FAQ's

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First check your profile and make certain your email address is valid and is able to receive incoming mail.
If you use any type of email SPAM filtering software or if your mail provider uses any type of SPAM filtering, you may need to configure it to allow email to come from webmaster@sugarsands.org. For AOL users, this can usually be done by adding the address webmaster@sugarsands.org to your AOL address book. If you have multiple screen names, make sure to add it to the address book for the screen name you have entered in your profile.
AOL users should also check their "Spam Folder" to see if the confirmation notice was incorrectly detected as spam. You can view your Spam Folder by starting AOL and clicking the Mail menu, then selecting Spam Folder from that menu. On older versions of AOL, try going to Keyword "Spam Folder" if this menu option is not available.

As a Board Member of your Condominium Association, you will be faced with decisions that impact the safety, health, and wellbeing of your neighbors, and the financial integrity and future of your Community.

When it comes to finances and planning, perhaps no task is more critical than the selection of the right Insurance coverage.

To give you insight into what can be a daunting undertaking, we asked Matt Janicki, CIC Executive Vice President of AmWINS Brokerage of Florida, Inc., to address the questions we are most frequently asked by clients and potential clients.

Which is more important—the agent or the carrier?
That's a bit like asking parents which is their favorite child! The carrier and the agent are equally important and serve vital—yet different—functions.

Your agent is the person who represents your Association in dealings with the carrier. The carrier is the entity that ultimately "takes on" the risk.

Typically, you and the agent will meet to discuss your coverage needs and budget. Then the agent will send your information to multiple carriers and request coverage and pricing quotes from the carriers' underwriters.

After the agent receives the quotes from the carriers, he/she will again meet with you to discuss your options and help you choose the best coverage.

How far in advance of renewal should our agent start getting bids for the new policy year?
There are several steps involved in the process, so we recommend that clients contact their agent about 120 days in advance of the date they want the policy to begin. Carriers have varying timetables for accepting information and developing quotes, but generally agents can start submitting material about 60-100 days out. Once the agent receives quotes from the different carriers, he/she can use that information to negotiate terms and prices; the quotes from the carriers normally are valid for 30 days. One thing to remember: That 30-day time period may be shorter in Florida during hurricane season

Will we get better results if we have several agents sending us quotes?
No. Independent agents and brokers can work with all the carriers that are writing Association coverage in your area. Once they get the information back from the various carriers, they will compare prices and coverage, and utilize their relationships with the carriers to get you the best possible price and terms. Your time and energies are best spent working with—and developing a solid partnership with—one agency.

Many condominiums are taking the initiative to shop for an agent, as they would for any other vendor. This involves a proper interview and vetting process as well as contacting other condominium references. A formal review process can help the Board and CAM determine which agency has the experience and relationships necessary to successfully advocate on their behalf. We've attached a form that might serve as a template for this process for you.

What does "blocking the market" mean?
Sometimes, agents who are not authorized by you to work on your behalf will ask carriers to quote on your account anyway, in the hopes of getting your business. Because 99 percent of the carriers will only quote for one agent on each property, these unauthorized agents can effectively "block" your authorized agent if they contact the carrier first. You don't want that to happen.

On the plus side, once your authorized agent contacts a carrier about your account, other unauthorized agents are blocked from interfering with that process.

What is an Agent of Record Letter, and when/why should we sign one?
An Agent of Record Letter serves two purposes: It informs carriers that a particular agent is operating on your behalf, and it protects your authorized agent as he/she works with different carriers on your quote.

When you sign an Agent of Record Letter, your authorized agent will file it with all the carriers he/she is contacting, thus ensuring that they work only with your agent.

You certainly will want to sign an Agent of Record Letter if you want to change from your current agent to someone else; the Letter will prevent any misunderstandings.

We're a small community. Do we need the same coverage as an association with hundreds of units? What coverages are a "must" regardless of size?
All condominium communities, large and small, are vulnerable to the same kinds of risks, and need the same basic coverages. You want to make sure your association is covered for hazard including wind/hail, flood, crime, directors & officers, equipment breakdown, workers' compensation and umbrella.

In addition to the minimum coverage provisions, there are a multitude of "bells and whistles" that your Association may consider. The good news is, the market is soft right now, so carriers may be amenable to offering additional coverages at special pricing, giving you more bang for your buck.
What is the difference between Master Insurance and Unit Insurance?
Master Insurance provides coverage for the Association itself and the common areas; all unit owners share that premium cost. Unit Insurance is an owner's personal Homeowners coverage (designated "H06" for condominiums), and the owners secure and pay for it themselves. In a condominium setting, this often is referred to as "paint-in coverage."
What do underwriters consider when developing a quote?
An underwriter will look at all the risks to which the property may be susceptible, with a special focus on:
Fire protection (alarms)
Wind protection (current building code, hurricane straps, etc.)
Type of construction (frame, fire resistant, EIFS construction)
Age of building
Any construction updates or upgrades, especially pertaining to the roof.
Protective devices (water detection, automated fire suppression, etc.)
Your past claims and loss history also is important, as is the number of short-term rentals the community allows. Underwriters know that homeowners take better care of their property than do renters, for whom the unit is not a major investment.
Some Closing Advice

The three most important things to consider when deciding which insurance to buy are
Coverage, Service, and Price—with Price perhaps the least critical.
As a Board Member, your first responsibility is to understand the Coverage needs of your community. However, you probably are not an expert in this field.
That's where Service comes in.
Insurance is a professional service, akin to Legal Advice and Property Management. Your agent must be knowledgeable in Community Association Insurance Programs, and able to guide you through the process of selecting the right one for your community. And, you must feel confident that he/she will be there to work on your behalf in the event of a claim.
Price, although a consideration, should not be the deciding factor. Your agent can help you stay within budget by suggesting deductible adjustments and evaluating the cost/reward of some options. The one thing to remember about Insurance is—if a claim comes in, the costliest Insurance is the one that leaves you unprotected

On all matters upon which the membership shall be entitled to vote, there shall be only one undivided vote for each unit owned. There are 344 units in the Sugar Sands Community

Each unit shall be used as a single family residence only. In no event shall occupancy, except for temporary occupancy by visiting guests, exceed two (2) persons per bedroom. All units in the condominium shall be held for occupancy by persons fifty-five (55) years of age or older. No unit may be occupied by children under the age of eighteen (18) years of age, except for temporary occupancy by visiting guests. No occupancy shall be permitted by individuals between the ages of eighteen (18) and fifty-five (55) unless the unit is also occupied by at least one person fifty-five (55) years of age or older. Guest occupancy by members of the immediate family of the Unit Owner or Owners shall not be restricted -­Guest occupancy by all other persons in the absence of the Unit Owner shall be limited to thirty (30) days, cumulatively, during any calendar year.

Only entire units may be rented. There shall be no subdivision or subletting of units. Units may only be occupied by tenants as a single family residence. All leases shall be for a minimum period of three (3) months or three calendar months, which ever is less.

Occupancy is limited to two (2) permanent occupants per bedroom. All proposed new lessees and proposed new owners must complete the appropriate application, available at https://www.tenantev.com/?mck=fc1aa1e183550965a0c475b3d579dd2e89620930. An application fee and criminal background check is required ALL for lease and sales as follows:

• Fees(US Funds Only):

* Lease application (background check REQUIRED even if returning $150.00)

* Estoppel Letter:
- $250.00 If the unit is not delinquent in any monies owed to the Association;

- An additional $150.00 if there are delinquent monies owed to the Association.

- An additional $100.00 if the requestor asks for the Estoppel Certificate within three     (3) business days;

- The maximum fee an Association may charge when it receives simultaneous requests for Estoppel Certificates for multiple units owned by the same person and there are no past due monetary obligations owned to the Association is as follows:

* For 25 or fewer units, $750.00

* For 26 to 50 units, $1,000.00

* For 51 to 100 units, $1,500.00

* For more than 100 units, $2,500.00

Assessments may vary from building to building and are based on common expenses shared by all units and expenses specific to the units of a building.
Assessments are collected quarterly and due on the first day of January, April, July and October. Late fees and interest will be applied to all payments received after the tenth day of the month due. Most all owners have their dues automatically withdrawn from their account Via BB&T. If you want to use this method, email the office at office@sugarsands.org
Click Here for 2022 Dues Schedule by building
Special assessments may be levied from time to time as needed for items such as roof replacement, building painting and other items that are not anticipated within the annual budget.
You are not required to pay rent or land use fees for recreation or other commonly used facilities. However, there is a fee to rent the club house for private use and there could be fees for various parties put on by the recreation committee or various clubs.

Yes. From time to time planned maintenance or emergency situation may arise that require unit access. Also, if a vehicle is left on the Sugar Sands Property during your absence a key must be left with the Sugar Sands Office or be readily available from a local individual upon request. In you absence your apartment watcher/building representative should be registered with the office.

Is the condominium association or other mandatory membership association involved in any court cases in which it may face liability in excess of $100,000? If so, identify each such case

1: You would have to call the manager for that answer.

Passenger licensed vehicles No pick-up trucks or motorcycles 10:00 PM to 7:00 AM.While at your building your vehicle must be parked in your parking space. Guest spaces are reserved for guests. Only one (1) designated space per unit is available.

The Association plans various social functions throughout the year. Notices of such events are posted on the Web Site and bulletin boards in the recreation area and at each building. Click Here to Visit the Recreation Calendar.

City bus transportation to shopping, theaters and other areas are available with bus stops located at the East end of Sugar Sands along Ocean Drive.
Click Here to view Schedules and Plan Your Trip

Check your spam folder to see if Sugar Sands emails are there.

Follow these instructions to ensure you receive all Sugar Sands Email:

How to Prevent Emails from Landing in Gmail’s Spam Folder

Last Update: October 8, 2020

Emails that land in your spam folder are unpredictable. Sometimes they do get in there, sometimes they don’t. One of the simple tricks to prevent emails from landing in your spam folder is to ensure that you have the email address (manager@sugarsands.org) added in your CONTACTS. But, sometimes that’s not enough, especially with the email delivery of alerts coming from a website service.

With Gmail, you can prevent this from happening by adding EMAIL FILTERS. This will help you to explicitly make a sender, or even with the use of keywords, to put filtered emails to your INBOX.

How to set Gmail Spam Filter:

1. Log in to your Gmail account.
2. Click the GEAR icon at the top right and then click SETTINGS.
3. Go to FILTERS AND BLOCKED ADDRESSESand click CREATE A NEW FILTER.
4. In the FROM section, type the email address of the sender that you want to keep out of your Spam Folder.
5. Click CREATE FILTER.
6. Check NEVER SEND IT TO SPAM and ALSO APPLY FILTER TO MATCHING MESSAGES boxes.
7. Click CREATE FILTER again.

Start by logging in to your GMAIL account > click the GEAR icon at the top right > then SETTINGS.

On the SETTINGS page, go to the FILTERS AND BLOCKED ADDRESSES tab then click CREATE A NEW FILTER.

Now, let’s force GMAIL to not mark emails coming from noreply@jotform.com as SPAM. Let’s create a filter by setting noreply@jotform.com in the FROM field then proceed by clicking the CREATE FILTER link.

Setup your filter upon your discretion but make sure to tick both the NEVER SEND IT TO SPAM and ALSO APPLY FILTER TO MATCHING MESSAGES checkboxes. Click the CREATE FILTER button once you’re done.

Result:

Related article from Gmail: https://support.google.com/mail/answer/6579

Now that you have created a filter, what should you do to apply this to a specific label that you defined in Gmail so that you can view all the filtered emails together? Please refer to our blog post to learn how to label emails in Gmail.

This should filter ALL emails coming from noreply@jotform.com to your INBOX and never to your SPAM folder. It may help to add noreply@formresponse.com in your filter too.

When a survey is configured as a "secret ballot", member names are replaced with anonymous IDs in voter response reporting. The purpose of the anonymous ID is to allow you to associate responses by the same member on a multi-question survey without exposing their identity. In essence, this allows you to reconstruct the responses that were submitted for a particular member's survey/ballot without revealing their identity.
The anonymous IDs are consistent for the same member throughout all questions on a multi-question survey, but will also be unique to that particular survey. That is, other secret ballot surveys may have a different anonymous ID for the same member.
Although they are used for reporting on all secret ballot type surveys, they do not serve a functional purpose for single-question surveys.