The St. Elmo is a condominium. What is a condominium?
A condominium is a building (or group of buildings) divided into (1) units that are each separately owned, and (2) common areas and equipment that are jointly owned by all owners. You as a joint owner are represented by the St. Elmo Condominium Association. The basic organizational structure of the St. Elmo, like all condominiums. is controlled by its governing documents. The Declaration describes the basic structure of the condominium, including common and private areas. The Bylaws describe how the condominium is to be run. The St. Elmo governing documents can be found on its website, stelmochq.com. See below for additional information.
What are the common areas of the St. Elmo?
The common areas at the St. Elmo include the front porch, parlor and lobby, laundry rooms, hallways and stairwells, elevators and courtyard. Each unit has a percentage interest in the common areas, based largely on unit size. Individual unit porches are limited common areas, maintained by the condominium association as common elements though for the sole use of that unit’s owners.
What types of units does the St. Elmo have?
The St. Elmo has 60 residential units and 7 commercial units on the Concourse (lower) level. Chautauqua Area Real Estate also maintains an office on the first floor. Other first floor units with outside access may be used as professional offices, though none are at present.
How is the condominium governed?
The St. Elmo Condominium Association is governed by a nine-member volunteer Board of Managers, as specified in its Declaration and Bylaws. Six of the Board Members are elected by residential owners and three by commercial owners. The Board delegates most of the day-to-day operations to a management company, currently Chautauqua Area Real Estate (CARE). The Board also operates through permanent committees made up of owners who volunteer their time.
Who elects members of the Board of Managers?
At the June Annual Meeting each year, owners voting in person or by proxy elect half the members of the Board of Managers. At least 20% of owners by unit and percentage of common interest must vote to make the election valid. Prior to the Annual Meeting, the Association sends out a call for nominations. Any owner can be nominated, unless a co-owner of that unit or a spouse is already serving on the Board. Residential owners may vote only for residential candidates; commercial owners may vote only for commercial candidates.
What powers does the Board of Managers have?
The Board of Managers has responsibility for the management of the common elements and the overall administration of the condominium. Among those responsibilities, the Board has the right to determine the annual common charges that owners must pay and to establish policies that assist in the better running of the condominium. The Board annually elects its own officers, namely the President, Vice-President, Secretary and Treasurer, to carry out its varied responsibilities. The Board President is responsible for naming the Chairs of permanent committees.
How can I contact the Board of Managers?
To send an e-mail to any member of the Board, go to the St. Elmo website stelmochq.com and click on “Management”, where you will find the names of current Board Members accompanied by their photos. Click on the underlined name of the Board Member you wish to contact to e-mail your message.
What are the responsibilities of the property management company?
The management company assists the St. Elmo Board of Managers in the administration of the Association as well as the day-to-day maintenance of the common areas and mechanical equipment of the condominium. Chautauqua Area Real Estate (CARE) is the current property manager under a management contract revised and renewed annually by the Board of Managers.
What control does the condominium association have over my unit?
The condominium Declaration (Section 6.02) gives the Board of Managers the right to enter individual units for regular inspections, for repairs and emergencies, and other causes affecting the entire condominium. These entries are usually carried out by the management company and, where possible, after giving notice to unit owners. Each unit is required to provide the management company with a unit key, which is kept in a separate lockbox for emergency use.
Can CARE assist me with the routine management and maintenance of my unit?
Chautauqua Area Real Estate (CARE) operates a real estate business separate from its management of the entire property. Owners can sign a separate annual contract with CARE for the management of their units, including rentals, cleaning, linens and supplies. Owners should not ask CARE employees or the CARE office for cleaning, linens, supplies or repairs unless they have such a contract. You can also contract with other real estate companies operating on the grounds to rent and service your unit. A few owners also rent their units independently, and are responsible for rentals and overall maintenance of their units. Independently rented units are required to have a local representative who can respond quickly to rental unit emergencies.
How does the St. Elmo Condominium Association keep owners informed?
The St. Elmo Condominium Association communicates with owners chiefly via e-mail. The Secretary or the CARE office announces upcoming Board Meetings, provides links to the meeting minutes (located in the Owners section of the St. Elmo website), and shares other information as needed. Owners without e-mail receive communications via regular mail. All quarterly common charge invoices are sent out via regular mail.
How do I get to the Owners’ information on the Website?
Follow the instructions on the Owners’ Page of the St. Elmo website stelmochq.com. Send an e-mail to webmaster@stelmochq.com from your preferred e-mail address. That e-mail address will become your permanent username. Usually within 24 hours you will receive an e-mail from WordPress asking you to enter a password. You may enter your own preferred password in place of the password suggested. You may also save your username and password for easier future access. When you have provided a password, you will be able to access the Owners’ Menu at any time.
What information will I find in the Owners’ Menu on the website?
When you have successfully opened the Owners’ section of the website, you will see a menu listing all the individual files that owners can access. These files include minutes, governing documents, and other important records. Each file will include an explanation of the purpose for that file. Lengthy documents such as the Declaration and Bylaws, the Policy Manual and the Reserve Study will also contain indexes to guide you to the topic you are searching for.
What are common charges and when are they due?
Common charges are billed quarterly and are due on July 15, October 15, January 15, and April 15. When you receive your invoice, you will notice that it specifies the amount going into operating expenses as well as the amount going into the capital reserve fund for that quarter of the fiscal year (which begins on July 1). Late payments may result in a penalty if payment is not received within fifteen business days following the due date. Failure to pay may also result in liens and possibly foreclosure.
How are my common charges determined?
Common charges for a given fiscal year are based on projected operating expenses as well as the contribution needed to the capital reserves to meet future replacement costs. The common charges are divided among the 60 residential and 7 commercial units in the condominium. Each owner’s individual charges depend on a pre-determined percentage of common interest, that is, your unit’s percentage of interest in the common areas of the condominium. You can find your percentage of common interest in Schedule C of the Declaration (available in the Owners’ section of the website.)
What are capital reserves?
Capital reserves (or replacement reserves) are savings set aside for long-term capital projects. The amount is determined by a Reserve Study done every three years to project future replacement costs. You will find the complete Reserve Study on the St. Elmo website. Having adequate reserves reduces or eliminates the need for loans or assessments. The funds are kept in low-risk investments such as certificates of deposit to preserve the principal.
What additional expenses must I pay for?
The common charges cover only free laundry service plus a WiFi network available to all units. Utility companies will bill you separately for the services they provide to your unit. Chautauqua Institution also bills you separately for services and utilities that they provide, including water, sewers and street maintenance. You will also be responsible for a Town of Chautauqua tax and a school tax.
Where do I find the rules and regulations that I must observe when staying at the St. Elmo?
The Board of Managers has the authority to change rules and regulations governing operations at the St. Elmo, as long as they conform to the Declaration and Bylaws of the condominium. You can find those rules and regulations in the Policy Manual located on the Owners’ Page of the St. Elmo website stelmochq.com. Basic rules and regulations for both owners and renters can also be found in “Life at the St. Elmo: Information for Owners and Renters”. That document is on the St. Elmo website and does not require a username and password for access.
Revised September 15, 2021