Here's some late-breaking news and important information from around the Jupiter Bay Community.
Response to 7/27/21 Owner Truck Parking Email
A condominium owner recently sent out an email on truck parking at Jupiter Bay making several false claims:
- Claim #1: There was no truck rule until June 30th, 2021.
Correction: Jupiter Bay Declarations, recorded in Palm Beach County in the mid-1980’s limited, in the “Use Restrictions” clause, truck parking on Jupiter Bay property. That original truck parking rule 10.4 was reaffirmed at a 2017 Board Meeting.
- Claim #2: The Declaration’s original paragraph 10.4 was invalid.
Correction: An Association’s Declaration is a legal document that creates the condominium and governs the community. If provisions are not contradicted by FL Statutes or other parts of the Declaration, they are valid and enforceable.
- Claim #3: For the past 24 years, there has been no enforceable truck rule.
Correction: For the past 30+ years, the truck rule was enforced through the registration of owner/renter vehicles, issuing of parking permits, and the posting of parking violation notices on illegally parked vehicles. The new amendments utilize the same process but, due to complexity in distinguishing legal from illegal vehicles, are prone to selective enforcement.
- Claim #4: The Board has never towed a truck because the truck rule was unenforceable.
Correction: Neither the prior truck rule nor the amended rule require towing of illegally parked vehicles. The new rule says that vehicles in violation “shall be subject to being towed” but “towing or booting shall not be the exclusive remedy of the Association”. In most cases a parking violation notice results in compliance.
- Claim #5: Tenants or Owners that were staying in Jupiter Bay with a truck prior to June 30th are grandfathered in.
Correction: The “grandfather clause” only applies to new Declaration provisions and does not invalidate prior language. Tenants or Owners staying in Jupiter Bay with a truck prior to June 30th were not, according to the Declaration, allowed to park their trucks on Association property.
- Claim #6: As of August 2nd, they finally will have enforceable rules for both cars and trucks.
Correction: All provisions of Association Declarations, including those prior to August 2nd, are enforceable. (See response to Claim #2.) Amendments to Paragraph 10.4 of the Association’s Declaration passed on June 25th, 2021, and are effective on the date that they are recorded in Palm Beach County.
Amendments to Declaration Paragraph 10.4 Passed on 6/25/21
Proposed amendment to Paragraph 10.4 (Loud Vehicles or Machines), renamed "Vehicle Restrictions", received the required 75% owner vote and passed. Adjournment of the April 15th Owners' Meeting was delayed until June 25th, when sufficient votes for the Limited Proxy were obtained.
|Following is the full text of the amendment, and below are issues with it:||Declaration Amendment to 10.4|
Issues with Amendments to Declaration Paragraph 10.4
The Amendments to Paragraph 10.4 (Vehicle Restrictions) of the Association’s Declaration gives the Board unlimited authority to allow most owner, renter and lessee trucks and passenger vans to park anywhere on Jupiter Bay property. This Amendment bypasses unit owner review and approval of each individual Board action.
Specific issues supporting this “unlimited authority” premise are as follows:
- Section 1 (Permitted and Prohibited Vehicles). Provisions (a) and (b) describe in detail characteristics that determine whether vehicles are acceptable or unacceptable for driving and parking on Jupiter Bay property. However, without a detailed vehicle review and approval procedure, the Association will not be able to avoid selective enforcement. Everyone knows what a pickup truck is, and our official rules and procedures do not issue parking permits for pickup trucks. Who will inspect every resident truck that comes onto the property and determine whether a parking permit is issued – office personal, board members, or someone else?
- Section 1, provision (f) allows the Board to adopt and amend additional rules and regulations addressing:
- (i) Parking on the street,
- (ii) The requirement of parking decals or other bar codes,
- (iii) Fees associated with the issuance of decals, and
- (iv) Traffic safety rules.
The Board should never be able to allow street parking, which is exclusively for the ingress and egress of vehicles, nor should the Board be able to set unspecified and unlimited fees for parking decals.
- Section 2 (Parking Area Restrictions and Exceptions), provision (a) has several major issues:
- (i) Does not clarify number of East and Villas truck parking spaces. Is it 3 total per area or 3 per building (24 total)? If 24 spaces, this would mean that 42 resident trucks could legally park at Jupiter Bay.
- (ii) Provides for overflow truck parking in the Jupiter Bay East long-term parking area effectively allowing an unlimited number of additional trucks to park on Association property.
- (iii) Allows the Board to increase the number of truck parking spaces per building without owner input. This could allow unlimited truck parking anywhere on Association property.
- Section 2, provision (b) grants the Board permission to utilize additional Association common areas for restaurant parking, providing that Jupiter Bay resident and guest parking is “not materially affected”. The Board should not have authority to grant non-resident use of association common property, and the parking lots are common elements as described in the Declaration (see adjacent article).
Due to the above issues, I would urge Jupiter Bay owners to reject these proposed amendments to paragraph 10.4 of the Association’s Declaration.
Parking Lots are Common Elements
The Association's attorney was wrong when she said at the 3/19/21 board meeting that Jupiter Bay Condominium Association’s parking lots were not common elements. Our Declaration is quite clear on this matter as the following shows:
- 2.5 Common Elements shall include the tangible personal property required for the maintenance and operation of the condominium, even though owned by the Association, as well as the items stated in the Condominium Act, and all those areas of "the lands" not included in the unit.
- (a) Common elements shall also include the land upon which the improvements described herein are located and any other land included in the condominium property, whether or not contiguous.
- 3.6 (c) Improvements: Commonly Used Facilities. The Condominium includes ground level parking areas for automobiles located on easements granted to Unit Owners for that purpose; roads for ingress and egress; various gardens, and landscaping; and other facilities which are part of the common elements; and shall include, without limitation, any interest in any real or personal property acquired by demise, grant or otherwise.
- 3.8 Common Elements. Common elements include land and all other parts of the Condominium not within the units and include, but are not limited to, the following items as to which the Association shall have the powers indicated:
- (a) Automobile Parking Areas and Streets. The Association shall regulate, maintain, control and have full authority with respect to the use of all parking areas and roads and streets. Automobile parking will be made available to Unit Owners so that each unit will be entitled to one (1) parking space without charge.
Changes to the common parking areas could be considered material alterations requiring a higher unit owner approval level. Restricting certain parking spaces for “trucks only” usage could make these spaces limited common elements for exclusive use by unit residents having trucks. Here is the relevant declaration language:
- 2.13 Limited Common Elements means and includes those common elements which are reserved for the use of a certain unit or units to the exclusion of other units.
- 6.2 (b) Common Elements: Alteration and Improvement. After the completion of the improvements included in the common elements of this condominium contemplated by this Declaration, there shall be no alteration nor further improvement of the real property constituting said common elements except in the manner and on the conditions set forth in Paragraph 6.1 (c) of this Declaration of Condominium. Any such alteration or improvement shall not interfere with the rights of any unit owners without their consent.
- 6.1 (c) Alternation and Improvement. Any change, alteration, addition or deletion described above may be made only after obtaining in writing the following approvals in the following order:
- (1) Not less than eighty percent (80%) of the Directors of the Condominium Association at a meeting called for that purpose: and
- (2) Not less than eighty percent (80%) of the owners of all of the condominium units governed by the Association at a meeting called for that purpose.
Please see the "Ownership" page of this website for additional information. It is inappropriate for association attorneys to challenge homeowner comments with erroneous information.
Condominium associations are governed by multiple laws, including both the Condominium Act (Chapter 718) and the Not-For-Profit Corporation Act (Chapter 617). Chapter 718 takes precedence over Chapter 617, but if the Condominium Act is silent, then the corporate law controls.
Neither the Condominium Act nor Jupiter Bay’s bylaws require every board decision to be made at a board meeting; however, several alternatives are ruled out:
- Informal Physical Meetings. The board cannot meet informally to make association decisions. Florida Statute 718.112(2)(c) says “Meetings of the board of administration at which a quorum of the [board] members is present are open to all unit owners.”
- Phone Meetings. The board cannot meet via phone or zoom to make association decisions. Florida Statute 718.112(2)(b)5. says “A board or committee member’s participation in a meeting via telephone, real-time videoconferencing, or similar real-time electronic or video communication counts toward a quorum.”
- Email or Text Correspondence. The board cannot use email to make decisions. Florida Statute 718.112(2)(c) says “Members of the board of administration may use e-mail as a means of communication but may not cast a vote on an association matter via e-mail.”
How can the Board make decisions on association matters? There are only two options:
- Hold a scheduled Board Meeting that “must be noticed and open to all unit owners.”
- Use signed “unanimous” written consents. Florida’s Not-For-Profit Corporation Act, Section 617.0821, states that, “unless the articles of incorporation or the bylaws provide otherwise, actions required or permitted to be taken at a board meeting may be taken without a meeting if the action is taken by all members of the board by signed written consents.”
The written consent procedure to approve board decisions should rarely be used and only when those decisions are noncontroversial. Written consents must be included in the association’s official records.
Excluding this single exception, all board decisions must be made at board meetings through board member voting.
The next obvious question is which actions require board member voting and approval? The answer is 1) Robert’s Rule requirements for meetings and 2) every significant matter brought before board members that requires thought, investigation, analysis, and a decision. A partial list of these items includes:
- Establishment of a meeting quorum.
- Prior meeting minute approvals.
- Budget approval or budget/fee changes.
- Special assessments.
- Expenditures involving non-recurring items regardless of whether they are budgeted or their cost.
- New vendor selections or vendor changes.
- Rule and regulation changes.
- Landscaping or other property improvements or changes.
- Changes in insurance coverage, limits, or deductibles.
- Meeting adjournments.
A record of all meetings of the board must be kept in written form or in a form that is capable of being converted to written form. The minutes must record the vote of each member of the board present and voting on matters decided at the meeting. The minutes become official association records and must be permanently maintained.
What information needs to be included in the meeting minutes?
- The answer is “a record of all board votes which constitutes all decisions made by the board.”
All decisions must be made at board meetings and recorded in meeting minutes to have an official permanent record of them. Otherwise, the association has no evidence or proof of actions taken or decisions made by the board. This violates Florida statutes and can cause legal problems for an association.
Jupiter Bay Website Enhancements
Significant enhancements were made to the Association's website.
The following pages were added to the Public Section of the website:
- Welcome – Introduces the Association’s management, website, governing documents, and office location/hours.
- Location – Describes the Association’s location and the area’s beaches, restaurants, entertainment, shopping, and other activities.
- Staff – Lists the Board of Directors, office staff, maintenance staff and Building Captains.
- Activities – Presents activities available to all Jupiter Bay residents.
- Rules – Provides a summary of the Association’s Rules & Regulations applicable to all residents.
- FAQs – Lists the Florida Statute required Frequently Asked Questions and Answers pertaining to our Association.
The "Internal Documents" section was redesigned to make it easier to find what you're looking for.
Here's the new "Internal Documents" structure:
New Property Manager & New Management Company
Effective September 30, 2020, the Jupiter Bay Condominium Association announced cancellation of its contract with Campbell Property Management and the commencement of a new agreement with Triton Property Management.
The new 12-month agreement provides similar terms to the prior one, with fees of $1,000 per month and cost-plus pricing for staff members as follows:
- 25% for experienced fulltime Property Manager
- 25% for on-site Receptionist and Administrative Assistant
- 31% for 3 full-time and 1 part-time Maintenance Technicians.
The change provides Jupiter Bay with improved service, experienced property management, more senior-management participation, state-of-the art technology, 24/7 rapid emergency response, and an improved website. Triton is a smaller, locally owned company that provides individualized support.
Christopher Sands is the Association’s new Property Manager. He is a licensed Community Association Manager (CAM) who has managed various Homeowners (HOA) and Condominium Association properties in Palm Beach County for both Triton and Seacrest. He has had responsibility for properties with over 1,100 units and budgets exceeding $3.0 million. Additionally, Chris has business startup experience and has held positions on the City of Palm Beach Gardens Police Department. We welcome Chris to Jupiter Bay.
Petitioning the Board
If unit owners within a condominium association feel that the association’s board of directors is not being responsive in addressing their issue(s), they have a mechanism to petition the Board to act. Members desiring to have one or more specific items of business addressed can, within rights granted within Florida’s condominium statutes, force the Board to deal with the item(s) within a reasonable timeframe.
Florida statute 718.112(2)(c)1 says that “If 20 percent or more of the condominium association’s voting interests petition the board to address an item of business, the board must place the item on the agenda at its next regular board meeting or at a special meeting called for that purpose”. Under either alternative, the item must be considered by the Board within 60 days of the receipt of a petition.
This assures that the Board discusses the item(s) included within the petition at an open board meeting but does not guarantee that the Board will agree to the arguments presented or conclusions reached within the petition. However, this mechanism provides one more important way for the association’s membership to be heard and for the Board to be forced to present and discuss owner issues and concerns.
Exercise Your Right to Vote
All Jupiter Bay members have the right to vote in an election, and the Association is obliged to make voting as easy as possible. Anyone requesting a ballot should receive one, and requests for alternate mailing addresses should be honored. Since many owners will not attend the annual meeting, particularly this year with the coronavirus threat, requested ballots need to be made available both before and at the Annual Owners meeting.
According to Florida Statute 718.112(2)(d) and Florida Administrative Code 61B-23.0021, the second Annual Meeting notice must be 1) hand delivered, 2) mailed (to the address last furnished to the association), or 3) electronically transmitted to each unit owner not less than 14 days nor more than 34 days before the election. The annual meeting notice must also be posted on the condominium property.
The second Annual Meeting notice mailing must consist of:
- The Annual Meeting notice and agenda.
- Candidate information sheets.
- A return (outer) envelope addressed to the person or entity authorized to receive the ballot. The exterior of the outer envelope indicates the name of the voter, and the unit or unit numbers being voted, and it contains a signature space for the voter.
- A smaller (inner) envelope to be completed and returned within the outer envelope.
- A ballot containing, in alphabetical order by surname, the names of the candidates running for the Board. This ballot is to be completed by the eligible voter and sealed within the inner envelope.
The second notice and accompanying documents must not contain any communication by the board that endorses, disapproves, or otherwise comments on any candidate. No ballot shall indicate which candidates are incumbents on the board. No write-in candidates are permitted. No ballot shall provide a space for the signature of or any other means of identifying a voter.
Elections are decided by a plurality of ballots cast. There is no quorum requirement; however, at least 20 percent of the eligible voters must cast a ballot in order to have a valid election. A unit owner may not authorize any other person to vote his or her ballot. Ballots are returned within the inner envelope, which is contained within the outer envelope. The inner envelope has no markings to identify the owner, whereas the outer envelope contains the owner’s name, unit number and signature. Each inner envelope shall contain only one ballot, but if a person is entitled to cast more than one ballot, the separate inner envelopes required may be enclosed within a single outer envelope. Outer envelopes, containing the inner envelopes and ballots, shall either be mailed or hand delivered to the association before or at the Annual Meeting. Upon receipt by the association, no ballot may be rescinded or changed.
On election day, either immediately before or at the Annual Meeting, an impartial committee, which cannot include current board members, officers and candidates for the board, verifies the outer envelope information against the eligible owner roster, and the committee checks off the units that have voted. If the committee meets prior to the Annual Meeting, the committee meeting must be noticed (posted) 48 hours in advance and must occur on the same day as the Annual Meeting.
As the first order of business at the Annual Meeting, ballots not yet cast are collected. Upon the commencement of the opening and recording of the outer envelopes at the Owners Meeting, the polls are closed, and no more ballots are accepted. The business of the meeting may continue during this process.
If the committee receives multiple outer envelopes for the same unit or if the outer envelope is not signed, then the vote is marked “disregarded” and separated from the other valid votes. Ballots for properly cast votes are placed in a receptacle. Once all outer envelopes have been opened and the number of voting owners is tallied, the inner envelopes are opened, and the ballots are counted. If any inner envelope contains more than one ballot, the ballots are disregarded and not counted. The impartial committee tallies and reports, to the Owners Meeting Chairperson, the vote count for each candidate for ballots that have not been disregarded. All envelopes and ballots, whether disregarded or not, shall be retained with the official records of the association.
New Guest/Lease Registration Form
On June 30, 2021 the Association issued a revised Guest/Lease Registration form effective immediately. Changes included:
- The following sentence was added: "Applications must be submitted at least three (3) days prior to lease commencement."
- The following sentences were added: "A copy of a state issued identification (DL) is required for each adult (18 years of age or older) occupying the unit. Please list ages for minor children."
- Ability to list the name and relationship of a sixth unit occupant.
- The list of prohibited vehicles was updated for consistency with the approved amendments to section 10.4 of the Association's Declaration.
- The following sentences were added "Parking permits are required to park on property. Vehicle information must be submitted prior to arrival."
- A new Pet Section was added to the form requiring:
- A copy of the most recent vaccination information from your veterinarian is required for all pets.
- A photograph is required for all dogs.
- Note: Condominium rules do not allow pets over twenty (20) pounds.
- #Pets, Type & Pounds must be provided.
- A "Check List" section was added to assure that all required information was provided.
- The following sentence was added "I affirm that I will abide by the rules of the Association."
A copy of the new Guest/Lease Registration Form, in MS Word format, can be downloaded from the "Forms" page of this website.
Response to Attorney's 4/30/21 Letter
The Association's attorney attempted to clarify proposed truck parking changes to our Declaration in her April 30th letter. Following is a response from a concerned homeowner. The attorney has not responded to this nor the prior letter, which corrects her erroneous remarks at the 3/19 Board Meeting.
Your letter of April 30, 2021, which purports to clarify the proposed Declaration amendment’s truck parking allocation, adds additional confusion to this already muddled proposal. Only the West buildings have 32 units. The East buildings have 40 units in 3 of the buildings (A-C) and 15 units in the third building (D). How many designated trucks spots for East D?
However, this truck space allocation is inconsequential since:
These provisions give the Board unlimited authority to allow most owner, renter and lessee trucks and passenger vans to park anywhere on Jupiter Bay property. The Amendment bypasses unit owner review and approval of each individual Board action.
Furthermore, the proposed Amendment:
Because the proposed Amendment language lacks clarity and can be misconstrued and grants undue Board authority without unit-owner oversight, it needs to be withdrawn and replaced with a more accurate and limited proposal.
Paul St. Clair
Swaysland Concrete Repair Investigation
Swaysland Professional Engineering Consultants, Inc. was contracted to perform an inspection of 50% of the private balconies and public walkways at all fourteen (14) building of the Association. The inspections were performed during June, July, September, October and November of 2020.
The purpose of the inspections was to identify the concrete deterioration occurring at the private balcony and public walkway slab top surfaces, bottom surfaces and edges, building walls and columns to determine an appropriate method of repair and protection. The purpose of inspecting 50% of the balconies was in order to provide a cross section of the damage at each building and identify trends in repair.
Swaysland's work culminated with publication of a Concrete Repair Project Investigation Report on December 4, 2020. Here's a summary of their findings:
|West A||32||1||12||4||15||4 Moderate|
|West B||32||1||18||8||5||4 Moderate|
|West C||31||3||21||5||2||2 Severe, 2 Moderate|
|West D||30||0||13||6||11||1 Severe, 3 Moderate|
|West E||32||0||14||3||15||1 Severe, 3 Moderate|
|West F||32||1||15||5||11||4 Moderate|
|East A||19||0||1||7||11||5 Minor|
|East B||20||1||5||4||10||5 Minor|
|East C||20||0||3||8||9||5 Minor|
|East D||8||0||2||3||3||2 Minor|
|Villas||28||2||9||12||5||1 Severe, 11 Moderate, 4 Minor|
Truck Parking at Jupiter Bay
Jupiter Bay's Declaration (prior to 6/25/21) prohibits trucks from being "used, operated, stored or parked in any unit, parking area, street, or other portion of the condominium property; provided, however, that this provision shall not preclude the use of delivery trucks or other trucks, equipment or machinery necessary for the maintenance, care or protection of the condominium property".
This provision of the Association's Declaration has been consistently enforced for over 30 years through:
- Issuance of parking permits to only authorized vehicles (no trucks), and
- Daily ticketing of vehicles without valid parking passes.
Following are the FACTS regarding Truck Parking at Jupiter Bay:
- The Association’s Declaration, paragraph 10.4, prohibits Jupiter Bay unit owners from bringing “trucks, vans, pickups, tractors, recreational vehicles, or loud or noisy vehicles” onto the condominium property.
- This provision does not “preclude the use of delivery trucks or other trucks, equipment, or machinery necessary for the maintenance, care or protection of the condominium property”.
- Everyone who purchases a unit at Jupiter Bay receives a copy of the Association’s governing documents, and as a condition of ownership, agrees to abide by the provisions of these documents. When an owner transfers their unit to a renter, the renter assumes all owner usage rights and responsibilities regarding compliance with the Association’s governing documents.
- To assure compliance with this 10.4 Usage provision of the Declaration, the Association requires all residents (owners, guests, and renters) to register their vehicle(s) with the Association office and receive a parking permit. Parking permits are not issued for illegal vehicles, including pickup trucks.
- For over 30 years, the Association has consistently followed the practice of issuing parking permits and tagging illegally parked vehicles. As a job requirement, our security guards tag vehicles (including trucks) without valid parking permits. Whenever the Association learns of resident truck or other vehicle without a valid parking permit, a parking violation is issued. In nearly all instances the issuing of this violation is sufficient to have the resident remove their vehicle from Association property without needing to tow.
- Upon advice of council, the Association’s Board of Directors, at a March 1, 2017 Board Meeting, unanimously passed a motion assuring that “we will enforce paragraph 10.4 of the Association’s Declaration through the issuing of parking violations, towing, and owner fines regardless of time of day.” All rental agencies were notified in writing of this vote.
- The Association has hundreds, possibly thousands, of examples of the “no truck” rule enforcement. However, without 24 X 7 parking lot monitoring and with construction vehicles on our property, there will always be circumstances where illegal resident trucks are not identified and tagged.
- Only one agency has consistently rented to truck owners causing most of the illegal truck parking issues. This agency has lobbied our owners and attorneys for years to remove all remaining rental restrictions.
- Employees and customers of the Twisted Tuna Restaurant are allowed, according to their lease terms, to park in designated areas of Jupiter Bay’s common property. There are no restrictions on the type of vehicles permitted. According to Paragraph #9 of the Restaurant’s Lease Agreement, these terms override provisions of the Association’s governing documents.
- Any amendment to paragraph 10.4 of the Association’s Declaration, which changes or clarifies vehicle parking restrictions, would have the same enforcement problems that the Association currently has. Without 24 X 7 parking lot monitoring, the Association could always be accused of selective enforcement of any vehicle parking rules. Also, without Association inspection of every resident vehicle, it would be impossible to know whether to issue a parking permit.
- The truck parking provisions in Jupiter Bay’s Declaration can be changed with a 75% affirmative vote of Association members; however, it would be nearly impossible to enact changes to the Restaurant Lease Agreement. It is the Board’s duty to strictly enforce both documents until and unless either document is amended.
Owners should not be unduly coerced into approving Declaration changes that are detrimental to the community and resident quality of life, even if they encourage additional rental opportunities.
Twisted Tuna Parking Provisions
Paragraph 13(c) of the Twisted Tuna's lease with the Association contains the following parking provision:
Tenant understands that its parking lot is adjacent to Landlord's roadways and residential areas and will take commercially reasonable measures to help assure that its patrons do not park outside of Tenant's parking lot and additional parking areas agreed to by Landlord and Tenant. In addition to Tenant's parking lot, Tenant shall be permitted to:
- Use some parking spaces on the back side of the West parking lot (Building F) for employee parking,
- Allow customers to park on the grass of the entry road, and
- Allow customers to park in the north lot in the Jupiter Bay East area.
Landlord shall allow Tenant to reconfigure the parking lot on the North side of the restaurant by removing the existing parking bumpers and permitting lawn parking in that area prior to the Scheduled Opening Date. A copy of the permitted parking to Tenant is attached hereto as Exhibit G. Tenant agrees, and acknowledges, that the other permitted parking (marked in orange on Exhibit G) besides its parking lot (marked in green on Exhibit G) is common area for the Landlord, and that Landlord is unable to guarantee that parking to Tenant, and that said parking is first come first serve. Additionally, Landlord will work with Tenant to explore additional parking alternatives.
Any repairs to Landlord's irrigation system and/or grass as a result of Tenant's grass parking shall be fixed and/or paid for by Tenant. Tenant shall take commercially reasonable efforts to ensure its employees and customers are not parking in non-designated areas. Tenant shall provide parking attendants/valets at Tenant's sole cost during seasonal months and during events where the customer parking is anticipated to exceed its parking lot in an effort to mitigate customers parking in non-designated areas.
Triton Welcome Letter (JB BOD)
For those unit owners who were unable to attend our September 30, 2020 board of directors meeting, we wanted to provide a recap for you. The Jupiter Bay Board of Directors Organizational Meeting was held on August 28, 2020 and over that 32-day period many areas were evaluated.
The top priority was to review the property management company to ensure that our community was receiving the best possible service at a reasonable cost. Don Spieller and I [Jim Kalec] reached out to unit owners for feedback while conducting a review of Campbell Management services. Several unit owners complained that weekend coverage was insufficient. It involved calling an 800 number and waiting for a response for more than a couple of hours. There was an elevator breakdown in B East over Labor Day weekend and many calls were made to the 800 number. We received feedback about eight hours after the first call. During the month of September, we interviewed three property management companies: Triton, Castle and Campbell.
Our evaluation was completed a few days before the September 30, 2020 board of directors meeting. All three companies are exceptionally good property management firms. The most critical difference is that Triton has owners in senior management positions that are actively involved in the business. Paul Licata and Mark Wade have twenty years of experience in the industry and they will be at Jupiter Bay monthly to provide the necessary support for a property of our size. It was important that the size of this firm match the footprint of Jupiter Bay. This boutique firm has a 24/7 emergency response staff; no 800 number, just a rapid response team ready to assist Jupiter Bay residents during all 168 hours in the week 52 weeks a year. They have proven management systems and state of the art technology that includes the Tops One Connection which is a web service portal that offers both a homeowner and board member interface. This hands-on approach coupled with local ownership provides Jupiter Bay with top to top management communication that can address issues and concerns thoroughly and effectively in a short period of time.
Christopher Sands is our new property manager at Jupiter Bay. He has managed properties that are similar in size to ours. His extensive property management experience at Triton and Seacrest will serve us well in the critical months and years ahead. Jupiter Bay needs a lot of work on our landscaping, irrigation system, elevators, asphalt, and spalling. Chris will be working closely with the board and maintenance staff as we tackle our infrastructure issues.
In closing, let us welcome Triton Property Management and Chris Sands to Jupiter Bay! We have a beautiful property in Jupiter, Florida that is located only 800 yards from the beach and across the street from Harbourside. We pledge to work together with all unit owners to revitalize and reinvigorate this paradise we call home.
Jupiter Bay Board of Directors
Adherence to FL Statutes
Licensed Florida Community Association Managers (CAMs) are responsible for assuring compliance with Florida statutes and the Association’s governing documents. They are to advise the Board regarding legal requirements for conducting Association business.
If a Board is unfamiliar with regulations and provisions of Florida law, further assistance and intervention by the licensed Property Manager may be required. These areas include Board Decisions, Proper Noticing and Official Records. Here’s a summary of the requirements:
- Board Decisions – All Board decisions must be made at a noticed board meeting open to all association members.
- Proper Noticing – An amendment to rules regarding unit use MUST be noticed at least 14 days before the meeting.
- Official Records – Most Association records are classified according to Florida Statutes as “Official Records” and are available to all owners for review and copying.
Owner Access to Association Records
As described in the Ownership page of this website, the homeowners in Jupiter Bay own their unit, and collectively they own the rest of the Association (each homeowner owns a fractional share of everything else). The Association staff, vendors, maintenance supplies, and utility services are funded by the owners, and board members are elected to represent and serve the owners.
The Association records can inform the owners how their Association is structured, how it's being run and how their money is being spent. Likewise, nearly all of the records of the association, whether financial or otherwise, are available to the homeowners. Please reference the Communications page of this website for a listing of the Association's Official Records, which can be viewed and/or copied by owners.
Unit Owner Keys
Because of the convenience and growing popularity of keypad locks, over 30 Jupiter Bay homeowners have replaced their conventional entrance door locks with keypads. This has caused an issue with the Association being unable to access many of these units during the annual pest control treatment. Many of these locks were installed without notifying the office or providing keys.
This episode has provoked a discussion among Board members as to how this change in door locks relates to the Association's Unit Owner Key Rule #5, which says "For pest control and emergency access, the Association must retain a pass-key to all units. Whenever an Owner or agent alters any lock, or installs a new lock, the Unit Owner shall provide the Association with an additional key."
A notice posted on the Jupiter Bay Condominium website reaffirms the Association's requirement to have a physical key for every condominium unit. This, and the corresponding rule violation letter to various homeowners, was precipitated by an annual pest control treatment during which the Association was unable to access over 30 condominium units that had keypad locks installed. Most were installed without notifying the office or providing keys.
The notice cited Florida statute 718.111(5) which says that “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 or units.” This statute affirms the Association's "access rights" but does not provide a process or procedure for compliance. It does not say that condo owners can decide on their own how they'll chose to comply with the statute - i.e., whether to give the Association a physical key, access code or other means of gaining entry to their unit. But it does allow for Condo Associations to establish their own compliance rules and procedures.
Jupiter Bay already has a Rule #5 which says that “For pest control and emergency access, the Association must retain a pass-key to all units. Whenever an Owner or agent alters any lock, or installs a new lock, the Unit Owner shall provide the Association with an additional key.”
Jupiter Bay's Board has reviewed and discussed this rule in light of the recent upgrading of many door locks to keypad units and has concluded that the Association will continue to require physical keys. The primary reasons are as follows:
- All door locks, both conventional key locks and keypad locks, include a set of keys for gaining entry.
- Access codes may change frequently, possibly for each rental period, causing an administrative issue in obtaining, recording and protecting the most recent access code.
- Access codes can be memorized and disclosed easily leading to unauthorized unit access.
- Physical keys can be securely protected in a locked key-control safe in the Association office.
- It's easier to administrate a single procedure applicable to all 359 condominium units.
For these reasons the Association will continue to enforce Rule #5. Any owner who changes their lock and/or key without notifying the management office or does not provide a new key is in violation of this rule and is subject to $100 per day (maximum of $1,000) fine. In imposing this fine the Association must provide at least 14 days written notice and an opportunity for a hearing held before a committee of other unit owners.
Landscaping is very important to the residents of Jupiter Bay because it contributes to the attractiveness of the community, the value of their investments and the overall quality of life.
The condominium association is solely responsible for landscaping at Jupiter Bay. This includes the trees, shrubs, flowers, lawns, mulch, irrigation systems and other landscaping items. Maintenance responsibility for the property grounds requires the Association to assure that the overall appearance of the property is preserved, as much as possible, as it was initially designed and built. This means that trees destroyed by hurricanes or trees classified by the Florida Exotic Pest Plant Control Council as “nuisance and invasive exotic vegetation” need to be replaced. It also means that shrubs, flowers and other landscaping throughout the community need to be maintained and replaced as necessary to preserve the area’s attractiveness. Any landscaping improvements must be consistent with the overall landscaping theme.
Most homeowners value the grounds adjacent to their condominium unit. In light of the Association’s limited landscaping budget, some homeowners, particularly those owning first floor units, have independently contributed to the beauty of our community by adding flowers, landscaping stones and other plants and materials to the areas adjacent to their units. Some have funded the planting of memorial trees or shrubs or other special landscaping to beautify their area.
It has been suggested that all homeowners should be allowed to beautify the areas in proximity to their condo unit. However, it is important that these landscaping enhancements are in compliance with our condominium documents and are compatible with existing landscaping. The Association is obliged by its condominium documents to prevent any changes that could be considered common area material alterations as defined in Sections 2.5, 6.1(c), and 6.2 of our Declaration. (Please reference the Alterations page of this website.) Also, we must assure adherence to our Rule #44 which says “Owners who wish to contribute plants, materials, funds, or labor to common element landscaping areas/projects must receive approval from the Association”.