LIVING Community
TOPIC
CHAPTER EXECUTIVE DIRECTOR
Joe Napoli
CAI SOUTHEAST FLORIDA BOARD OF DIRECTORS
Jason Schoenholtz, CAM, CMCA, AMS, PCAM (President)
Diana Zayas-Bazan, CAM, CMCA (President-Elect)
Sebastian Martinez, CAM, CMCA (Treasurer)
Diana Kuka (Secretary)
Michael Poorman, MBA, PCAM (Past-President)
David Bermudez (Director)
Roberto Blanch, Esq. (Director)
Jane Bolin, Esq. (Director)
Debbie Ellison (Director)
Dr. Marcelo Martinez, CAM, CMCA (Director)
Fabiola Bens (Director)
CHAPTER COMMITTEES
Membership Committee
Homeowner Leader Committee
Community Manager Committee
Business Partner Committee
Events Committee
Young Professionals Committee
CORRESPONDENCE (CHAPTER & MAGAZINE)
(Sales, Marketing, Advertising, Creative, Subscriptions)
Joe Napoli
CAI-SE Florida Chapter 304 Indian Trace, Suite 538 Weston, Florida 33326 954-816-0661 | ced@cai-seflorida.org
CAI-SEFL Chapter Website: www.cai-seflorida.org
National Website: www.caionline.org
READER COMMENTS & ARTICLES WELCOME
Columns and ideas from all of our Chapter members are always welcome. Send submissions in Microsoft Word format to: ced@cai-seflorida.org. Articles appearing in Community Living reflect the author’s opinion and not necessarily that of CAI. Acceptance of advertising does not constitute an endorsement of the product or service.
Community Living is published quarterly by the Southeast Florida Chapter of the Community Associations Institute
This publication attempts to provide CAI’s membership with information on community association issues. Authors are responsible for developing the logic of their expressed opinions and for the authenticity of all presented facts in articles. CAI does not endorse or approve statements of fact or opinion made in these pages and assumes no responsibility for those statements. This publication is issued with the understanding that the publisher is not engaged in rendering legal, accounting or other professional services. If legal advice or other expert assistance is required, the services of a competent professional should be sought.
Q2 | 2025 Contents
Chapter Events
CAI Education Opportunities
Why Fiber Internet Matters During Hurricane Season
The Safety Imperative Behind ADA Parking Lot Compliance
A Board Leader’s Guide to Building a Best-in-Class Vendor Team
Understanding SIRS Requirements & Budgeting Implications
Water Damage & Mold: The Hidden Threat in Your Condo
Significant Fraud Losses?
Common Causes of Water Intrusion in Condominiums
Accounting for Reserves
The Importance of Maintaining a Clean & Professional Building
When “Just Send Us a Proposal” Hurts Your Association
What is CAI?
OVER 50,000 MEMBERS AND GROWING!
Community Associations Institute (CAI) is a national organization dedicated to fostering vibrant, competent, harmonious community associations. For more than 50 years, CAI has been the leader in providing education and resources to the volunteer homeowners who govern community associations and the professionals who support them. Our members include community association volunteer leaders, professional managers, community management firms, and other professionals and companies that provide products and services to associations. Our local chapter serves over 630 members with annual events including Mini Expos, Golf Tournament, CAM & Board Member Education events and so much more.
Become a Member!
Community Associations Institute is committed to making diversity, equity, and inclusion a core aspect in our membership, on our staffs, and within the community association housing model at large. We firmly believe in the unique strengths of every individual and that diversity makes organizations more successful and communities more fulfilling. By actively cultivating diversity, we benefit from a vastly richer mix of ideas, perspectives, and life experiences that expand our thinking and our possibilities. We strive to foster a culture of discovery, innovation, and service as we continue to focus on our mission to build better communities.
At the Community Associations Institute Southeast Florida Chapter, diversity, equity, and inclusion stands for more than just a goal or quota. We strive to create an environment that reflects the various members we serve and where everyone feels empowered to bring their full, authentic selves. Together, we continue to build an inclusive culture that encourages, supports, and celebrates the diverse voices of our community.
Diamond Sponsors
Platinum Sponsors
Gold Sponsors
Management Company Sponsors
Become a Chapter Sponsor!
It’s the fast track to community association decision-makers! Every member of CAI Southeast Florida enjoys the opportunity of networking with community association decision makers. Becoming a Chapter Sponsor invests in your local Chapter and elevates your brand even more by being continuously recognized at Chapter events and through Chapter communications. Every sponsor receives a nice discount when they reserve for events, including expo booths and golf tournament entries. Learn which sponsorship works best for you. Scan the QR code or visit cai-seflorida.org/event/chapter-sponsors-2025.
BY JASON SCHOENHOLTZ, CAM, CMCA, AMS, PCAM CHAPTER PRESIDENT
Thank you to everyone who joined us at our recent events. Your energy and engagement continue to inspire our chapter’s momentum. I’m thrilled to share that we’ve now surpassed 630 members, a milestone that reflects the strength and vibrancy of our Southeast Florida community. Your involvement is what makes this chapter thrive.
Last month, I returned from CAI’s Annual Conference in Orlando and I’m still riding the wave of excitement. The education, networking, and camaraderie were, as always, extraordinary. It’s truly inspiring to see just how strong and united our industry is. Our chapter was proudly represented by more than 50 members among the 2,000+ attendees. A fantastic turnout that speaks volumes about our commitment to growth and excellence. A heartfelt thank you to the incredible CAI staff for their tireless work in making the event such a success.
I also want to take a moment to congratulate Dawn Bauman on her well-deserved appointment as CEO of The Community Associations Institute. I’ve had the pleasure of working with Dawn through my role as a delegate to the Florida Legislative Alliance, and I can confidently say there is no one more qualified or passionate about our industry. Her leadership will undoubtedly guide CAI into an exciting new chapter.
Speaking of the Florida Legislative Alliance, the close of the 2025 legislative session was nothing short of a whirlwind. While no legislation affecting HOAs made it across the finish line, the House and Senate did reach a last-minute agreement on a long-debated condominium reform bill—HB 913, the companion to SB 1742. The final version of the bill looks quite different from its original form, and although we didn’t secure every change we advocated, the improvements we did achieve are meaningful especially in light of the significant resistance we encountered and competing efforts to impose more punitive measures on managers and board members.
Another bright spot from this session was the passage of HB 393,
which amends the My Safe Florida Condominium Pilot Program. This program will make much-needed funding available to condominiums for hurricane mitigation improvements. Thanks to the efforts of FLA, and others, key changes were made to the program via this bill to ensure the program is practical, most notably, lowering the required approval threshold from 100% of all owners to just 75%, making it far more accessible to eligible associations across the state.
These were hard-fought wins, and I want to extend my heartfelt thanks to my fellow delegates, council members and our lobbyist Travis Moore for their dedication and hard work throughout the session. The Florida Legislative Alliance is already gearing up for the 2026 session, and we’re ready to roll up our sleeves once again.
I also invite you to join us for our upcoming webinar, where we’ll break down the key elements of this bill and what it means for our communities—as we await the governor’s signature to make it law.
Looking ahead, we have a full calendar of exciting events planned for the rest of the year. If you haven’t already, please make sure you’re signed up for our weekly newsletter (you can subscribe at the bottom of our website, cai-seflorida.org) to stay informed. Remember, being a member is great but participating is where the real value lies. I encourage you to attend our in-person events, and even more, to volunteer for one of our many committees. This is your chapter, and your involvement helps shape its future.
With our chapter’s unprecedented growth, dynamic leadership, and the national spotlight on Florida, especially with next year’s CAI National Conference coming to Hollywood there’s never been a better time to get involved. Whether you’re here to further your career, improve your community, or both, I’m here to support you on your journey. Let’s keep building something great together.
FLORIDA KEYS Day of Education
Offering Board Certification Course
Thursday, July 24 | 9:30 a.m. - 3:00 p.m.
Bakers Cay Resort, Key Largo
Join us in stunning Florida Keys for an unforgettable Day of Education designed to inform, empower, and energize! Enjoy a delicious breakfast and lunch, exciting raffles, top-tier education, and the chance to win $500 in cash! Whether you’re a practicing CAM or a Board Member, this is your opportunity to learn, network, and walk away with real rewards. Limited spots, big value— register now and level up your knowledge in paradise!
SPONSORSHIPS AVAILABLE
Breakfast Sponsor (2 available) – $1,500: Company branding on all event related marketing materials; Sponsor recognition in Community Living magazine; Sponsor name on dining tables with QR code/promotional ad (provided by sponsor); Includes one lunch ticket and one booth at the event.
Grand Prize Sponsor (1 available) – $1,000: Company branding included on event related promotional emails; Sponsor recognition in Community Living magazine; Provide cash prize to winner; Picture with grand prize winner; Includes one lunch ticket and one booth at the event.
Lunch Sponsor (3 of 4 available) – $1,500: Company branding on all event related marketing materials; Sponsor recognition in Community Living magazine; Sponsor name on dining tables with QR code/promotional ad (provided by sponsor); Dedicated booth for marketing and promotional materials; Includes two breakfast and lunch tickets and one booth at the event.
Snack Sponsor (2 available) – $1,000: Company branding included on event related promotional emails; Sponsor recognition in Community Living magazine; Logo on snack table; Includes one lunch ticket and one booth at the event.
Chapter News
BY JOE NAPOLI, CHAPTER EXECUTIVE DIRECTOR
Welcome to this quarter’s edition of Community Living! It’s hard to believe we’re already halfway through the year—and what an incredible year it’s been so far. As we head into the summer months, our Chapter’s activities are shifting into high gear with exciting new programs, professional development opportunities, and events designed to bring our dynamic community together.
First, I’d like to extend a heartfelt thank you to our hardworking and dedicated Community Association Managers. We recently celebrated International CAM Recognition Day, and I continue to be deeply impressed by the professionalism, resilience, and excellence our CAMs display every single day. Their ability to lead through complex challenges in an ever-evolving environment is nothing short of inspiring.
Our Chapter was proud to be well represented at the CAI Annual Conference, with nearly 50 members making the trip. You couldn’t turn a corner without spotting someone from our South Florida delegation. It was a tremendous opportunity to learn, connect, and explore strategies to strengthen our communities. As you may know, next year’s Annual Conference will be at the Diplomat in Hollywood. We are very excited and have much to do as the host Chapter. Please let me know if you want to be part of the planning.
In May, we also launched our first Hot Topics Breakfast at the InterContinental in Doral. The turnout was fantastic, and the presentation sparked an engaging and productive conversation. The next Hot Topics Breakfast took place on June 24th at the beautiful Tower Club in Fort Lauderdale. If you missed those, don’t worry, we are planning several more Hot Topics events this year.
We also had a blast at our Annual Chapter Picnic—despite some typical Florida rain showers, the energy was high, and the turnout was terrific. A huge thanks goes out to our Young Professionals Committee and our incredible sponsors for making the event so successful. Be sure to check out the photos later in this issue.
Looking ahead, we’re thrilled to announce that our Chapter is now certified to offer the Board Certification Course required by the Florida Legislature. We’ll be presenting this course both in person and via webinar throughout the year. Our first session will take place in paradise—yes, we’re heading back to the Florida Keys! Join us on July 24th at Baker’s Cay Resort in Key Largo for a full day of education and networking in an unforgettable setting.
As you plan your calendar, don’t miss these signature upcoming events:
» CAM & Homeowner Leader Workshops and Expo on September 25th at Le Méridien in Dania Beach—an ideal setting for learning, networking, and business partner engagement.
» Halloween Rooftop Party on October 23rd at The Citadel— always a scary-good time.
» Annual Gala & Awards Ceremony on November 21st at the lush and tropical Jungle Island—a night of elegance, fun, and recognition of those who have gone above and beyond in service to our Chapter.
Please visit cai-seflorida.org to register for these events and other events and explore our many sponsorship opportunities. Your participation not only supports our mission—it strengthens our entire community.
As our Chapter continues to grow at a historic pace, we encourage all members to engage more deeply. The feedback we receive consistently affirms that our events offer genuine value, whether through professional development, industry insights, or meaningful connections. If you’ve found benefit from attending an event, invite a colleague to join you. Together, we can continue to build a stronger, more engaged, and empowered community.
Thank you for your ongoing support. If I can ever be of assistance, please don’t hesitate to reach out. I look forward to seeing you at an upcoming event!
CHAPTER EVENTS & EDUCATION
Calendar of Events
More details regarding upcoming events will be posted to cai-seflorida.org under the “Events” tab. Check back regularly for the most up-to-date information. Please be sure to register for all events in advance, as we need an accurate head count for space and food purposes prior to the event. All event details are subject to change.
JULY 2025
• Tuesday, July 15: Board of Directors Meeting from 8:30 - 10:00 am via Zoom
• Tuesday, July 15: Healthy, Wealthy and Wise: Reserving for the Future Educational Webinar at 12:00 pm on Zoom presented by Matt Kuisle of Reserve Advisors. This program highlights the ins and outs of reserves, reserve studies, component method funding, cash flow or “pooled” funding and items often overlooked in reserve schedules. Your will receive an in-depth understanding of requirements and procedures for establishing reserves for community associations, with a special emphasis on statutes 718.112 and 720.303 and Florida Administrative Code 61B-22.005.
• Thursday, July 24: Florida Keys Day of Education at Bakers Cay Resort in Key Largo from 9:30 am - 3:00 pm. Join us in the stunning Florida Keys for an unforgettable Day of Education designed to inform, empower, and energize! We’re offering the newly required Board Certification course—your chance to get compliant, confident, and connected in one incredible day. Enjoy a delicious breakfast and lunch, exciting raffles, toptier education, and the chance to win $500 in cash—yes, you read that right! Whether you’re a practicing CAM or a Board Member, this is your opportunity to learn, network, and walk away with real rewards. Limited spots, big value—register now and level up your knowledge in paradise! Sponsors will have a valuable opportunity to engage directly with Community Managers and Board Members throughout the event!
AUGUST 2025
• Tuesday, August 12: Educational Webinar
• Tuesday, August 19: Board of Directors Meeting from 8:3010:00 am via Zoom
• Tuesday, August 26: Hot Topics Education Event in Broward
SEPTEMBER 2025
• Tuesday, September 9: Educational Webinar
• Tuesday, September 16: Board of Directors Annual General Meeting
• Thursday, September 25: HOL/CAM Workshop & Expo at Le Méridien Hotel & Convention Center in Dania Beach from 9:00 am - 3:00 pm. Join CAI-SEFL for Homeowner Leader & CAM Workshops and Expo. We will be having a daylong workshop and professional education for Homeowner Leaders and CAMs, along with an expo for our Business Partners. We’re
offering the required Board Certification Course. More details to follow on additional workshops being offered. Business Partner Sponsors will have a opportunity to engage directly with CAMs and Homeowner Leaders throughout the event!
OCTOBER
2025
• Tuesday, October 14: Educational Webinar
• Thursday, October 16: Board of Directors Strategic Planning
• Thursday, October 23: Young Professionals Halloween Party from 7:00 - 10:00 pm. Get ready for a night of thrills and chills! There will be a costume contest, music & dancing, drinks & food, and mysterious networking. Sponsorship opportunities are available! Check out the website for all the details.
• Tuesday, October 28: Hot Topics Education Event in Miami Dade
NOVEMBER 2025
• Wednesday, November 5: Annual Election of Directors
• Thursday, November 6: Homeowner Leader Roundtable Event
• Wednesday, November 12: Educational Webinar
• Tuesday, November 18: Board of Directors Meeting from 8:3010:00 am via Zoom
• Friday, November 21: Annual Gala & Awards Dinner - “Great Gatsby” style at Jungle Island in Miami from 7:00 - 11:00 pm
DECEMBER 2025
• Tuesday, December 2: Hot Topics Education Event in Broward
• Tuesday, December 16: Board of Directors Meeting & New Board Member Transition from 8:30 - 10:00 am via Zoom
JANUARY
2026
• Monday, January 26: Annual Golf Tournament at Trump Doral
Chapter Website Account
To register for Chapter events, you will need to create an account on the website if you don’t already have one. A REGISTRATION PASSCODE IS REQUIRED.
Visit cai-seflorida.org/my-account to set up your account and enter SoutheastFloridaCAI under Registration Passcode. Contact the Executive Director at ced@cai-seflorida.org or 954-816-0661 with questions.
CAI NATIONAL
Education Opportunities
CAI offers many online learning opportunities (click on the dates below to register or obtain more information) that lead to professional credentials. View the Education Catalog for additional resources.
» July 10-11: M-201: Facilities Management (Live Virtual Class)
» July 17-18: M-350: Manager and the Law (Live Virtual Class)
» July 24-25: M-204: Community Governance (Southborough, MA)
» August 7-8: M-100: The Essentials of Community Association Management (Live Virtual Class)
» August 14-15: M-310: Management Company Administration (Live Virtual Class)
» August 21-22: M-202: Association Communications (Live Virtual Class)
» September 4-5: M-204: Community Governance (Live Virtual Class)
» September 25-26: M-100: The Essentials of Community Association Management (Live Virtual Class)
» October 9-10: M-205: Risk Management (Live Virtual Class)
» October 23-24: M-206: Financial Management (Live Virtual Class)
» November 6-7: M-100: The Essentials of Community Association Management (Live Virtual Class)
» November 13-14: M-330: Advanced Insurance & Risk Management (Live Virtual Class)
» November 20-21: M-202: Association Communications (Live Virtual Class)
» December 4-5: M-203: Community Leadership (Live Virtual Class)
» December 11-12: M-100: The Essentials of Community Association Management (Live Virtual Class)
Stay on Top of Your Game with Professional Credentials
CAI education and credentials help you lead better and achieve your desired business results. Click here to learn more.
General Registration Information
Courses are open to everyone. Register online four weeks in advance for live classroom courses and receive a $25 discount. Seating is limited. Early registration is strongly recommended. Click here to learn more.
Community Management Services with a local presence.
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Partner with us today!
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www.associaflorida.com
NEW CHAPTER MEMBERS
New and Returning CAI-SEFL Chapter Members from March 11, 2025 to June 25, 2025
BUSINESS PARTNERS MEMBERS
Advanced Structural Solutions
Diego Serpa
Alliant Insurance Services, Inc.
Juan Cordoba
Axela Martin Urruela
Barnes Consulting Group, LLC
Jeffrey S. Barnes
Celerity Fiber
Juan Jose Florez
Estate Management Services
Dulce Lopez
Juda Eskew & Associates
Brian Corbat
K-Seven Design, Inc.
Jason Kubus, RS
Knox Services
Ethan Noble
Liderman USA, Inc.
Jorge Reyes, Jr.
Millennial Pool Management
Max Crispell
Morgan & Morgan Business Trial Group
Jessica Safford
My Condo Compliance by Skybridge
Laura Galeano
Omega KBL Inc.
Alexander Christie
Restoration Maintenance LLC
Ian Knight
BUSINESS PARTNERS MEMBERS CONTINUED
Seacoast Bank
Hermes Alvarez
The Professional Law Group
Rhonda Coren
NATIONAL BUSINESS PARTNER MEMBERS
First Century Bank
Robin Storey
Newman Certified Public Accountant PC
Nick Newman
Prosoco, Inc
Mark Donze
MANAGER MEMBERS
Nestor J Hermida, CMCA
Castle Group
Loriann Perrone
Castle Group
Lurlaine Gonzalez, CMCA, AMS, PCAM
Castle Management
Kortney Price
Community Association Consulting Experts
Andrew Lester FirstService Residential
Stephanie Parker
FirstService Residential South Region
Gabriela Sarahi Amao, CMCA
Ted Leon Brown, Jr.
Patty Deleon- Miller
MANAGER MEMBERS CONTINUED
Sheila Diaz
Roy Gore, CMCA, AMS
Matthew Henry Ariel Jiha
Jennifer Kelehar
Stephanie LaFollette
Matthew Mora
Susey Uriarte
Bradley Uribe, CMCA
MANAGEMENT COMPANY MEMBERS
Neighborhood Property Management, Inc
Agustin Cabrera
Upper Real Estate Management, LLC
Lenys Camacho
VOLUNTEER LEADER MEMBERS
Carmen Bieberach-Zalkat
Marjorie Jobe
Cassie Resnick
Cypress Bend Protective Corporation
Judy Britton
Wendy Elder
Veronica Ivey
Jeannette Keane
Charlene Santo
Alan Schradel
Denise Woodstock
2025 CAI Congressional Advocacy Summit - Registration Launched!
CAI is thrilled to host our annual CAI Congressional Advocacy Summit on Capitol Hill in Washington, D.C. on Thursday, November 6th! This exciting event is exclusively for CAI members and is free. Together, we will meet with members of Congress and their staff, advocate for industry federal legislative priorities, and represent the interests of community associations and their residents nationwide.
CAI’s 2025 Congressional Advocacy Summit is the premier advocacy event of the year for the community association housing model! Informative and inspirational, the CAI Congressional Advocacy Summit is your chance to speak with federal lawmakers and their staff face-to-face and help advance CAI’s public policy priorities.
Participants will also witness expert presentations on a variety of critical topics influencing the community association industry and network with their peers and business partners.
Join us on November 6, 2025 in the nation’s capital. You won’t want to miss it! Registration is FREE and includes:
» Admission to catered Breakfast Briefing
» Bus transportation from The Canopy Hilton to Capitol Hill
» Meetings scheduled with your members of Congress
» Guidance and support from CAI staff
» Bus transportation from Capitol Hill to rooftop reception at Cornerstone Lobbyist Headquarters
» Admission to celebratory catered rooftop reception at Cornerstone Lobbyist Headquarters
TENTATIVE 2025 CONGRESSIONAL ADVOCACY SUMMIT SCHEDULE
» 7:30 - 8:00 am: Bus to Capitol Hill
» 8:00 - 8:15 am: Pictures on Capitol Hill
» 8:30 – 10:00 am: Breakfast Briefing
» 10:00 am - 12:30 pm: Meetings with House of Representatives
» 12:30 - 1:30 pm: Lunch
» 1:30 - 4:00 pm: Meetings with Senate
» 4:00 - 4:30 pm: Transportation to The Wharf
» 4:30 - 6:00 pm: Rooftop Reception and Debrief
For those joining CAI from out of town, a limited number of sleeping rooms has been booked at The Canopy by Hilton Washington, DC | The Wharf (975 7th Street SW, Washington, DC 20024 - (202) 488-2500). Click here for more information and to REGISTER.
Why Fiber Internet Matters During Hurricane Season
BY MICHAEL HOSHUE, DIRECTOR OF SALES, BLUE STREAM FIBER
Hurricane season is here and staying connected is nearly as important as staying safe. A reliable internet connection allows you to access emergency updates, communicate with loved ones, and keep essential smart home devices running. That’s where fiber internet can make a major difference.
Unlike traditional cable lines that are vulnerable to wind and flooding, fiber optic cables are typically buried underground, making them more resilient during severe weather. Not only do they offer faster speeds and greater bandwidth, but they’re also less likely to go down in a storm—helping you maintain access to vital information and services when it matters most.
The best telecom providers take hurricane readiness seriously. They ensure network infrastructure readiness for a potential CAT5, robust contingency plans that include 24/7 storm monitoring, clearly assigned emergency roles, pre-storm customer outreach, and on-site testing of backup equipment. When a storm hits, they keep communication flowing and ensure restoration efforts begin as soon as it’s safe. This often includes deploying generators to maintain service and setting up temporary WiFi hotspots in hard-hit areas.
While providers do their part, it’s also essential for residents to prepare. Using surge protectors, charging devices in advance, and backing up important documents can go a long way in ensuring peace of mind. In
today’s connected world, fiber internet and a well-prepared telecom partner can help your home weather the storm—both physically and digitally.
With over 30 years of experience in the telecommunications industry, Michael HoShue brings a legacy of leadership and innovation to his current role as Director of Sales at Blue Stream Fiber. Throughout his career—spanning major providers like TCI, Adelphia, Comcast, Cox Communications, and Hotwire—Michael has consistently championed transformative technology and community-focused strategies. At Blue Stream Fiber, he works closely with community board members and property managers to educate and empower them on the benefits of fiber infrastructure, helping neighborhoods unlock long-term value, faster connectivity, and future-ready digital experiences. Michael’s efforts are shaping a more connected and resilient future for the communities he serves. To explore how Blue Stream Fiber supports communities through cutting-edge infrastructure and stormseason preparedness, visit bluestreamfiber.com/bulk.
ASPHALT
The Safety Imperative Behind ADA Parking Lot Compliance
BY CHADWICK MACKEY, QUALIFIER & CIVIL ENGINEER, DMI PAVING AND SEALCOATING
Imagine arriving at a parking lot with narrow spaces, unclear signage, and uneven walkways. Now imagine facing that while using a wheelchair or walker. For many people with disabilities, these aren’t just inconveniences—they’re serious safety risks. That’s where ADA (Americans with Disabilities Act) parking lot compliance becomes crucial. These regulations aren’t just legal checkboxes—they are essential safety standards designed to ensure parking areas are accessible, functional, and safe for everyone.
ADA COMPLIANCE IS ABOUT SAFETY
While ADA compliance involves logistical elements like ramps and designated parking, its true purpose is creating safer, more inclusive environments. Poorly designed lots—with steep slopes, unclear paths, or inadequate signage—can turn a simple walk into a hazard for individuals with disabilities. By following ADA guidelines, businesses make parking lots safer for everyone: people with disabilities, seniors, parents with strollers, and other pedestrians. What benefits the most vulnerable ultimately benefits all users.
KEY FEATURES THAT PROMOTE SAFETY
1. Safe, Accessible Routes: ADA standards require clear paths from parking spaces to building entrances. These routes must be free of obstacles and avoid forcing people to walk behind cars or through traffic. Surfaces should be smooth, level, and gently sloped to accommodate those with mobility devices.
2. Access Aisles: Next to every accessible parking space, access aisles provide extra room for ramps or wheelchairs. Without them, people with disabilities might have to navigate unsafe, cramped conditions just to enter or exit their vehicles.
PROPER SIGNAGE MAKES A BIG DIFFERENCE
Signage may seem minor, but it’s a vital part of ADA compliance. Every accessible space must be marked with the International Symbol of Accessibility. Signs must be at least 60 inches above ground so they’re visible even when vehicles are parked. For van-accessible spaces, signage must clearly indicate they’re equipped for larger vehicles with ramps.
Why it matters:
» Visibility: Clear signage ensures drivers know where accessible parking is located.
» Clarity: Van-accessible labels help those with modified vehicles park safely.
» Recognition: Proper signs communicate that all visitors, regardless of ability, are welcomed and valued.
INCLUSION THROUGH DESIGN
Creating ADA-compliant parking lots is not just about meeting a standard—it’s about fostering an environment where everyone can move safely and with dignity. Non-compliant lots not only risk fines, but also send a message that the needs of people with disabilities are secondary. By designing with ADA standards in mind, property owners and managers promote both inclusion and safety, showing that accessibility is a priority—not an afterthought.
Chadwick Mackey is a Qualifier and Civil Engineer for DMI Paving and Sealcoating. Chad utilizes his engineering background to help a wide array of clients evaluate their properties for ADA compliance and technical design fixes. He has over 23 years of consulting, civil design, construction estimating, and field experience. He serves as an Expert in Florida ADA Compliance and site upgrade design and construction and is a certified instructor for CEU classes pertaining to asphalt and concrete pavement construction and maintenance. For more information, visit dmipavingandsealcoating.com.
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VENDOR ASSESSMENT
Red, Amber, Green: A Board Leader’s Guide to Building a Best-in-Class Vendor Team
BY MICHAEL POORMAN, MARIPOSA POINTE AT WESTON TOWN CENTER CONDO ASSOCIATION
It started with weeds. A few scraggly ones pushing up around the mailbox pavilion and main pedestrian walkway. Then residents began noticing overgrown hedges, missed mowings, and irrigation repairs that took weeks to schedule. The landscape vendor, once praised for their proactive service, had clearly slipped. But when the board sat down to discuss it, opinions varied. Some felt the vendor was doing “just fine,” while others called for immediate replacement. With no consistent feedback—and no documented performance record—we were stuck.
That’s when I, as board president, asked, “What if we had a scorecard?” That question is what this article is all about.
WHY VENDOR PERFORMANCE EVALUATION MATTERS MORE THAN EVER
Southeast Florida associations are feeling the pressure: aging buildings, rising insurance premiums, new reserve study requirements, and a
tidal wave of legislation out of Tallahassee. Boards are being asked to do more—under greater scrutiny and with less margin for error. That means having reliable, high-performing vendors isn’t just a convenience—it’s a necessity.
Yet most vendor performance reviews are informal at best. Gut checks, resident complaints, or vague board discussions are not enough. Without a consistent method of evaluation, associations risk renewing underperforming contracts, failing to hold vendors accountable, or missing the chance to reward excellence.
Poor vendor performance doesn’t just affect service—it can trigger delays, cost overruns, safety issues, and erosion of resident trust. Far too often, high-turnover boards fall into a transactional trap—
Continued on page 26
Community Assoction Management
VENDOR ASSESSMENT
constantly chasing new bids, switching vendors for minor cost savings, and failing to cultivate long-term partnerships.
At Mariposa Pointe at Weston Town Center Condo Association, we take a different approach. Our board prioritizes continuity and vendor loyalty over short-term cost cutting. Our vendor partnerships average over 10 years in duration. That stability paid off recently when a storm caused widespread landscape damage across our community. While many boards struggled to get attention, our landscaping partner prioritized us for cleanup—because the relationship mattered.
The takeaway? Long-standing partnerships foster resilience, reliability, and mutual accountability—especially when things go wrong. Evaluating vendors through a structured, transparent framework like RAG helps boards build those kinds of partnerships with confidence.
WHAT IS THE RAG SYSTEM?
The Red, Amber, Green (RAG) system gives board members a visual, color-coded rating scale to assess vendor performance across essential criteria:
» Red = Underperforming
» Amber = Needs Improvement
» Green = Performing Well
RAG ratings are applied to categories such as:
» Responsiveness to Requests
» Quality of Work
» Adherence to Budget
» Timeliness and Scheduling
» Communication and Professionalism
» Proactive Problem Solving
» Regulatory and Standards Compliance
» Resident Satisfaction
The result? A shared language for evaluation—and a structured way to track vendor performance over time.
PUTTING IT INTO PRACTICE: THE VENDOR RAG SCORECARD
We’ve translated this system into a user-friendly scorecard your board can apply right away.
Here’s how it works:
» Red = 1 point
» Amber = 2 points
» Green = 3 points
Total scores determine the vendor’s overall rating:
» 19–24 points = Green (Excellent)
» 13–18 points = Amber (Needs Attention)
» 12 or less = Red (Underperforming)
What makes this scorecard effective:
» Defined criteria tied to real outcomes
» Simple scoring format usable by the whole board
» Trackable over time
» Creates documentation for accountability and transparency
Our vendors routinely ask, “Where are we on the scorecard?” “Are we still Green?” That level of engagement shows the system works— when expectations are clear and consistent, performance naturally improves.
If you’d like a complimentary copy of our Vendor RAG Scorecard and internal User Guide, feel free to email me at bod@mariposapointe.com.
TIPS FOR SUCCESS: APPLYING THE RAG SCORECARD
1. Pick the right time: Evaluate vendors quarterly, annually, or after big projects.
2. Get feedback from all angles: Include the board, manager, and if possible, resident input.
3. Score as a team: Discuss scores in a board meeting and reach consensus.
4. Share results: Give vendors clear feedback—especially those rated Amber or Red.
5. Take action:
a. Green vendors deserve your loyalty, recognition, and possibly extended contracts.
b. Amber vendors may need coaching and a check-in timeline.
c. Red vendors require escalation, a probation plan, or replacement.
FROM EVALUATION TO ELEVATION
The RAG system isn’t about policing your vendors—it’s about creating a culture of accountability and partnership. It shows your board is organized, intentional, and values long-term relationship loyalty and performance.
In a high-stakes environment like ours, where so much is riding on vendor relationships, boards can no longer afford to rely on memory or impressions. Even a single misstep—especially one tied to service breakdowns—can erode homeowner trust and lead to unnecessary leadership turnover. The RAG Scorecard brings clarity. It turns feedback into action—and action into progress.
If your board is ready to elevate its vendor relationships, I’m happy to share our Vendor RAG Scorecard and internal User Guide with you. Simply email me at bod@mariposapointe.com.
Because—as we’ve found—the best-run communities don’t guess. They score, assess, and lead with purpose.
Understanding SIRS Requirements and Budgeting Implications in Florida: A Guide for Associations
BY PABLO MAIDA, CPA, FOUNDER OF HOA BOOKS, LLC
WHAT IS SIRS?
The Structural Integrity Reserve Study (SIRS) is a mandated evaluation focusing on the safety and longevity of condominium buildings. This regulation came in response to heightened concerns about building safety and aims to ensure proper funding for structural repairs and maintenance. The SIRS is comprehensive, covering key structural components such as:
» Roof
» Load-bearing walls
» Plumbing
» Electrical systems
» Fire protection systems
» Windows
» Exterior painting
» Other essential structural elements as specified by Florida law
The essence of SIRS is to create a proactive financial plan that ensures the association has adequate reserves to cover the cost of maintaining these critical elements, thereby preventing unexpected financial burdens on unit owners.
IMPORTANT DATES AND DEADLINES
1. December 31, 2024 (Past Deadline): All buildings that are three stories or higher and are 25 years old (if located within three miles of the coastline) or 30 years old (if farther inland) were required to have a completed Structural Integrity Reserve Study by this date. Failure to complete the SIRS is considered a breach of the officers’ and directors’ fiduciary relationship to the unit owners under Florida Statute 718.111(1)(a).
2. Budgets Adopted on or After December 31, 2024: If your budget is adopted on or before December 31, 2024, you may vote to waive or provide less than required SIRS reserves with a majority vote of the total voting interest of the association. You will need to begin funding your SIRS reserves in accordance with the reserve study January 1, 2026.
3. December 31, 2025 (Upcoming Deadline): From this date, all association budgets must include SIRS reserve funds, ensuring they are compliant with Florida law. These funds cannot be waived or diverted to other uses.
4. December 31, 2026 (Extended Deadline): Associations required to complete a milestone inspection on or before this date may align the completion of their SIRS with the inspection, but this must be completed no later than this deadline.
FINANCIAL AND BUDGETING IMPLICATIONS
1. Budget Adjustments: Associations will need to adjust their financial plans to account for SIRS-mandated reserve funding. This could result in significant increases in reserve contributions, affecting overall assessments for unit owners.
2. Transparency & Communication: Boards must communicate clearly with homeowners about how these regulations affect the community’s financial health and future assessments. Providing transparent updates can help gain owner support and understanding.
Continued on page 29
3. Cash Flow Management: Given the increase in reserve funding obligations, boards may need to reevaluate their cash flow strategies. Partnering with financial institutions to explore conservative savings account options that maximize reserve fund growth while minimizing risk is essential.
4. Assessment Planning: Associations should evaluate whether special assessments or other financing options are necessary to meet reserve funding requirements without jeopardizing the community’s financial stability.
5. Separate Reserve Accounts: Funds earmarked for structural components identified in the SIRS must be held in distinct reserve accounts, separate from those allocated for nonstructural items. This separation prevents the commingling of funds and ensures that resources are available when needed for essential structural maintenance and repairs.
6. Restricted Use of Funds: Monies in these separate accounts are restricted to expenditures related to the specific structural components for which they were reserved. Utilizing these funds for other purposes is prohibited unless approved by a majority vote at a duly called meeting of the association.
7. Compliance & Accountability: Maintaining separate accounts for SIRS components not only complies with Florida statutes but also promotes financial responsibility. It ensures that funds are available for critical structural needs, safeguarding the integrity and safety of the condominium or cooperative.
The SIRS requirements are more than just a regulatory obligation— they are an essential framework for ensuring the safety and financial stability of Florida’s condominium communities. Navigating these complex regulations requires informed decision-making and strategic financial planning. Partnering with experienced professionals can help your association meet these challenges effectively, ensuring compliance and promoting long-term financial health. By addressing SIRS requirements proactively, boards can safeguard their communities while fostering transparency and trust among homeowners.
Pablo Maida, CPA, founder of HOA Books, LLC, brings clarity and integrity to financial reporting for homeowners and condominium associations. With over 20 years of accounting expertise, his firm offers transparency and compliance combined with easy-toread financials. Pablo and his team are dedicated to ensuring long-term financial stability for every community they serve.
Water Damage & Mold: The Hidden Threat in Your Condo
BY RICARDO HERDAN AND DAVID SHIFFMAN, OWNERS, PUROCLEAN
Living in a condominium offers convenience, shared amenities, and a sense of community. However, water damage and mold growth pose significant challenges for condo residents and property managers. These hidden threats can lead to costly repairs, health risks, and disputes over responsibility.
UNDERSTANDING THE RISK: WATER DAMAGE IN CONDOS
Unlike single-family homes, condos share walls, ceilings, and plumbing systems. A leak in one unit can quickly affect others. Common causes of water damage include:
» Leaking Pipes: Aging or poorly maintained plumbing can develop slow leaks or burst.
» Roof & Window Leaks: Heavy rain, hurricanes, and improper sealing cause water intrusion.
» HVAC & PTAC Issues: Clogged drain lines in air conditioning units lead to moisture buildup.
» Appliance Failures: Dishwashers, washing machines, and refrigerators with broken supply lines can flood units.
» Sprinkler System Malfunctions: Fire suppression systems can leak or discharge accidentally.
» Balcony & Drainage Issues: Improperly sealed balconies can allow water to seep into walls and floors.
Without prompt action, water damage can create ideal conditions for mold growth within 24-48 hours.
MOLD GROWTH: A SILENT BUT SERIOUS THREAT
Mold thrives in humid environments, making Florida particularly vulnerable. Even small leaks can lead to infestations in:
» Walls, ceilings, and insulation
» Carpeting and flooring
Continued on page 32
Give owners the option to attend your next meeting in-person or virtually with our suite of solutions and tools for hybrid meetings. Achieve
ELECTRONIC VOTING
Allow
VIRTUAL MEETINGS
Streamline
NOTICE DISTRIBUTION
Let us handle the distribution of required meeting materials prior to the meeting to ensure you meet your legal requirements.
HYBRID MEETINGS
WATER DAMAGE
» Air ducts and HVAC systems
» Cabinets, closets, and furniture
Mold exposure can cause allergic reactions, respiratory issues, and long-term health complications, particularly for young children, the elderly, and those with conditions like asthma.
PREVENTION & EARLY DETECTION
The best defense against water damage and mold is prevention. Condo owners and property managers should:
» Monitor Humidity Levels: Keep indoor humidity below 50% with dehumidifiers and air conditioning.
» Inspect for Leaks Regularly: Check under sinks, around appliances, and near windows for moisture.
» Maintain HVAC Systems: Clean air ducts and replace filters to prevent mold buildup.
» Address Water Damage Quickly: Dry affected areas within 2448 hours to prevent mold growth.
» Use Mold-Resistant Materials: Opt for mold-resistant drywall, paint, and insulation when renovating.
» Encourage Routine Maintenance: Property managers should schedule regular plumbing, HVAC, and roofing inspections.
BEST PRACTICES FOR WATER DAMAGE & MOLD REMEDIATION
When water damage or mold occurs, swift action is crucial. Restoration professionals follow industry-leading best practices, including:
» Water Extraction & Drying: Remove standing water and use industrial dehumidifiers to prevent further damage.
» Mold Testing & Remediation: Identify mold sources, safely remove contaminated materials, and restore air quality.
» Leak Detection & Structural Drying: Use moisture meters and thermal imaging to find hidden moisture pockets.
» HVAC Cleaning: Ensure air systems remain free from mold spores and bacteria.
» Odor Removal & Sanitization: Use HEPA filtration and antimicrobial treatments to eliminate musty odors.
CREATING AN EMERGENCY MANAGEMENT PLAN
A well-prepared condo association can minimize water damage and mold risks. Steps to take include:
» Identify High-Risk Areas: Conduct property assessments to pinpoint leak-prone areas.
» Establish Reporting Procedures: Ensure residents know how to report water damage or mold concerns promptly.
» Have a Response Team: Designate a point of contact for emergencies and establish vendor agreements with restoration professionals.
» Schedule Regular Inspections: Work with industry experts to check plumbing, roofing, and HVAC systems.
» Educate Residents & Staff: Provide guidelines on mold prevention and water damage response.
PROTECTING YOUR CONDO COMMUNITY
Water damage and mold are more than just inconveniences—they can lead to property devaluation, insurance issues, and health risks. By taking proactive measures, condo communities can reduce risks, protect residents, and preserve property value.
A well-maintained condo is a safer, healthier place to live. Staying informed and prepared ensures long-term protection for both residents and property managers.
Ricardo Herdan and David Shiffman are the proud owners of PuroClean of Davie, Aventura, Downtown Miami, and East Orlando. With backgrounds in civil engineering and management, they bring both technical expertise and a deep understanding of the emotional toll disasters can take. Their mission is to help clients recover quickly and seamlessly while delivering compassionate, personalized service every step of the way.Want to protect your property from damage? Email us at oncall.adm@puroclean.com to learn more.
Significant Fraud Losses? Protect Your Management Company & Associations
BY LISA ELKAN, EBP ® , VICE PRESIDENT SOUTH FLORIDA REGION, ALLIANCE ASSOCIATION BANK
While community associations are the heart of many neighborhoods, they are also all too often at the center of cyberattacks and other fraud. The industry is increasingly becoming a target for criminals, and financial fraud is now a significant threat to community management companies, particularly in the two most common forms: spoofed vendor emails and check fraud. These scams can drain resources, compromise trust, and result in financial loss.
BEWARE OF SPOOFED VENDOR EMAILS
Cybercriminals are infiltrating vendor networks, spoofing vendor email addresses, and sending fake payment requests to management companies and board members. These requests appear accurate but include payment remittance information that directs funds to the criminal, not the management company. Your banking partners work carefully and take the time to recognize red flags that help identify and mitigate these attacks by engaging in the following practices:
1. Verify the request by phone and call back—Always contact the vendor directly by phone to verify the payment request. Use a phone number previously provided by the vendor and already on file with your company to confirm the details of the payment request, including the amount and payment instructions such as routing and account numbers. Do not contact the vendor via email or use the phone number provided with the payment request as it might be compromised.
2. Compare previous payments—Review previous successful vendor payments and confirm that the routing number and account number are consistent.
3. Look for red flags—Be aware of unexpected requests, poor grammar or spelling, urgency tactics, last-minute changes, and payments to uncommon banks or prepaid debit card brands. When in doubt or feeling rushed or pressured, do not send the payment.
4. Get secondary approval—Have a second person review the request, confirm the information, and examine the callback confirmation. The secondary approver should be skeptical, reviewing the request closely and looking for red flags.
In addition to the steps above, it is also important to closely manage and regularly review the vendor setup and payment system, including the following:
» Examine vendor setup—Carefully review and manage the process for adding and updating vendors, especially for electronic payments. This activity requires the highest level of scrutiny.
» Verify new payment methods—Be cautious when vendors request new payment methods, particularly ACH or wire transfers. Establish a verification process with dual control (including a verification phone call) for adding new vendors and updating payment methods.
Continued on page
» Consider a third-party solution—Explore using a third-party accounts payable company to manage this process.
» Test the process—Always send a small/initial payment and verify receipt with the vendor before sending larger payments.
PREVENT CHECK FRAUD WITH POSITIVE PAY
The rise of cybercrime doesn’t mean the end of traditional check fraud—the unauthorized alteration or creation of checks, which can lead to financial losses. This typically occurs when criminals intercept checks in transit to a vendor through the postal service.
To combat fraud, Positive Pay with payee match is a vital solution for all community management companies and associations. This service verifies the details of each check presented for payment against a list of checks that have been issued. Here’s how it works:
» Match checks—You provide the bank with a list of authorized checks issued by your company; typically this list is provided automatically from your accounting software. When a check is presented for payment, the bank compares the details (payee, amount, etc.) to your company’s list.
» Prevent fraudulent payments—Any discrepancies trigger a flag for further review by you and the bank.
» Automate this process—Most HOA accounting systems can
FRAUD
digitize this verification and payment method for greater efficiency, accuracy, and safety.
For additional information about fraud, Positive Pay, or any other services, please reach out to your banking partners.
Lisa Elkan is a Vice President for the South Florida region and joined Alliance Association Bank (AAB) in 2013. With a diverse background in banking, she offers the insight and industry experience relied upon by AAB for homeowner associations, condominium associations, and cooperatives. Ms. Elkan began her banking career while still in college, working as a teller during her summers as a student at Iowa State University. After earning a B.B.A. in Finance, she moved to South Florida, taking an auditor position with a commercial bank. Her work lead her to become a mortgage-backed securities trader for a capital markets firm. For more information, email lelkan@ allianceassociationbank.com or call 561-212-2091.
Common Causes of Water Intrusion in Condominiums: What Community Association Leaders Need to Know
BY KRISTEN FOREMAN, PE, VICE PRESIDENT, BILLER REINHART ENGINEERING GROUP
Asa community association leader, you play a critical role in maintaining the safety, value, and livability of your condominium property. The most frequent and costly challenge we see during structural inspections is water intrusion. If left unaddressed, even small leaks can lead to damage to the façade and interior, structural deterioration, and costly repairs.
Understanding where water typically enters your building can help your board take proactive steps to prevent it. Here are the most common sources of water intrusion in condominiums:
1. INTERNAL SOURCES
1.1
Plumbing – Pressurized & Gravity Systems
Leaks from pressurized water lines or gravity-based waste systems are frequent issues. Pressurized pipes, typically copper in older buildings and PEX or PVC in newer ones, can burst or leak at joints. These leaks are characterized by worsening or continuous conditions and require
immediate repair. Know the location of shut-off valves and conduct regular plumbing assessments—especially in aging buildings.
Gravity systems (e.g., drain or sewer lines) can also fail, often without obvious signs. These leaks are intermittent and tied to fixture use, making them harder to detect. Pipe material matters—cast iron and PVC degrade differently, requiring specific maintenance strategies. With careful engineering evaluation, lining of cast iron pipes may be an option for long term maintenance.
1.2
HVAC – Condensation Problems
Air handler units produce condensation and Florida’s climate makes condensate lines especially prone to blockages. Poor insulation on ductwork can also cause dripping into ceilings and walls. Regular HVAC maintenance should include clearing individual and common condensate lines.
Continued on page 39
WATER INTRUSION
2. BUILDING ENVELOPE
Your building’s outer shell is its first defense against environmental water. Damage or deterioration in these systems can allow water to penetrate and cause long-term harm.
2.1 Roof
Flat roofs, common in condominiums, are vulnerable to water issues from ponding, membrane damage, deteriorated flashing, and clogged drains. Routine roof inspections and a documented maintenance plan are essential for a structure’s health. Limit access to prevent accidental damage and monitor rooftop equipment installations closely. On sloped roofs, be wary of clogged gutters, flashing issues, and pestrelated intrusions. Also inspect walls above roof flashing, where penetrations can allow water to seep into the roof material.
2.2 Façade
Paint is your façade’s first barrier against exterior moisture. Repainting and repair should occur every 7–10 years, depending on a structure’s age and proximity to the coast. Cracks in stucco, failing sealants, and unsealed joints allow water behind the exterior surface, risking rusting of embedded steel, concrete damage, and structural issues. These are often common elements and the association’s responsibility.
2.3 Windows & Doors (Fenestrations)
Windows and sliding glass doors are common entry points, particularly during wind-driven storms. Operable systems are more prone to leakage than fixed ones. Water can enter through aging fasteners or failed interior seals—areas often inaccessible to exterior contractors. A frequent problem arises when residents tile balconies and unintentionally block the sliding door’s weep holes, trapping water in the threshold. Shutter tracks can also hold water; installing them with a slight shim helps redirect runoff away from the opening.
3. GROUNDWATER
Areas below grade, like parking garages, are highly susceptible to groundwater intrusion. Make sure stormwater drainage systems and grit chambers (which remove solids before water reaches wells) are regularly inspected and cleaned. If seepage occurs at the slab level, check whether exterior ground elevations are higher than interior floors. Persistent issues should be evaluated by a licensed engineer.
A PROACTIVE APPROACH FOR ASSOCIATIONS
Water intrusion affects more than just the building—it impacts budgets, property values, and resident satisfaction. Regular maintenance, timely inspections, and a quick response to early warning signs are essential.
Boards should invest in envelope assessments and plumbing system reviews to catch problems before they escalate. Partnering with qualified engineers experienced in condominium construction ensures both immediate solutions and long-term planning.
Kristen Foreman, PE, is experienced in the field of structural engineering design, consultation, assessments, and inspection on a variety of projects for public and private clients. She has coordinated construction processes, documentation, and quality control in the roles of owner’s representative, contractor, and engineer. In addition, Mrs. Foreman has designed and evaluated traffic control plans, performed condition surveys, and prepared design and construction plans and specifications for the renovation and restoration of existing structures. Mrs. Foreman has performed for clients including architects, other engineering disciplines, contractors, building owners, developers, and public entities.
Kristen has also served as President of the Southeast Chapter of the International Concrete Repair Institute. She is an active member of multiple professional organizations, including the American Society of
MILESTONE INSPECTIONS
Preserving Building Integrity
With BillerReinhart, you get reliable, thorough inspections, tailored to your building's needs
We will help you keep your property safe and in compliance with state regulations
Our detailed reports, client-focused service and knowledge of local laws set us apart.
Accounting for Reserves
BY SUNDEEP JAY, SENIOR RESERVE SPECIALIST, J.R. FRAZER INC.
By now, I am sure that everyone is a little familiar with establishing a reserve fund for assets in a condominium and or HOA community. Using a reserve study is one of the best ways to collect and fairly budget for the maintenance and replacement of an association’s assets. The person creating a reserve study will bring with them the knowledge from many other associations and their past and present experiences in the wear and tear of an association.
Reserves are for today’s depreciation that everyone “currently” living in the association is responsible for. It is not for tomorrow’s repairs or replacements. If this were the case, then only special assessments would exist and not reserves. Fully funding reserves on an annual basis for condominiums is a Florida state law.
Partially funding reserves or waiving reserves altogether is only allowed if there is a majority vote of the membership. SIRS reports are required to be annually fully funding for all budgets prepared on or after December 31st, 2024. Even though this does not apply to HOA communities, the rules for fairly collecting reserves are no different than in a condominium association.
Every day the sun and rain are hitting the exterior condominium building and or clubhouse roofing system. Every day the sun and rain are hitting the asphalt, pavers, sidewalks, etc. The unit owner, owner’s friends/family, and vendors are taking away a little bit of the paving every day from the roadways that will eventually require a replacement.
So, the daily payment for this depreciation is the responsibility of the owners who are living there at the present moment.
What has generally happened too often in South Florida communities is that minimal reserves were collected from the beginning, allowing the first set of owners to live in a new community without paying their fair share. This has now created additional burdens on the new owners who purchased 20 to 30 years into the life of an association. Not only are the current owners now responsible for paying for the full replacement of the association’s assets, but they also have to pay more into reserves for any shortfalls due to a lack of past budgeting practices.
There are items that a typical reserve study does not include for budgeting purposes. These items include upgrades, surprises, code changes, structural failing items, etc. So, in many cases, not only is the association paying for the replacement/repair of asset items, but the association is also having to pay for unexpected items that are typically not a part of the reserve budgeting.
A typical reserve study will include a “normal annual contribution” for reserves. But, if there are not sufficient monies in reserves, a deficit annual funding may also be required in order to have sufficient monies to pay for painting, roofing, elevators, and other items that may be up for replacement in the near future. For example, if a roof
Continued on page 41
costs $100,000 and has a useful life of 20 years, then the normal annual contribution would be $5,000 a year. But if a roof only has 10 years left in its useful life and only $20,000 is saved in reserves, then a deficit funding will also be required. To make up for the $30,000 shortfall in 10 years, the association also has to collect this amount over the next 10 years plus the normal annual contribution. The full funding annual contribution would be $5,000, plus a deficit annual funding of $3,000 in order to save up to $100,000 in the next 10 years when the roof needs replacement.
Though bank loans and special assessments are options that an association may choose, they may not be the most ethical and or a fair way to handle the budgeting of reserves. For example, if a unit owner knows that in 10 years a roof needs to be replaced, and the plan is to special assess its members in 10 years, then a person may sell their home in eight years to avoid paying the special assessment. Not only does the current owner leave without paying their fair share, but the new unit owner now will have to pay for this special assessment for the time period of 18 years when he/she did not live there.
Being a board member is a hard and unpaid job. Once elected, it is the fiduciary responsibility for each board member to do what is fair, equitable, and transparent for all current and future owners. It is
RESERVES
not the board’s job to rationalize the unit owner or a homeowner’s personal budgeting situation. The board members’ job is to present the truth and the fairest way of moving the budgeting process of an association forward. Board members cannot assume nor is it their responsibility to assess whether a set of unit owners can afford the new annual reserve contributions for their reserve budget. Many times, the increase in reserve contributions is due to the lack of not paying sufficient monies into reserves in the past.
Sundeep Jay is certified as a senior reserve specialist. He has been completing reserve studies and condo/HOA property & flood valuation reports for a little more than nine years with J. R. Frazer Inc. He graduated with a degree in accounting and computer science from the University of Central Florida. Throughout his career, he assisted in building more than 70 to 80 residential homes as a real estate broker while also operating his own mortgage company. For more information, call 561-488-3012, email JRFrazerENT@aol.com, or visit www.JRfrazer.com.
The Importance of Maintaining a Clean & Professional Building
BY RYAN JURNEY, OWNER, GATOR PROTECTION INC.
In today’s competitive business landscape, the appearance and cleanliness of a building play a crucial role in shaping first impressions, ensuring the well-being of occupants, and upholding the reputation of a company. Whether it’s an office building, retail space, or residential complex, maintaining a clean and professional environment is essential for productivity, health, safety, and customer satisfaction. Organizations that prioritize cleanliness demonstrate their commitment to professionalism, hygiene, and operational efficiency.
FIRST IMPRESSIONS MATTER
A clean and well-maintained building creates an immediate positive impression on visitors, clients, and employees. The moment someone walks into a facility, the level of cleanliness sets the tone for their perception of the organization. A tidy and organized environment conveys a sense of professionalism, reliability, and attention to detail. In contrast, a neglected, unclean space can deter potential clients, diminish employee morale, and tarnish a company’s image.
For businesses that rely on customer interactions, such as retail stores,
hotels, and office buildings, cleanliness directly impacts consumer behavior. A spotless and inviting space encourages customers to spend more time and money, reinforcing brand credibility and trust. Similarly, in corporate settings, a clean and professional office environment fosters confidence in business partners, investors, and stakeholders.
HEALTH AND WELL-BEING OF OCCUPANTS
A clean building is essential for maintaining the health and well-being of employees, tenants, and visitors. Dust, allergens, mold, and bacteria can accumulate in unmaintained spaces, leading to respiratory issues, allergies, and other health concerns. In office settings, poor indoor air quality and unclean surfaces contribute to increased employee absenteeism and reduced productivity due to illness.
Regular cleaning and sanitation, especially in high-touch areas such as doorknobs, restrooms, shared workspaces, and kitchen facilities, help prevent the spread of germs and viruses. This became especially
Continued on page 43
critical during the COVID-19 pandemic, highlighting the need for stringent cleaning protocols and disinfection practices in all types of buildings. Maintaining a hygienic environment ensures a healthier workplace, reducing sick days and promoting overall well-being.
BOOSTING EMPLOYEE PRODUCTIVITY AND MORALE
The physical workspace significantly influences employee productivity, motivation, and job satisfaction. A clutter-free and clean environment enables employees to focus better, minimizes distractions, and fosters a positive work culture. Studies have shown that employees in wellmaintained offices are more engaged, experience lower stress levels, and perform their tasks more efficiently.
Furthermore, a professional and organized workspace enhances collaboration and teamwork. When employees feel comfortable and take pride in their work environment, it positively impacts morale, leading to higher levels of creativity and innovation. Companies that invest in cleanliness not only retain top talent but also create an environment where employees thrive.
COMPLIANCE WITH HEALTH AND SAFETY REGULATIONS
Commercial and residential buildings must adhere to health, safety, and sanitation regulations to ensure compliance with local and federal standards. Neglecting cleaning and maintenance responsibilities can result in legal liabilities, fines, and potential lawsuits. Businesses that prioritize cleanliness reduce risks associated with workplace accidents, such as slips and falls due to unclean floors, as well as prevent fire hazards caused by accumulated debris.
For property managers and landlords, maintaining a clean and safe building is not just a legal obligation but also a means of retaining tenants. Residents expect a well-kept living environment, and failure to provide one can lead to high turnover rates and reputational damage.
COST-EFFECTIVENESS AND LONG-TERM ASSET PRESERVATION
Routine maintenance and professional cleaning services contribute to the longevity of a building’s assets, including flooring, carpets, furniture, HVAC systems, and other infrastructure. Regular upkeep prevents costly repairs and replacements, ultimately saving businesses money in the long run.
For instance, proper maintenance of HVAC systems ensures efficient operation, reducing energy costs and prolonging the life of the equipment. Likewise, regular floor care prevents premature wear and tear, preserving the aesthetics and functionality of the space. By investing in cleaning and maintenance, businesses and property owners protect their assets and enhance property value.
ENHANCING CUSTOMER AND TENANT SATISFACTION
Customer and tenant satisfaction is a critical factor for businesses and property managers. A clean and welcoming environment encourages long-term relationships and fosters loyalty. In hospitality and retail industries, customers are more likely to return to establishments that are clean, well-maintained, and inviting.
For residential buildings, tenants expect high cleanliness standards in common areas, lobbies, hallways, and facilities such as gyms and laundry rooms. A well-maintained property enhances tenant experience, leading to positive reviews, referrals, and lease renewals.
SUSTAINABILITY AND ECO-FRIENDLY PRACTICES
Modern businesses are increasingly adopting eco-friendly cleaning practices to reduce their environmental impact. Green cleaning products, energy-efficient equipment, and sustainable waste management contribute to a healthier indoor environment while minimizing ecological harm. Companies that implement sustainable cleaning practices not only meet environmental regulations but also appeal to eco-conscious customers and employees.
Maintaining a clean and professional building is not just a matter of aesthetics—it is a fundamental aspect of business success, health, safety, and sustainability. Cleanliness enhances first impressions, safeguards health, boosts productivity, ensures compliance with regulations, and preserves long-term assets. Whether for an office, retail store, or residential property, prioritizing cleanliness leads to improved employee morale, customer satisfaction, and overall business growth. Investing in professional cleaning services and routine maintenance is a strategic decision that yields long-term benefits, making it an essential aspect of any successful organization or property management strategy.
Ryan Jurney is the owner and CEO of Gator Protection, Inc. (“GPI”). GPI is a family owned and operated company specializing in a variety of commercial janitorial solutions. GPI proudly services clients throughout South Florida and has a presence in the Atlanta Georgia area as well. With a hands-on approach and a commitment to excellence, he has built a reputation for reliability, professionalism, and client-focused service. Outside of work, Ryan enjoys traveling and spending time with his family. For more information, visit gatorprotec.com.
When “Just Send Us a Proposal” Hurts Your Community Association
BY LUIS RODRIGUEZ, BUSINESS DEVELOPMENT MANAGER, ASSOCIATION SERVICES OF FLORIDA
In the world of community association management, evaluating new management often begins with a simple request: “Just send us a proposal.” While this seems like a logical and efficient approach, a proposal outlines the services, costs, and commitments a management company is willing to provide. But too often, boards of directors base their decisions solely on this document, leading to disappointing outcomes for their communities.
As a Business Development Manager for Associa Florida, I often speak with board members who are dissatisfied with their current management. Many chose their provider based on an attractive proposal. Clearly, if proposals alone were a reliable predictor of success, these conversations wouldn’t be so common. Let’s explore why this approach is flawed and how boards can make more informed decisions.
THE PROPOSAL PARADOX
An impressive proposal can mask underlying issues such as inadequate resources, a lack of specialized expertise, or poor communication practices. By focusing exclusively on the proposal, boards risk overlooking the most critical factor in their community’s success: the people behind the paper.
THE CONSEQUENCES OF PROPOSAL-ONLY DECISIONS
When a board relies solely on comparing proposals to make their decision, they may inadvertently prioritize the wrong criteria. For example:
» Overemphasis on Cost: The lowest bid may seem appealing, but it could indicate corners being cut in staffing, technology, or customer service.
» Overlooking Fit: A proposal cannot convey whether the management team aligns with the board’s goals, communication style, or expectations.
A proposal is a necessary part of the decision-making process. It provides a structured overview of what a management company offers. However, it’s important to remember that boards are not hiring a proposal; they are hiring a team of professionals to implement the promises detailed within it. Proposals are often prepared by skilled sales teams or marketing professionals, not the individuals who will be directly responsible for serving your community.
MANAGEMENT PROPOSALS
» Ignoring Execution: Even the most detailed and professional proposal is meaningless if the team cannot deliver on its promises.
The result? Boards find themselves locked into contracts with providers who fail to meet their needs, leading to frustration, wasted time, and the costly process of searching for a replacement.
EVALUATING THE TEAM, NOT JUST THE PROPOSAL
To make an informed decision, boards must go beyond the proposal and evaluate the people and systems that will directly impact their community. Here are key steps to take:
» Meet the Team: Schedule interviews with the actual managers, support staff, and regional leaders who will serve your community. Pay attention to their expertise, professionalism, and responsiveness.
» Check References: Speak with other boards the management company has worked with. Ask about their experiences with the team, not just the company as a whole.
» Assess Technology and Processes: A strong management team leverages advanced technology to enhance efficiency and communication. Ask about the systems they use for accounting, resident engagement, and maintenance tracking.
» Understand the Culture: Look for a company that prioritizes collaboration, transparency, and problem-solving. These values are critical to a successful partnership.
RED FLAGS TO WATCH FOR
As you evaluate potential management companies, be aware of warning signs that may indicate trouble ahead:
» Lack of Access: If a company won’t arrange meetings with the team members who will directly serve your community, this is a major red flag.
» Vague Answers: Beware of companies that cannot provide specific examples of how they have addressed challenges in similar communities.
» Overpromising: If a proposal seems too good to be true, it probably is. Be wary of unrealistic promises, especially at bargain prices.
THE VALUE OF LONG-TERM RELATIONSHIPS
Community management is not a transactional service; it is a partnership. Successful relationships between a board and a management team require trust, communication, and a shared commitment to your community’s well-being. While a proposal can set the stage for this relationship, it is only the beginning. Boards must invest time and effort into understanding who they are hiring and whether that team aligns with their long-term vision.
At the end of the day, an impressive proposal is just that—a document. The true measure of a management company’s value lies in its people, systems, and ability to deliver on promises. By taking the time to evaluate these factors, boards can make decisions that lead to stronger partnerships, better service, and happier communities.
So, the next time you hear the phrase “Just send us a proposal,” remember you’re not hiring a piece of paper. You’re hiring a team that will play a vital role in shaping your community’s future. Choose wisely.
Luis Rodriguez is the Business Development Manager for the Association Services of Florida, also known as Associa Florida. With extensive experience in fostering collaborative relationships and guiding community boards toward effective solutions, Luis specializes in helping communities unlock their potential through strategic partnerships and innovative management practices. In addition to hosting the monthly interview series Getting It Right with Luis, Rodriguez regularly shares insights with community leaders on enhancing operational efficiencies and creating vibrant, thriving neighborhoods. He also draws on decades of extensive real estate industry experience throughout the Americas.
