Question 1

A contractor recently completed the mandatory inspection and cleaning of my heating appliance, dryer vent, or chimney - what do I do with the receipt and or documents?

Jeremi Lashua · Accepted Answer

Please use our Owner/Resident Registration Form to ensure that your property manager can update the safety records of your unit.

Question 2

Accessing Security Footage

Caleb · Accepted Answer

Q1: How can I request security footage if I was the victim of a crime (e.g., theft or assault)?

If you believe a crime has occurred at Eastwood Commons (370 Farrell St) or Eastwood Commons II (410 Farrell St), file a police report. The responding officer may contact Full Circle Property Management directly to request relevant footage. The officer must provide the specific date and time window of the incident.

Contact: associationservices@fullcirclevt.com or 802-864-5200

Full Circle will coordinate with our security consultant, who will download the footage and provide it directly to the officerhandling the case.

Q2: Can I request footage for a rule violation or safety concern that doesn’t involve the police?

Yes, but a different process applies. You must submit a written request to Full Circle Property Management that includes:

• A description of the incident or concern

• The people or events believed to be involved

• The approximate date, time, and location

• The camera(s) or areas to be reviewed

Your request will be submitted to the Board of Directors for review at a regular or special meeting. The Board will vote on whether to review the footage and, if so, may do so in Executive Session due to the sensitive nature of video content. If the Board votes to view the footage, Full Circle will request it from the security consultant, and the Board will later vote on whether to release it and to whom.

Q3: Will I automatically receive a copy of the footage if I make a request?

No. Footage is not automatically released to residents. For non-police matters, the Board must vote to approve the review and release of footage. In all cases, privacy concerns are carefully considered.

Q4: Can I appeal the Board’s decision if my request is denied?

Yes. You may have the right to appeal the Board’s decision to an appropriate court, which may review the matter under applicable laws.

Q5: Who has access to the camera system or monitoring software?

Full Circle Property Management does not have direct access to the camera monitoring software. All footage must be retrieved by our designated security consultant, who handles all access and downloads upon authorization.

Question 3

Data Security, Form Access, and Using Your Online Portal

Caleb · Accepted Answer

How secure is my information?

We take data security seriously.

Our forms and your Online Portal:

Collect only essential information
Store your data securely through encrypted software
Don't require you to re-enter personal or financial information for routine requests

This reduces the amount of information exchanged and keeps your data more secure.

Why is the online form better than paper or email?

Using the online system allows you to:

Receive automatic status updates
Track your request from submission through completion
Provide required notice & entry preferences instantly
Ensure maintenance staff receives complete and accurate information, speeding repairs
Avoid delays caused by lost forms or miscommunication
More Sustainable & Environmentally Friendly with Less Paper
Easy Uploads for Required Attachments

Managing two parallel systems (paper and digital) leads to errors, lost requests, and inconsistent communication.

For this reason, we rely on the online system to ensure every request is handled promptly and accurately.

I’m not comfortable with technology. What should I do?

We understand that online tools can be new or unfamiliar for some residents.

Here are options that may help:

Ask a family member or trusted friend to assist you
Use the system on any device—iPhone, Android, tablet (like an iPad), laptop, or desktop
Access the your Online Portal through either a mobile app or a regular web browser (Google Chrome, Safari, etc.)
Visit a local library, which often has free public computers and staff who can help you get started

Most residents find the steps intuitive once they begin.

What if I don’t have a device?

Our system is highly adaptable and can be used on:

Smartphones
Tablets
Desktop computers
Laptops

Are the forms accessible?

Yes. All of our forms and online workflows are designed with accessibility in mind, including:

Clear layout
Larger font sizes
Mobile-friendly structure
Compatibility with assistive devices
Simple step-by-step navigation

We continuously refine our forms to ensure they are usable for as many residents as possible.

What if I have a disability and need an accommodation?

If you have a disability and believe the online form creates a barrier for you, you may submit a Request for Disability Accommodation Form.

We’ll review the request and work with you to find an appropriate solution.

http://www.fullcirclevt.com/request

How should I share personal or sensitive documents with you?

If you ever need to share personal information or documents that can't be sent using one of our secure forms or your Online Portal, you may securely upload them using our encrypted uploader.

www.fullcirclevt.com/uploader

Question 4

Form Error Troubleshooting Tips

Caleb · Accepted Answer

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window:

Users should first look for any error messages displayed at the top of the form. Each missing field will also display a "This field is required" banner. These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application

At the bottom of the form, users can typically save their application so it can be continued later.
The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see "Skip Create an Account" link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

Question 5

How do I pay my HOA or COA dues?

Jeremi Lashua · Accepted Answer

If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:

Full Circle Property Management
PO Box 4057
Burlington, VT 05406

You can also set up automatic payments through your personal bank.

For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal

Question 6

How to Read Your Ledger and Account Balance

Caleb · Accepted Answer

At the top-left of the ledger, you will see your account information. For residents, this may include the names of tenants residing with you and the property address. You will also see the rent amount for residents and HOA dues for homeowners, if applicable.

Date (Highlight 1) – The date the transaction occurred.
Description (Highlight 2) – The reason for the transaction (e.g., Association Dues, Special Assessment, Work Order, Payment).
Charges (Highlight 3) – Amounts applied to your account, such as fees, dues, or assessments.
Payments (Highlight 4) – Amounts received and applied to your account.
Balance (Highlights 5 & 6) – Running total after each transaction. The most up-to-date balance is always located at the bottom right of the Balance column.

Note: Charges increase your balance, and payments reduce it. If you have a credit and new charges are applied, the credit will automatically be applied to reduce the new charges.

Understanding Your Balance and Credits

Positive Balance (e.g., $1,694.91): You owe this amount.
Negative Balance (e.g., -$425.60): You have a credit on your account.
Payments made when no balance is due are applied as a credit and may appear as “Prepaid HOA Dues.”
Note: Prepaid rent for non-homeowners is not accepted. Homeowners may occasionally have a credit, and tenants or residents may have temporary credits on their accounts.

Common Questions

Q: Why doesn’t my balance match my payment?
A: Some payments take time to process. Pending payments or new charges may temporarily affect your balance.

Q: What types of fees may appear?
A: Examples include late fees, maintenance fees, NSF (Non-Sufficient Funds) fees, and for residents, rent charges, work order charges, pet fees, storage, garage fees, etc.

Q: What happens if my payment does not clear (NSF)?
A: If a payment is rejected:

The original payment is reversed, reinstating the original balance.
An NSF fee is applied (a bank charge when there are insufficient funds).
The ledger may include a note like “NSF reversal receipt for Reference #123.”
Your outstanding balance will equal the original amount plus the NSF fee.

Q: How is one payment applied to multiple charges?
A: When a single payment covers multiple charges (e.g., regular dues, old fees, or special assessment installments), the Description column will show how the payment was allocated.

Example: A payment of $563.00 could be applied to April 2025 dues ($533.00) and a partial May 2025 dues ($30.00). The Description will detail how the payment reduced your outstanding balance.

Tip: If you want your payment applied to a specific charge, please note it in the memo area of your check.

Question 7

I own a condo.  Do I need permission to modify the outside of my unit, add or remove landscaping, repaint or replace windows, etc..?

Jeremi Lashua · Accepted Answer

Yes -- you will need permission. First you will need to login to your personal Online Portal while navigating to the Compliance tab, then click "Submit New Review" to get the process started. Our property manager will review your Architectural Review and respond to you with next steps based on guidance from your Association’s governing documents.

Question 8

I’m selling my condo. What are my next steps?

Jeremi Lashua · Accepted Answer

You'll need to request your Resale certificate and association documents using our Resale Certificate request form.

Question 9

Owner Registration Form

Caleb · Accepted Answer

Where can I find this or other forms?

You can complete Owner Registration Form here >>

You can also browse other forms at https://fullcirclevt.com/forms-and-links/ or login to your Online Portal to access up to date account information or request an Architectural Review by your board.

Why do I need to complete the Owner Registration Form?

The Owner Registration Form is essential for maintaining accurate and up-to-date records of all homeowners in the your community. This information allows us to:

• Comply with community bylaws: Our bylaws require all homeowners to provide current contact information.

• Ensure effective communication: Accurate contact information enables us to promptly reach you in case of emergencies or important updates.

• Manage community resources: Keeping track of vehicle details helps us maintain organized and safe parking arrangements.

• Facilitate tenant management: For those renting out their units, providing tenant information helps us ensure compliance with HOA regulations and manage tenancies constructively.

Why might I need to recertify my information regularly?

Regular recertification ensures that our records remain accurate and up to date. Changes in contact information, vehicle details, or tenant arrangements can occur, and keeping this information current helps us:

• Avoid miscommunication: Prevent issues arising from outdated contact information.

• Ensure emergency readiness: Have the correct emergency contact details if you are unavailable.

• Maintain community standards: Ensure compliance with HOA regulations and manage tenancies effectively.

I don’t see why I need to share this information with you.

Providing this information is crucial for the smooth operation of your community. It ensures we can:

• Communicate effectively: Reach you promptly with important updates and emergency notifications.

• Manage resources: Keep track of parking arrangements and vehicle details.

• Ensure compliance: Help the HOA board manage tenancies and maintain community standards.

This seems tedious. Do I really have to do this?

Yes, completing the form is a requirement under our community bylaws and best practices as identified by your HOA board. We strive to make the process as simple and efficient as possible, and your cooperation helps us maintain a well-organized and safe community for everyone.

I’ve already given you this information. Do I need to do it again?

Yes, regular updates ensure that our records are always accurate. Changes in your contact information, vehicle details, or tenant arrangements can occur, and it’s important for us to have the most current information.

I gave my information to someone else. Why do I need to provide it again?

To ensure the accuracy and confidentiality of our records, we require homeowners to submit their information directly through the official registration form. This helps us avoid any discrepancies and maintain a centralized and secure database.

Does the board have the right to collect this information?

Yes, the collection of this information is in accordance with our community bylaws and industry best practices. It ensures effective communication, emergency preparedness, and compliance with HOA regulations, all of which contribute to the overall well-being of our community.

Question 10

Understanding Our Role as Your HOA Property Management Company

Caleb · Accepted Answer

Q1: What services does the property management company provide for our HOA?

A: We provide services for the Homeowners Association (HOA) as a whole, including collection and accounting of dues/fees, common area maintenance, landscaping, managing common amenities, and ensuring adherence to HOA rules and regulations. We do not provide individual homeowner services unless we have a separate agreement with that homeowner.

Q2: Does the property management company handle renter-related issues?

A: No, renter-related issues such as move-in/move-out coordination, individual unit maintenance, and communication about rules and regulations are not included in our contract with the HOA. These responsibilities fall to the homeowners who choose to rent out their units.

Q3: Why doesn’t the property management company handle renter-related work?

A: Our contract with the HOA does not cover the additional work associated with renters because other homeowners in the community do not want to bear the increased service costs. Therefore, homeowners who rent out their units are responsible for managing their tenants’ needs.

Q4: What should renters do if they have maintenance issues or other concerns?

A: Renters should communicate directly with their landlord (the homeowner) regarding maintenance issues or other concerns. The homeowner is responsible for addressing these matters or contracting a property management company separately to handle them.

Q5: Can the property management company be hired to manage my rental unit?

A: Yes, we can be hired under a separate contract to manage individual rental units. This service would include handling maintenance requests, move-in/move-out coordination, and tenant communications. Please contact us directly to discuss this option.

Q6: What are homeowners’ responsibilities if they rent out their units?

A: Homeowners who rent out their units are responsible for:

• Handling all tenant communications and maintenance issues.

• Ensuring tenants comply with HOA rules and regulations.

• Coordinating move-in/move-out processes according to HOA rules and regulations, which may include fees and specific guidelines for dates/times and use of any elevator.

• Addressing any additional support needs that arise from renting their unit.

Q7: Why should homeowners consider hiring a property management company for their rental unit?

A: Managing a rental property can be time-consuming and complex. Hiring a property management company can provide peace of mind and ensure that tenant needs are promptly and professionally handled. This can include everything from routine maintenance to emergency repairs and tenant communication.

Q8: What if there is no property management company listed for my unit?

A: If we do not have a separate agreement to manage your unit, you, as the homeowner, are responsible for all tenant-related services. We recommend considering a property management company to handle these tasks if you find them overwhelming.

Q9: Who should renters contact in case of an emergency in the common areas?

A: Renters should contact the HOA or the property management company immediately for any emergencies in common areas. For emergencies within the unit, they should contact their landlord (homeowner).

Q10: How can homeowners get more information about separate property management services for their rental units?

A: Homeowners interested in our property management services for individual rental units can contact our office directly at [your contact information] to discuss options and pricing.

We hope this FAQ helps clarify the boundaries of our services. If you have any further questions, please feel free to reach out to us directly.

Question 11

What to do if your power goes out

Online Portal

After Hours Maintenance emergencies

(802) 951-4432

Online Portal

Your account at your fingertips. Anytime, anywhere.

Questions about your portal?

Pay Rent & Dues

View Statements & Docs

Maintenance Requests

Insurance, Inspections, and Personal Info

Seamless Communication

Architectural Review

Need help with a real estate transaction?

Frequently Asked Questions

Online Portal

Data Security, Form Access, and Using Your Online Portal

How secure is my information?

Why is the online form better than paper or email?

I’m not comfortable with technology. What should I do?

What if I don’t have a device?

Are the forms accessible?

What if I have a disability and need an accommodation?

Your Portal, Your Way

Download the Online Portal App

How should I share personal or sensitive documents with you?

Form Error Troubleshooting Tips

Check for Errors at the Top of the Browser Window:

Use a Different Device

Save the Application

Working Together to Build a Stronger Community

Online Portal

After Hours Maintenance emergencies

(802) 951-4432

Online Portal

Your account at your fingertips. Anytime, anywhere.

Questions about your portal?

Pay Rent & Dues

View Statements & Docs

Maintenance Requests

Insurance, Inspections, and Personal Info

Seamless Communication

Architectural Review

Need help with a real estate transaction?

Frequently Asked Questions

Online Portal

Data Security, Form Access, and Using Your Online Portal

How secure is my information?

Why is the online form better than paper or email?

I’m not comfortable with technology. What should I do?

What if I don’t have a device?

Are the forms accessible?

What if I have a disability and need an accommodation?

Your Portal, Your Way

Download the Online Portal App

How should I share personal or sensitive documents with you?

Form Error Troubleshooting Tips

Check for Errors at the Top of the Browser Window:

Use a Different Device

Save the Application

Working Together to Build a Stronger Community

Looking for more information?

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