Resident FAQ's

The process for renewing your lease at San Matera is the same as when you applied as a new Tenant.

• Step 1: Obtain a signed lease renewal/addendum from your landlord.
• Step 2: Visit www.applyfastnow.com and complete the online application through Verify Screening Solutions:
  • Lease Renewals: Use code SM002 (Using the incorrect code will delay your application.)

Applicants will be asked to provide personal information and upload the required documents:

• Government-issued photo ID
• Signed lease agreement
• Vehicle registration(s) for any vehicles kept on property
• Pet vaccination records and photo (if applicable)
• ESA/Service Animal documentation (if applicable)

Step 3: Once the Verify stage is complete, the application package is forwarded to San Matera the Gardens for final review. Applicants will then be contacted with instructions regarding the payment of parking permits and gate RFIDs.

Please note that the Management Office does not give status updates and does not honor requests to expedite the process. Applications are reviewed in the order they are received.

The timeline largely depends on how quickly you submit all the required documents to Verify Screening Solutions. Once the completed package is received by the San Matera Management Office, approval will take about 1 week (but the Association allows up to 31 days for completion).

Amenity access, gate entry and parking permits are all tied to your lease expiration date. If your renewal is not submitted with sufficient time for approval, your access will automatically deactivate, and your vehicle may be subject to booting.

To avoid any interruption, we strongly recommend submitting your lease renewal at least 60 days in advance to allow adequate processing time and ensure continued access without disruption.

Residents occupying a unit without a current lease or Association approval will be considered unauthorised occupants and are subject to violation enforcement in accordance with the Association’s governing documents.

Please click here for the Rules and Regulations.

Violations are handled in accordance with the Associations governing documents and Florida law through the following process:

• Notice of Violation – A written notice is issued outlining the violation.
• Compliance Opportunity – The resident is given 14 days to resolve the violation to avoid further action.
• Fining Committee – If the violation is not corrected, the matter will be referred to the Fining Committee. Residents will be given notice of a hearing and the opportunity to attend and present their case.
• Fines and/or Suspension – The Fining Committee may approve fines and/or suspend amenity rights.
• Ongoing Enforcement – Continued non-compliance may result in additional fines, extended suspension, or further legal action as permitted by the Association’s governing documents.

If a resident causes damage to Association property, they will be subject to both the violation process and immediate damage charges.

All fines are applied to the Owner’s account, and it is the Owner’s responsibility to recover costs from their Tenant. Damage charges are also charged back directly to the Owner. The Owner decides how they recoup the money from their Tenant.

The Management Office does not accept in-person payments. All payments for decals, lounge rentals, documents, and similar items must be made after receiving an invoice from support@zinc.tech. First-time users will need to create an account on the Zinc.tech platform to complete payment.

Violation charges are applied directly to the Owner’s account, and it is the Owner’s responsibility to recover those costs from their Tenant.

Residents should first attempt to resolve the issue directly through a respectful conversation. If the issue continues, the Tenant should contact their landlord, who should then reach out to the neighboring unit’s Owner to address the matter.

The Management Office will only become involved if:

• These steps have already been attempted,
• A violation of the Association rules is occurring, and
• There is documented evidence (such as recordings, written statements, or other proof).

If a dispute escalates, please contact the Property Manager.

San Matera is a pet-friendly community, but residents must follow the Association’s pet rules:

• All pets must be registered with the Management Office.
• A maximum of two (2) household pets is permitted per unit.
• Dogs and cats must be on a leash (no longer than 6 feet) and under adult control when outside the unit.
• All pets must be accompanied by the Owner when on the balcony/lanais, porch or terrace.
• Pets may only be walked in designated areas of the property.
• Pet waste must be picked up and disposed of appropriately.
• Pets are not permitted in recreational facilities.
• Aggressive dog breeds are not permitted as household pets.

Animals presented as Service Animals (SA) or Emotional Support Animals (ESA) are subject to additional review by the Association’s Attorney to ensure validity of supporting documentation and compliance with applicable laws.

Residents are responsible for ensuring that their pets, Tenants, guests, and invitees comply with all community pet rules. Violations may result in enforcement action or fines.

All new pets must be registered with the Management Office. Pet registration ensures the Association can verify compliance with community pet rules, maintain accurate records, and respond effectively to incidents or complaints.

It also helps protect the community by confirming that pets meet behavioral, safety, and documentation requirements.

Please email admin@sanmaterathegardens.com for assistance.

For an Emotional Support Animal (ESA), documentation from a licensed healthcare provider must include:

• Confirmation of a qualifying disability and what life activities are being impacted
• A statement as to why the accommodation of an emotional support animal is necessary
• What symptoms are alleviated by the emotional support animal
• The provider’s name, license type/number, and signature

The provider must have a legitimate therapeutic relationship with the resident. Letters obtained through brief or one-time online evaluations will be subject to additional review by the Association’s Attorney and may not be considered reliable under appropriate laws.

For a Service Animal, if the need is not readily apparent, you may be asked to confirm that the animal is required due to a disability and identify the specific tasks the animal has been trained to perform. If supporting documentation is presented, it will also be subject to additional review by the Association’s Attorney to ensure validity of supporting documentation and compliance with applicable laws.

If there is an immediate safety concern, contact local authorities or animal control right away.

• For immediate danger call 911
• Non-Emergency Animal Control: 561-233-1200 ext 0 (this is the best number to get the animal back to their Owner)

Because San Matera is adjacent to other communities, unleashed dogs are often not owned by San Matera residents. In these cases, the Management Office does not have jurisdiction to intervene directly.

Once the situation is safe, you may notify the Management Office for awareness, but local authorities are the appropriate first point of contact.

All resident vehicles parked in the community must be registered in www.myparkingvip.com and have paid their parking fee.

Key rules include:

• All vehicles must be registered to an authorized resident
• Unauthorized vehicles may be booted and/or towed at the Association’s discretion
• Overnight guest vehicles must obtain a valid guest parking pass
• Vehicle repairs are not permitted on the property.
• Vehicles may only be washed in designated car wash bays.
• No commercial vehicles may be parked overnight.

Residents are responsible for ensuring their vehicles and their guests’ vehicles are properly registered to avoid enforcement actions.

Refer to the Rules and Regulations for the full vehicle policy. Click here for instructions on registering vehicles and raising guest passes.

You must update your vehicle information immediately in www.myparkingvip.com as all vehicles require Management approval before they are fully registered.

If approval has not been received by the end of the business day – or if changes are made after business hours – we recommend creating a guest pass for your own vehicle to avoid enforcement.

Please click here for detailed instructions.

Guest passes can be created at www.register2park.com. Please click here for detailed instructions.

Guest passes are required for all visitor vehicles Sunday through Thursday evenings.

Guest parking is limited to 30 nights in a 12-month period. If this limit is exceeded, the guest should register as an approved occupant/resident through the Association’s application and approval process.

This ensures they receive amenity and gate access, can register their vehicle to avoid booting, and allows the Management Office to confirm all regular occupants meet community requirements, supporting overall safety and compliance.

You will need a short letter from the Owner/landlord giving permission for your guest to stay in the unit. Go to www.applyfastnow.com, use code SM001 and upload the landlord’s letter when asked for the lease.

Please email parking@sanmaterathegardens.com if you need assistance.

A vehicle may be subject to booting if it is not properly registered or is parked in violation of community rules, including:

• Parking in a disabled spot without a valid permit
• Occupying multiple spots, parking on the grass, sidewalks or other unauthorised area
• Parking overnight in the Management Office lot
• Failure to maintain active registration in the parking system
• If your lease has expired

To avoid enforcement, ensure your vehicle is properly registered and parked in accordance with all community rules.

Please contact South Florida Booting directly for assistance and dispute resolution.

• Email: sflbooting@gmail.com
• 24/7 Phone: (561) 309 9200

Residents are responsible for entering and maintaining their vehicle information in the parking system. As such, the Management Office does not handle or intervene in booting matters, nor do they reimburse booting fines.

Vehicle washing is permitted only in the designated car wash bays located next to the trash compactor. Vehicle repairs are not permitted anywhere on San Matera property.

All residents receive a directory listing with a call box code for visitor access. Visitors dial the code, your phone is contacted, and you may grant entry. If there are issues with the call box, please notify the Management Office.

Tailgating is strictly prohibited. Gates can be damaged, and license plates are recorded by way of security cameras at each gate. Violations may result in enforcement action and damage charges.

The Management Office does not provide access for vendors unless they are performing Association work. Residents are fully responsible for coordinating vendor access and must be onsite while vendors are present.

The only emergency where the Management Office should be your first call is active flooding within your unit or the common areas, as we may be able to assist with shutting off the water.

• Business Hours: 561-694-5965 #4
• Out of Hours: 1-888-828-6464

If your unit is flooding, you should also contact a licensed plumber immediately.

For life-threatening or urgent emergencies (fire, medical, or criminal activity), always call 911 first.

Other Emergency Contacts:

• For non-emergency communal area concerns after hours, please contact San Matera Security at (561) 906 0377
• Palm Beach Gardens Non-Emergency Police: (561) 799 4445
• For stray animals/injured/aggressive animals - Animal Control: (561) 233 1200 Ext. 0
• For power outages – FPL: (800) 468 8243
• For downed lines – AT&T: (800) 288 2020
• For local flooding – South Florida Water Management District: (561) 686 8800

Amenities are for residents only. Residents may bring up to 2 guests (or 3 for pickleball and tennis) but must accompany and remain with them at all times. Be prepared to present ID if requested by staff or security.

Owners who do not reside at San Matera transfer their unit’s amenity rights to their Tenants and are not permitted to use the amenities.

Private lessons are not permitted because the amenities are intended for the personal use and enjoyment of residents and their guests, not for commercial or business activities. This policy helps ensure fair access, safety and compliance with the Association’s governing documents and applicable laws.

Yes. Amenity access may be suspended for unpaid fines in accordance with the violation process.

Access will also automatically deactivate upon lease expiration if a renewal as not been approved, as amenity privileges are tied to an active lease.

Additionally, access may be revoked for misuse of amenities or damage to Association property.

The Association is responsible for common areas, amenities and building structural components.

Unit Owners are responsible for unit interiors, appliances, balconies/lanais and any components serving only their unit (e.g. doors, windows, screens, dryer vents).

Tenants/Residents are responsible for maintaining the unit in good condition, avoiding damage to common areas and ensuring their guests comply with all rules and do not cause damage.

Tenants should report maintenance issues to their Landlord or Property Manager, who must submit the request through the Owner portal at www.sanmaterathegardens.com.

Please note that the maintenance team operates on a scheduled work plan for routine tasks such as breezeway cleaning, basic landscaping upkeep, and general repairs. Requests are addressed based on priority, staffing, and budget, and may not be completed immediately.

Yes – household trash only may be disposed of in the compactor. All boxes must be flattened, and bulk items are not permitted. The Sarento compactor, as well as the other dumpsters throughout the community are monitored via security cameras.

Improper use will result in violations and fines. Any damages caused will be charged to the unit Owner’s account, including those caused by the Tenant, and it is the Owner’s responsibility to recover those costs from their Tenant.

Valet trash service is provided on Monday, Wednesday, and Friday.

• Trash must be placed outside between 6:00 PM – 8:00 PM and removed by 9:00 AM the following day.
• Use a 13-gallon container only
• Maximum of 2 bags per container (under 25 lbs total)
• Bags must be tightly tied with no leaks, rips, or protrusions
• No grocery bags, boxes, or items outside the container

Improper use may result in violations.

Please note, valet trash is a courtesy service and not an amenity. This service is provided by Owners and the Association and is not a guaranteed right. The Board reserves the right to cancel this service at any time in the future.

No. The nearest recycling center is the SWA Home Chemical and Recycling Centre, 14185 Military Trail, Jupiter, FL, 33458.

Bulk items and large furniture may not be disposed of on property or in the trash compactor.

Residents should use the Solid Waste Authority (SWA) Customer Convenience Drop-off Center located at 6330 N Jog Rd, West Palm Beach, FL, 33412.

You may also consider alternative options such as Facebook Marketplace or a licensed junk removal service.

All moves must comply with Association rules, including approved move-in/out hours and prior Association approval. Please see the Rules and Regulations and the Move-in/Move-out policy for full details.

If your landlord has approved an early move-out, please email the Administrative Assistant a copy of the signed lease addendum showing the revised move-out date, with both Tenant and Owner signatures.

This allows the Association to update records and deactivate access accordingly.

Mailbox maintenance and key management are the responsibility of the unit Owner and the United States Postal Service (USPS).

The unit Owner must contact the Palm Beach Gardens Post Office to arrange a replacement.

• Address: 3330 Fairchild Gardens Ave, Palm Beach Gardens, FL, 33410
• Phone: (561) 799 4068
• Web: USPS Locked Mailboxes and Mailbox Keys FAQ

For mail related issues, please contact your local USPS office directly. For packages delivered by private carriers (e.g. FedEx, Amazon, UPS), you must contact the delivery company for assistance. Please note the Management Office does not receive, store or handle misdelivered packages and is unable to assist with package related issues, as we do not have the resources.

Please make arrangements for a trusted neighbor, friend or service to collect and hold your packages while you are away. The Association does not accept or store packages and is not responsible for any deliveries left unattended.

Yes, but under limited circumstances. The Management Office assists Tenants with gate access, amenity access and the final stages of tenancy/renewal applications. All other enquiries or concerns should be addressed to the unit Owner/landlord.

If you need help with gate or amenity access please email appointments@sanmaterathegardens.com to make an appointment with the Administrative Assistant.

Any action or condition that does not comply with the Association’s Governing Documents, Rules and Regulations, or posted community policies may result in a violation. This includes, but is not limited to, nuisance behavior (e.g. excessive noise or disturbances), improper trash or bulk item disposal, unauthorized unit alterations or items in common areas, parking violations, pet related issues and failure to follow established procedures or approvals.

All residents are responsible for ensuring their household, guests and vendors comply with the community rules at all times.

Guests and visitors are required to follow the Association’s Rules and Regulations at all times. Any violations committed by a resident’s guest are the responsibility of the unit Owner. As such, all violation notices and any applicable fines will be issued to the Owner who remains liable to the Association for payment.

If you choose to recover the cost of a fine from your guest, that is a private matter between you and your guest.

A written notice is issued to the Owner and Tenant outlining the violation and providing an opportunity to correct it. If the matter is not resolved or is repeated, it will be referred to the Fining Committee for review.

The Fining Committee will determine whether to impose a fine or suspension in accordance with the Association’s Governing Documents and Florida Law. Unpaid fines may result in the suspension of amenity access.

All fines are charged to the unit Owner’s account. If you are a Tenant, your landlord will be notified and will coordinate payment with you directly. You are responsible for reimbursing your landlord for any fines incurred during your tenancy.

The Management Office supports the daily operations of the community and assists the Board with Association-related matters. This includes coordinating maintenance of the common areas, processing applications (such as leases and architectural requests), managing violations and compliance with the Rules & Regulations, and overseeing vendors and community projects.

The office also provides assistance with gate access, parking registration, amenity access, and general community inquiries. Please note that the Management Office does not provide personal services (such as business centre services, handling packages, resolving private disputes, or maintaining items within individual units).

The Management Office handles Association business only and does not provide personal or in-unit services. This includes, but is not limited to:

• Handling, storing or locating packages or mail
• Replacing mailbox or unit keys, resolving lockouts
• Performing maintenance or repairs inside individual units
• Getting involved in disputes between neighbors, Tenants or Owners
• Providing concierge-type services (vendor access, holding keys, printing services)
• Assisting with personal matters unrelated to the Association

For these types of issues, residents should coordinate directly with their landlord, neighbors or the appropriate service provider.