October 2023 Newsletter
EMERGENCY CONTACT INFORMATION
It is crucial the office have an emergency contact for the owners and residents in the event of an emergency - whether it be personal or property – in a timely manner.
As mentioned in several of the past newsletters, about half the community hasn’t updated the Confidential Resident Information form – some going back as 2013. Having to rely on the accuracy of the information provided a decade ago adds unnecessary delays to the emergency.
If you haven’t completed and returned the form any time this year, please contact me. I will be more than happy to email or mail you one.
Latest carport project update
We’ve received some very minor plan corrections that have been submitted to the city on Wednesday. We’re really close to getting the permit needed in order to get this project on schedule.
Need evidence of insurance?
Do you get those annoying letters from your lender each July/August about evidence of insurance or they’re going to charge your account an outrageous amount of money? In part, it’s because the master policy for the HOA expires in June each year. While a copy of the master policy is on file in the management office, it’s not sufficient because it doesn’t specify your name or address.
Please go to eoidirect.com to obtain what’s called a certificate of insurance. The legal name for the community is Surfside Association.
Prepare for rainy season now
The time is now for preventative maintenance on your windows and sliders to prevent leaks in your unit or the one below you if you live in a townhome. Please clean all window and slider tracks and make sure weep holes are clear. It is also important to inspect caulking surrounding your windows and sliders for signs of cracking or failure. If you see degradation, two steps will help prevent issues:
remove any failing caulk
due to location and exposure to sand and sea, a product called Sika Flex 295 Marine Grade sealant (white please) is recommended.
This is available for purchase at home improvement stores.
For those of you in upstairs units, please make sure your balcony deck drains are clear as well.
Holiday / seasonal décor
While we encourage everyone to personalize their homes with holiday or seasonal décor, please limit any decorations to your front door, private patios or balconies only. Ground floor units - nothing can be placed in the landscaped areas next to your front door or patio.
Trick or treat
In order to make it easier to locate which units are participating, we will be adding a map to the resident website:
We will also have pumpkins printed and ready at the office to post on your front door so our little ghosts and goblins will be able to locate residents who will be participating as well as respecting the privacy of those who are not.
Uncontested election
At the September meeting, Don Buck, Chair of Inspector of Elections made the following announcement:
As Chairperson of Inspector of Elections for Surfside Association, I attest as of the close of the Nomination application deadline of September 4, 2023, the number of qualified candidates (1-one) is equal to the number of vacancies (1-one) on the Board of Directors.
Per Civil Code § 5103, the association may consider the qualified candidate elected by acclamation at the November 28, 2023 Annual Membership meeting.
Phil Moreton, currently serving as Board President, submitted the only application. He will be elected by Acclamation at the November meeting. We would like to thank Don Buck, Lynn Buck and Jesse Zapata, for once again volunteering their time as Inspectors of Elections.
Please take responsibility
We understand accidents happen, however leaving a mess you create with a dripping trash bag or a pet that doesn’t quite make it down the stairs creates two issues on common area walkways
Your neighbors can track that mess into their homes.
It’s not a constructive use of time for the on site maintenance team to clean up.
Please treat these areas as you would your own home and clean up any accidents in such a way that the mess never happened.
Archon Protection day patrols on the weekends
As announced at the end of September, Archon Protection is now doing two day patrols on the weekends for enforcement of pool and parking rules. Each household has been given permits for the maximum allowable number of vehicles on property. Please make sure you have a hang tag displayed on every car - yours or any guests you may have. Pool passes will also need to be presented on request.
Happy retirement
During the transition, you may have spoken with Monica Pena at Concord Consulting if you had a question about your account. She retired as of Friday and Kallie Rhodes will be taking her place. Best of luck in this new chapter Monica and welcome Kallie!
Community Living in a Snapshot
While we encourage each resident to be familiar with the Rules and Regulations Handbook, below are some of the more common issues we face
The vehicular exit gate is to be used ONLY as an exit gate unless it’s been marked for entry/exit by the on site team. For the safety of drivers and pedestrians, please follow marked traffic patterns/yellow arrows. Because we take safety very seriously, all these WILL result in fines
Hang tag permits are required on all vehicles parked on property and they must be displayed from the rear view mirror of the vehicle. Contractors should check in with the office for a temporary permit to avoid receiving a citation.
Pool and spa area
1. Don’t eat food while IN the pool or spa
2. Persons who wear diapers must wear swim diapers
3. Glass or metal containers are not permitted
4. Tampering with safety equipment-emergency shut off for the spa, life rings or hooks is also prohibited.
5. If you bring “music” to the pool, remember you need personal listening devices.
6. Only four guests (heartbeats) per household is allowed.
7. PETS ARE NOT PERMITTED IN THE POOL AREA.
Please don’t put the Board in the position that they are forced to revoke your privilege to use the pool/spa.
Hose bibs in common area are not for use by residents.
Please do not leave any personal items (potted plants, décor, hoses, shoes, etc.) outside your front door.
Planting or removing plants in common area is prohibited. If it needs attention, reach out to me.
One of the largest grassy areas the community has is along Ventura Road. While socializing of residents and their pets is certainly welcome, please be mindful of the residents who live in the building by doing your best to keep barking to a minimum.
Please be mindful when parking. If you pull in too close to a white line, it doesn’t allow enough space for your parking neighbor to get in or out of their vehicle without some serious effort to risk damaging both vehicles. Not to mention parking is at a premium and it could make a space unusable.
Trash should NEVER be left outside your front door as it attracts critters and pests to the buildings. When you’re ready to remove trash from your home, please take it to and place inside the appropriate receptacle. Placing unwanted furniture or other bulky items in the enclosure in hopes that someone else may want it is NOT ok.
Pets must be on leash and the leash must be held by someone able to control the pet when you are outside your home. Cleaning up is not only a responsible thing for pet owner to do, it is in the HOA rules and a County ordinance as well.
Patios and balconies
1. Only furniture designed for outdoor use is permitted. Items such as coolers, folding “camping or beach style” chairs, tables designed for indoor use, etc. should be promptly moved inside when you’re no longer on your patio or balcony.
2. Storage of any kind is not permitted—mops and/or brooms, bicycles, fishing poles, empty planters to name just a few.
3. Pets cannot be left outside when you’re not home to monitor them and at NO TIME are pets allowed to use the patio area for their “restroom”.
4. Smoking is NOT permitted on patios or balconies.
5. Please do not hang anything on your patio or balcony (including railings) to dry!
6. If you have an umbrella on your patio, please remember to put it down or store it out of view when it’s not in use
7. Mops and brooms should never be left on the patio or balcony.
Flushable wipes are not flushable. If you use them, please do not flush them because even if they don’t clog your plumbing, it can and will cause and issue for your neighbors
BEFORE you start any renovations in your unit, please contact the office for guidance on what requires approval. Work that requires a permit and does not have approval will be reported to Code Compliance.
Video doorbell products are quite popular. You can mount them on your screen or front door but they cannot be installed on the stucco.
If you live in a two bedroom unit, it may be a good idea to check the door on the top floor from time to time Make sure it’s clean and the hardware is functioning. Because it’s a way for you to get out in the event of a fire, it’s important they work properly.
If it’s been a while since you cleaned your dryer vent line, please consider doing so. This is one of the most common factors for fires.
Considering cleaning your balcony? Please sweep and mop the area rather than dumping buckets of water on it. The neighbors below you will certainly appreciate not having dirty water invade their patio or bedroom window.
In most cases, it’s owner responsibility to complete minor plumbing repairs. If you have a clogged sink or toilet, your first call should be to a plumber. If they’re not able to rectify the situation, please call management. If your need to replace a fixture that would require shutting off the main, it will affect your neighbors. Please make sure you notify everyone directly next to/above/below you at least 24 hours in advance for non-emergency repairs!
A note from the Community Manager
Even though I’ve been in management too many years to mention, It’s been a long time since I’ve been on site. While I find it absolutely wonderful most of the time, the times I’m not a fan is when we have a personal emergency in the unit and no way to contact family members. Yes this happened again this month. Please help make a very difficult situation just a little easier by making sure I have the most updated information on file. The Confidential Resident Information form has a place to provide an Emergency Contact. That person should be someone other than the owner or residents of the unit in the event the emergency is about them. The forms are also readily available on the owner portal or you can contact me and I will be happy to email or mail you one.
We’re coming close to the end of 2023. We were hopeful the carport project would be completed by the end of the year. Unfortunately due to staff changes at the city and plan corrections, this project will start before year end but may not be completed until first quarter 2024.
If you’re interested in renting the clubhouse for larger functions with family and friends for the holidays, please contact the office in a timely manner to make sure the date and the clubhouse attendant is available.
Please don’t forget to stop by the office to pick up a pumpkin flyer if you’d like to participate in inviting trick or treaters to your home.
Regards,
Dawn