Moving Cost Recovery Policy Edit page

Whitney Condominium Association

Move In and Move Out Cost Recovery Fee Policy

Amended and Restated: September 2025

The Whitney has long had a policy covering move in and move out procedures, but none of these dealt with the added costs to the Association related to the moving process. In addition, these past procedures have been diffused or unclear as to who is responsible for many actions and duties. 

To ensure smooth transitions for everyone, the Whitney COA Board has crafted a policy to define and manage the extra effort and responsibilities involved in moves and adopted a move-in and move-out expense recovery fee. This way, only those moving will cover the associated costs rather than increasing monthly COA fees for all residents. This policy will take effect for moves occurring after September 20, 2025. Below is an outline of the process aimed to make everyone’s move as seamless and stress-free as possible.

1. When a decision to sell a condo has been made, the owner should reach out to the Whitney property manager well in advance to share the plans and estimated moving dates. The property manager will provide guidance through the process, including:
   1. Confirming the required buyer’s contribution to the Whitney COA Reserve Fund: two months of current condo dues for the unit being purchased; payable to  the Whitney COA and due at closing.
   2. Confirming the move out and move in expense recovery fee: the move out fee of $300 is to be paid by seller and move in fee of $300 is to be paid by buyer; both fees are payable to the Whitney COA and due at closing.
2. The day prior to the move, a representative of the property manager will come to the Whitney to work on a few pre-move items such as:
   1. Reserving Space: placing parking cones on the street to make room for moving vehicles.
   2. Protecting Common Areas: insuring elevator pads are installed.
   3. Clearing the Path: making sure the route from the street through the upper garage, the lobby and residential hallway is clear for movers.
   4. Documenting Conditions: taking photos and inventory the condition of walls, carpets, and door jambs to establish a “before” picture of the common elements.
   5. Reviewing Responsibilities: going over moving policies with the moving owner and providing a written guide outlining responsibilities, procedures, and contact information for any questions or concerns.
   6. Keeping Everyone in the Loop: sending an email to all Whitney residents to let them know about the upcoming move and any potential impact on elevator or hallway access.
3. On moving day, a representative of the property manager will be on site to help make the moving process smooth and uneventful by: 
   1. Greet and Instruct the Movers: providing the movers with a clear list of moving procedures and responsibilities, emphasizing care for shared spaces. This includes keeping elevator downtime minimal (no more than 3 minutes blocking), ensuring hallways remain accessible, and avoiding improperly propping open doors.
   2. Helping New Residents Settle In: sharing information about The Whitney’s website (thewhitneynashville.com), which has almost everything new residents need to know about the Whitney community and policies.
   3. Providing Movers Access: providing movers door and elevator access codes, keys, and any other necessary items.
   4. Staying Connected: sharing property manager contact information in case any issues arise during the move.
4. At the end of the move, a representative of the property manager will stop by The Whitney to:
   1. Checking Common Areas: review the condition of shared spaces like walls and carpets. If any damage is noticed, it will be documented with photos and a report will be shared with the WCA Board.
   2. Tidying Up: remove elevator pads and parking cones and return to their storage spots in the upper garage.
   3. Cleaning Up: collect any stray items or trash left behind and ensure no move-related debris is left in the Whitney’s trash room on the lower garage level.

The goal of the move in and move out procedures and policies is to make each move as smooth and pleasant as possible while minimizing the disruption on all the other owners during this process. Customarily all owners have cooperated during moving days and this has contributed to the sense of community felt at The Whitney. And we look forward to a continuation of that spirit. If there are questions, reach out to the property manager, Sy Taylor at David Floyd & Associates, (615) 297-2824 Office, [email protected]

The Whitney Condominium Association Board