Condominium Owner Partner Information

Below is key information regarding your condo ownership at Kingsmill Resort.

Unit Sale: As some of the units are going up for sale, please consider using our Real Estate team at Kingsmill Realty 800-392-0026.

Reservations: Please remember when you need to book your unit, please use the following information in the Subject line: Last name, unit(s) number, and dates

If you need any golf or spa reservations please let me know prior to your arrival and I can also get them reserved for you.

Pictures: If you have any pictures that you would like to send over while visiting here at Kingsmill, please send over so we can place them on your website.

Annual Preventative Maintenance: Please remember we have started our PM’s and following behind our maintenance team will be our housekeeping department deep cleaning the units.

Contact

If you have questions, please contact:

Bill Horn
General Manager

(O) 757.253.3975
Bill.Horn@kingsmill.com

Kingsmill Resort Amenities

Here is a list of operation times and locations of recreation, dining, and pools.

Fun Around Kingsmill Resort

Newsletters

Every quarter, Anicio sends out an email with new information about Kingsmill. If you would like to be added to the email distribution list, please email anicio.holmes-brown@kingsmill.com.

Cleaning Services

Cleaning Services during partner stays will be subject to daily cleaning service as follows:

• One-bedroom Suites @ $25/day
• Two Bedroom Suites @ $35/day
• Three Bedroom Suites @ $45/day
• Side Guest Rooms w/o suite @ $25/day

Services include a full daily clean and will be posted to your account. The following will be included in your cleaning services:

• Trash takeout
• Kitchen Cleaning
• Bathroom Cleaning
• Beds made (Sheets Changed upon Request)
• Vacuum
• Dusting
• Miscellaneous Cleaning Items

What’s Happening Around The ‘Burg

Check out some events around the area while you’re staying on the property.

Information About Condo Unit

For information regarding the pricing of HVAC units:

NTE | $7300 | Closet Units

NTE | $7700 | Attic Units

Lavazza Coffee Maker

Condo Owner Benefit Package

Package Includes:*

• 20% discount on all food & beverage, spa and retail
• No court fees for racquet sports
• Access to the Members Fitness Center
• Pay-to-play golf with Sports Member Rates (Does not include practice range or Woods Course access)
• Other special offers & events during the year

Owners are receiving the same benefits as a Sports with Golf Membership at $350.00 per year, (equal to one (1) month of dues with no initiation fee as this is not a membership).

*Annual charge of $350 will be posted to your owner account. Only to be used while you are in your unit. No pro-rating, or refunds. Owners must be in the Kingsmill Resort rental pool and be in good standing. No customization of package benefits. All charges must be billed to room to be adjusted for discount before billing. Benefits apply to guests staying with you in your unit. Absentee owner may declare one (1) family member annually to use the benefit package.

We value your partnership and invite you through this Owner Benefit Package to use our facilities even more during your stay.

Complimentary Occupancy

Annual Preventative Maintenance

Agent shall cause its agents to perform a comprehensive preventive maintenance visit of each Unit, each year.  The following maintenance services are included and are conducted as noted:

• Caulk bathtub, vanity tops, and kitchen counter.
• Re-grout tiled areas as necessary.
• Adjust/repair all doors and door stops.
• Adjust/repair movable windows.
• Verify windows and door screens are operable and in good repair.
• Perform minor touch-up paint as needed.
• Check all appliances for condition/operation.
• Remove range drawer and clean behind range.
• Refrigerator – Pull from wall and clean coils.
• Washer & Dryer – Clean filters, check trap. 
• Check/repair light fixtures.
• Check/repair electrical outlets and switches.
• Check/repair plumbing fixtures.
• Kitchen sink – check fixtures and operation, test disposal with ice.
• Toilets – flush and verify operation and check for leaks.
• Floor drains – run water and ensure traps are clean and full.
• Bath sink & tub – check fixtures, clean out drains and verify operation.
• Water heater – check operation and verify temperature of 120 degrees Fahrenheit.
• Check carpet and trim frays as needed.
• Clean and verify the operation of exhaust fans.
• Clean and paint, as needed all HVAC vents.
• Verify in-room safe operation and replace batteries.
• Verify HVAC systems operation and settings.
• Replace batteries in flashlights, TV remotes, and alarm clocks.
• Check the overall condition of the room.

Annual Preventative Maintenance Fees

The fee for the Annual Preventative Maintenance services shall be billed by the Agent once yearly upon completion of the services.  Such services shall be billed at an amount equal to the current hourly billing rate for skilled employees of Agent plus the costs of materials with a fifteen percent (15%) markup.  Agent estimates that the amount of time to complete the Annual Preventative Maintenance service will be six (6) hours for a one-bedroom unit, eight (8) hours for a two-bedroom unit, and ten (10) hours for a three-bedroom unit.

Kingsmill Realty

If you are looking to get in contact with one of our agents from Kingsmill Realty, please call: 877.930.2877 or visit kingsmillrealty.com

FAQ’s

Following are some questions that we have received from owners over the years. If your question is not addressed below, please don’t hesitate to call the Director of Owner Relations, Anicio, at 757.253.8211.

Where are we getting employees to assist in the housekeeping department if we are no longer utilizing J1 Visa students during Spring Break?

The current agency, which we have been using since last summer, draws the majority of its workforce from the local Hispanic community. This move is to our associates’ benefit as it allows us to keep our team members whole during times of low occupancy by keeping the size of our core staff in line with off peak season occupancy levels. We then use this approach to supplement our core labor pool. It is difficult to recruit a local workforce for temporary and/or seasonal spikes, even a two week long spike such as Spring Break. We are committed; first and foremost, to our long term core employees and ensuring that we manage their workload appropriately to accommodate our business demands. By being able to bring in additional staff to assist due to temporary spikes in occupancy we lessen the threat of turnover and the loss of seasoned employees. We also have hired some full time employees who first came to us via this arrangement. We have three room department managers who are fluent in Spanish. The staff is instructed to contact them immediately if they are asked questions by guests and do not feel that they can adequately answer them.

Does the temporary housekeeping staff have knowledge of working for a Four Diamond Resort? The agency that we use supplies workers to the Williamsburg Lodge and the Williamsburg Inn. These workers have more experience as housekeepers than a student who is here during their school break. The housekeepers are given orientation, as well as three days of training on Kingsmill’s specific standards. The quality of work is inspected by core leadership – many of who have been here for over a decade.

What is the policy in parking Trailers, RV, and camping equipment?

The process in place to accommodate R/V’s, campers, and boat trailers has not changed. In fact, we have just completed, at our expense, a change in our main parking lot to ensure these vehicles can be easily accommodated away from the condo parking. We will instruct guests to park in the main resort parking lot and then offer transportation as needed within the resort. There are times when host groups bring in a large number of vans and small buses. We hosted the Ladies’, and then the Men’s, William & Mary Golf Invitational that was attended by college and university golf teams from all over the East Coast. The majority of these players came by van or bus and occupied whole buildings and/or multi-room suites. Many parents then also came as spectators and stayed at the Resort. While there were small buses, vans, and even some RVs it was a great piece of business for the resort.

What can we do to improve parking at the resort?

During the summer months, and anytime when parking is tight, we notify guests of the parking process and enforce it by involving KMPD as needed. We certainly understand, first hand, the guest concerns about limited parking. You could greatly assist us by encouraging your association to clearly mark the parking spaces in front of your condos. This would greatly improve the parking situation for our guests. When the parking spaces are not clearly identified we cannot maximize the available space needed to accommodate our guests. The CCCA, to its credit, restriped the parking spaces in both the Anderson’s and Richmond’s Ordinaries this past summer. That process greatly reduced the number of parking issues and guest complaints in both of those ordinaries.

Are bedbugs a problem at Kingsmill?

NO. Bedbugs are not a problem at Kingsmill. Bedbugs do not just materialize; they are brought in by guests. Whether you stay at Kingsmill, The Williamsburg Inn, or the Waldorf Astoria there will always be a possibility – once the room is occupied. It is a risk inherent in renting rooms as we cannot “screen” our guests and/or their luggage. It would also be incorrect to “assume” as some do, that bed bugs would come from a certain type of clientele. In fact, well-traveled guests have a higher probability if he/she travels internationally or stays frequently in urban properties such as New York City. The important thing to note is that we have proactive inspections in place to identify and immediately treat to minimize any threat. We have also placed Soft Cover, bed bug certified mattress encasements on our mattresses at the resort. With that said, we have had exceptionally few incidents over the past few years. To, in any way, imply that we have a chronic issue is simply incorrect and potentially damaging to our reputation.

Are grills allowed to be used on the balconies and back decks of the condos?

For obvious reasons, grills and hibachi’s are not allowed to be used at the condos. This is never a problem with our resort guests, however, from time to time, condos with monthly renters do not follow this rule. When this occurs, the resort asks the renter to remove the grill but the ultimate enforcement must come from the condo owner and the Association. For everyone’s safety, health and well-being, we would appreciate your support on this matter.

When can we expect to see the design and proposed costs for the soft-goods renovation?

Currently we are working on providing you with the soft goods estimate then a schedule for the hard goods upgrade so that you can factor in these costs when making the decision to renew your contract with Xanterra Kingsmill Resort. We hope to have this completed by the end of this month. We would hope to continue this relationship and thank you again for allow us to address your concerns.

Is this Pest Control line item a one-time charge?

It is an annual charge for interior pest control treatments that are performed quarterly. Due to the small amount, it was billed 100% in January.

Is it an annual interior treatment or will the owners be charged every time Kingsmill M&E has to go in and spray throughout the year?

It is for quarterly treatments of the interior by our 3rd party pest control company. It is not performed by M&E. Our contract is performance based so if they have to repeat treatment, there is no extra charge. However, if some “extreme issue” comes up, we could be charged and would then pass it on.

Since the owners are paying for Pest Control in their association dues, why are the owners being charged anything additional?

Exterior treatments that are performed also treat the exterior quarterly. However, we have found that exterior treatment alone will not control the ants, etc. without interior as well. Also, there are lots of variables that cannot be controlled on exterior barriers (i.e. rain washing away the barrier, trees touching roofs providing a path across the barrier, pests already in the building before the barrier was sprayed, etc.) Both exterior and interior are needed to get the best performance.

Should this charge have been placed on the owner’s statement or sent directly to the associations?

For the past 4 years we only charged pest control costs back to the condo associations. The amount charged was the same for the last 4 years without any updates to adjust for contract changes, price increases, etc. By this past year what we were billing the Associations did not cover the total cost of the contract. This past year we rebid the pest services contract. We asked that they provide a quote that splits the costs up accordingly for each condo association based on the number of buildings in that association (for exterior pricing), as well as for the number of bedrooms in that association (for interior treatments). Our Vice President of Maintenance and Engineering then communicated the 2012 proposed costs to the Property Managers so each could budget for 2012 accordingly. When they saw a price listing “interior treatment” costs, they replied that interior costs are not “common elements” of the Association so they could not pay them. As a result, we had to split the bill into an Association bill for exteriors and break up the interior bill amongst the Condo Owners.

As far as the viability of the charges, it is in the Rental Agreement that Rental Participants will have a pest control program in place – and that the Resort will “assist” with the program. I would hope it is perceived that we are in fact doing far more than just assisting. We submit the RFPs, qualify all quotes, issue out the contract, coordinate as needed with the Property Managers, manage the vendor services, and pay the bills. However, we have no problem doing this as it benefits both Owners and Resort Guests to have pests under control and us managing day-to-day works well in achieving results.