Services
How do we get a CMA mailbox?
CMA provides mail delivery units (near sports courts) as a convenience to our owners. CMA bears the costs for installation and maintenance of the units. Owners pay a one time fee to help offset the cost of the unit. CMA has a close working relationship with the local USPS office that delivers our mail and parcels six days a week.
Owners can request a CMA mailbox by contacting the CMA Board at Coolfont.board@gmail.com. Someone will get back to you within a few days. Owners are provided with three keys to the mailbox. CMA does NOT maintain any extra keys to mailboxes.
Owners who need access to their mailbox and have lost keys should contact the CMA Board or Site Manager. Someone will contact them to make arrangements for lock and key replacement. Owners can also contact the local USPS office and ask them to hold mail at the local office until repairs are completed.
Additionally, please do not remove address labels on the outside or inside of the CMA mailbox as these assist the mail carrier for delivery. Again, these boxes are provided as a convenience to our owners. If owners do not comply with regulations, their use of the CMA mail center may be rescinded and they will need to make other arrangements with USPS for mail delivery (ie: paid POBox at Post Office).
Please note, per USPS, mailboxes are protected by federal law, and crimes against them and the mail they contain are considered a federal offense. Violators can be fined up to $250,000 or imprisoned for up to three years for each act of vandalism.
What address do I use for mail delivery?
All USPS mail sent to your Coolfont home must be addressed to your street address and you must have a CMA-assigned mailbox. Do not use just a Lot number or CMA Mailbox number – USPS will not deliver mail without a street address.
Examples:
123 Bobcat Drive, Berkeley Springs, WV 25411
55 Mountainside Court, Berkeley Springs, WV 25411
You can include your lot number, but it should follow your street address.
Examples:
123 Bobcat Drive, Lot K-21, Berkeley Springs, WV 25411
55 Mountainside Court, Lot N-14, Berkeley Springs, WV 25411
Please pay close attention and use the correct road type: Drive, Court, Lane, Loop, Terrace, etc. Particularly if you live on Mountainside XXXX or Bobcat XXXX.
If you have questions about your mailing address, contact the Berkeley Springs Post Office at 304-258-1424.
How are mail and packages delivered?
Mail Service
US Postal Mail is delivered to the CMA mailbox facility near the tennis courts. Mailboxes are assigned to houses on a first come, first served basis. There is a one-time fee for a mailbox, but once assigned it permanently stays with the house. If you just purchased your home, you may want to check with the previous owner to determine if they already had a mailbox and if they can provide the key(s). Owners can also rent a POBox at the Berkeley Springs Post Office, just north of downtown.
Package Delivery
Package delivery services such as FedEx and UPS will deliver packages to your house. We recommend you include your lot number along with your street address (i.e., 123 Bobcat Drive, Lot K-21, Berkeley Springs, WV 25411).
If packages arrive by USPS, you must have a CMA-assigned mailbox or a POBox at the Berkeley Springs Post Office. This includes packages shipped via FedEx SmartPost (FedEx packages that transfer to USPS for delivery).
For CMA mailbox holders, the Postal Carrier will place the package in one of the Parcel Lockers and put the locker key inside your mailbox. If the package is too large for a locker, they will put it in the CMA wooden box and leave a note in your mailbox.
If you need a CMA mailbox, please contact the CMA Treasurer or Bookkeeper.
Communications
How can I contact other owners?
Many CMA owners are members of the CMA Google Group. You can contact other members by posting to the group. You must already be a member of the group to post there.
If you need to contact a particular owner, you can look up their contact information in the CMA membership directory on this website. This information is maintained in a secure directory accessible only to other owners via a password. If you are an owner, and you do not have the password, you can contact the Communications Chair or the CMA Board for that information.
If you would prefer CMA not include your email and phone number in the member directory, you can opt out by sending a request to the Communications Chair (note: each owner must send a separate request from the email on file for verification).
How can I stay informed about community events?
CMA manages a Google Group, CMA Members, for information dissemination to the community. Owners and their families are welcome to join the group. Members of the group can post messages to all other members – note that you must be a member of the group in order to post information. To join the group, please visit https://groups.google.com/g/cma-members.
You can also visit the website calendar, which lists upcoming events.
DACC
Do I need approval to cut down trees?
In short – it depends. First, you must determine if the trees are on your property or CMA common land. If you’re not sure, you can check your property plat and/or locate your property markers. You can also try looking at the Morgan County GIS system (though the imagery (photo) of lands is off about 30’).
Trees on Your Property
If the tree is on your property, it is your responsibility to manage at your expense. Please refer to the DACC Design Guidelines and Building Regulations for information on tree removal (Page 5, Paragraph 12). You may need to submit an application for approval to remove the tree. In short, if the tree is dead, or within 10’ of your home, you may not need an application. It may be prudent to check with the Site Manager or DACC. A list of some tree removal companies is included under Suggested Contractors. It is your responsibility to contract with a tree service, schedule service, and pay the contractor. It is your option to either leave the downed tree on the forest floor, have the contractor haul it away, or cut and stack it for firewood.
Trees on Common Land
If the tree is on CMA common land, the Association is responsible to manage removal at CMA expense. Owners should notify the Site Manager about tree. The Site Manager will determine if the tree should be removed and arrange for removal. Trees downed in common areas are normally left on the forest floor to provide habitat for wildlife.
How do I submit an application to the DACC?
Owners can complete the Modification Application using the fillable PDF. They should review the Design Guidelines and Building Regulations for information on any additional materials required with the application – such as a property plat or color swatches.
Applications should be sent as attachments to email sent to coolfont.dacc@gmail.com.
Any questions about modifications or guidelines can be directed to the email address above.
Do I need to identify my house and lot number?
Each home in CMA should have signs showing the street address (house number) and the lot number. This helps delivery trucks, visitors, service companies, and others easily find your home.
If your address and lot signs are missing, you can arrange to have new ones made. Craig Deane, a CMA resident, has made most of the signs in the community. You can contact him at c.c.deane@gmail.com. You can also make your own, or order them from a sign company.
The signs should be conspicuous from your street, but should not be mounted to a tree. Please use a post to display the signs.
Many residents have unusual or custom made signs with their house name, address, and lot number. (You may have seen the very nice wooden signs at La Verdad, Lot O-4 near the CMA entrance, or Aloft, Lot K-4 on Bobcat Dr.). If you want to install a custom sign, please get DACC approval in advance.
What colors are allowed for exterior paint on my house?
You can find information about exterior paint colors in the Regulations and Guidelines for Building at Coolfont in Section II.A.3 (on page 4):
Exterior Colors. The colors of all exterior finishes shall be natural or earth shades of gray or brown with values intermediate between black and medium grey, or shades of grey, green or brown-green with values between black and medium. Colors shall be selected for harmony with natural environment rather than any strong contrast. Colors for all exterior elements (doors, windows, door and window trim, shutters, soffits, parging, siding, roofing, railings, and all wood trim, etc.) shall be included on the approval sheet, with samples provided…
Can I appeal a denial of my DACC application?
While the DACC will work closely with owners on the approval for modifications to their property, sometimes there are requested changes that do not meet the current guidelines. Owners who receive a denial of their application may appeal the decision to the Board of Directors. Owners must notify the DACC of their request for appeal. The DACC will provide the original application and explanation for denial to the Board Secretary for inclusion at the next regularly scheduled Board meeting. Owners are encouraged to attend that meeting. The Board’s decision will be provided to the owner and a DACC.
I’d like to install a new roof in a color that is not allowed. However, I see other homes with this color roof. Can I use this color?
Unfortunately, no. There may be other homes that are not in compliance. Certain design features may have been approved at a time they were allowed and have been maintained in that condition, which is allowed. Any change in exterior appearance must be approved by the DACC.
I’m repainting my house the same color. Do I need to submit an application?
No, if the appearance of your home is not changing then there’s no need to submit an application to the DACC. This applies for most changes to the exterior of your home.
Water & Sewer
How can I avoid frozen water pipes?
If temperatures are very low, owners may encounter frozen water pipes. As the water in pipes freezes, it expands and breaks connections or cracks the pipe. This can occur in pipes located in an uninsulated crawlspace or outside walls, or even inside homes when there are very low temperatures for an extended period. Once the weather warms and the pipes thaw, these breaks and cracks can begin leaking water. This can cause significant water damage in or around your home.
You can take several steps to protect from frozen pipes. Be sure you understand the impact to your heating system, water heaters, etc., before you implement any of them.
- Keep the heating level of your home at a temperature you know will keep water lines from freezing. This may only work if electricity is on at your home. If there is a power failure, it may not take long for your home to reach freezing temperatures – your water pipes included!
- Install a smart thermostat to keep you advised of the temperature inside your CMA home. Many of these use a WiFi connection to the internet and can notify you via email, text message, or phone call when the temperature drops below or rises above a set level.
- Turn off your water at the main shut off whenever you leave for an extended period, particularly during winter. Every home should have an inside shut off. Often it’s in your basement or crawlspace. Some owners install an additional shut off in a convenient location. If you don’t have a shut off, you should have one installed for use in a water emergency. If you don’t know where your shut off is, find it, tag it, and use it!
- A water shut off doesn’t protect from water already in your pipes, so it’s a good idea to drain your water lines when your going to be away. First, shut off your water heater (otherwise, you run the risk of damage if the water level drops low enough); second, turn off the water supply; third, open the cold and hot taps on each faucet and flush each toilet, starting at the top level of the home and ending at the lowest level.
- Install heat-tape on troublesome or outdoor water pipes (never install heat-tape inside a wall). Note that heat-tape only works if you have electricity – during an electric outage it offers no protection. Also, if outside, check it regularly for animal chewing as it can become a fire risk.
- When you return, close all faucets and turn your water shut off to the “on” position. Listen for sounds of running water. It’s common to have some sounds from water pressurizing your pipes and topping off your water heater. Any sound of running water after a few seconds needs your immediate attention. Finally, turn your water heater back on (if you use gas, be sure to follow proper procedures to relight the pilot).
Owners are responsible for water pipes from their residence meter to their home and throughout their home. The supply line from the meter is normally buried below the freeze line, bedded in rock-free soil or gravel, and/or sleeved with a larger protective pipe under driveways. The pipes in your home are protected from freezing only by the home’s insulation and temperature or by shutting off the water and draining the pipes.
For more information, check out the Red Cross website information on preventing frozen pipes. If you need a plumber, you’ll find a few listed under Suggested Contractors (CMA does not endorse any contractors). You may also find useful information in the CMA Google Group.
Who do I call if I notice a water leak or sewer problem?
If the water leak or sewer issue is on your property – whether inside the house or outside within your lot – you are responsible for repairs for the leak. Any leak on the owner’s “side” of the water meter or on the owner’s property is the owner’s responsibility for repair.
If you notice a water leak or sewer issue not on your property, please contact the Site Manager immediately. Provide the approximate location of the leak. Please also notify the Water & Sewer Chair, Cathy Levey and board liaison, Eric Lienhard.
How do I make sure invoices are delivered to my email inbox?
All CMA invoicing is sent via email to the email addresses on file. Invoices are included as a PDF attachment to the email and there is a link provided to pay the invoice online via credit card, debit card, or echeck (ACH). Of course, owners can still mail a check to CMA or send payment from their own bank’s online payment system
Some email systems may block the invoice email as spam. If you’re not getting invoices in your inbox, check your spam folder. To help your email system properly process these emails to your inbox, you may want to add the sender address to your contacts or email “white list.”
Invoice emails will be coming from quickbooks@notification.intuit.com.
Invoices for annual Assessment are sent on/about January 1 of each year.
Invoices for Water/Sewer are sent the first week of March, June, September, and December.
If you don’t receive your invoice email when expected, please immediately contact Brenda Close, CMA Bookkeeper, at 304-258-4742 or brenda@btm.cpa, to avoid late fees on your account.
Can I get an adjustment on my water/sewer bill due to a water leak?
Water and Sewer bill adjustments are provided for qualified leaks during the previous quarter. Adjustments must be requested within 30 days of the invoice date. Adjustments will be made in accordance with the CMA Water & Sewer: Leak Adjustment Policy.
Excerpts from Policy:
- Owners who receive quarterly water bills for more than double their normal usage, may apply to the Association for a leak adjustment. “Normal usage” is defined as the average usage for the preceding four quarters of billing.
- Owners will be provided a Leak Adjustment only once in a 12-month period.
- Leaking commodes, dripping faucets, malfunctioning appliances and similar situations shall not constitute leaks which entitle the customer to a recalculated bill.
- Please read the full policy for all conditions required to request a leak adjustment to your bill.
When can I expect to receive my Water/Sewer bill?
Water and Sewer meter readings are done each quarter: usually March 1, June 1, September 1, and December 1. You will receive your bill a week or so later by email. Payments are due 20 days from the date of the invoice. If you do not receive your invoice in your email inbox, it may be in your spam folder. Please see “How do I make sure invoices are delivered to my email inbox?” in FAQs for tips on how to ensure timely delivery to your inbox.
Overdue bills are assessed a 10% late fee in accordance with the CMA W&S Delinquent Water & Sewer Policy. If needed, owners can contact CMA about setting up a payment plan. Delinquent accounts may be subject to Service Termination, in accordance with the CMA W&S Delinquent Water & Sewer Policy.
Community
Are fireworks or firearms allowed in the community?
Fireworks and firearms are strictly forbidden within CMA per CMA Covenants & Restrictions, Article VI, Section 9:
Section 9. Nuisances. No noxious, offensive or potentially dangerous activity shall be permitted on any lot or within the subdivision, including operation of loud motor vehicles of any kind or firearms of any kind, hunting, open fires, loud parties or pets, fireworks or bright external lights. After 11 pm outside activity that can disturb other residents must be kept to an absolute minimum except in case of emergency.
While local law enforcement cannot enforce CMA rules, it can address the issue if it causes a safety concern. If you are concerned about a firearm issue, contact the Morgan County Sheriff’s office to file a report at 304-258-1067 or 911 in an emergency. Please also notify the Site Manager and CMA Board, if possible.
Additionally, the WV Handbook on Laws Relating to Firearms notes:
Except as noted, firearms, concealed or otherwise, are forbidden or restricted by law in … any real property where firearms are prohibited by the owner, lessee, or other person charged with the care, custody, and control of the property. See W.Va. Code § 61-7-14…. (There is no requirement in the law that such property be posted as a “no gun” area.)
What can I do about noise issues?
Residents seeking relief from excessive noise should contact the property owner to report their concern. Contact information is available in the CMA Membership Directory.
Certainly, noise issues between 11:00 p.m. and 6:00 a.m. can be reported to the Sheriff’s non-emergency number: 304-258-1067. See Morgan County Excessive Residential Noise Ordinance.
Roads
Who do I contact about potholes, downed trees, or other road issues?
If you encounter any issues with CMA roads – paved or gravel – please contact the Site Manager.
Please provide the location of the issue – and if you can send a photo, even better!
If there is a downed tree blocking the roadway, please contact Steve Katz, CMA Board President and provide an approximately location. You can also reach him at 304-258-9329.
Assessments
How do I make sure invoices are delivered to my email inbox?
All CMA invoicing is sent via email to the email addresses on file. Invoices are included as a PDF attachment to the email and there is a link provided to pay the invoice online via credit card, debit card, or echeck (ACH). Of course, owners can still mail a check to CMA or send payment from their own bank’s online payment system
Some email systems may block the invoice email as spam. If you’re not getting invoices in your inbox, check your spam folder. To help your email system properly process these emails to your inbox, you may want to add the sender address to your contacts or email “white list.”
Invoice emails will be coming from quickbooks@notification.intuit.com.
Invoices for annual Assessment are sent on/about January 1 of each year.
Invoices for Water/Sewer are sent the first week of March, June, September, and December.
If you don’t receive your invoice email when expected, please immediately contact Brenda Close, CMA Bookkeeper, at 304-258-4742 or brenda@btm.cpa, to avoid late fees on your account.
When are assessments due?
CMA assessments are due on January 1 of each year. Assessments are paid annually. Invoices are sent to each owner at the end of December.
CMA provides a 30-day grace period after which assessments are overdue and a late fee will be imposed. Outstanding balances also incur monthly finance charges. Late fees and finance charges are outlined in the CMA Delinquent Assessment Policy, available in the Documents section of the website.
Pool
Where do I find the Pool Hours and Rules?
The Community Pool is for the use of CMA owners, tenants, and their guests. It is open from Memorial Day weekend to Labor Day weekend. The pool is open every day, with longer hours on the weekend and holidays. The pool may be closed due to weather or for other reasons when appropriate. Normally, pool closures are announced on the CMA Google Group or Facebook page.
The 2024 scheduled open hours are:
- Monday through Thursday: 11 am to 5 pm
- Friday and Saturday: 11 am to 6 pm
- Sunday: 12 pm to 5 pm
- Extended hours on Memorial Day, Juneteenth, Independence Day, and Labor Day: 10 am to 5pm
For information, rules, and procedures, please review the 2024 Pool Rules and Instructions.
A valid pool pass is always required for admittance into the pool facilities. Pool passes will be checked each time a member and guests are admitted to the pool facility. Only one pass is required for each group (not individual passes per person).
Please present your pool pass to the attendant upon entry.
Each home is provided two passes (one as back up). If you recently purchased your home and were not provided with passes by the previous owner – or you have lost both pool passes – please contact the Site Manager (see below) for replacement passes. There may be a fee to replace lost pool passes.
Site Manager:
mhre123@gmail.com
srebant@berkeleyspringscottagerentals.com
304-258-0410 or 304-258-5300
Do I need a Pool Pass? Where do I get one?
The CMA Community Pool is for the use of CMA owners, tenants, and their guests. A valid pool pass is always required for admittance into the pool facilities. Pool passes will be checked each time a member and guests are admitted to the pool facility. Only one pass is required for each group (not individual passes per person).
Please present your pool pass to the attendant upon entry.
Each home is provided two passes (one as back up). If you recently purchased your home and were not provided with passes by the previous owner – or you have lost both pool passes – please contact the Site Manager (see below) for replacement passes. There may be a fee to replace lost pool passes.
Site Manager:
mhre123@gmail.com
srebant@berkeleyspringscottagerentals.com
304-258-0410 or 304-258-5300
Trash
Animals have spread my trash everywhere! How do I get this cleaned up?
It is the owner’s responsibility to maintain proper trash receptacles and arrange for timely disposal to avoid animals getting into the trash. Despite best efforts, bears can be relentless and may outsmart your trash bin. If this happens, owner’s must clean up the trash as soon as possible.
If you are an absentee owner, you may be notified by the Site Manager or a CMA volunteer about an animal-induced trash blowout on your property. We kindly ask that the trash be cleaned up within 24 hours to avoid further spread of debris. If you – or your rental agency, if appropriate – cannot address this within a day, you should contact the Site Manager to make arrangements for clean up. You will incur a fee for this service.
How do I arrange for regular trash collection?
CMA does not collect trash from owners’ properties. Owners must arrange for their own trash disposal. This may include hiring a trash collection contractor or hauling out your own trash. Some rental management agencies may take care of trash for your rental property (be sure to check on this with the agency). It is the owner’s responsibility to make sure all trash is properly collected and disposed.
Many owners contract with Apple Valley Waste for trash collection. They will come once a week (usually Tuesday) and pick up bagged trash from a trash receptacle. They come early in the morning, so you may want to put trash out the night before. It is the owner’s responsibility to arrange for a proper, bear-resistant receptacle. You can contact AVW at 304-724-1834.
If you need a trash receptacle, you can purchase one from Craig Deane or Jason Schetrompf. Both can provide wooden bins that are “mostly” bear resistant.
Utilities
How do I get Internet service at my house?
There is no wired broadband (fiber) service in our community, though there are a few options:
- Frontier Communications offers DSL service which will provide voice and/or Internet service. However, the current maximum speed is 12Mb/1Mb using a bonded pair configuration.
- Some satellite companies (DirecTV, Dish) may provide Internet service in the area, but the dense tree cover may interfere with reception.
- Verizon, AT&T, and TMobile (possibly others) offer wifi solutions (mifi, hot spot, etc). CMA recommends you check the signal strength at your home before you commit to a contract/company as signal strength can vary widely around the community.
How do I report a power outage?
While not common, electric outages do occur on the Mountainside. If your power goes out, first check to see if it’s just your house or includes your neighbors. Look outside at other homes to see if any lights are on. You can also post a question on the Google Group to ask if others have lost power.
Report it! Let Potomac Edison (subsidiary of First Energy) know that your power is out. The more owners that report the outage, the faster repairs are addressed.
- Call the toll-free, 24-hour Outage Reporting Line at 888-544-4877, or
- Report your outage online, or
- Report your outage via text message. Text REG to 544487 (LIGHTS) to get started with messaging
- Once your cell phone is registered on your account, you can text OUT to 544487 (LIGHTS)
If you have numerous outages, you should contact Potomac Edison (First Energy) and let them know. They may investigate the reason for numerous outages.
If you do not hear from Potomac Edison within a reasonable amount of time or you are not satisfied with their response, you can file a complaint with the WV Public Service Commission.