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: