WHITLEY BAY POLICIES & PROCEDURES
TABLE OF CONTENTS
INTRODUCTION 3
Move-In and Utility Service Information 3
IMPORTANT BUILDING NOTICES 4
Building Structure 4
Balcony And Walkway Coverings 4
Fire Sprinkler System 4
Fire Alarm System 4-5
Emergency Generator 5
Unit Keys and Locks 5-6
Common Area Keys 6
Mail boxes 6
THE ASSOCIATION 6-7
Welcoming Committee 7
Floor Captains 7
Other Committees 7
Assessments and Other Fees 8
Rentals 9
Pest Control 9
Garbage and Trash Disposal 9
Cardboard Box Dumpster 10
Recycling 10
Grocery Carts 10
SECURITY AND SAFETY 10-11
Overall Security and Safety 11
Lobby Door Key Pads 11
Extended Vacations 11
Whole House Emergency Water Shut-off 11
Fire Precautions 11-12
Elevators 12
Hurricane or Severe Weather 12-13
Power Pump Rooms 13
AMENITIES AND ASSOCIATION RULES 13
Swimming Pool and Spa 13-14
Exercise Room 14
Recreation Room 14
GENERAL POLICIES 15
Children 15
Pets 15
Disturbances 15
Parking 15-16
Community Appearance 16
Garages 16-17
Storage Areas 17
HOMEOWNER RESPONSIBILITY 17-18
MAINTENANCE 18
Air Conditioning 18-19
Before Calling for Service 19
Heating System 19
Filters 19
Balcony Deck Surfaces 19-20
Condensation/Moisture 20
Exterior Doors 20
Electrical Systems 20
Circuit Breaker 20
Outlets 20-21
Fire Sprinkler System 21
Smoke Detection Alarm 21
Floors/Floor Coverings 21
Garage Doors and Garage Door Openers 21
Plumbing system 21
Emergency Plumbing Situations 22
Hurricane Shutters 22
Utilities Installation and Wiring 22
Windows and Screens 22
Balcony Railings 22
Remodeling & Renovations 22
Suppliers 23
Application to Lease form 24-25
Lease Approval Guide Volume 101.1 26-28
Owner/Tenant Summary Information Sheet 29
Pool & Spa Policy and Procedures 30
Page 3
INTRODUCTION
Congratulations on your decision to join us in living at Whitley Bay! We know that you will be very happy with your decision and wish you many happy years ahead in your home. We ask all residents to abide by the rules, policies and regulations in this handbook and the Condominium Documents. Please retain this handbook for future reference. Read through its pages and don’t hesitate to contact a Board Member if you have any questions.
A glass-covered bulletin board is located next to the mail boxes in the first floor lobby. Please check this board periodically for a list of current board members, floor captains, committee members, and other information subject to change.
A bulletin board has been provided at the garage exit of the first floor lobby for owner use. Please limit notices to 1 month.
MOVE-IN AND UTILITY SERVICE INFORMATION*
Whitley Bay President or Resource Manager: (321) 626-8625
To arrange for move-in or move-out assistance with elevator key & pads, or general information.
Electricity Florida Power and Light
7901 Ellis Road
Melbourne, Florida 32904
Telephone: (321)723-7795
Out of State: 1(800)226-3545
Telephone BellSouth
517 Hughlette Avenue
Cocoa, Florida 32922
Telephone: 1(888)757-6500
Cable TV Bright House
720 Magnolia Avenue
Melbourne, Florida 32935
Telephone: (321)254-3300
1(877)892-3279
* NOTE: Address and telephone numbers are subject to change.
Pages 4
- 6
BUILDING STRUCTURE:
The building is a column support flat slab structure. The columns are constructed of concrete reinforced with rebar. The floor/ceiling slabs are of concrete reinforced by a combination of rebar and steel cables. This is known as “post tensioned” construction.
The reason for this explanation is to caution you that YOU MUST NOT DRILL INTO THE FLOORS OR CEILINGS OR ALLOW ANYONE ELSE TO DO SO. The cables are under great tension and a drill bit could fracture a cable causing considerable damage. Such damage can run into thousands of dollars for even one cable. The origin of the failure can be easily traced and repairs will be charged to the unit owner responsible.
BALCONY & WALKWAY COVERINGS:
All common area walkways and private balconies have received a textured colored coating while some owners have tiled their balconies. Walkways may be slippery when they are wet. DO NOT INSTALL ANY TYPE OF CARPET ON BALCONIES OR WALKWAYS. Carpeting and rugs may retain water, which seeps down into the rebar resulting in rusting & costly repairs.
FIRE SPRINKLER SYSTEM:
Your home is equipped with an automatic fire sprinkler system. The sprinkler heads are heat sensitive to about 135° F. In the event of a fire in the building, only the sprinkler heads closest to the fire will be activated. The system is completely automatic. The flow of water through a sprinkler head will activate the fire alarm that is connected to the fire department. The sprinkler heads and cover plates must not be painted. Use care when working around sprinkler heads. . If the thin glass tube breaks, the sprinkler will go off. An extra word of caution: The fire department’s first responsibility is personal safety. They will not start fire suppression until your safety is assured and the sprinklers may disperse huge amounts of water before the actual shut off of the sprinklers.
Do not attempt to shut off the valves feeding the sprinkler systems yourself. There is a valve on each floor of every stairwell for the use of the fire department only. Opening or tampering with these valves will activate the alarm system which is connected to the fire department.
FIRE ALARM SYSTEM:
There is a fire alarm with speakers on the wall in every unit. It is used by the fire department to give evacuation instructions. This speaker/alarm box MUST NOT BE REMOVED for painting or relocation without contacting our resource manager and/or fire alarm system subcontractor. Improper removal can deactivate portions of the fire alarm system.
There are fire alarm pulls located by the east and west stairwell doors on each floor to be used in case of fire emergencies. When activated, strobe lights will flash at each stairwell entrance and a female voice will be heard on the exterior public decks asking residents to vacate the building. DO NOT USE THE ELEVATORS. The evacuation announcement and alarm may not be heard in individual units with the front door closed. Please note that the individual smoke detectors in each unit are not tied to the master fire alarm system. It is the responsibility of each unit owner to contract for monitoring service if they desire burglar and fire reporting.
The west stairwell has large landing alcoves on each floor. Handicapped persons should immediately go to these landings and wait for fire department personnel for assistance in evacuation. Any resident who has special handicap needs should notify the association board of the nature of their problem so the fire department can be so instructed in case of a real emergency.
You should also be aware, and be sure that any guests you may have are aware, that there are severe penalties and liabilities associated with falsely causing the activation of any fire alarm system. Charges incurred by the Association for false alarms will be passed on to the owner causing the false alarm.
Trash chutes are also equipped with fire sprinkler heads. Do not throw lit cigarettes or any burning or smoking materials down the chutes as this will cause the sprinklers to go off and the fire department to be dispatched.
EMERGENCY GENERATOR:
An emergency generator is located on the premises and will activate during a power loss. The generator will operate for about three days without refueling and provides power to the elevators, stairwell emergency lights, garage doors, fire suppression pumps, potable water system and the fire monitoring system. Any power loss starts the emergency generator. It runs for a minimum of 15 minutes.
There is a remote possibility that if the power loss is extremely brief, the emergency generator may not function correctly. In this case, neither the emergency or regular power may work, shutting down lighting in the stairwells & garages, and stopping the elevators. After the emergency generator completes the recycling, everything should resume functioning normally.
This generator is automatically put into test mode for fifteen (15) minutes per week but does not supply building power during this period.
UNIT KEYS AND LOCKS:
We strongly recommend that you change your locks before you move into your unit. Original owners should have the master tumbler removed by a locksmith. Consider adding a deadbolt also. The association will provide you one new lock at no cost. See the Resource Manager for a new lock. You MUST provide the Association with a key or keys in accordance with state statutes. That includes a key to your screen door.
Page 17 of the Declaration in your Condominium Documents; Article X Section F states, “The Association has the irrevocable right of access to each unit during reasonable hours, when necessary for the maintenance, repair, or replacement of any common elements or of any portion of a unit to be maintained by the Association pursuant to the Declaration or as necessary to prevent damage to the common elements or to a unit of units.”
Keys are secured in a 350-pound safe which is continuously monitored and recorded by the building video security cameras. Only board members have access and a daily entry log is maintained explaining why the safe was opened and what action was taken. Every effort will be made to contact you before using a key for entry to your unit. For a minor emergency entry made will be by a two-people buddy system.
COMMON AREA KEYS:
Two keys to association common areas are provided free to each owner. A third key costs $25.00 and each additional key costs $50.00. All common area locks are proprietary locks and keys cannot be made by any other than the selling locksmith, and then, only by written permission of the Board. All common area keys will be logged out and may be obtained from a board member as posted on the bulletin board. Storage rooms located on each floor and in the garages are limited common areas and will not open with common area keys.
MAILBOXES:
The mailboxes are located inside the building lobby next to the elevators. The Post Office will not deliver your mail if the unit number is not included in your mailing address. Example of your correct mailing address:
Mr. & Mrs. Jones
Example: 93 Delannoy Avenue, #000
Cocoa, Florida 32922
Packages too large to fit in your mail box will be placed in one of the larger mail boxes located in the lobby and in the garage. A key will be placed in the recipient’s mail box which can be used to open the respective larger box. This key should be left in the lock of the large mail box after retrieving your package.
Pages 7 - 10
THE ASSOCIATION
One of the functions of the Whitley Bay Condominium Association, Inc. (“The Association”) is to ensure the upkeep of the Common Elements and to protect the value of your home. The Association is currently being managed by your Board of Directors and Officers in order to provide the highest level of service at the most cost effective basis for the homeowners. The monthly Association fee represents each homeowner’s allocable share of the costs and fees necessary to own, insure, and maintain the property. The monthly assessment fees provide the following benefits to the homeowners:
Property and casualty insurance on the building and the common element improvements which may include, but are not limited to, the elevators, pool, spa, recreation room, exercise room, sauna and meeting rooms;
Liability insurance for all the common elements;
Utilities for all of the common elements;
Maintenance and landscaping of all the common elements;
Exterior maintenance of the residential buildings, garages and pool area improvements (including roof repairs and replacement);
Interior maintenance & repair of common areas;
Water and sewer usage fees for the residents;
Trash collection;
Cable TV standard channels;
Contribution to a Reserve and Replacement Fund for future improvements & replacements;
Other miscellaneous expenses.
Homeowners are responsible for their own electric, telephone, and cable television premium channels, air conditioning and heating equipment, insurance on personal household property (i.e., appliances, cabinets, window coverings, wall coverings, etc.), insurance against loss by fire or other casualty, any liability insurance covering the home, and property taxes for the home.
The Association shall at all times maintain a register setting forth the names of all owners of units in the condominium and any purchase or transference of a unit shall notify the Association of the names and any party holding a mortgage upon any unit and the name of all lessees in order that the Association may keep a record of same.
WELCOMING COMMITTEE:
Of the committees the Board of Directors formed and instituted in 2006, two of the most important are the Move-In and Welcoming Committees. These two committees are designed to work together to assist the new homeowner with their move-in. The Welcoming Committee consists of Floor Captains.
FLOOR CAPTAINS:
Each floor has a person designated as a floor captain. A list of current Floor Captains is found in the glass-enclosed bulletin board by the mailboxes. A floor captain helps answer questions about the necessities of condo living, arranges for parking tags & issues visitor parking passes, helps the newcomer fill out the information sheet, etc. The Floor Captain makes the newcomers, who may not have previous experience with condo living, feel at home and gives them a friendly contact in the building. The floor captain can also provide new residents with a copy of this policy document.
OTHER COMMITTEES:
There are several committees in Whitley Bay which perform valuable services. Your participation is welcomed and very necessary. These include the following:
Budget Committee: Prepares recommendations for the annual budget.
Decorating Committee: Decorates the building for special events.
Fitness Committee: Reports needs of the exercise room; recommends new equipment or needed repairs.
Maintenance Committee: Monitors and make recommendations regarding common area upkeep and repairs.
Parking & Security: Patrol the parking areas, check for resident’s & visitor’s hangtags. Check that outside doors are secured & locked.
View camera tapes if a security problem is reported.
Social Committee: Arranges social events to which the entire condo is invited.
Storage Committee: Handles issues involving storage spaces.
ASSESSMENTS AND OTHER FEES:
Monthly dues assessments are due and payable on the 1st day of each month. It is the unit owner’s responsibility for timely payment of assessments. Whitley Bay does not prepare and mail invoices or payment reminders. Advance payment of assessments (paying two or more monthly assessments in advance) is neither encouraged nor discouraged but it remains the responsibility of the unit owner to determine if and when payment is required. If the owner is unsure of the status of their account, they should contact the Whitley Bay Treasurer. Owners are encouraged to mail their assessment payments no later than the 1st of the month, both personal and on-line bill payment, to allow adequate time for mail delivery. It can routinely take anywhere from one to ten days for a letter mailed from an address within the United States to reach the P. O. Box in Melbourne, FL.
Monthly assessments may be paid in any of the following ways:
(1) By personal check. Please make your check payable to Whitley Bay Condominium Association, Inc., and mail to:
P. O. Box 410755
Melbourne, FL 32941
Payments are retrieved from the U.S. mail box by Prime Bank and deposited the same day they are received.
(2) Lock-Box – instead of mailing your check, place it in an envelope and drop it in the side slot of the lock box provided next to the first floor garage lobby entrance. The box is located on top of the mailboxes. This box is only for payments going to the Bank. The Prime Bank courier picks up the payments from the lock box on Monday, Wednesday and Friday of each week and checks are deposited the same day they are picked up.
(3) Auto-Debit – your bank account will be automatically debited for the amount of monthly dues each month on the second or third business day of the month. To start the auto-debit process, complete and sign the authorization form which is available from the Treasurer. The process can be stopped at any time with a phone call to the Treasurer. You are encouraged to utilize the auto-debit option. Mail service is unreliable and it can take several days for the mail to be delivered. The auto-debit process is especially convenient for unit owners who travel or are away for extended periods.
Please note that your payment is delinquent if not received on or before the 10th of each month. The Board of Directors has initiated a LATE FEE POLICY; this policy will be strictly enforced from January 1, 2007. There will be NO waivers. Assessment fees are due on the first of the month and are considered late on the tenth regardless of the reason for the payment being late. If the tenth falls on a weekend or holiday, assessments are considered late after the close of the first business day following the weekend or holiday. A $25.00 late fee charge will be assessed for each late assessment or any unpaid portion of an assessment. Assessments, or any portion of an assessment, which is more than thirty days late will accrue interest at the rate of 18% annum for the period in excess of thirty days. If a unit owner has past due assessments, subsequent payments will first be applied to accrued interest, then to late fees, and the balance to the late assessment. Please note that all returned or NSF checks are subject to the $25.00 late fee.
RENTALS:
If you are renting your unit, YOU, THE HOMEOWNER, ARE RESPONSIBLE FOR THE ACTIONS OF YOUR RENTER. The owner must obtain a current Whitley Bay Lease Form from a Board Member, fill it out, and have it approved before allowing a tenant to move in. All renters must abide by the rules and regulations as set forth in the Condominium Documents. The Board of Directors does not act as property managers or agents for the rented property. It is the owner’s responsibility to properly indoctrinate the tenant and deal with issues that may arise. The Tenant must arrange a move-in or move-out ahead of time, so elevator pads may be placed in the West elevator. There is also a damage deposit required.
*Each Unit may be rented provided the occupancy is only by one lessee and members of their immediate family and/or guests.
*No rooms may be rented and no transient tenants may be accommodated.
*Time sharing of the home is prohibited.
*Ownership of a home on a monthly or weekly time sharing program is prohibited.
*The minimum rental period shall not be less than ninety (90) days.
*Sub-leasing of any home is prohibited.
*A copy of the lease shall be provided to the Association. Any information obtained by the Association in connection with the approval of the lease, sale or other transfer of a unit shall not be made available to unit owners.
*A copy of this handbook must be given to the lessee and the lessee must abide by the same rules as other members of the community.
PEST CONTROL:
Pest control service will be provided by the Association for the exterior of the building, grounds and common areas. Any homeowner experiencing a pest problem may call the association’s pest control contractor and arrange for a treatment of the interior of the home (free of charge) as part of the association contract.
GARBAGE AND TRASH DISPOSAL:
All garbage must be in sealed plastic bags before being dropped down the chute or placed into the large dumpster in the trash room. Use bags no larger than 14 gallon capacity for the trash chute. Do not put pet waste into the trash chute.
All bulk garbage that will not fit into a kitchen bag should be bagged in lawn size bags, carried to the trash room and placed in the dumpsters located by the west garage door entrance. Your common area key opens the trash room door. Small trash cans located in the garage areas are for incidental trash – not for your bagged trash.
CARDBOARD BOX DUMPSTER:
Do not put Cardboard boxes down the trash chute! Cardboard boxes must be broken down and placed in the specially marked dumpster on the west side of the building provided for cardboard only. All cartons and boxes must be flattened before depositing in the exterior dumpster. Please do not place any other garbage in this dumpster.
RECYCLING:
The Association pays Western Waste each month for recycle pickup. Please take the time to dispose of recyclable trash properly. Do not load up the dumpster with recyclables or cardboard boxes—it costs us more money. Recycle containers are located in the first floor garage or on the concrete apron on the west side of the building. There are four different containers: newspapers, aluminum cans, plastic bottles and glass bottles. You are asked to rinse any containers before depositing in the appropriate container. These containers will be relocated outside of the west door during certain pickup days. If you do not see the containers in their normal positions in the center of the lower garage, you will find them outside the west garage door. It is permissible to place a plastic or paper bag of aluminum cans into the can bin or a plastic or paper bag of glass into the glass bin.
GROCERY CARTS:
There are grocery carts located on each garage level. Please use care when entering and exiting the elevators and lobby doors so as not to mark up the edges of the doors. These carts have been fitted with non-marking wheels. PROMPTLY UNLOAD AND RETURN the cart you have used to its location in the garage cart stands. If a contractor uses a cart to bring tools or materials to your unit please have them unload and return the cart to the garage immediately.
Pages 11 - 13
SECURITY AND SAFETY
OVERALL SECURITY AND SAFETY:
It is vitally important that all outside doors be kept closed at all times. It is impossible to secure a building with open doors. Please close doors as you leave or enter the building.
Please keep your own front door, sliding doors, and windows locked at all times. The best security is the individual concern of each resident for the safety of themselves and their neighbors. Please report “suspicious” persons. Be suspicious of unexpected deliveries. DO NOT let unknown people into the building—they can use the front door keypad to contact the resident they’re visiting. Please take extra safety precautions if you walk a dog alone during the night.
Television Channel 99 on our cable shows a rotating view of some of the cameras. You can view the front door at all times. This helps you verify a person calling on the outside keypad.
When moving in furniture, having contractors perform work, or having a party with multiple guests, it is your responsibility to have someone available to escort persons and prevent propping open the doors. Escort guests & workers back out through the lobby to be sure they leave the building.
Video Monitoring: The building is equipped with a 32 camera capable, state of the art, and Court Certifiable video monitoring, display and digital recording system. You may view a partial number of selected cameras by tuning to channel 99. Should you observe or have reason to believe security has been breached, please notify a board member ASAP and note the time and location of the security breach or an incident of concern. After a period of days we lose material that has been recorded. Remember that not all cameras are shown on your local TV and,
therefore, you should report all incidents as other active cameras may provide evidence of concerns. A board member or the security director may monitor other cameras to enhance security at our facility. For your privacy, the cameras located in the recreation and exercise rooms will not be displayed or played back unless there is a valid concern for your safety or a suspected act of destruction or vandalism.
LOBBY DOOR KEY PADS:
A key pad is located to the right of the front lobby entrance containing the names of residents listed in alphabetical order. A guest may scroll through the roster of residents per instructions on the key pad. When the numeric code next to a resident’s name is entered on the key pad it causes the resident’s home phone to ring. The guest may identify himself. The resident can admit the guest by pressing the number six (6) on his phone. This system works only with a land line—not a cell phone.
Contact the secretary or other board member to have your name and phone number changed or added to the key pad. Your common area key will open the lobby door too. A PIN number changed monthly may be used also. Press * and enter the 4 digits. If you don’t know the current month’s code, a box located near the front entrance may be opened with your common key. It contains the current PIN number. The same 4 digits will open the keypad on the door into the lobby from the first floor garage. Use the 4 digits only, no *. Your common key works also.
EXTENDED VACATIONS:
Please notify all routine delivery people when you plan to be away from your home for an extended period. You can arrange with the Post Office to hold your mail until your return. You may also have a neighbor check on your home periodically, take your mail & packages, & flush toilets and run water into the sinks to avoid sewer gases rising. We recommend you set your air conditioning at 78° - 79° to help control humidity & mildew.
WHOLE HOUSE EMERGENCY WATER SHUT-OFF:
There is an emergency shutoff valve in your unit to completely shut off the water for the entire house in the event you have a burst pipe or any other type water flooding in your house. The hot and cold water shutoff valves (PVC red-handled valves) are located under the air handler/compressor unit. Familiarize yourself with the location of these valves and make sure all members of your family, or tenants, know where these valves are located as well. If you cannot locate these valves contact another homeowner or board member for assistance.
FIRE PRECAUTIONS:
The best way to stop a fire is to prevent it before it starts. Observe standard safety precautions. Storage of kerosene, gasoline or other flammable or explosive agents is PROHIBITED. Please report any fires to the fire department immediately. Always give an accurate and understandable address to aid fire units in locating the fire.
ELEVATORS:
To keep the door open for someone, press the Door Open button. Please do not push on the door. Pushing on the door can cause any one of the hundreds or so LED beams to misalign. Even one misaligned beam will require expensive service before the door will operate.
If the elevator should stop working and you are in the car just follow these simple instructions:
*Do not panic. Bear in mind that you are in a completely safe environment.
*Check to make sure the designated floor button pushed has registered as enough pressure may not have been applied to begin with and the button may
need to be pushed.
*Check to see if the red button or switch marked EMERGENCY STOP is in the RUN position; this button could be hit accidentally when pushing the designated floor buttons.
*Push the button marked DOOR OPEN. This will open the door if you are at a landing and the automatic opening circuits have failed.
*Push the button marked ALARM. This will sound a loud bell and indicate to others that the elevator has stalled. You may need to sound the alarm again in two (2) minute intervals until you receive assistance.
*Your next action should be to use your cell phone, if you have it with you, and call the fire department. This action will save about $750.00 or more per event and also result in faster evacuation.
*The elevator is equipped with an emergency intercom that is hooked up to a 24 hour monitoring service. If you have not succeeded in exiting the elevator with the above steps, please do the following: press the emergency call button and hold until someone on the other end responds. You will need to relay your location (i.e., Whitley Bay – 5th floor). The monitoring service will dispatch help immediately.
*While waiting for assistance, please DO NOT attempt to open the door by hand. You may be stalled between landings and exiting would be dangerous. Also, DO NOT attempt to exit by emergency exits in the ceiling. The safest thing to do is to remain in the elevator until help arrives. Sit on the floor and relax.
Please clean up pet accidents, spills, etc. for which you are responsible. The same is true anywhere on property.
If you drop your keys or other valuables down the elevator shaft you should report this to a board member. If you must have them back immediately, it’s currently $500 to get the elevator service to come here from Orlando. If you can wait until their next regular visit, it may be only a small charge or free.
HURRICANE OR SEVERE WEATHER:
Each resident is required to understand their responsibilities in preparing for severe weather conditions. This includes the following:
1. Remove everything: chairs, tables, planters, entryway mats, etc. from outside the unit and common area balconies and secure inside your unit.
If you intend to evacuate the area, close all shutters and shut off the water supply line to the washer as well as the unit.
2. Lower your hurricane shutters.
3. Provide neighbors who may be riding out the storm with contact information.
4. Unit residents who decide to remain should provide floor captains with names of those staying and unit number. This information will be posted
on the main lobby bulletin board to assist emergency crews if necessary.
5. If the storm is severe, the elevators will be locked down. This is to protect them from upper level damage or flooding. Consider this factor
when deciding whether to remain during a storm. Will you be able to walk up and down the stairs?
Each unit has a chargeable battery power pack. This power pack will operate shutters once or twice to allow ventilation once the storm has passed. The power pack should be fully charged. You should review the directions to ensure that you are able to operate the shutters using the power pack prior to an emergency situation.
Note: If power is lost, the large Whitley Bay generator will provide power for elevators and emergency lighting in garages and common areas. The generator does not provide power to units for lighting or air conditioning operation. This generator can provide power for approximately three (3) days before requiring more fuel.
These areas are OFF LIMITS except for authorized personnel.
Pages 13 & 14
SWIMMING POOL AND SPA:
The pool area is for use of residents and guests only. Guests unaccompanied by the resident owner will be asked to identify themselves and give the homeowner’s name & unit number with whom they are staying. Please take care not to damage the pool liner.
*Anyone using the pool does so at their own risk and responsibility.
*Pool area is open from sunrise to sunset.
*Please keep voices down when using the area in consideration of the neighbors facing the pool.
*An adult who can swim must accompany children under ten (10) years of age and non-swimmers at all times.
*Babies with diapers or non-toilet trained children are not allowed in the pool or spa at any time.
*Elderly persons or those suffering from heart disease, high blood pressure or low blood pressure should not use the spa unless permitted by a physician.
*Small children are not permitted in the spa.
*Pool furniture may not be removed from the pool area.
*No diving or jumping into the pool.
*No running or horseplay is allowed on the pool area at any time.
*No roller-skating, roller-blading, skateboarding, etc. is allowed in the pool area.
*No rafts, surfboards, boogie boards, etc. are allowed in the pool.
*Glass objects or containers are not allowed in the pool or pool deck area.
*Food is not allowed in the pool or pool deck area except at an official Whitley Bay function.
*Please place all trash in the containers provided.
*Persons having skin abrasions, open blisters, cuts, any skin disease, sores, colds, nasal or ear discharge or any communicable diseases, are not permitted
in the pool.
*Only proper swimwear is allowed in the pool. No cut-off jeans, T-shirts, etc.
*Remove suntan oil by showering before using the pool. Towels should be placed on chairs if suntan oil is used.
*Use towels that do not stain the lounges or chairs.
*Do not use soap in the spa.
*Specific pool rules and hours of operation are posted by the pool.
*Pool parties are not allowed.
*Please lower and secure umbrellas when you are through using them. Please leave chairs in the upright position when you leave.
EXERCISE ROOM:
You will be exercising at your own risk and we urge caution. PLEASE observe the following policies to increase your enjoyment and safety while using the sauna and exercise room:
*No smoking is allowed in the room.
*No food or beverages, except water, are allowed in the room.
*All exercise equipment must remain in place.
*No children under 15 years of age are permitted in the room unless accompanied by an adult. Because of possibility of injury, small children are not
allowed in the exercise room at all.
*Elderly persons or those suffering from heart disease, high blood pressure or low blood pressure should not use the exercise room unless permitted by a
physician.
*The main lighting is connected to a timer located near the North entrance door. It will keep the lights on for one hour. Don’t try to turn it off, let it time out
to avoid damage to the timer.
*Please make sure the thermostat is set at 76 degrees before leaving. This thermostat operates the same as the one in your unit.
*Utilize the hand sanitizer to clean areas you’ve held while exercising. Towel off any sweat from equipment so it doesn’t rust.
RECREATION ROOM:
The recreation room may be reserved by residents except when Association functions are scheduled. Application forms for reservations are available from Cindy Perrone, Unit #1106. A security deposit is required.
*The facilities must be left clean and in order.
*Lights, fans, water and all appliances, if used, and must be turned off and all the doors locked.
*Furniture or equipment may not be removed without Association permission.
*There are five thermostats located in the recreation room. All five must be adjusted to have uniform temperatures. The lowest cooling temperature that can
be set is 72 degrees and highest heat is 70 degrees. Be careful to assure that all five are set to heat OR cool to avoid thermal cycling resulting in wasted
energy.
*Reset thermostats to 74 degrees before leaving.
*Arrange for non-residents to be met in the lobby & escorted to and from the recreation room.
The purpose of these policies is to allow each resident to enjoy their home and the entire community as well as ensure the safety of residents and maintain the appearance of the property. As a resident in a condominium community you assume certain responsibilities which go along with the many benefits of the condominium lifestyle. Basically, these common rules of etiquette are designed to make Whitley Bay more enjoyable for all residents.
CHILDREN:
The homeowner is responsible for the supervision of children residing or visiting in your home or on Whitley Bay property at all times.
PETS:
Two (2) pets, neither of which may exceed thirty-five (35) pounds, shall be allowed in a single home. Your pet must be on a leash at all times when on condominium grounds. The Association has provided attractive plastic bag dispensers and waste disposal receptacles on both east and west sides of the building for the convenience of residents. Please use them to dispose of pet waste. YOU MUST CLEAN UP AFTER YOUR PET!! Please ensure that pet sounds are not heard outside of your unit. For example, a dog barking in your unit or on your balcony.
DISTURBANCES:
Social and friendly gathering of residents and their guests is welcomed and encouraged, provided that such gatherings do not become boisterous, obscene or generally objectionable to other residents. Noticeable drunkenness WILL NOT be tolerated. Residents are entirely responsible for the conduct of their guests. Stereos, radios and televisions are to be kept at minimum levels between 11:00 p.m. and 9:00 a.m., so that neighbors are not disturbed. Nothing should be done in or about the building which interferes with the rights, comfort or convenience of any other resident.
PARKING:
Special note: The Condominium Declarations specifically state that not more than two (2)
vehicles per unit are permitted to be parked on or in the area of the condominium. Without
Association consent, NO additional vehicle(s) shall be permitted on the premises. If you are in violation of this rule, the Association will give you written notice. The Association reserves the right to have the illegal vehicle(s) towed at the homeowner’s expense. If you have two (2) vehicles, one must be kept in your garage (Penthouse owners must keep both vehicles in their garages). One numbered Whitley Bay hang tag will be issued to each unit, except for Penthouse units. This tag must be displayed on your vehicle when it is parked on property outside of your personal garage.
*As you enter or exit the parking garage, PLEASE use EXTREME caution.
*Parking Garage doors are color-coded to match the remote control buttons.
*Park in a manner which allows other cars easy access in and out. Do not double-park.
*Park only in designated areas.
*Do not park in the fire lane or designated trash removal lane.
*All vehicles must be drivable, licensed & insured. Vehicles found on the premises in violation will be removed at the homeowner’s expense.
*Handicapped parking is by permit only. Unauthorized parking in a handicapped parking spot is against the law and violations will be enforced. Display
both your handicap tag & your Whitley Bay hang tag so that information is readable from outside your vehicle.
*It is considerate to leave the spaces nearest the lobby available for those who are experiencing a temporary handicap.
*A Visitor’s Parking Permit may be obtained from a floor captain when you have a guest staying overnight or longer. Passes will be limited to two weeks
maximum unless a longer period is approved by the Board.
*UNDER NO CIRCUMSTANCE is the parking area to be used to park boats, utility trailers, recreational vehicles, or special purpose vehicles, commercial trucks, motorcycles, etc. No motor home, trailer, camper, watercraft, or commercial vehicle may be parked on the condominium property.
COMMUNITY APPEARANCE:
Since the condominium community is your home, we ask that you treat it that way. Please abide by the following policies to maintain an attractive community and a safe environment as well as protection of property:
*Sheets, blankets, aluminum foil and other such materials are not acceptable window coverings.
*Windowsills should be kept free from all personal property. Any exterior additions, such as screen doors or storm doors must be approved by the Board
of Directors of the Condominium Association prior to installation.
*Mops, brooms or other clutter cannot be stored on the balcony.
*Sidewalks, entrances, passages, courts, vestibules, stairways, corridors and halls should not be obstructed or encumbered or used for any purpose other
than entering or leaving your home.
*No signs, advertisements, notices or other lettering should be exhibited, inscribed, painted or affixed by the resident to outside or inside windows of the
condominium.
*Do not allow anything whatsoever to fall from the windows, doors or balconies of the condominium. Do not sweep or throw dirt or other substances from
your home or balcony onto the halls, walkways or elsewhere in or off the building. Use a dustpan when sweeping your balcony. *No clothing, rugs or
other items may be hung on or over the balcony railings.
*Do not allow water to run over the edge of the balcony.
*Trees and shrubbery are vital and a valuable part of the community and you will be liable for damages for any mutilation or defacing for which you are
responsible.
*Do not use charcoal grills on the balcony—gas and electric are okay. If using gas, check fittings with soapy water to avoid gas leakage; handle & store
with care.
GARAGES:
For security reasons and appearances, ALL garage doors shall be closed unless in use by the resident. Be sure to turn off all lights in the garage.
Garages & storage areas are not air conditioned. Some items such as clothing, shoes, golf clubs, books and other fabric, metal or paper products susceptible to rust and/or mildew should not be stored in your garage.
Continual use of any electrical appliance in your garage (such as freezers, fans, power tools, etc.) may be subject to a monthly fee paid to the Association. The rates will be determined by charts from FPL.
STORAGE AREAS:
A storage space is available for owners in some of the limited common area rooms on a first come, first serve basis. Areas have been marked off on the floors. You may bring in shelving or storage bins for your items as long as they fit into your area. In general, there is no air conditioning. Take this into consideration when storing your items. A key will be issued to you for your storage room. There may be several owners in one room and several keys issued to the room. Do not place any hazardous materials in these rooms. The Whitley Bay Association does not assume any liability for losses or theft from these rooms. Remember that other residents may have access to these areas also, so keep valuables secure in your unit, not in these rooms.
In an actual medical emergency, call 911. In case of emergencies listed below, you may call 321-626-8625 (Association’s cell telephone number) if you need assistance.
To facilitate a better understanding as to what constitutes an emergency the following conditions are established as typical emergencies that could require immediate attention:
(1) A water leak which requires the water service to be shut off to avoid serious damage to the home and/or furnishings.
(2) Broken water line – main cold service or supply (but not if it is the supply to the sink, lavatory or toilets as these can be turned off at the valves located
below each fixture).
(3) Total stoppage of the plumbing or sewer system (does not include the case where one toilet is stopped and another is still operating).
(4) Total loss of electrical service (does not include an area power outage due to storm, etc.).
Listed below are examples of conditions which are NOT considered to be emergencies:
(1) Dripping faucet
(2) Leak at drains under sink or lavatories
(3) Air conditioning problems
(4) Furnace fan cycling
(5) Lights out in any part of the house
(6) Oven not working
(7) Problems with range or cook top
(8) Other items of similar nature
The phone number listed above is the Association number of your voluntary board. When contacted, Board members are happy to help, but are not servants or the local repairman. The homeowner should treat problems with toilets, plumbing, appliances, or other furnishings as they would be treated in a free-standing home….that is, call a licensed, local repairman. The EXCEPTION to this is if the problem is caused or coming from within the walls of your home, such as flooding, which can damage the entire column of units below. In this case, you should CALL EVERYONE! That means BOARD MEMBERS and ALL YOUR NEIGHBORS.
Also, when walking the grounds, parking garages, or other common areas, if a problem is seen or heard, such as flooding, spills, air-conditioning units not running or other unusual sounds, lights burned out, damage already occurred or in the process of occurring, please act immediately to protect Whitley Bay and its grounds by solving the problem, if minor and within your abilities, or reporting the problem to a board member.
Your air conditioning system is a water to air heat pump and provides both heat and cooling via a closed loop water circulating system that transfers heat to provide cool water for cooling and hot water for heating. Please do not set your heat above 72 degrees as gas heaters located in the service tower must supply the heat for your AC to function in the heat mode. Please DO NOT waste GAS.
At approximately two month intervals, you should pour a half cup of household bleach into the AC drain lines to prevent clogging of the drain lines. Should your drain line become clogged, the drip pan will fill and the moisture sensor will shut off the AC and require reset of the internal circuit board. There is also other maintenance with which some unit owners are familiar. Contact a board member or floor captain to assist you in contacting one of these neighbors who can show you what to do.
If your unit is unoccupied for a short period, such as a working day or weekend, let the system operate in your absence. You should leave the air conditioning unit on when you are away for extended periods to avoid mold and mildew. You should not allow the room temperature to fall below 55° or rise above 80°; otherwise, damage to your personal property and unit property may result. Likewise, in hot weather, if the air conditioning is turned completely off, mildew and mold may damage furnishings and/or other unit property. This may also affect your abutting neighbors’ units.
SPECIAL CAUTION: If your air conditioning system should stop operating due to a power failure, an overloaded circuit, or in any case of sudden failure, extreme caution should be exercised. Do not recycle or reset the unit for at least 20 minutes. This will give the system time to equalize. Be sure to consult the manufacturer’s handbook. If the equipment still does not function, turn all switches to the OFF position and contact an air conditioning professional.
The thermostat in your home has a temperature selector, and two (2) switches, marked HEAT-OFF-COOL, and FAN-ON-AUTO. Set the thermostat to the desired setting, the operation switch to COOL, and the fan switch to FAN AUTO. When the temperature goes above the thermostat setting, the thermostat sensor will activate the unit and the fan will automatically turn on. When the desired temperature is reached, the fan will automatically shut off. It is best to select a desired temperature and leave thermostat on that setting rather than constantly adjusting.
When changing a thermostat setting from HEAT to COOL, or vice versa, always put the switch on the OFF position, pause five (5) seconds, then move the lever to the HEAT or COOL setting; otherwise, permanent damage may result.
If COOL cycle does not respond to the thermostat setting, check the breakers in the electrical wall panel. Make sure it is ON.
Do not obstruct air intake unit in any way.
Before calling for service:
If the system doesn’t cool, check the following:
That the thermostat is set below the room temperature,
The selector is on COOL.
The main electrical switch is ON.
The circuit breaker is not tripped.
The filter isn’t clogged.
The float switch in the pan under the air handler is not in the “off” or up position.
Your home is equipped with quality heating equipment. It has been designed to comfortably heat your house, even in the coldest of temperatures. It is important that you fully understand your heating and air conditioning equipment. Please read all information you have on these systems.
FILTERS:
A clean air filter will aid in energy conservation and will result in a more efficient operation of the heating unit and air conditioning. Before cleaning, turn the dial on the thermostat to the OFF position. It has been learned that it is better to purchase inexpensive AC filters and change them often, than to install more expensive filters that may inhibit the needed air flow. Inhibited air flow may cause AC units to malfunction.
Your balcony deck surface has a textured colored coating. Sharp debris such as gravel, metal, sand, cinders and other similar materials may cause a premature wear of the deck surface, so sweep or vacuum at regular intervals. It is advisable to keep metal objects off the deck surface. Rust from metal chairs and iron objects (such as wrought iron plant holders) may stain the deck surface. Rubber pads should be placed on chairs or iron objects.
Do not place any carpet over the deck surface. Wet carpets or rugs will permit water to seep into the concrete slab which could cause the steel supports (rebar) to rust. This rusting could cause extensive repairs for us all.
It is suggested that the balcony deck surface be waterproofed each year. Any caulking or balcony deck re-surfacing should be performed by a professional deck waterproofing contractor.
Condensation on windows is common, especially in cooler weather when there is an air temperature difference between outside and inside air. North windows and doors are subject to more condensation. It is the responsibility of the homeowner to remove condensation from windows, sills and glass doors during any extreme temperature differences or variances.
Your exterior doors should not be kicked or banged against as this may result in denting and/or damaging the door. If dented, the door may be repaired by using ordinary automotive body repair filler material than can be purchased at automotive supply stores.
NOTE: Having a patio door or window open may cause a wind tunnel effect when the entry door is open. This will cause the entry door to slam violently possibly damaging the door and/or door jamb, or you!
Be careful about overloading a circuit. If you have doubts, use a different outlet or unplug something not in use. Check the amount of electrical current necessary to operate larger appliances and if the appliances can be properly used on existing circuits. It is illegal and dangerous to let an unlicensed person alter your home’s wiring.
CIRCUIT BREAKER:
Locate your home’s electrical panel box. These switches protect the electrical circuits in your home. If you overload a circuit by plugging in too many appliances, or too powerful an appliance, the circuit breaker switch will automatically shut off. Before you attempt a reset at the panel box, disconnect all cords and appliances and check for defects at once. If faulty cords cannot be found, reset the circuit breaker switches. You will see at a glance which circuit is affected as the switch will be in the OFF position. To reset the circuit breaker switch, push it all the way to the OFF position, and then push it all the way to the ON position. This will reset the switch.
If appliances do not operate, check to see if they are plugged in. If you cannot locate the trouble after checking the circuit breakers, call the appropriate service company or the power company service department. Please do not nail into the wall above or below the electrical panel box.
OUTLETS:
There is a safety feature built into certain outlets located in areas where water is located, such as the kitchen and bathrooms, to provide protection in case an electric cord is dropped in water. The ground fault protection outlets (GFI) look like a regular outlet except that is has two (2) buttons. If an appliance stops while in use, check the GFI. The top button may have popped out and all you need to do is push it back in. Check the GFI occasionally by pushing in the bottom button and the top button should pop out.
If an outlet has no power, check the switch in the room that controls the outlet. One half of one outlet in most rooms is operated by a wall switch. Usually this is the outlet farthest from the door. If this does not work, check for a burned out bulb in the light fixture. If the trouble is not found there, check the circuit breaker and reset any tripped switches.
FIRE SPRINKLER SYSTEM:
Your home is equipped with an automatic fire sprinkler system. The sprinkler heads are heat sensitive. In the event of a fire in the building only the sprinkler heads closest to the fire will be activated. The system is completely automatic. DON’T BREAK THE GLASS IN THE SPRINKLER HEAD (You can’t believe how much water will come out!).
Smoke detection alarms have been installed in various areas in your home. If you leave your residence for an extended period of time, leave the circuit breaker for the smoke alarm in the ON position. When the green LED light is on, the smoke alarm is operating on 120-volt AC power which means the circuit breaker IS on. If the green light is NOT on, the smoke alarm is operating on the back-up battery. Smoke alarm batteries should be replaced yearly and are the responsibility of the homeowner.
All flooring installed by a homeowner, including wood, carpet and tile, must be installed with a ¼” cork underlayment to comply with code and condo documents and prevent sound transfer to other units. Written approval is required prior to removal of carpet and the installation of new carpet, tile, or wood floors. A board member must inspect & verify that the cork under new flooring meets the code requirements. Outside contractors must be licensed.
Your garage door may need repairs and adjustments after a period of time. These repairs can be
hazardous and should be performed by qualified door service people only. Garage doors should be closed after use. Do not leave your garage door open. Do not permit children to play with the garage door or electric controls. Avoid standing in the doorway or walking through the doorway while the electrically operated door is moving.
NOTE: Replacement for broken or lost individual garage door and main entrance garage door remote controls, as well as repairs to individual garage doors, may be obtained from a Board member. Call number (321) 626-8625.
Please be cautious so as not to create a stoppage. DO NOT POUR GREASE INTO SINKS OR TOILETS. A stoppage occurring within a unit is the responsibility of the unit owner.
Your first step should be to shut off the water. Familiarize yourself now with the location of shut-off valves located under the sink cabinets or behind the toilet and avoid damage if and when an emergency arises. Shut-off valves are usually located just below the fixture. If not, check them out now and mark the valves HOT or COLD. If the source of water is not immediately apparent, close the shut-off valves for the entire house located under the air conditioner handler/compressor unit. There are two RED PVC handle valves-----one for hot and one for cold water.
Please call your respective floor captain for assistance in learning this critical information.
Your home has storm shutters installed. Review your literature for instruction of their use. It is recommended by the manufacturer that the following be done on a regular basis:
*Lubricate the tracks only with the recommended lubricant.
*Use the shutters at least once a month to assure that all the components are free from any debris
or salt buildup and are operating smoothly.
NOTE: Any homeowner wishing to add hurricane shutters to windows not presently covered
must adhere to the same specifications as the existing hurricane shutters. The shutters must be
constructed of white, powder-coated aluminum roll-up slats that meet the same wind specifications and appearance as existing shutters. They may be operated manually or electrically. Please contact our Resource Manager or a Board member for specifications.
The cable television wiring was done by the company that did the electrical and telephone wiring in your home. The local cablevision company must be contacted for hookup to premium channels. If a problem occurs with the actual wiring, contact the number provided herein and not the local cablevision company.
The windows and sliding doors installed in your home have aluminum frames that have a long lasting baked enamel finish. If sticking occurs or excessive pressure is needed to open or close, use some silicone lubricant spray.
It’s recommended that you frequently use a damp cloth to wipe down the railings. This removes salt & dirt film from the baked finish. This will help prevent corrosion & lengthen the life of the railings.
REMODELING & RENOVATIONS:
All contractors, subcontractors, vendors, and handymen you hire to do any painting, carpeting, flooring, renovating, or construction of any type must be licensed through the county &/or state. Written permission for changes must be approved in advance by the Whitley Bay Association’s Board. All state, county, & local codes must be met, with necessary permits obtained.
We have listed the following suppliers of items for your home in case service or parts are needed after warranties have expired. The exception to this is Whirlpool for appliance service, which you can call direct. The following list of original contractors are not a recommendation or guarantee but solely listed for the homeowner and/or tenant’s information.
|
ITEM |
SUPPLIER |
PHONE |
|
Air conditioning |
Energy Air |
321-639-4691 |
|
Appliances |
Whirlpool |
1-866-698-2538 |
|
Balcony Rails |
White Aluminum Fabrication, Inc. |
772-219-3245 |
|
Cabinets/Counter tops |
Braden Kitchens, Inc. |
321-636-4700 |
|
Carpet |
Yancey’s Carpets, Inc. |
321-454-7253 |
|
Ceramic Tile |
Ocean Carpets Ltd., Inc. |
321-784-2540 |
|
Doors (Interior & Trim) |
Superior Trim & Door, Inc. |
321-253-3088 |
|
Electrical & Fire Alarm |
Harbor Electric, Inc. |
321-254-7959 |
|
Entrance Decks and Balconies |
Final Touch Spray Deck |
321-452-7144 |
|
Fire Sprinkler |
Delta Fire Sprinklers |
407-328-3000 |
|
Garage Doors |
W. Anthes |
321-723-8705 |
|
Mirrors & Shower Enclosures |
On Time Glass Company |
321-639-2601 |
|
Paint |
Southern Exposures |
321-779-2709 |
|
Pest Control |
Apex Pest Control |
321-459-2847 |
|
Plumbing & Fixtures |
Progressive Plumbing, Inc. |
352-394-7171 |
|
Security System |
APEX Security System |
321-452-3044 |
|
Storm Shutters |
Best Shutter Company |
321-724-2820 |
|
Vanity Tops |
Southeast Marble, Inc. |
407-846-6118 |
|
Water & Fire Emergency Restoration Service |
Service Masters |
321-633-4606 |
|
Windows, Sliding Glass Doors |
WinDoor |
407-481-8400 |
|
Woodworking, Custom |
Craig Mest |
321-432-7262 |
Many of the contractors listed above have been successfully used by the Association as well as individual homeowners. Contact your neighbors for recommended vendors.
APPLICATION TO LEASE (page 1 of 2)
Whitley Bay Condominium Association Application to Lease (must be attached to lease)
Date:_____________ Unit no ______ Unit Owner’s Name_____________________________ Association phone no. 321-626-8625
Lessee Name:________________________ Lessee Name:______________________________
FL Drivers Lic. _____________________ FL Drivers Lic. _____________________________
SS number: ______________________ SS number: ___________________________
Persons occupying unit:
Name: Relationship Occupation or school
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Present Address: Street ________________________________, Apt No.______
City: _____________________ State: ____ Zip code: _______ How long: ______
Employment:
(Self) Company:_________________________________,
Start Date:__________ Position :______________________
Supervisor’s name: _____________________ Telephone No. ___________
Weekly pay $__________
(Spouse) Company: _________________________________,
Start Date: __________ Position: ______________________
Supervisor’s name: _____________________ Telephone No: ___________
Weekly pay $__________
Emergency Contacts: Name:____________________________________
Relationship:___________ Phone no. ____________
Name:_____________________________________
Relationship: ____________Phone no.____________
APPLICATION TO LEASE (page 2 of 2)
Personal References: Name: ____________________________________
Relationship: ___________________ Phone no. _______________
Name: ____________________________________
Relation Ship: __________________ Phone no. ____________________
Background statements :
Has anyone been convicted of a Felony: Yes [ ] No [ ] Evicted: Yes[ ] No [ ] Initials ____
Broken a lease: Yes [ ] No [ ] Declared Bankruptcy: Yes [ ] No [ ] Initials ____
Regulations:
I have [ ] have not [ ] received a copy of Whitley Bay Condo. Association’s Lease Approval Guide. Initials _____
I have [ ] have not [ ] received a copy of Whitley Bay Condo. Association’s Information Guide and Handbook. Initials: _____
Restrictions:
Lessee agrees yes [ ] no [ ] to restrict parking to no more than one vehicle in private garage and one in open spaces: Initials: _________
Lessee agrees yes [ ] no [ ] to allow Association to run credit and back ground checks: Initials _______
Lessee agrees yes [ ] no [ ] to limit pets to no more than 2 and limit weight to no more than 35 lbs each: Initials: _______
Lessee agrees yes [ ] no [ ] that no vehicles with oil or fluid leaks will be parked on the condominium property. Initials _______
Lessee agrees Yes [ ] No [ ] to limit occupancy to residential use for family members and short time guest only. Initials ________
Lessee agrees Yes [ ] No [ ] to abide by all rules, regulations, restrictions and covenants of The Whitley Bay Condo.’ Inc. Initials: ______
Lesser agrees Yes [ ] No [ ] to cooperate with Floor Captains and Parking Committee to assure safety and rule compliance. Initials _____
Indoctrination: Lessee agrees Yes [ ] No. [ ] to complete an indoctrination and familiarization session prior to move in regarding Security, Fire Alarms, Fire Sprinkler systems and precautions, Hurricane Preps, Evacuation Procedures, Security Camera systems, Emergency water shut off , trash disposal, Elevator alarms Parking, Pet restrictions and Pet walking restrictions, use of exercise and club house, and other general information.
Signature Lessor:________________________ Signature Lessee:________________________ Date:___________ Date:___________ ________________________________________________________________________________________________________
Two Copies of Lease Received: Yes [ ] No [ ] $50 Processing fee received: Yes [ ] No [ ] Check Number: ______
$400 Damage deposit received Yes [ ] No [ ] Check Number: ______
This lease reviewed by:_______________________ on _________ and approved Yes [ ] No [ ]
Your Floor Captain is ____________________________ Phone Number:________________
Owner notified of status on: ___________________.
(Date)
WHITLEY BAY CONDOMINIUM POLICY
AND PROCEDURE
SUBJECT: LEASE APPROVAL GUIDE Volume 101.1
Policy: It is the policy of Whitley Bay Condominium Association Board of Directors to ensure that all leases are reviewed and approved prior to any lessee moving into the building.
Revision: Basic
Effective Date: 31 May, 2007
Responsible party: The Association President or his designee
Introduction and Purpose: This directive provides instructions for obtaining lease approval and sets the minimum required standards to ensure that a lease contains language that clearly describes the tenant’s responsibilities and restrictions in accordance with the condominium documents and rules and regulations of Whitley Bay Condominium Association, Inc.
Policy: It shall be the policy of Whitley Bay Condominium Association to require that leases be submitted for approval to the Board President, or his designee, prior to any tenant moving into a unit. The board will have ten (10) days to approve or disapprove a lease and to notify the unit owner or his agent. Notification may be by e-mail, by phone, or by certified mail if so requested with the submittal of the lease. It shall also be the policy of the Board to expedite all reviews. Further it shall be the policy to ensure that the lease contains clear language as to the minimum lease period, parking, pets, building access security, sub leasing restrictions, single family status, and use restrictions. The lease shall contain clear language as to the tenant’s responsibility.
Procedure: Unit owners or their agent shall notify and deliver two signed copies of the lease agreement along with the Application for Lease Form to the President of Whitley Bay Condo Association or his designee, at least 10 days prior to the start of any lease. To facilitate approval, an advance notification of intent to request lease approval should be phoned in to the Whitley Bay official cell phone number: 321-626-8625, or communicated by certified mail. The Application for Lease Form shall be accompanied by two copies of the complete lease, including any addendums, and a check in the amount of $50.00. Once the Board has approved an Application for Lease, a damage deposit of $400.00 is required prior to move-in or issuance of elevator keys and installation of elevator pads. The damage deposit shall be refunded after the tenant has notified the President, or his designee, that the move-in is complete and the Board has inspected the premises for damages. If there are damages, the amount of deposit to be returned, or additional billing, will depend upon estimates received from qualified repair services. You are advised to be very careful about marking the floors and decks by dragging heavy items or using improper wheels. Remember, the Unit Owner is responsible for damages and the Association will look to the Owner for any damages done by his or her Tenant.
Delivery of the lease: Delivery of the Lease Application Form, lease and duplicate copy can be made by hand delivery, or by certified mail to: Whitley Bay Condo Association, 93 Delannoy Ave, Cocoa, Fl 32922, or by prior arrangements made by telephone . If the Board does not act on the approval within 10 days after acknowledged receipt of the lease, then the Board will not have any authority to deny the lease agreement.
Unit owner’s responsibility: The Unit Owner is responsible for enforcing all use restrictions, violations and misconduct on the part of the Tenants and the lessee shall look to the lessor to resolve any issues that may arrive. The Lessor should provide a clear understanding as to any property management responsibilities either in the lease language or pre-move-in indoctrination.
Minimum requirements for approval of leases: Leases shall be in legal, enforceable language and describe the property to be leased, dates of lease period and the parties to the lease. The submitted lease shall describe the full terms of the lease, preferably in a format approved by an attorney. The lease shall be for single family residency and their immediate family, with no sub leasing or transient tenants (no roommates) allowed. No time sharing shall be permitted. The Lease Application Form shall be completed in its entirety.
The lease will also contain language that fully communicates to the Lessee the following:
1. Whitley Bay Condominium Association Board members or their designee shall have the right under Florida Statutes to access units for maintenance at reasonable hours and for emergencies at all times.
2. Parking shall be restricted to one auto in an assigned garage and one auto in open parking with a parking permit displayed at all times. Vehicles leaking oil or fluids will not be issued parking permits. Commercial vehicles, campers, motor homes, trailers, boats and boat trailers are prohibited unless parked in garages with the door closed. If you utilize the full capacity of you garage, you are still only permitted one vehicle in open parking space.
3, The Unit Owner is responsible for the $400 damage deposit prior to move-in. Any damage occurring as a result of a move-in shall be deducted from the deposit. Pre and post move-in inspections will be conducted by the association’s Resource Coordinator or his designee. If no damage occurred, and the elevator lock out key is returned, the damage deposit will be released within two days. The association shall be notified at least five (5) days prior to move in to ensure that elevator padding and elevator lock out keys are available. Damage deposits shall be delivered to the association in accordance with instructions contained in the lease approval.
4, It shall be the responsibility of the Lessor to enforce any violation created by the Tenant, his family or his guest. The Association shall not be responsible for Property Management for the Unit owner. The Association shall look to the Lessor for reimbursement for any damage caused by the Lessee, his guests, or subcontractors.
5. The Lessor shall require Tenants to make arrangements with Floor Captains to obtain indoctrination prior to move-in to address trash removal, pet restrictions, use of pool, fitness and recreation centers, hurricane procedures, emergency battery pack operation for hurricane shutters, fire alarms, smoke detectors, unit security system, door entry security systems, how to view security cameras, evacuation procedures, building security, and general information such as identifying handicap needs in case of a fire evacuation or other emergency. The appropriate Floor Captain along with phone number shall be identified in the Lease Approval Form and it shall be mandatory for Tenants to cooperate with the assigned Floor Captain.
6. The Lease shall specify that the cost for replacing a lost key will be $50.00. For security proposes, building keys shall be identified by serial numbers. Two free keys were issued to owner. Additional keys are $25.00 for third key and $50.00 thereafter. It will be the responsibility of the Lessor to arrange for replacement keys and their cost. The association will not issue keys directly to the Tenant.
7. The Lease shall specify that maintaining building security during a move-in shall be the responsibility of the Lessor and the Lessee. The lobby or garage entrance doors will not be left open and unattended during a move-in. The Association will assist in obtaining security guards at the Lessor/Lessee’s expense, if a dedicated person cannot be supplied to ensure compliance with Security Policy and Procedure 100.1
8. The Lease shall advise that door code entry procedures require installation of a land line phone for allowing guest entry. Cell phones will not work in conjunction with the door entry system. Posting of cell phone numbers on door entry panel is prohibited.
9. A copy of the Whitley Bay Condominium Association Information Guide and the Summary Owner/Tenant Page, as revised in July 2007, has been provided free to each unit owner; and shall be provided by the Lessor to any Lessee prior to move-in. Additional copies of the Guide can be obtained from the Board for $20.00.
10. The minimum rental period is for 90 days or more.
11. The provisions of the Whitley Bay Condominium Documents and the Rules and Regulations of the Association shall be applicable and enforceable against any person occupying a unit as a Lessee or guest to the same extent as against the Owner. A covenant on the part of each Lessee to abide by the Rules and Regulations of the Association and the provisions of the Condominium Documents; and a covenant by each Lessor to evict the Lessee in the event of a breach of such covenants; shall be deemed to be included in every lease agreement whether oral or written and whether or not specifically expressed in such agreement.
OWNER/TENANT SUMMARY INFORMATION SHEET
ALSO KNOWN AS:
(SAVE MONEY – PAY ATTENTION SHEET !)
1. DO NOT DRILL INTO THE CEILING OR FLOOR as you may damage a high-tension cable and cost yourself thousands of dollars in damages. Contact our Resource Manager, or a Board member if you have any need to install something on floors or ceilings.
2. DO NOT REMOVE THE FIRE ALARM SPEAKER BOX located on your living/dining room wall for painting or for any other reason without contacting our Resource Manager or a Board member. Doing so may disable our fire alarm system, or cause a fire alarm to go out and may result in a large bill for you.
3. DO LOCATE THE WHOLE HOUSE WATER SHUTOFF VALVES located under one of your air handlers and make sure your family members know where they are so they can be turned off in the event of a burst pipe or hose.
4. DO SHUT OFF YOUR WASHING MACHINE WATER VALVES at the wall behind the machine when leaving on vacation or for extended periods to prevent flooding through a burst hose.
5. DO NOT PUT ANYTHING LARGER THAN A KITCHEN SIZE GARBAGE BAG IN THE TRASH CHUTE. BAG ALL TRASH. Do not allow your contractor to put his carpet, tile, or other remodel trash into the chute.
6. DO LEAVE YOUR AIR CONDITIONER/HEATER ON when leaving for extended periods to prevent mildew and mold. Set the thermostats around 78* for cool and around 69* for heat.
7. DO MAKE HURRICANE PREPARATIONS, or arrange for a friend or neighbor to make them in your absence during hurricane season – June through November.
8. DO ARRANGE FOR A FRIEND OR NEIGHBOR TO CHECK YOUR UNIT in your absence. Sewer gas can collect through dried out drain/toilet traps during prolonged absences.
9. DO PROVIDE THE BOARD WITH A KEY TO YOUR UNIT FOR EMERGENCY OR MAINTENANCE. Failure to do so may result in your paying for a new door or a visit from a locksmith.
10. DO ENSURE THAT THE BOARD HAS YOUR EMERGENCY CONTACT INFORMATION, and that of your TENANT.
11. DO ENSURE THAT YOUR TENANT KNOWS AND ABIDES BY THE RULES AND REGULATIONS. You are fiscally responsible for any damages.
12. WATCH YOUR SPEED IN THE GARAGES! Do you really want to run over one of your neighbors or their pet? This could get real expensive!
13. ONLY TWO CARS PER UNIT ALLOWED ON PREMISES – One must be in the garage. Get temporary parking permits from Floor Captains for your visitors.
14. OBSERVE SWIMMING POOL & SPA RULES – Make sure your tenants, guests and grand children do the same for their safety and your pocket book.
15. OBSERVE FITNESS CENTER RULES – Make sure your tenants, guests and children do the same, and for the same reasons.
16. DO NOT PROP THE EXTERIOR DOORS OPEN and leave them unattended, or allow your moving men or subcontractors to do so. The neighbor who is thus robbed or mugged may be your own! That could get real expensive too.
17. PICK UP AFTER YOUR PETS. Trash bags and receptacles are provided on the east and west sides of the building.
18. SECURITY SYSTEM CAMERAS MONITOR 24/7 – Violators of rules and regulations will be assessed for damages and held responsible.
19. PAY MONTHLY CONDO ASSESSMENT BY THE 10TH – Avoid mandatory $25.00 fine. We make it easy – three ways to pay – do it the auto-draft way for maximum convenience.
NOTE: An OWNER’S MANUAL is available with additional information on the support systems, amenities, and rules and regulations of our facility. It is filled with money saving tips and helpful names and phone numbers. If you don’t have one – just ask a floor captain or board member for a copy.
Policy and Procedure for Whitley Bay Condominium
Pool and Spa Heating
Effective Date: November 1, 2007
Purpose:
This directive is to provide a sensible and cost effective methodology to assure that the owners and lessees have reasonable access to and the use
of a heated pool and spa.
Policy: The Spa
It shall be the policy of Whitley Bay to heat the spa year around at a temperature between 98 and 102 degrees to be therapeutic.
Policy: The Pool
It shall be the policy of Whitley Bay to heat the pool during the holidays when most of the owners and lessees need access to this amenity.
Procedure:
The pool will be heated for approximately 7 to 10 days prior to and after such holidays as Thanksgiving, Christmas, New Years and Easter to a
temperature of approximately 78 to 82 degrees.
In the event of very cold weather, the Board may cease to heat the pool until the weather is more conducive to pool use.