner off. Office A fully equipped office is in the lower level of the residence. It has a phone, university computer, wireless Internet, multifunction printer-copier, file drawers, bookcase and furniture. There is adequate space for both you and your spouse to use the office. Included in the office are binders with information about the homeowners association, appliances, and furnishings in the residence. Please do not remove them from the office. Also, when you leave, discard old course materials or other files that may add to the clutter. Check with the Washington Seminar Director if you have questions about any of the files. However, the general rule should be to discard anything not labeled as important to retain. Washington Post Subscription The Washington Seminar will cover the cost of a printed and electronic subscription to the Washington Post during your time directing the program. Use your personal credit card to cover the cost and then apply for reimbursement through the regular university expense reimbursement system. Yard The homeowners association is responsible for mowing the lawn in front of the residence. However, you will need to ensure that the shrubbery next to the front of the home is watered and trimmed. If any plants should die, you need to replace them following the guidelines in the HOA documents (see binder in residence office). You also need to maintain the small backyard. Departure Procedures Please leave the townhouse very clean and neat. The Washington Seminar is totally dependent on each faculty family to ensure it is thoroughly cleaned at departure. Cleaning Service 30
We have budgeted for a cleaning service to do a deep cleaning, including the carpets, at the conclusion of your stay. See the contact list at the beginning of this handbook for name and contact information. You should contact them a month before departure to schedule the cleaning. Please send a brief email to the Washington Seminar Director about the quality of their work. Use your university travel card to pay for the service and then process the receipt in the usual way. For something less than $500, the service should do the following cleaning: Vacuum and shampoo the carpets Inside refrigerator Inside the oven and microwave Inside cabinets Wash baths Inside windows Be sure everything on this list is completed before your departure. Kitchen All appliances cleaned and polished. Clean ovens and under burners. Empty, clean and organize kitchen cupboards, discarding small amounts of food, spices, or empty containers. Please be sure cupboard shelves are washed and sanitary. Clean all countertops. Clean and empty the refrigerator leave no food. Scour pots, pans, cookie sheets, etc. All dishes clean, dried, and put away. Floor is swept and mopped. Wash out garbage cans. Dust on top of refrigerator, cupboards, and shelves. Bathrooms Disinfect and polish toilets. Scour tubs and sinks; polish fixtures and mirrors. Wipe out and polish medicine cabinet shelves and surfaces. Wash or replace (as needed) shower curtains. Mop floors. Vacuum All rooms, including bedrooms not used. Move all furniture (beds, dressers, couches, chairs, etc.) to vacuum under and behind them. Use vacuum attachments to clean around baseboards and in corners. All closets. Air intakes to heating/cooling system on all floors. Light fixtures dusted or vacuumed. If spills, stains, food, or candy on carpet, have it professionally cleaned. Change vacuum bag. 31
General Dust and repair all furniture, including dressers, tables, and office area. Polish windows, mirrors, and glass. Leave all walls clean and free of marks or spots. Clean windowsills. Check all light bulbs and replace any that have burned out. Leave hand soap, paper towels, and toilet paper. Wash all bedding and towels. Make beds with clean sheets. Clean and organize files and desk in office. Discard all materials that will not have clear use for incoming and all future faculty. Leave sufficient office supplies, such as paper and toner, for the incoming faculty member s first two weeks. Empty all garbage and put in fresh liners. Cancel Washington Post subscription. Close all blinds and curtains. Discard any loose papers in the office. Leave car and spare house and mailbox keys clearly marked in the office. Lock all doors and windows (including screen doors). Deadbolt front door. Turn off air conditioner or set heat at 50 degrees. Leave car keys in office drawer. Return keys given you before leaving campus to BYU Key Office. 32