2018

To: Burnbrae Owners cc: Tenants

Re: Plumbing Reporting by Owners/Landlords & Property Managers

On behalf of the Board of Directors, I just need a minute of your time to cover a couple important topics.

Plumbing/Water Leak Reporting Mandatory Requirements: effective 02/2016

All plumbing leaks must be reported to the SLH ENT INC asap.  Please call 302-737-0111, leave a message after the beep.  All calls are recorded and typed up with your own words and then emailed to us in seconds.  SLH ENT INC will then coordinate with Unit Owner and/or their Property Managers to ensure timely turnarounds for sending out the Association's plumber.  The Board of Directors wants to ensure that all Association leaks are documented and corrected by a licensed & insured plumber.  Please call Shaunda Harrison for more details.  Burnbrae Maintenance Association plumbing repair/reporting protocol can be emailed to you upon request. 

The Association's master insurance with Travelers Insurance Company deductible is $10,000.00 All claims need to be submitted by Property Manager on behalf of the Board of Director.   Below you'll find BMA Plumbing Protocol adopted effective November 17, 2017.

BURNBRAE MAINTENANCE ASSOCIATION
PLUMBING AND WATER LEAK REPORTING PROTOCOL
Adopted Pursuant to the Declaration of Condominium and the Amended Declaration Effective November 17, 2017

This Plumbing and Water Leak Reporting Protocol is established in accordance with the governing documents of Burnbrae Maintenance Association, including the Declaration of Condominium and the Amended Declaration effective November 17, 2017. The purpose of this protocol is to protect the property, minimize damage, and ensure timely communication when water-related incidents occur.

1. Immediate Reporting Requirement

Any water leak, water intrusion, or plumbing-related issue must be reported to the management office within fifteen (15) minutes of discovery.

Prompt reporting is critical so the Association can:

Alert surrounding units that may be affected

Determine if the entire building water supply must be shut off

Prevent additional water damage to neighboring units

Document the incident for insurance and liability purposes

Failure to report water-related issues promptly may result in additional costs or liability to the unit owner.

2. Required Reporting Procedure

If a water leak or plumbing issue is discovered, the following steps must be taken immediately:

Step 1 – Call the Management Office: 302-737-0111
Contact the management office immediately to report the issue.

Step 2 – Follow Up With an Email: slhinc2@gmail.com or slhhelp1@gmail.com
A follow-up email must be sent so that the office has written documentation of the report.

Step 3 – Text Notification (Optional Secondary Method): 302-257-2328
Owners may also send a text message to the office text line.

Please note:
This number is an office text line only and not a personal cell phone line.

3. Owner Responsibility to Rule Out Internal Sources

Before assuming that a leak is the responsibility of the Association, unit owners must first rule out potential sources within their own unit.

A leak appearing in a ceiling or wall does not automatically mean that the issue originates from Association plumbing or common elements.

Possible sources that must be evaluated include, but are not limited to:

HVAC system condensation lines

AC drain lines

Hot water heater connections

Bathroom sink plumbing

Half-bathroom fixtures

Bathtub or shower plumbing

Kitchen sink plumbing

Appliance connections

Owners should check all fixtures and mechanical systems located within their unit before concluding that the issue originates elsewhere.

4. Association Assessment Process

Once the reporting protocol has been followed, the management office will initiate the assessment process, which may include:

Incident reports

Photographic documentation

Video documentation

Inspection of surrounding units

Plumbing contractor evaluation

The purpose of this assessment is to determine:

The origin of the leak

Whether the issue is unit-owner responsibility or Association responsibility

Whether additional units have been affected

Whether water service needs to be temporarily shut off for the building

5. Determination of Responsibility

Following investigation, the Association will determine the appropriate course of action, which may include:

Owner-paid repairs

Owner's personal homeowner's insurance claim

Association master liability insurance involvement

Shared responsibility if multiple sources contribute to the issue

Each incident will be evaluated based on the governing documents and the findings of the inspection.

6. Association Contractor Policy

If the investigation determines that the plumbing issue or repair falls under the responsibility of the Association, the repair or replacement work will be performed only by contractors authorized and retained by the Association.

The Association will not reimburse unit owners for repairs, replacements, or plumbing work performed independently by a unit owner or by contractors hired directly by a unit owner, unless the work was expressly authorized in writing by the Association prior to the repair being performed.

The Association maintains its own licensed contractors and vendors for plumbing and maintenance services and reserves the right to determine which contractor will perform any Association-related work.

7. Importance of Compliance

Water damage can spread rapidly through condominium buildings. Immediate reporting allows the Association to protect surrounding units, minimize property damage, and properly determine financial responsibility.

All unit owners are expected to follow this protocol in good faith and in accordance with the governing documents of Burnbrae Maintenance Association.

Failure to follow this protocol may result in additional costs, assessments, or other actions permitted under the Association's governing documents.

Burnbrae Maintenance Association
 

Ongoing Maintenance Reminders:

Annually:

Clean the A/C condensation line

Service the fireplace (or, if not in use, submit the BMA waiver form signed and notarized)

Clean and inspect the dryer vent exhaust and cover

Quarterly:

Confirm all toilets are flushing properly and go silent within 40 seconds

Check under all sinks for any signs of water leakage

Labeling & Utility Closet:

Ensure all water shut-off valves are clearly labeled (bathrooms, kitchen, laundry room, and main utility closet)

If the main shut-off valve is a turn-knob, please have a plumber upgrade it. These older valves often fail in emergencies. Kindly send us a photo or invoice after this has been completed.

SEE ADDITIONAL INFORMATION UNDER THE FINES AND FEES TAB

Common Element Repairs: All Association related maintenance will be repaired by the Board of Directors contractors.  No Owner/Property Manager should be repairing any association/common element area related repair.  The Board of Director effective Feb 2016 will not be reimbursing any outside contractors/property managers or Owners without prior Board approval.

Window/Exterior Door Replacement: Permission is needed to replace windows and exterior doors by the Board of Directors.  Please contact property manager for additional information.

Dryer vents (clean out and vent covers): they should be cleaned annually to ensure no clogs or fires or outside critters.  Exterior vents cover will be Owner responsibility.  There are multiple different types of vents covers.  If you need a referral for cleaning or vents cover, email the management office. 

Towing Vendor Name: Ewing Towing, 30 Aleph Drive-Off Rte. 72, Newark, DE 19702 302-366-8806

Effective September 22, 2011, your vehicle can be towed for any of the following reasons:

1. If you have not paid your condominium fees balance and/or do not have an approved arrangement in place
2. If your vehicle is not registered and without parking permit-even in visitors parking space
3. If your vehicle occupies more than 1 space ( Ex: parked in 2 spaces and/or car crossing into another spot.)
4. If your vehicle is left parked in front of the dumpsters or blocking other vehicles and entrances
5. If your vehicle is in another residents parking spot
6. If your vehicle is parked on the grass-even partially 
7. If your vehicle is wrecked and/or flat tires 
8. If your car tags from DMV is expired or missing, *abandoned car (*flat tires, unmoved for long period of time, no response to notice left)- 2 days after expiration

Updated November 2020

Owners & Property Managers it is mandatory for anyone living on BMA premises to register with the office regardless of vehicles status.

Our office still needs to know who is going to be occupying the unit, if there are any pets or if a visitors pass will be needed for their guests when visiting.

Important information is given out during the move in registration process.

You will need to turn in the lease as well as renters insurance.

Tenants will need the permission of their Owners or Property Managers to have a pet onsite.  BMA doesn't allow any type of Pitbull, partial or mixed breed.  This is in the Rules and Regulations.

Anyone within in the unit at or over the age of 18 will need to submit their State ID or driver's license.

In the most recent years there has been at least 10-15 cars that are now parking on the street of Edinburgh Drive.  These cars are residents of BMA.  These cars should be parking within the parking lot.

All cars that are expired, illegal tags or parked on the partially parked on the grass will be towed.

There are no parking on the grass signs all up and down the side of BMA on the even side of the community.

Also, there should be no parking 5ft from the stop sign on Edinburgh and Highland.  This is standard law of any stop sign within the State of Delaware.

The surrounding community has been complaining about trash from our resident all arounds some of these cars as well as them now being able to even get out of their own driveway or allow their guest to have anywhere to park.

Burnbrae Maintenance Association will be working with NCC code enforcer as well as of the NCCPD to ensure that our resident's cars are not impeding on the other close community's enjoyment of their homes.  

If you need to update your information or discuss your account, please contact our property manager, Shaunda Harrison for assistance; her number is 302-737-0111 or slhinc2@gmail.com.

NOTE: Prior to towing, our property manager will provide towing company with a list of vehicles that have been earmarked for towing by the Board due to a unit owner's unpaid, past due condominium fee balance.

Trash & Recycling 
As a reminder, no trash is to be placed outside of the dumpsters; it is costing the community hundreds of dollars to have a vendor stop by to haul away and there's still too many Owners who are still not paying their condo fees for this amenity.  If anyone happens to observe the following, please report it to Shaunda Harrison immediately:

1. any Burnbrae residents dumping trash outside the dumpsters (name and unit number) or
2. any non-Burnbrae residents (get license tag, make/model/color of vehicle) or
3. if you see anyone dumping off Walmart shopping carts (name and unit number)
4.  make sure only recycling materials are place in brown recycling trash bins 

PLEASE DO NOT LEAVE THE TRASH ITEMS OUTSIDE OF YOUR EXTERIOR FRONT DOORS FOR ANY PERIOD OF TIME.  Owners/Residents are NOT allowed to dump any household furniture, rehab material, commercial material from household remodel into the Association's dumpsters.   All of these violations will result in a fine to the Owner of condo.

Sincerely,

Burnbrae Maintenance Association, Board of Directors



Shaunda N. Harrison - SLH – Burnbrae Property Manager – 302-737-0111