Colonial Square Policy

Effective November 1, 2008


Clubroom Rental Improvement Verification/Sales Procedure Improvement disagreements Maintenance Policy Move-Outs Kitchen Bathrooms Basements Fenced yards Applicants for membership Board of Directors  Keys to units Countertops Fences Handrails H & G Violations Member Transfer Sheds

Clubroom Rental

The cooperative provides playgrounds and a clubroom. The rental of the clubroom is handled by the co-op office. A member renting the clubroom is responsible for ALL actions and any damage of his/her guests while on CSHI property. A deposit of $100 personal check only, from a member of record and in good standing for damage and/or clean-up is required on the clubroom, together with a rental fee of $40. This includes the use of the kitchen. Members can use the clubhouse after 5 p.m. on weekdays for $20 a night. Loss of or failure to return the clubroom key by the renter will result in automatic forfeiture of the $100 deposit. Otherwise, if the floors and condition of the clubroom are left in an acceptable state, your deposit will be returned. If not left in an acceptable condition, you will be charged accordingly by the cooperative for the clean-up and/or damages. All parties are to be totally confined to the inside of the facility. Failure to comply with any rule regarding Clubroom rental can result in the member NOT being able to rent the Clubroom for one (1) year and the possible loss of the $100 deposit. 1. Clubroom and surrounding area (parking spaces and lawns) must be restored to clean and orderly condition. All trash is to be picked up and emptied into refuse container south of the clubroom. 2. Parking by members and guests should be in Office Parking and along the east side of the street. No one may occupy numbered stalls. 3. Functions will end at midnight with everything cleaned up and everyone off the premises by 1 a.m. 4. Renter is responsible for seeing that his or her guests remain inside and do not create a disturbance outside the clubroom. When leaving, respect for surrounding members should be maintained. 5. Renter is responsible for any and all damages incurred by his or her guests.

Improvement Verification/Sales Procedure

Purpose: To create a record of approved alterations to the units in CSHI, in an attempt to keep up the property value of the Co-op and to assure that proper procedures are followed prior to selling a membership. 1. The office will require a legible listing of all items (and location in the unit) being sold as improvements with the value of each listed separately and totaled at the bottom. 1. The CSHI office manager will check the list for obvious cooperative-owned items listed incorrectly and for obvious unsellable or non-improvements such as stoves, refrigerators, etc. 2. The list will then be given to the Maintenance Superintendent to prepare a preliminary inspection of the unit and of the improvements being sold. 3. After the preliminary inspection, the Maintenance Superintendent will then return the preliminary inspection sheet along with the list of improvements advising the manager as to whether or not the improvements can be sold as listed or if any corrections have to be made. 4. The manager then will notify the member as to which items on the list are not acceptable under this policy and that a revised list will need to be submitted. The member also will be made aware of what corrections must be made to the improvements (if any) in order to make the improvement list valid. 5. Once these corrections have been made (if needed) and the revised list reviewed by the Office Manager, it then will be signed by the manager and the outgoing member. 6. A copy will be given to the member and the original filed in the unit's permanent file. 2. Should members find fault with the rejection of a listed improvement or rehab requirements, they may petition the Board, in writing, to review their list. 3. Once a preliminary inspection has been made by the Maintenance Superintendent and a proper improvement list approved and given back to the manager, only then may the manager call a prospective buyer to begin sale of the membership and improvements.

Improvement disagreements

Negotiations and agreements on payment for improvements are between the buyer and seller.

Maintenance Policy

NO maintenance equipment, tools, ladders, dollies, etc. will be loaned to members or employees. The maintenance staff of Colonial Square Homes, Inc., will not be allowed to work on any ``improvement'' belonging to the member during business hours. The member must hire a contractor or person of their own choice to work on the improvement item.  Move-Outs In accordance with your Occupancy Agreement, current move-out procedures must be observed. A list of the procedures is available at the office. Please Note: Any part of the rehab requirements found to be unacceptable upon Final Move-out inspection will be corrected by CSHI and deducted from the Transfer Value. General: 1. If you do your own rehab, use of the Co-op paint is suggested unless you are painting with colors; then you will use your own paint as Co-op paint is available only in the cooperative-approved color. Using Co-op paint is suggested due to the fact that if touch-up is required, it will be less costly to use Co-op paint. 2. All walls are to be freshly painted with the cooperative-approved color of paint EXCEPT where there is wallpaper or paneling, which must be in good condition, listed and sold as an improvement. 1. NOTE: Painting will not be accepted if it is thin or has streaks and shadows. 3. Walls painted any other color MUST also meet the same standards and MUST be accepted by incoming member, but CANNOT be sold as an improvement. 1. NOTE: Should CSHI deem it necessary to repaint areas painted other than the cooperative-approved color, the cost to repaint the area will be charged to the outgoing member. If paint other than Co-op brand paint has been used, enough paint should be left in the unit for touch-ups. 4. The same rules apply to the inside of all closet areas. These areas are to be cleaned and dusted with any dirt or cobwebs removed and left totally empty. 5. ALL ceilings are to be freshly painted the cooperative-approved color and free of stains. If a member paints his or her own ceilings and the texture comes off, the member will be required to have the texture replaced at his or her own cost. 1. If a member allows the cooperative to paint the ceilings and the texture comes off, the cooperative will be responsible for replacing texture. Current prices are available upon request. 2. Hooks and hanging devices are to be removed and holes patched unless they are listed and sold as an improvement. If a ceiling cannot be patched satisfactorily, it will be textured at the member's expense. 6. BEFORE painting of walls, they MUST be free of all nails or other foreign objects and ALL holes must be filled with drywall compound and sanded smooth. Any stains on walls or ceilings must be covered with a stain killer before painting to be acceptable on inspection. 7. Painted trim and baseboards are to be painted with enamel paint only. 8. Walls or ceilings with stains or damage from roof leaks will be painted and repaired free by the Co-op. If walls and ceilings are damaged due to Member negligence, members will be responsible. 9. All personal property, usable or unusable, is to be removed from the unit unless an item has been sold as an improvement. 10. Drapery and curtain rods are to be removed and holes filled either in the drywall or woodwork and sanded before painting unless arrangements have been made with the new members to leave them, in which case they must be listed as improvements. 11. All windows, doors, metal frames of windows, patio doors, storm doors and sills are to be cleaned, including thorough cleaning of the slide tracks. All windows are to be washed on the inside and out. 12. All light fixtures must be cleaned, dusted and free of paint including covers, globes and the bases next to the ceiling. Also all light sockets in the unit must have a working bulb of the proper wattage (60 watts). 13. Vacuum out all accessible ductwork. 14. All baseboards, doors and window trim must be cleaned of all dirt and debris including paint drips and splatters. Members moving out will be charged full price to replace doors if doors are scratched, damaged or penetrated with any type of hole including holes made by nails and screws. Hardwood floors in good repair must be cleaned with a hardwood floor-specific cleaner. Do not use Murphy's Oil Soap or similar generic products. Hardwood floors with scratches, stains or damage will be refinished by the cooperative. Your account will be charged for this service unless the damage was noted on your move-in sheet. Carpets in good repair must be shampooed and tile floors cleaned. Carpets not attached with tack strips will be rolled up and the floors cleaned or refinished. If the maintenance supervisor inspects the unit and finds that the carpet must be removed, the member must install new carpet or refinish the floor. If carpeting is to be removed and replaced, the condition of the floor must be inspected and noted prior to installation of new carpet. The floor refinishing must be done by a contractor specified by the cooperative. The work must be completed before a new member is allowed to take the key to the unit


1. Kitchen cabinets cannot be painted. 2. Remove all shelf paper and liners. Wash shelves, doors and drawers in all kitchen cabinets as well as underneath the sink. Clean all drawer guides. Remove all dark marks and the residue from cabinet shelves. Clean the exterior of all wood cabinets. Cabinets damaged by neglect, abuse (nails, screws, appliques, etc.) will be refinished and charged to the member. 3. Clean countertop and remove all stains. Carefully clean the backboard with extra attention to where it meets the wall. If the countertop has any scratches, chips or non-removable stains, it will be replaced at the member's expense. This will be pro-rated only if it is an original countertop. 4. Refrigerators must be thoroughly cleaned and dried out. Remove and clean bins, tracks and shelves. Clean door seals, the coil in back and floor beneath the refrigerator. Remove and clean the drip pan and clean the underside of the refrigerator. Thoroughly clean the exterior. Do not leave the refrigerator unplugged. Turn dial to lowest <ON> setting and close the door. 5. Stove: Remove all removable parts, clean thoroughly inside and out and replace all parts. Clean the compartment under the burners (remove burner grates and gas knobs if the top of the stove lifts up), broiler pan and oven. Prevent water and detergents from entering lines, burners and attachments. Thoroughly clean range hoods, sides of stove and floor underneath. Clean or replace filters. 6. Kitchen sinks: Remove all stains, rust and grease. Thoroughly clean faucets and chrome. Be certain to clean garbage disposal and area underneath the sink.


1. Wash shelves and door in medicine cabinet. 2. Thoroughly clean the lightbulb fixture and remove bulb cover and wash it. Both should be clean and free of paint. 3. Clean the bathtub (removing appliques or mats). Wash basin, mirrors and toilet. A member may supply new toilet seats but not install them. Maintenance will install all new toilet seats. Thoroughly clean faucets, soap dishes, tissue holder, towel racks and all chrome. 4. Remove all shower curtains and hooks unless sold as improvements, and clean the shower area. Be sure all tiles are free of soap film and tile joints are clean. If shower doors are installed and need to be caulked, there will be a charge to the outgoing member. 5. Bathroom sinks, countertops, flush tanks and lids that are chipped, broken or stained will be replaced at the member's expense.


Once basements have been painted, they must be repainted upon the move-out. Fenced yards 1. Mow grass and trim fence lines inside and out. Trim all plants so that they do not touch the building. Weed flower beds and remove all dead flowers, grass, weeds and animal refuse. 2. Police the yard (fenced or not) and leave it free of any personal property, trash, debris or animal waste. 3. Holes in the yard must be filled with top soil and leveled to grade. 4. Barren yards with little grass must be reseeded by the member or they will be reseeded by CSHI and your account will be charged. 5. Only outdoor items sold as improvements and on the improvement list may be left and only inside a fenced yard.

Applicants for membership

No one will take possession in CSHI until an orientation has been scheduled.

Board of Directors

The Board of Directors will act as a membership committee. This will keep the problems of individual members as private as possible. The Board of Directors will meet with members to resolve problems ranging from default to violations of the Rules and Regulations.

Keys to units

Only maintenance and management will have keys to units Countertops  The cooperative will pay half on original countertops and will install the countertop. The member cannot select materials.


 Fences are permitted with the following guidelines. 1. Number 9, 10 or 11 gauge non-ornamental galvanized chain link (cyclone) steel fence fabric. 2. Minimum 40 inches to maximum 48 inches high but of uniform height to previously erected fences in the same building or two- building complex. 3. Line posts and top rails no less than 1 3/8 inches in diameter with line posts capped and spaced no farther than 10 feet apart embedded in concrete, with fabric fastened to the top rails at intervals of no fewer than 30 inches apart. 4. At least one gate per fenced yard with a minimum width of 36 inches. 5. There must be room for at least a five-foot alley way to the rear of each fence to allow access by maintenance workers and their equipment and by other members and their guests. 6. The fence area must be no wider than the width of the unit unless it is fencing for an end unit. 7. Maximum depth is 27 feet. If, however, there is another building behind the yard to be fenced and the distance separating the two buildings is less than 59 feet, then the two-building complex must be considered together. Both buildings must have the same fence depth with a five-foot alley way between the rear of each fence. 8. If a unit is an end unit and fencing will not interfere with fencing privileges of another unit, the fence may begin in the middle of the end side, extend a maximum of 10 feet into the side yard and back no more than 27 feet from the rear of the unit. It should form right angles to a point marking the edge of the neighbor's yard and back to the unit at the point of separation between the two units. When a fence is part of a two-building complex, fencing privileges of both buildings should be considered together.


Outdoor handrails will be provided by CSHI if there are three (3) or more steps or there is a drop-off of 32 inches or more.

H & G Violations

House and Grounds will give a five- (5) day notice to correct violations. If they are not corrected, maintenance will be informed by H & G to correct violations and members will be charged accordingly.

Member Transfer

Applicant(s) must meet the criteria set forth in the written Member Selection Criteria established by the Board of Directors.  Once approved by the cooperative, an Occupancy Agreement and Membership Certificate are completed with the name of the member(s) on the documents.  A household composition is completed which states each person, including the member(s), who will occupy the unit. If, after occupancy, a member wants to change the member(s) of record for any reason, the following guidelines must be followed: 1. If a member wants to transfer their membership to someone already listed on the household composition, they may do so if that person qualifies under the guidelines set forth for becoming a member in the cooperative. 1. a.A recertification is required 2. b.An inspection of the unit should be performed listing any structural damage (i.e., holes in walls, doors, etc.)  This structural damage must be corrected prior to approving the membership transfer.  A complete rehab of the unit will not be necessary (i.e., cleaning, painting, etc.) 2. If a member wants to transfer their membership to someone not listed on the household composition, this will not be allowed. They must place their Membership on the market for sale and normal procedures must be followed. 3. If a member(s) wishes to add someone to their Membership Certificate and Occupancy Agreement as a co-owner, they may do so if that person qualifies under the guidelines for becoming a member.  A new Membership Certificate and Occupancy Agreement shall be issued upon approval.  All members must live in the unit in which they are a member. 4. A member can be removed from the Membership Certificate and the Occupancy Agreement if the remaining member qualifies under cooperative guidelines for becoming a member.  A new Occupancy Agreement will be signed and a new Membership Certificate issued to the remaining member. 5. All financial obligations must be met before any membership transfer can be completed. 6. Reminder:  no subleasing is allowed without Board permission pursuant to the Occupancy Agreement. 7. Reminder:  Any person residing with someone for 30 days or more must be added to the household composition immediately. 8. Market rate properties will be required to update member information annually (i.e., household composition, vehicle registration, pet registration, etc.)


1. An alteration permit is necessary and should include the size, color and price of the shed. The permit must be approved by the maintenance department prior to purchase by the member. 2. Two sizes are acceptable -- either sheds measuring approximately 60 inches wide, 36 inches deep and 48 inches high or sheds measuring approximately 30 inches wide, 24 inches deep and 72 inches high. 3. Members may have one shed similar to the Rubbermaid brand. 4. Tall, vertical sheds must be placed next to the building. Sheds cannot be placed away from the unit unless the member has a fenced yard. Only the short sheds will be allowed against fences. Sheds cannot be taller than the fence. 5. Sheds in unfenced yards must be against the back of the unit and cannot extend into the neighbor's yard. 6. Members will be responsible for keeping grass and weeds trimmed around the sheds. 7. Doors must be kept closed.  
Colonial Square Homes   2110 NE Parvin Road | Kansas City ,  MO  | 64116     Office: (816) 452-6664 | Fax: (816) 569-6955
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