Gold Coast Connection - Q1 2024

Gold Coast Gold Coast

President’s President’s Message Message

Dear Members,

I hope this message finds you in good health and high spirits As we embark on a new journey filled with both challenges and opportunities, I am thrilled to serve as the 2024 President of the CAI Gold Coast Chapter.

First and foremost, I want to extend my heartfelt gratitude to all our Chapter members Our community association management industry is more than just a profession; it's a close-knit community that brings together diverse talents, experiences, and passions. Together, we share knowledge, support one another, and advocate for the communities we serve Your presence and commitment make our organization stronger, and I am truly thankful for each and every one of you.

Reflecting on the past year, we recognize the obstacles we've overcome and the lessons we've learned. Through it all, the resilience and unity of our members, committees, and volunteers have been remarkable. It's during challenging times that our true strength shines through, and I couldn't be prouder of the progress we've made together

In 2023, our Chapter witnessed significant growth and success, thanks to the dedication of our committees and volunteers. We surpassed our growth target of 20% and maintained an impressive retention rate of over 85%

Moving forward, we are committed to cultivating a strong sense of community, encouraging participation, and championing inclusivity.

In 2024, we're committed to offering a diverse array of educational and social events, both virtually and in person. I encourage each of you to actively engage, share your insights, and connect with your fellow members. It's through collaboration and collective wisdom that we can achieve extraordinary things

My vision for 2024 is to ensure that every member of our chapter feels valued, respected, and included in all our activities and initiatives Together, we have the power to shape a brighter future for CAI Gold Coast!

Thank you for your continued support, and I'm excited to embark on this journey with you. Here's to an amazing year ahead, filled with much success, growth, and fulfillment!

Warm regards,

Catie Phillips CAI Gold Coast 2024 President

MESSAGE FROM THE EDITOR MESSAGE FROM THE EDITOR

Dear Gold Coast Chapter Members,

I extend a heartfelt welcome to the latest edition of our new publication

The Gold Coast Connection. As we explore a diverse range of articles and topics within the community association industry, it is my pleasure, on behalf of the committee and contributions from our members, to present to you a selection of insightful articles containing valuable resources and information.

In this issue, our focus reflects on the most current and impactful information shaping the industry. From comprehensive coverage of industry trends, events, and hot topics to informative pieces on new legislation, our Newsletter Committee is dedicated and committed to offering our members resourceful information that enhances their knowledge and understanding.

I encourage you to engage with us and share your feedback. Your thoughts and suggestions play a crucial role in shaping the content direction of The Gold Coast Connection.

We are steadfast in our commitment to being a platform that provides members with resourceful information, highlighting our members and sharing their stories, knowledge, and dedication to the industry. Please do not hesitate to reach out and let us know how we can better serve you.

Thank you for your contributions and support of our chapter, and I am confident that you will find this edition both informative and enriching!

Warm regards,

Marcy Kravit, CMCA, AMS, PCAM, CFCAM Editor, Gold Coast Connection

Loan Repayment Options

Whether or Not to Special Assess Not to Special Assess

Whether or Loan Repayment Options

Co-written by Lisa Elkan, Alliance Association Bank (AAB) Vice Co-written by Lisa Elkan, Alliance Association Bank (AAB) Vice President for the Greater South Florida Region and by Brian President for the Greater South Florida Region and by Brian Ferguson, AAB Vice President of Association Lending for the Ferguson, AAB Vice President of Association Lending for the East Region East Region

When an association decides to take out a loan to finance a capital improvement project, there are three main options in which an association may choose to generate funds for repayment of the loan

1. Raise Regular Assessments

Allocate Funds from the Existing Budget

2. Implement a Special Assessment

3

Each option has its own benefits and pitfalls. The option chosen may have an impact on the community support for the project and the general attitude toward the association’s board and/or property manager

By choosing to finance a capital improvement rather than pay cash, the cost for the improvement is being allocated over a longer period of time. If an association is already budgeting to contribute a certain dollar amount to their reserve fund each year, it may be possible to allocate a portion of this contribution to cover the loan payment. Similarly, if the capital improvement being made will reduce future operating costs, the savings may be enough to cover the loan payment When going this route, it is important to consider what future reserve contributions will need to be to keep adequate funds available for future projects. This is a very attractive option for communities that are able to do this, as there will generally be more support for projects that improve the community and don’t require a dues increase Unfortunately, this may not be feasible for a community, and one of the other options would need to be considered.

The main factors that will most likely contribute to a community’s decision of whether to special assess or just increase its regular assessments, are the size of the increase and the voting requirements necessary to implement the increase.

For loans that require smaller increases to the aggregate assessment level, it may be appropriate to just increase the regular assessments Typically, it is less onerous to implement a regular assessment increase, and it may be done with simple board approval rather than a mass homeowner vote. If the project that the loan is for isn’t controversial and the financial impact to unit owners is negligible, increasing regular assessments is efficient and simple If the assessment increase is large, the governing documents may require a homeowner vote, and in the case that they don’t require a homeowner vote, there may be backlash from the community if an option to have input into the decision-making process isn’t afforded to them. It is often prudent to have a homeowner vote even if one is not required This may delay the process slightly on the front end, but it may also save lots of time and headache on the back end. If a group of homeowners decides to file a lawsuit it may end up costing more time and money than it would have taken to simply have a homeowner vote, regardless of whether there was any merit to the lawsuit or not As a bonus, doing so may help with getting approved for a loan.

Oftentimes special assessments require homeowner votes and are viewed as a burdensome task. Nevertheless, they offer some significant advantages over just doing a regular assessment increase.

As discussed previously, a vote may be the best course of action for large projects Also, by utilizing a special assessment, it is easier to segregate what funds are for operating and nonoperating expenses which is helpful for general bookkeeping. Most importantly though, a special assessment allows a community to give homeowners the option of whether they want to participate in the lending program A special assessment allows unit owners to prepay their share of the project cost up-front rather than having an increased monthly assessment. Then those who wanted to avoid interest costs could, and those that couldn’t afford a large lump sum payment, may pay for the project over time If this approach is used, all residents are given options that may make approving a large dollar project more palatable.

Meet the Meet the Board Board

EXECUTIVES DIRECTORS

Catie Phillips CMCA, LCAM

PRESIDENT PRESIDENT-ELECT

Erin Nickerson

Steven Best CCI, PCE, LCAM

Brenda Kettwig LCAM

VICE PRESIDENT TREASURER SECRETARY

Irene LaTour CMCA, CAM

Leslie Alvarez CMCA, LSM, PCAM

Sheri Smith

DIRECTOR DIRECTOR DIRECTOR DIRECTOR DIRECTOR

Steven Rappaport

Lisa Elkan

WAIVER OF RESERVES UNDER NEW STATUTORY REQUIREMENTS

By Steven G. Rappaport, Partner

As we concluded the new year and enter 2024, many Condominium Associations are consulting with legal counsel as to how to best address the changes in the law with regard to waiving reserves After December 31, 2024, Condominiums with buildings of three (3) stories or higher will no longer be able to waive or reduce certain types of structural integrity reserves (SIRS) as enumerated under the new law. However, what is often overlooked is the fact that there are other changes to Chapter 718 (“Condominium Act”) which affect all Condominium Associations, regardless of the height of the building

Specifically, under the new law which is currently effective, any Condominium Association which wishes to waive reserves that remain waivable (i e , Condominiums under three (3) stories or for those Condominiums that are three (3) stories or higher, non-SIRS reserves), such reserves may now only be waived or reduced by a majority vote of the total voting interests of the Condominium. This is a major change from the previous statute which only required a majority of those in attendance in person or by proxy at a duly called meeting to waive reserves, as long as a quorum was established. Now, effective as of October of 2023, all Condominium Associations attempting to waive reserves that remain waivable, will need to meet the higher threshold of obtaining a majority vote of the entire voting interests

As such, whether you are a Condominium of three (3) stories or higher, or not, it is important that you consult with legal counsel when attempting to waive or reduce reserves in the future. Additionally, it is likely that your voting materials may need to change and should also be reviewed by counsel accordingly.

SIRS and Traditional Reserve Studies

By Sundeep Jay Senior Reserve Specialist (RS)

Professional Reserve Analyst (PRA)

J. R. Frazer, Inc.

It still appears that many associations are misunderstanding the Milestone Inspection with the SIRS inspection. The Milestone Inspection is a separate report from the SIRS report required by the State of Florida There are different rules and regulations governing the Milestone Inspection. The SIRS is a separate report altogether. I have been explaining to my clients that the SIRS is still a reserve study…, it is a budgeting tool for specific categories. The State of Florida now wants all residential buildings that are 3 stories in height or taller to be fully funding their reserves. You need both reports, and both reports have their independent requirements. Speak with your engineer and or your city/county building department for specific information on the Milestone Inspection A Milestone Inspection is a more in-depth inspection of your property that includes a level 1 and possible level 2 inspection.

1.

As board members of a condominium association, what is required to be included in our reserve budget?

It is the fiduciary responsibility of board members to include all items that typically belong in reserves. Leaving out railings under the assumption that your association will special assess the project is not acceptable. The association can decide to specialize in the year of the railing project but should not assume this 5 years prior to the elevator project

In most cases, board members and property managers are not experienced enough to complete a proper reserve study and should seek the services of a professional reserve company.

Specific Law pertaining to reserves:

For ALL condominiums and Coops, reserve budgets must include, but not limited to, Roof Replacement, Building Painting, Pavement Surfaces, and any other item that has a deferred maintenance expense that exceeds $10,000 Items that typically exceed $10,000 or more are pool(s), pool cabanas, recreation areas, elevators, mechanical items, fire systems, trash chutes, interior common area rooms/clubhouse buildings, carports, fencing, parking area light & poles, guardhouse building(s), etc

2. What categories are required by the State of Florida on the SIRS report.

The specific categories required by the Structural Integrity Reserve Study (SIRS) are the following:

Roof

Structure, Load Bearing Walls, Other Primary Structural Members/Primary Structural Systems

Fireproofing and Fire Protection Systems

Plumbing

Electrical Systems

Waterproofing and Exterior Painting

Windows and Exterior Doors

Any other item that has a deferred maintenance expense/replacement costs that exceeds $10,000 and the failure to replace or maintain such items negatively affects the items listed above

A reserve person may decide to include items such as a seawall if it is located within a certain distance from the condominium building Parking garages connected to the main building and pools/tennis courts located on top of parking garages and connected to the main residential building will be included under the SIRS report.

3. Can I still use the Pool of Funds method for my reserve accounts?

The answer is “Yes'' But, SIRS categories and your “Traditional (non-SIRS items)” categories must be kept separate on your balance sheet. These reserve funds must be kept separate and cannot be comingled. The SIRS items are the things listed above… Roofing, Painting, Structural, etc. The Traditional categories are your Interiors, Generator, In-ground Pools, etc.

So your SIRS can use the Pool of Funds method and your Traditional reserve accounts by itself can also use the Pool of Funds method.

Besides having 2 separate line items on the balance sheet, I would recommend keeping 2 separate bank account numbers. This way, future board members or property managers do not accidentally use funds from the SIRS account for items that might be in the Traditional reserve account

As a final note, there are going to be some tough choices condominium/coop boards and associations will have to make regarding the funding of their reserves. It is important to keep in mind that properly funding reserves is the responsible thing to do for your association The board has the fiduciary responsibility to disclose the facts of their budgets, not to manage the personal finances of whether the members can afford what is required of the association/coop. In either case, most condominiums, including your neighbors, are all going to face the same challenges regarding their budget over the next 1 to 3 years I believe some of these new laws will help rebuild and restore the association buildings along with having healthy reserve budgets for the ongoing repairs that take place in our Florida humid climate.

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MEMBERSHIP COMMITTEE MEMBERSHIP COMMITTEE

Update by Beth Rappaport, Chair

The Membership Committee is pleased to announce that our membership grew 20% in 2023 This is a very exciting result of the outreach that was done by the group throughout 2023, including personally inviting members to attend events, promoting events on social media, and following up after events making all attendees feel welcomed and valued While the committee is working hard to grow membership in 2024, there will be an additional focus on retention and renewals.

In February, the Membership Committee staffed a table at the L&L Palm Beach Expo, which provided the opportunity to meet with potential new members of all categories, including business partners, managers, and community volunteers. Board members were encouraged to enter to receive a complimentary one-year membership to our chapter – over $300 value- as part of our efforts to grow the homeowner leader membership within our chapter

The Membership Committee looks forward to complementing the efforts and events of the Social Committee and Education Committee throughout 2024 and to welcoming new members to our chapter.

Don’t Let Your Next Annual Meeting Fall into Madness

By Ruth Ingoldsby, CMCA®, EBP

In today’s fast-paced world, poor planning is not just the downfall to a great annual meeting but could also spell social (media) disaster for you and your community. What better time than now to organize your annual meeting process and make you the favorite in the eyes of your community? This way you are ready to implement your new procedures and avoid a meeting that falls into madness

HOA Board Election Process

One of the many requirements in each association’s governing documents is to have an annual meeting of the owners It is usually at this meeting that HOA/condo members elect the board of directors for the upcoming year. This duly elected board becomes the governing body for the entire HOA/condo so having a fair and impartial election where all owner ’ s votes count is of utmost importance Considering the number of community associations across the US is growing (there are over 49,000 owner associations in Florida), it’s important that the board election process be clear and concise.

Tips for a Successful HOA Board Election

1.

Check your state statutes for specific requirements for Non-Profit Corporations and HOA (Common Interest) or Condominium board elections

Here’s a link you can use: http://www.leg.state.fl.us/statutes/

For condominiums, keep in mind there are also Admin Code Rules 61B-23 (https://www.flrules.org) that may apply.

Some items to look for include:

When the meeting notice needs to be sent (how many days before the meeting)

If the notices must be mailed or if they can be emailed

If the vote has a secret requirement

The minimum quorum requirements to hold a meeting

Which types of proxies can be accepted, and Parameters for an electronic vote (e g , proxy is not needed, all votes count toward quorum, etc.).

2. Check your association’s governing documents. Check both your CC&Rs and Bylaws. Look for meeting date and timing requirements, the terms of the positions, ballot secrecy, quorum requirements, if votes can be changed after submitted, is there an owner date of record of those that are eligible to vote, and if past due owners can vote, etc.

3. Make a list of all the election details. Once you know your requirements, make a list of all the details and keep it in an annual meeting folder so you can refer to it each year. You may even want to keep the pages of your governing docs with the specific sections highlighted that show the requirements in this folder Your list should include the number of homes, quorum requirement, how many ballots are required for quorum, how many directors are elected each year and the length of the terms, etc. Be sure to include the location of the meeting and your contact person at the location if off-site

4. Create a timeline of when each item needs to be completed. Advance planning of the timing will keep you on track to have a successful annual meeting and board election. Be sure to list all the dates: when to send the call for candidates, when the candidate’s intentions must be received by, when the notice must go out, when the ballots must go out, when the ballots must be returned by, etc.

Put all these items in a folder titled Annual Meeting and Timeline The goal in creating the Annual Meeting Folder and Timeline for each association is to ensure all requirements are met and the process is followed correctly each year. Failing to follow the process could result in an election being deemed invalid and needing to be redone, costing the association both time and money.

How to Add Electronic Voting to the Mix

Since electronic voting is permitted by Florida state statute (Condo 718.128, HOA 720.317), it is very easy to incorporate this into your election process and offer owners another option for having their vote count The process follows the same timeline as paper proxies/ballots Start by having the board adopt a resolution (see an example here https://www.votehoanow.com/howit-works/resources.php) to add electronic voting as a method to accept votes. Next, work with a company that offers the type of voting service you need It is recommended that community associations work with an electronic (or online) voting company that is specific to the HOA/condo industry as they understand the complexities of how HOAs operate. Also, it is important to look for a company that offers full-service management, not just a portal A fullservice voting company has the expertise to focus on your election to make sure you reach quorum, while relieving some of the workload from the manager or election committee and providing third-party separation

With a little preparation, your next annual meeting can be a joyful experience!

Ruth is the Director of Operations with Vote HOA Now. Before joining Vote HOA

Now as business partner to the community association industry, Ruth was involved in association management at both a branch office and onsite community. Along with overseeing vote management throughout the US, she is involved with business development and marketing where she presents both in-person and online to management companies, managers, committees, and boards. Ruth has a communications degree from the University of Illinois, holds the CMCA® designation, and is a CAI Educated Business Partner.

EDUCATION COMMITTEE EDUCATION COMMITTEE

Update by Dalia Bishay, Chair

The Education Committee is pleased to announce the entire 2024 calendar of events has been posted on the chapter website. All business partner members were invited to submit two CEU courses for consideration for this calendar, and the committee worked to select a diverse and interesting assortment of classes from a variety of business partners.

The year kicked off with a webinar on electronic voting presented by Frank Valdes of Get Quorum, just in time for spring elections when many communities find themselves regretting not enrolling in electronic voting sooner The class was insightful and enjoyable We look forward to March’s webinar on the Screening Process, to be presented by Allison Hertz of Kaye Bender Rembaum.

Other events to look forward to in 2024 include the Legislative Update, Day of Education and “Let’s Get Designated”. The educational opportunities offered by CAI are truly unique, and the credentials offered set CAI aside from all other membership groups.

The Education Committee looks forward to seeing you at one of the many events in 2024!

GOLF COMMITTEE GOLF COMMITTEE

Update by Marti Delgado, Chair

We have some thrilling news to share with you!

The 26th CAI Golf Tournament is just around the corner, and this yea we're thrilled to announce that it will be hosted at the newly renovated: The Preserve at Ironhorse

Whether you're a seasoned golfer or new to the game, this tournament promises something for everyone. Enjoy a day of networking with fellow community association professionals, sponsors, and industry leaders while experiencing one of the finest golf courses in the region

Get ready to tee off amidst breathtaking landscapes, lush greenery, and challenging fairways as we gather for a day filled with camaraderie, friendly competition, and unforgettable memories

Here are the details you need to mark in your calendar:

Event: The 26th CAI Golf Tournament

Date: September 13, 2024

Location: The Preserve at Ironhorse

Stay tuned for more updates and announcements as we approach the event date In the meantime, gather your golfing buddies, practice your swing, and get ready for an extraordinary day at The Preserve at Ironhorse.

BY-LAWS COMMITTEE BY-LAWS COMMITTEE

Update by Jennifer Olson, Chair

The By-Laws Committee of the CAI Gold Coast Chapter is currently engaged in an enthusiastic review of the chapter's by-laws. Expect some exciting recommendations to be presented to the board in the coming months. Stay tuned for updates!

Weathering the Storm: The Impact of Hurricane Windows and Doors in Florida Condominiums During the Insurance Crisis

By Ben Friedman, President at CitiQuiet Windows & Doors

In the Florida sunset, where the turquoise water meets the sandy beach, condominiums stand guard against the changing climate. With hurricanes becoming more frequent and stronger, residents of these coastal communities face the dual challenge of protecting their homes from natural disasters and navigating an increasingly complex insurance landscape. Amidst this turbulent scenario, impact window and door installations have emerged as a beacon of resilience, offering a versatile solution for condominium associations This article explores how these installations not only improve the structural integrity of storm shelters, but also play an important role in mitigating Florida's current insurance crisis.

Front-line defense

Impact windows and doors are designed to withstand the fierce winds and flying debris brought by storms. Unlike their conventional counterparts, this reinforced barrier consists of laminated glass and a solid frame that will not budge even under the severe stresses of a storm This durability provides an important layer of protection for condominium associations, protecting lives and preventing major property damage.

Insurance that weathers the storm

The Florida insurance market is volatile, with premiums at all-time highs, and insurers dropping out of the market, putting condominiums associations, and their owners at risk. In this environment, impact windows

and doors offer a silver lining. Insurance companies often recognize the enhanced protection these devices provide and translate that into reduced insurance premiums for properties equipped with them This financial incentive is a testament to the effectiveness of these windows and doors in reducing the risk profile of condominiums in the eyes of insurers.

Short-term costs for long-term savings

The initial cost of installing impact windows and doors can be a significant investment for condominium associations. However, if viewed through long-term financial planning, the benefits outweigh the costs Reduced insurance premiums, combined with the potential to avoid costly repairs after a storm, and increased energy efficiency, further recouping costs by lowering utility bills.

Legislative landscape and incentives

Recognizing the importance of sustainable building practices, the Florida government has implemented various incentives and regulations to encourage the construction of impactresistant features in residences. This measure not only demonstrates the state's commitment to protecting its citizens, but also provides financial incentives, such as tax credits and incentives, to condominium associations, and their owners to make these important improvements.

Collective Effort

The installation of impact windows and doors does much more than safeguard individual condominiums; it is a key factor in reinforcing the resilience of Florida communities As these protective measures are increasingly implemented across condominiums, the overall risk profile of the region sees a positive shift, which may lead to a stabilization of the insurance market in the long term This situation underscores the criticality of collaborative action among condominium associations, their owners, and legislators to endorse and advance the widespread adoption of impact windows and doors.

Riding out the storm together

As Florida faces the double challenge of hurricane threats and insurance crisis, impact windows and doors on condominiums have never been more important. These installations provide a versatile solution that protects physical assets, improves financial stability, and contributes to the public's overall safety. By investing in impact windows and doors, Florida condominium associations can weather storms together, feel stronger and be more prepared for future challenges.

Thanks goes out to our Membership Committee Volunteers!

M O R E M O R E

T H A N T H A N P I N K P I N K

Thanks to all of our attendees and volunteers who organized the event!

Navigating Differences: Navigating Differences: Reserve Studies and Structural Reserve Studies and Structural

Reserve Studies Integrity Reserve Studies

Integrity

By: Nick Brenneman Reserve Advisors, Regional Account Manager

The core purpose of any reserve study is the same – to serve as a capital expenditure forecasting tool and reserve funding plan to offset such expenditures These resources provide knowledge on the true cost of ownership for your community and aim to ensure the physical well-being of your association. However, there are some key differences between a typical reserve study and a Structural Integrity Reserve Study (SIRS).

First and foremost, conducting a SIRS and following its funding plan became legally required in the state of Florida as of March 2022, per Senate Bill 4-D. Reserve studies are legally required only in some states, but are recommended for all associations by the Community Associations Institute’s Reserve Study Standards.

The core difference between services is in the name – structural integrity. SIRS were mandated and developed to ensure associations with buildings three stories or higher are up to par with structural integrity and safety standards While a regular reserve study focuses on all of an association’s reserve components, a SIRS focuses on eight key structural reserve components. However, it’s important to note that the legality of SIRS establishes a baseline for the service and different firms conduct them in various ways Some firms may offer a SIRS at the baseline level, covering just the required components, while other firms may offer SIRS baseline level, covering just the required components, while other firms may offer SIRS alongside or

combined with traditional reserve study components, beyond the statutory list. For example, a SIRS conducted by Reserve Advisors includes all reserve components in the report, separated into structural and non-structural funding plans

Non-structural components, while not legally required to be included in a SIRS, still pose a significant financial impact on your association, with many associations spending more than 50% of their overall reserves on non-structural items Additionally, if you ’ re still relying on a previous traditional reserve study it’s important to note that, depending on the provider, it may not include out-of-sight items like plumbing, waterproofing, and electrical systems, all of which are costly to maintain or replace These items are included in a SIRS for good reason, but non-SIRS components can be equally costly and should be kept in mind. When collecting bids for a SIRS, ask if and how the provider incorporates nonstructural components to make the choice that best suits your community’s needs

Legislation requires full funding for the required SIRS components, but funding for nonstructural components can still be waived by a majority of the community’s voting interests. However, because non-structural items can be significantly costly to maintain, it’s important to understand if funding for non-structural items should be waived and the implications of doing so. Sometimes, associations will waive funding for non-structural and put all funding towards SIRS components This can be because the immediacy of complying with legislation and catching up on funding for structural items seems overwhelming, especially if the association is already underfunded.

When it comes to cost, conducting a baseline SIRS including only structural elements may be cheaper, with fewer components to inspect and a shorter capital plan. Of course, this will always depend on the firm, and it’s important to weigh the benefits of incorporating nonstructural elements based on your association’s needs and current financial status. Ask questions of the providers from whom you collect bids, and weigh each option against your association’s current and future needs

While there is some overlap in who can conduct reserve studies and SIRS, SIRS are legally required to be conducted by licensed engineers, registered architects, reserve specialists, or professional reserve analysts. For typical reserve studies (where state statutes do not require specific credentialed individuals), it is still considered best practice, with Community Associations Institute’s Reserve Study Standards most highly recommending designated reserve specialists

While SIRS and reserve studies have many similarities, their main differences are the scope of work (depending on the provider), the legal requirements of SIRS, and who is required or recommended to conduct them. A baseline SIRS will fulfill your legal obligations. Still, your community’s physical and financial needs are unique so it’s important to understand which SIRS option and provider will best set your association up for success

A Complete Guide to Preventative Maintenance

Keep the Major Systems in your Building up and running

By Christopher Smyth, P.E.

Licensed professional engineer in FL and certified general contractor

What is preventative maintenance?

Let’s think about this for a minute. Why is it important to perform regular inspections and repairs? I mean, there are warranties in place that serve a promise from the manufacturer that the equipment or material will meet ce performance standards within a specified period.

Preventive maintenance is a systematic approach that aims to identify and issues before they escalate into major problems that are not only costly bu

What associations and property managers fail to realize is that preventive maintenance directly impacts warranty compliance.

Let’s say you buy a brand-new car with a manufacturer’s warranty. If you fail to get a simple oil change, the motor oil will eventually turn into sludge and will no longer remove heat as the function of the motor oil is to lubricate all moving parts and pass the engine heat to the oil and through the heat exchanger. This leads to a complete engine shutdown that will require a brand-new engine. Will the warranty cover the engine replacement? I think not.

When you purchase a roof, an emergency generator, or a boiler, there are warranty requirements that can lead to claim denials and unexpected

repair costs. Regular maintenance keeps building components in optimal condition as well as providing evidence of compliance if warranty claims arise.

Even roofing systems require preventive main- tenance. Even the best roof systems require diligent maintenance to extend the life of the roof. For instance, for a modified bitumen roof tapered system, a vital part of the roof system is if the insulation stays dry, which can be determi- ned through the inspection by a thermal imager or use of a nuclear meter The basics of roof maintenance are cleaning the roofs of trash, inspecting sealants and flashings. If roof maintenance is performed annually, and ade- quate repairs are made, the roof may last longer than its useful life, which will save the building money and decrease the chance of moisture penetration into the building envelope.

Items like an emergency generator need to be maintained based upon it’s use, basically depends on the amount of working hours The engine needs to be cleaned periodically, vacuum lines need to be inspected, and igni- tion coils need to be cleaned. This piece of equipment is critical as if there is a major storm and power gets knocked out, the emergency generator can keep the building running as well as keep on critical life-saving devices in a hospital.

It is highly recommended to implement a detailed preventative maintenance plan by identifying critical equipment, establish task frequencies, assign responsibilities, create a schedule, document and track, and regularly review and adapt. Building and property components that require preventive maintenance consist, but not limited to, the below items:

Roofing system

Backflow Preventor

Fire Sprinkler System

Fire Pump Controller

Waterproofing

Exterior Paint

Cooling Tower(s)

Boiler(s)

Generator(s)

Dune Crossing(s)

Trash Chutes

In addition to developing a preventive maintenance plan, involving 3rd party professionals is a critical piece to the puzzle. A water treatment professional is hired by a building with cooling towers, whose tasks include regular water qua- lity checks, equipment cleaning, and routine chemical replacement, with the goal of maintaining the quality of water that is being recycled through the system, so the residents don’t get ill.

Now that you realize the importance of maintaining your property and equipment, it is time to take action! Ensure to get with your Engineer or other professional taking care of your building inspection and request a preventive maintenance plan right away. Not only will you save money, but you will also keep your property looking beautiful and residents safe. Don’t wait until it’s too late or until a failure occurs

For more information, visit: https://www.smythengineering.com/miles- toneinspections

The Life of a CAM The Life of a CAM

By Sharla Ramrattan, CAM, CMCA, AMS

By Sharla Ramrattan, CAM, CMCA, AMS Keystone Property Management Group Keystone Property Management Group

As licensed Community Association Managers, we juggle numerous ro and responsibilities, wearing many hats in the process From being leg advisors and financial analysts to engineers and psychologists, we pla pivotal role in ensuring the smooth functioning of the associations we manage.

Here are some insights into the multifaceted world of a CAM:

Effective communication is paramount in fostering a cohesive board. By working closely with your board members, establishing clear lines of communication, and setting transparent expectations, you can create a harmonious working environment Providing regular updates on your tasks and pending items not only keeps everyone informed but also streamlines communication.

Delivering a monthly Manager’s Report offers valuable insights into the financial health of the community, completed maintenance tasks, violation notices issued, and other pertinent information. This transparency helps the entire community understand the challenges and areas needing attention

While the final decisions rest with the Board of Directors, CAMs provide crucial guidance based on current laws and governing documents. Seeking legal opinions when faced with conflicting matters ensures compliance and mitigates risks.

Collaborating with vendors for routine site assessments ensures the association receives the level of service necessary to maintain property values. Offering recommendations for capital improvements further enhances the community's appeal

Proactively developing emergency action plans and partnering with restoration companies prepare the association for unforeseen disasters, ensuring a swift response when needed

Actively participating in Board Meetings, assisting with agenda preparation, and ensuring adherence to meeting protocols demonstrate your commitment to the association's success Serving as an impartial facilitator fosters productive discussions and decision-making.

Providing educational resources such as webinars and seminars empowers board members to make informed decisions and stay abreast of industry trends. Encouraging involvement in local CAI Chapters facilitates networking and knowledge-sharing

Establishing committees and encouraging volunteer participation promotes community engagement and facilitates a deeper understanding of board decisions and community matters

Guiding the board through budget creation, anticipating vendor fee adjustments, and conducting reserve studies ensure financial stability and prudent planning.

As Community Association Managers, we serve as the cornerstone of our communities, providing essential support and guidance to board members and residents alike. Success in this role requires professionalism, organization, attention to detail, and a positive attitude.

Each day presents new challenges and opportunities, but with dedication and enthusiasm, we navigate through them together. Here's to embracing the adventures that each day brings in the “Life of a CAM!"

NEW CHAPTER MEMBERS! NEW CHAPTER MEMBERS!

MANAGER MEMBERS

Emilio Garcia

Margaret Greene

Christine Lucenti

Rich Montagna

Amy Shimkoski

ChristopherSmith

BUSINESS PARTNERS

BroadStar

City National Bank of Florida

ITD Restoration & Repair

Roofing & Restoration of Florida

Saka Bryant, P.A. Attorneys at Law

St. Moritz Security Services Inc

Stone Builing Solutions

Strategic Claim Consultants

VOLUNTEER LEADERS

Susan Blecka

Bent Tree Villas East

Barry Epstein

Bent Tree Villas East

Marsha Grim

Bent Tree Villas East

Alley McInnis

Bent Tree Villas East

John Sciarrino

Bent Tree Villas East

MANAGEMENT

Campbell Property Management

Jilsa Management LLC

Pinnacle Finacial Partners

The Inspectors of Election , LLLC

BENEFITS OF MEMBERSHIP BENEFITS OF MEMBERSHIP

Networking

Attend events hosted by your local chapter and expand your network within the industry.

Connect

Connect with CAI members-only via the Exchange.

Education

Further your career by attending CAI’s educational events and earn professional credentials.

Insights

Gain insight on the most current and impactful information within the industry to enhance your knowledge and understanding.

Pricing

Benefit from special member pricing for events, education, webinars, publications, and much more.