Realtors FAQ's

San Matera The Gardens offers a unique combination of resort-style living, a prime location, and a welcoming community atmosphere. Residents enjoy a wide range of amenities, including pools, fitness facilities, racquet sports courts, and landscaped walking areas designed to support an active and enjoyable lifestyle.

The community is also known for its diverse mix of residents, creating a vibrant and inclusive environment for families, professionals, and long-term residents alike. Its pet-friendly policies make it especially attractive for residents who want to enjoy the community with their pets.

San Matera’s location in Palm Beach Gardens provides convenient access to some of South Florida’s best shopping, dining, beaches, and major transportation routes, including nearby malls and regional travel hubs.

Equally important, San Matera is a well-managed community with an engaged Board of Directors, committed to maintaining high standards, preserving property values, and continually improving the quality of life for residents.

San Matera the Gardens is a condominium community consisting of 676 privately owned units, offering a variety of one-, two-, and three-bedroom floor plans. These homes are designed to suit a range of lifestyles, from individuals and couples to families and career professionals.

Please note that the Management Office does not provide access to individual units, as they are privately owned. Access to the unit itself must be arranged directly through the Owner.

San Matera provides a designated lockbox storage area at the Management Office for realtors showing properties. They are not to be used for long-term key storage. Lockboxes may not be placed on the front door or anywhere on or around an individual unit.

To use the lockbox area, please complete the Lockbox Registration Form and email appointments@sanmaterathegardens.com to schedule a time for a member of the Management Team to show you the designated location.

Please note that lockboxes are regularly reviewed and cleared from the storage area. Lockboxes are not to be used to provide ongoing access to Vendors. Completing the registration form ensures we have your contact information so we can provide advance notice to remove your lockbox before it is discarded.

Yes. All leases must be approved by the Association to ensure applicants meet the minimum residency requirements outlined in the San Matera Rules and Regulations.

Approval is issued by email and includes instructions for the mandatory orientation and parking registration/fees. Please advise your client to watch for an email from admin@sanmaterathegardens.com and check their spam folder if needed. Tenants may not move in until written approval is received.

Tenants who move in prior to approval will be considered unauthorized occupants, and the unit owner may be subject to violations and fines.

A Certificate of Approval can be issued to the tenant and/or landlord at their orientation appointment, upon request.

Anyone applying to lease at San Matera for the first time, or renewing an existing lease, must complete the Association’s application process to ensure all residents meet the standards set out in the Rules and Regulations.

• Step 1: Obtain a signed lease or lease renewal from the unit owner/landlord.
• Step 2: Visit www.applyfastnow.com and complete the online application through Verify Screening Solutions:
  • New Applicants: Use code SM001
  • 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)

A $100 application fee applies to new rentals only.

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

Approximately 30–60 days. The timeline largely depends on how quickly the applicant submits all required documents to Verify Screening Solutions.

Verify allows up to 30 days for applicants to complete their portion of the application package. Once the completed package is received by the San Matera Management Office, it is reviewed in the order received, and the Association has up to 31 days to complete its review.

Applicants may choose to pay Verify to expedite their portion of the process; however, applications cannot be expedited once they reach the Management Office.

The application process has two stages:

• Stage 1 – Document Collection: All documents are collected and confirmed by Verify Screening Solutions, our third-party processor. During this stage, please contact Verify directly. The Management Office cannot assist while the application is being processed by Verify.
  Verify Screening Solutions Customer Support: (888) 983-9511 or support@verifyssi.com
• Stage 2 – Management Review: Once Verify completes the file, it is sent to the San Matera Management Office for review and approval. Applications are processed in the order received. We do not provide status updates due to the high volume of inquiries.

You will be contacted by management once a decision has been made. Please do not request updates before that time.

The application fee is $100 for new rental applications. This applies per applicant, except married couples, who are considered one applicant. Married applicants must submit a marriage certificate to Verify Screening Solutions.

There is no application fee for lease renewals for existing tenants.

To be approved to lease a unit at San Matera, applicants must:

• Enter into a written lease for the entire unit (partial or room rentals are not permitted).
• Sign a lease that requires compliance with all Association governing documents and Rules & Regulations.
• Undergo a background review as part of the Association’s screening process.
• Applicants with credit scores below 630 may be subject to additional review, conditions, or denial.
• Association approval must be received in writing before moving into the unit.

A lease application may be denied on the grounds that they do not meet Association requirements including:

• Failure to obtain prior Association approval
• Incomplete or inaccurate application
• A credit score below 630 (subject to additional review or denial)
• A background check that shows criminal records that are not permitted under the San Matera Rules and Regulations and applicable housing laws
• A lease that does not comply with the governing documents
• Attempting to lease only part of the unit
• Exceeding the limit of two leases per unit per calendar year
• Failure to pay required application fees or deposits
• The unit owner is delinquent in HOA assessment, has an account in collections with the Association’s attorney or open violations on their unit.

Tenants may move into a unit only after the application has been approved by the Association and no earlier than the lease start date.

Association approval for tenant leases is required to ensure that all residents comply with the community’s governing documents and rules and to allow the Association to screen applicants and protect the safety and operations of the community.

Gate, parking, and amenity access are tied to the lease dates, which form part of the legal agreement between the owner and tenant.

The most common issues occur during the first few weeks of tenancy, usually because tenants have not read the Rules & Regulations before moving in.

To ensure a smooth process:

• Ensure you account for the application processing time when considering the lease start date.
• Do not advise your client to move in before Association approval. Tenants who move in prior to approval will be treated as unauthorized guests and issued a violation, all which result in unnecessary stress.
• Encourage your client to carefully review the Rules and Regulations and Move-in/Move-out sheet before moving in.
• Ensure they complete the orientation, which covers key community rules including:
  • Parking policy
  • Trash and valet trash procedures
  • Pet policy
  • Neighbor dispute process
  • HOA vs. landlord responsibilities
  • How to report common area maintenance issues
  • How the Management Office engages with tenants

All information for tenants and residents can be found on the FAQ page in the Resident’s portal on www.sanmaterathegardens.com. Outside of this the tenant should speak to their Landlord/Property Manager.

Helping your client understand these items in advance will reduce violations, prevent confusion, and ensure a smooth start to their tenancy.

San Matera does not currently have an application process for buyers.

All resale documents must be obtained directly from the unit Owner. Owners can access and download these documents by logging into the Owner’s portal at www.sanmaterathegardens.com.

The Management Office does not provide resale documents directly to buyers or their realtors. However, we are happy to assist owners with logging into their account and locating the documents so they can provide them to the buyer.

For any information needed for sale outside of the standard documents, please email manager@sanmaterathegardens.com.

After closing, the title company must send the Warranty Deed to Victory Accounting. It is the new owner’s responsibility to ensure these documents are sent.

Once the documents are received, it typically takes approximately 2 weeks for the new owner to be entered into the Association’s database.

Until the Management Office has received proof of ownership, we cannot provide access credentials, process ARC or rental applications, or update community records.

It is required that new owners (or their authorized representative, such as a property manager) schedule a brief meeting with the Management Office. This allows us to assist with HOA fee set up, collect contact information, review key community information, set up amenity access and answer any questions.

To schedule an appointment, please email appointments@sanmaterathegardens.com.

The San Matera Rules and Regulations can be found on www.sanmaterathegardens.com or by clicking the Quick Links above.

Residents must follow the community’s moving procedures to avoid disruption:

• Moving hours:
  Monday–Saturday: 8:00 AM – 6:00 PM
  Sunday: 12:00 PM – 6:00 PM
• Moving trucks are not permitted after 6:30 PM or overnight.
• Moving vehicles may not block traffic, major intersections, or access to other parked vehicles.
• PODS, U-Boxes, or similar containers are not permitted.

If a tenant leaves before the lease end date, the Management Office must be notified in advance so access can be disabled.

Residents and movers should ensure the move is conducted safely and without disrupting other residents.

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

Key rules include (but are not limited to):

• 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.

San Matera The Gardens offers resort-style amenities for residents, including:

• Clubhouse
• Swimming pool and spa
• Fitness centre
• Sauna, steam room, and cold plunge
• Tennis, pickleball and racquetball courts
• Billiards room & ping-pong table
• Library and Wi-Fi/business room
• Children’s playground
• EV charging stations
• Car wash bays
• Landscaped grounds and walking areas

Amenities are for residents only and must be used in accordance with the Association’s Rules & Regulations. Owners are responsible for ensuring their tenants and guests comply with all amenity rules.

No. Owners who do not reside at San Matera and lease their unit to a tenant relinquish their Unit’s right to use the community amenities. During the lease term, amenity privileges transfer to the tenant as the authorized occupant of the unit.

Owners who use the amenities while their unit is leased may be subject to enforcement action under the Association’s Rules & Regulations, including but not limited to, violations and removal from the amenity.

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.

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

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

The Association’s records and governing documents are available to unit Owners through their Owner portal at www.sanmaterathegardens.com.

Realtors and prospective buyers should request these documents directly from the unit Owner or seller. The Management Office does not provide governing documents directly to realtors or non-Owners but can assist Owners with accessing them through the Owner portal.

The Association communicates directly with unit Owners only. Realtors should direct any questions or requests to the Owner/seller.

Owners may contact the San Matera Property Manager for assistance with resale documents or other sale-related matters at manager@sanmaterathegardens.com.