procedure for acquiring/maintaining art in the hallways · 2020. 5. 27. · procedure for common...

Procedure for Common Elements: Acquiring/Maintaining Art Hallways (page 1 of 3) V2.1 12/11/ 2019

HARBOUR HILL CONDOMINIUM APARTMENTS ASSOCIATION, INC. ____________________700 Beach Drive NE, St. Petersburg FL 33701__________________

Procedure for Acquiring/Maintaining Art in the Hallways Established 10/09/2014; revised: December 11, 2019

Purpose: To define guidelines for the selection and maintenance of artwork to enhance the elevator

landing and hallway walls on each floor. There is no time limit for installing selected artwork and participation is not required. These are the guidelines for going forward with the intent of encouraging a

more attractive environment at Harbour Hill.

Selection Process: Art is, and always will be, subject to taste and design. Each floor will have a Decor

Committee Representative who will solicit input, within these guidelines, from their floor residents and owners to reach a consensus. Each piece of art selected:

Will require approval from the majority of residents and owners on the floor for both the

selection and proposed location.

Will be paid for by voluntary donations from residents and owners on the floor. No funding will

be provided by Harbour Hill. Financial support from unit owners is purely voluntary and no unit

will be assessed for any decor choices.

Will become the property of Harbour Hill Condominium Association

A required majority vote of approval, by e-mail or paper ballot, will be needed for implementation. The vote results will be recorded by the floor Décor Committee representative and a copy sent to the Décor Committee Chair for future reference. This report will contain a record of how each unit voted in reaching a majority, the artwork selected, the cost of the artwork and the residents who donated to the purchase of the artwork (not the dollar amount). Wall artwork, mirrors and floor decorative items shall remain in place until such time as there is a vote to replace them or exchange them with another floor’s artwork. The exception being unforeseen damage and need for replacement.

Locations Approved for Art: Front Elevator -

o on the west wall facing the exit of the elevator to right of the column

o on the floor in the niche facing the exit of the elevator to left of column

Rear Elevator - on the south wall between the 08 unit and the elevator door Beach Drive Hallway - on the west wall across from 03 bedroom window (near laundry)

Section 5 - 1


7th Ave Hallway -

o On the north wall between the 04 unit and H.H. storage closet

o On the north wall between the two 07 unit storage closet doors

o On the south wall between the 07 bedroom and 08 kitchen windows

There are floors that are “more common” than others by the nature of their use and design. Those floors are 1st, 2nd, and 9th respectively. In these unique cases, the décor choices will be selected by the floor representative and residents, in the same manner as floors 3 through 8. However, the Décor Committee is available for guidance, at their request.

Guidelines for Wall Art:

1. In all cases, artwork must withstand high humidity and condensation.

2. Gallery wrapped canvass, unframed or minimal shadow framed are suggested.

3. Giclee printed, acrylic, mixed media or oil paintings are possible choices. Alternatively, 3-

dimensional art may be considered, i.e., metal or composition.

4. Subject matter is decided by each floor. Selections should have broad appeal. Examples could be

seascapes, sunsets, local areas or points of interest, abstract colorful designs or other creative

images. Artwork should be bright enough to liven up minimally light locations.

5. The size of the Artwork is important. It should be large enough to make a pleasing impression

on the wall. For example, the wall opposite the Main Elevator measures 14ft. in width. One,

two, three or four pieces could be selected for greater impact. In this case, the Decor Committee

suggests the presentation, covering an area of 5ft. in width, would be adequate for the space.

However, a larger installation is acceptable.

Guidelines for Mirrors: 1. The residents from floors 3-8 are allowed to select a mirror for hanging on the south wall of the

elevator landing.

2. The selection will be made by the floor representative and residents to coordinate with the

existing art on the wall across from the elevator.

3. The frame must be weather resistant and of a size appropriate for the space, no larger than

36”W x 48”L or smaller than 30” x 30” square.

Guidelines for Floor Items:

Section 5 - 2


1. The only location for floor items is in the niche facing the exit of the front elevator to left of

column. The Fire Marshall has no issue with this location but recommends that nothing

combustible like wood chips or paper be placed there.

2. Tall planters, pedestals, tall stands or columns are recommended. However other items

recommended by the floor representative and receiving majority approval could also be chosen.

Items must be portable and not attached to the wall.

3. Plants with architectural appeal, live or artificial are acceptable. Flowers or trees are not

encouraged.

4. Sculpture of various materials or large glass art pieces supported by elevations of choice are

acceptable.

5. Seasonal or holiday items are not encouraged in this location. The Décor Committee believes

that the best location for this expression would be a residence door or milk box. However, if the

majority votes to display seasonal or holiday items in the niche for a temporary period of time,

that is their decision.

Installation: Installation of wall art and mirrors will adhere to specifications directed by the Building Committee and coordinated with the Décor Committee Chair. All attachments to the wall must use stainless steel screws which are rustproof. Artwork should be centered on the wall from side to side and top to bottom.

Maintenance: Maintaining the cleanliness and appearance of the artwork, mirrors and floor items is important to uphold the image we are working to create. Dusting the artwork, mirrors and floor items will be the responsibility of our Superintendent. Removal of the artwork, mirrors and floor items for either hurricane preparation or painting/carpet installation shall be coordinated by the Décor Committee Chair and the floor representatives.

Section 5 - 3

Procedure for Common Elements: Bicycle Storage (page 1 of 2) V2.0 5/11/2017


March 20, 2012

Procedure on Bicycle Storage in Garage Purpose: To establish procedure for the storage of bicycles within the Harbour Hill garage. Background 1. No guidance currently exists in the Harbour Hill condominium documents to control the storage

of bicycles within the garage.

2. A policy is required for the efficient use of garage space for bicycle storage. Policy: The storage of bicycles in the Harbor Hill garage is subject to the following requirements: 1. Bicycles may be stored within the confines of an owner’s assigned parking area.

2. A limited number of bicycles may be stored in the common area of the garage designated by

the Condominium Association, subject to the following guidelines:

a. The designated common area for bicycle storage is illustrated in Attachment 1.

b. Owners desiring to store bicycles in the designated common area must submit a Bicycle Storage Request Form to obtain an assigned space for bicycle storage.

c. Owners may be requested to remove bicycles to perform maintenance within the common space.

3. Any bicycle determined to be abandoned or unclaimed after 60-days will be donated to charity or discarded.

Procedure 1. Owners desiring to store a bicycle in the designated common area must submit Bicycle Storage

Request Form (on the website) to the Building Committee

2. The Chair, Building Committee or his designee will review an owner’s request and assign a designated slot in the bicycle rack on a space available basis.

Procedure for Common Elements: Bicycle Storage (page 2 of 2) V2.0 5/11/2017

Designated Space in Common Area for Bicycle Parking (Bike Rack Plan)

Attachment 1

Procedure for Common Elements: Key Security (page 1 of 3) 05-12-2020


January 15, 2013

Procedure on Building Key Security & Unit Entry Purpose: To establish uniform procedure to control access to the building and emergency access to residential units. Background 1. The replacement of locks on exterior doors to Harbour Hill and to residential units emphasizes a need to establish policy and procedures to maintain the integrity of building security. 2. No single source of guidance currently exists regarding the control of keys for access to the building or to condominium units. Policy 1. The Building Committee will be the organizational control point on matters dealing with key security within the Harbour Hill Condominium Apartments Association. This committee will maintain records regarding the issuance and control of keys to the exterior doors, residential units, association utility closets, and owners’ storage closets.

a. Master keys used to access individual units will be kept by the Superintendent, a Building Committee member, and the Association President. If any of these individuals will be away for a prolonged period, they will turn the keys over to another Building Committee member or Board member and notify the Superintendent of the change.

2. To avoid compromising building security, keys/key fobs to exterior doors shall not be given to contractors, real estate salespersons, domestic help, or other recipients on a temporary basis outside the control process described herein. 3. The Building Superintendent is authorized to maintain positive control over all cardkeys/keys issued on a temporary basis to day labor within the building. 4. Unit owners are required to provide the association a means to access individual units for maintenance, repair or replacement of any common elements, or any portion of a unit to be maintained by the association, or as necessary to prevent damage to the common elements or to a unit(s) in the event of emergency in accordance with FL Statute 718.111(5). The Harbour Hill Condominium Association will also enter a unit unoccupied for 14 days or more as explained in Rules and Regulations. 5. Should a key fob be lost/missing owners are responsible for promptly notifying the Superintendent and the fob will be deactivated 6. At the discretion of the Board, a lost key to an exterior door of the building may require the rekeying of all exterior doors with the cost being assessed to the unit owner.


Procedures

1. Exterior Doors

a. Keys to the exterior doors are proprietary to the manufacturer and may only be replaced through one local source, and only with the written permission of the Chairman, Building Committee. The association will provide each unit owner two keys to the exterior doors; additional key fobs may be obtained for a fee by written request to the Building Committee using a Request for Exterior Door key fob.

b. Each key or key fob issued to owners will be numbered and a record maintained by the

Building Committee on the recipients of each key using the Record of Permanent Issue of Keys to Exterior Doors.

c. The Superintendent may issue a temporary, numbered cardkey/key for day labor. Each

recipient of a temporary cardkey/key is required to sign for custody and return to Superintendent each day. Long term contractors may be issued a cardkey for the duration of a specific project at the discretion of the Building Superintendent. The Superintendent will maintain a Record of Temporary Issue of Cardkeys to Exterior Doors for all cardkeys issued on a temporary basis.

2. Residential Unit Doors

a. The Association has installed a non-proprietary door lock cylinder in the deadbolt of the hallway door of each residential unit. Unit owners will be provided with two keys to each deadbolt lock. Owners may duplicate these keys to meet their needs.

b. The door lock(s) to all residential units will be compatible with a single building master key

under the control of the Building Superintendent.

c. Where owners have a secondary lock on the “passage knob”, the lock cylinder must be identical to the deadbolt lock and both locks operated by the building master key.

d. Also refer to the Procedure on Door and Hardware Replacement in Section 6 of the Condominium Documents, labeled Procedure for Individual Documents.

Procedure for Access to owner Units by Association A. Security/Building Maintenance entries

As noted above under Policy item #4 the Association may enter a unit for Security/Building maintenance reasons and to check on unoccupied units.

1. Building maintenance entries will be by either the Superintendent, a Board Member or a

Building Committee member. Exceptions will only be for obvious time critical emergencies.

2. Leave a Unit Entry Notification card each time a unit is entered. 3. Continue to log each entry on the Superintendents weekly activity sheet. 4. Enter and check known Unoccupied Units every fourteen days, as required by

insurance companies, to check unit for irregularities.


B. Convenience entries

Other than the conditions specified in section A above, the Association provides specific concierge type services which may require the unit to be entered.

A resident must submit Concierge Service Authorization Form (found on the website) to receive concierge services.

Procedure for Common Elements: Front Door Operating (page 1 of 1) V2.0 3/14/2018

HARBOUR HILL CONDOMINIUM APARTMENTS ASSOCIATION, INC.

____________________700 Beach Drive NE, St. Petersburg FL 33701__________________

Front Door Operating Procedure Once your telephone number has been coded into our call box system, when a visitor comes to see you they will look for your code to dial your unit as it is published in the Directory at the front door. You may unlock the front door for them using your telephone. Note: To view the front door tune to channel 732 on your TV. 1. Answer your telephone and identify the visitor who wants to enter.

2. Press 9 on your telephone.

3. Listen for a tone indicating the door has been unlocked.

4. On some telephones there may be a pulse or short tone. In this case, press 9

twice and listen for the door-open noise.

5. After hearing that sound, you may hang up.

6. Never let anyone into the building you are not expecting. All guests must use the callbox to contact the resident they are visiting. Delivery people know that they should call the Superintendent.

Procedure for Common Elements: Harbour Room (page 1 of 2) V1.4 3/14/2018


Harbour Room Procedures

To reserve the Harbour Room (HR)

Residents can reserve the HR for private functions on any day except July 4 and Dec 31. To reserve the room, check the calendar on the bulletin board in the Mail Room for availability. Enter your name and time on the calendar to reserve the date. Setup

The HR is stocked with tables, chairs, linens, dishes, silverware, pots/pans etc. available for your use. Tables are stored in the hallway closets with double doors, across from the windows of the HR restrooms. HR furniture cannot be moved into the 9th floor hallways.

Thermostat - you may adjust the temperature in the room. The thermostat is programmed to automatically return to its standard settings.

Sundeck – Chair cushions are in the chest by the door. Please return them before leaving. Cleanup

Make sure the dishes and silverware are washed in the dishwasher and returned to the proper place. All dish towels and linens must be laundered and returned to the HR for future use.

The trash must be emptied using the 9th floor chute for paper products immediately after the event. Bottles/cans are to be taken to the recycle bin in the garage. Plastic bags are located in the closet opposite the refrigerator. Please do not leave food in the refrigerator.

Before you leave: • Return the furniture to its normal setup and put away any tables/chairs you used. • Sweep kitchen floor and vacuum the carpet. The broom is in kitchen closet and vacuum is

in the hallway closet with double doors. • Clean spills on the carpet by blotting up and cleaning with water only. • Close and lock sliding glass doors. • Turn off the lights. Fire Code Capacity

Maximum occupancy 53. Sundeck maximum occupancy is 45. A few rules you should know

Only the HR can be reserved, the sundeck is always available to all residents. Please do not put scotch tape or thumb tacks in the walls or ceiling. Smoking is not allowed in the HR, but is permitted outside on the sundeck. Please put butts in the receptacle on the sundeck.

Procedure for Common Elements: Harbour Room (page 2 of 2) V1.4 3/14/2018

Your cooperation will help to maintain the Harbour Room for everyone to use. Thank you and we hope you have a great time.

Please call the Social Committee Chair if you have any questions.

HVAC System:

The system is set to run at the temperatures as per the table below. If you want

to change the temperature use ONLY the up & down buttons. The system will

automatically reset at the times indicated in the table.

Cooling Heating

8:00 am 76 8:00 am 70 12:00 pm 76 12:00 pm 70 6:00 pm 76 6:00 pm 70 10:00 pm 78 10:00 pm 68 12:00 am 78 12:00 am 68

Please do not use the HOLD button or change the schedule. If you have any

problems, please contact our Superintendent.

Procedure for Common Elements: Laundry Rooms (page 1 of 1) V2.0 5/11/2017


Laundry Room Procedures The laundry rooms are available for use by our residents every day from 7am-11pm. You may reserve one weekly Time Block on the signup board on your floor: morning 7am-noon afternoon noon-5pm evening 5pm-11pm Time Blocks not reserved are available to all - first-come, first-served. Please talk to your neighbor before using their reserved time block. When washing during unreserved times, items should be removed promptly from the washer & dryer. Laundry rooms are on floors 2-8. Residents may use machines on any floor. Use of High Efficiency Soap will leave less residue on your clothes and in the washer. No washing of rugs or tennis shoes, and no dyeing clothes in the washer. The laundry tub is available exclusively for laundry. Please use the “slop sink” in the trash room (accessed from the alley) for all other cleanup tasks. You can sign out a key for the trash room from the Superintendent. Please do not use bleach products in the laundry tub or on the folding table. Bleach is corrosive for stainless steel. Be sure washer, dryer, laundry tub & room are clean after use. If you have problems with a machine, please notify the Superintendent.

Procedure for Common Elements: Parking Lottery (page 1 of 1) V2.0 5/11/2017


Parking Lottery Procedure

November 20, 2015 AS AMENDED (12/9/15)

Goal: To document and define the parking space lottery procedure. This is intended to eliminate confusion regarding timing and eligibility of the parking space lottery.

Procedure Every year two parking spaces are offered to Harbour Hill residents in a Lottery.

1. Lottery parking spaces are #36 (on second floor) and #12 (on first floor) 2. Only residents are eligible to enter the lottery (one entry per unit). 3. The lottery entry form will be sent to all owners with the Annual Meeting

mailing. If you lease your unit, please give the form to your renter. Lottery winners will be drawn and announced each year at the November Annual Meeting.

4. Winners have use of the parking space for the following calendar year (Jan-Dec) and pay a fee to be determined annually by the Board of Directors. The entire fee is due to the Treasurer (payable to HHCA) by Dec 15.