Meeting the Growing Demands on Associations Through Empowering and Efficiency
Heading South: Essential Tips for a Smooth Transition Back to Warmer Climates
The Future of Community Security
Choosing the Best Laundry Equipment for Multi-Housing Properties
What Are the Important Elements of a Gated Community’s Access Control Systems?
Pre-existing Damage: Abused or Justly Enforced?
Insurance and Code Changes Could Cost Florida Homeowners Big!
Journal Notes
FCAP Community CAM Matters—Betsy Barbieux
New Faces
Financial, Legal and Management Directory
Products and Services Directory
Display Advertisers’ Index
Ease the Snowbird Transition
Rembaum's Association Roundup
A Differing Tale of Two Terminating Condominiums
New Laws Change Landscape for HOA Fining and Suspensions
No "Wiggle Room" in Statutory Requirements to Provide Documents
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Journal Notes
It's a month before the elecfions. What changes in leadership and legislation will 2025 bring to the United States, and what will be the results of elections and amendments to be voted on in Florida?
One observable change in Florida this month is the return of many of the snowbirds who want to enjoy some relaxation in the sun and in their communities. They will give a boost to the local economy and keep the social committees hopping. Welcome home, snowbirdsl lt's great to have you back.
Turn to page 8 to read "Welcome Home, Snowbirds." The service providers have taken time to highlight important legislation that passed over the summer that will lead to operational and financial changes in many condominium and cooperative associations. Furthermore, they provide practical advice on the steps to take to make sure owners' units, environs, and furnishings are in tip-top shape.
On page 24 Mary R. Hawk with Becker writes about how community associations can "Ease the Snowbird Transition." The Condominium Act now requires boards of directors to meet once a quarter and to allow residents to ask questions at least fourt times a year. There is additional information on political signs and disaster preparedness since both seasons continue into November.
Turn to page 54 to read the article from Lindsay Heysler with Seacrest Services on "Essential Tips for a Smooth Transition Back to Warmer Climates." She suggests that you get your Florida home prepared by having it professionally cleaned and inspecting that all the unit appliances are in proper working order. Additionally she encourages residents to educate themselves on new legislation that will impact maintenance fees and other funding, and she emphasizes that board members need to communicate these changes to residents.
Other articles deal with condominium terminations, changes in fining and suspension laws, ways to meet association workplace demands, and technological advances in security systems.
FLCAJ hopes that both the snowbirds and year-round residents have a great October.
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Editor’s Note: Several important changes have taken place during the 2024 legislative session. Though the advice from the multiple service providers is kept brief here, there are many important lessons to learn and actions to take.
ABSOLUTE’S CHECKLIST FOR RESTORING OLD PATIO FURNITURE
By Tammy Leeman
Welcome back, snowbirds. Is your property a candidate for patio furniture restoration? Condominiums, country clubs, and HOAs with old and worn patio furniture should consider a powder-coating restoration process instead of taking on the greater expense of furniture replacement. If the finish on the frames is still in great condition, then simply re-strapping or re-slinging is also
Photo by iStockphoto.com/LeeYiuTung
an option. You can completely update the look of your furniture and save your property a lot of money at the same time! Communities can select from a large array of metal finishes, fabrics, and color schemes. This selection includes hundreds of colors, patterns, and fabrics for slings, straps, and cushions, which allows a community to select something they feel will fit with their already established décor, effectively creating an overall coordinated and polished look. The flexibility of powder coating makes it a great choice for any metal restoration project.
Tammy Leeman is the owner of Absolute Patio Furniture. For more information call 954-917-2715 ext. 204, email tammy@absolutepowdercoat.com, or visit www.absolutepowdercoat.com .
GET AN INDEPENDENT ANALYSIS OF YOUR COMMUNITY’S ROOFING NEEDS TO SAFEGUARD YOUR BUDGET
By Bill Harris
Welcome back! Do you need a new roof? How do you know for sure? Alliance Consulting & Testing has helped community association managers across the country by providing unbiased assessments of their community’s roofing needs. We take the guesswork out of roof system management with the following steps:
Inspection—We’ll inspect your roofs and provide expert, unbiased
analysis on whether to repair, replace, or budget for the future.
Project Scope— If repair or replacement is necessary, we’ll write the scope of work to help you get the bid process started so that you pay a fair price for only the services you need.
Quality Assurance— Once work is completed, Alliance Consulting & Testing will inspect it to make sure it was done right.
At Alliance Consulting & Testing, we don’t sell roofs or roofing products, but we’ll make sure you get the full value out of yours.
Bill Harris, RRO, is president of Alliance Consulting & Testing. For more information, call 888-777-7001 or visit roofexpert.com
Cell: 786-367-1920 Office: 305-821-3169
Email: jazmin@asiflorida.com
SERVE ON THE BOARD
By Connie Lorenz
We are so happy you are back in town and even happier that you are on the board! What a wonderful position to volunteer for that will help keep your community looking its best! With the new requirements for board member certification, I hope it doesn’t deter you from continuing on the board or volunteering in your community. If you haven’t attended some of the awesome conferences by organizations that host these events, you are missing out on not only a wonderful opportunity to obtain some valuable information but also a fabulous chance to network with your fellow board members, share your wisdom, and gain a wealth of knowledge from some of the best! Don’t let the new requirements throw you off; if it wasn’t for people like you, who knows where your community would be today. If the path to your meetings is full of potholes, please reach out to us here at Asphalt Restoration for your free evaluation.
Connie Lorenz is the owner of Asphalt Restoration Technology Systems. For more information, call 800-2544PDC (4732) or visit AsphaltNews.com
DWORK V. EXECUTIVE ESTATES OF BOYNTON BEACH HOMEOWNERS ASSOCIATION,
INC. , 219 SO.3D 858 (FLA. 4TH DCA 2017)
By Jay Roberts, Esq.
Proper enforcement procedure, and what can go wrong if it is not done properly, is the lesson of this case study.
An owner was alleged to have violated the HOA’s governing documents by not properly maintaining his home. The HOA sent several notices to the owner stating that he was in violation of the governing documents. Receiving no compliance or response, the HOA started down the route of the fining procedure pursuant to F.S. §720.305(2). The HOA sent a notice to the owner that in 13 days there would be a hearing with respect to whether fines would be imposed. The HOA fines committee did approve the fines. Fines remained unpaid, and the HOA recorded a claim of lien and later filed a twocount lawsuit seeking to foreclose the claim of lien
or, alternatively, seek monetary damages for the fines imposed.
The appellate court pointed out that this case ultimately involves a matter of statutory interpretation. The appellate court pointed out that F.S. §720.305(2)(b) states that a fine or suspension may not be imposed unless the board first provides the parcel owner at least 14 days’ notice of the committee hearing on the issue. The court was clear that 13 days’ notice did not meet the dictates of the statute.
If your association is going to conduct internal enforcement (fines and suspensions), you must err on the side of providing ample due process which meets or exceeds the statutory requirements.
Jay Roberts, Esq., is office managing shareholder of Becker. For more information call 850-664-2229, email jroberts@beckerlawyers.com, or visit www.beckerlawyers.com .
THE BENEFITS OF COMMUNITY TELECOM AGREEMENTS FOR SEASONAL COMMUNITIES
By Shernette Duncan
As the Florida sun welcomes everyone back from their summer
getaways, it’s a reminder that budgeting season is just around the corner. With rising costs and growing demands on community resources, communities are increasingly seeking creative solutions to boost revenue and improve resident satisfaction. One practical approach they are leveraging is establishing bulk agreements with telecom providers.
Bulk agreements for telecom services can save HOAs and their residents significant money, even in communities with many seasonal residents. The key is finding a provider that can tailor a plan to meet these specific needs. Bulk broadband services typically cost up to 50 percent less than individual retail prices, providing substantial savings.
Another benefit for seasonal residents is that some providers offer services that allow TV subscribers to access their favorite shows anywhere in the U.S. at no additional cost. This eliminates the need for two providers, reduces duplicate expenses, and ensures consistent TV access across primary and
secondary homes or while on the go.
To learn more about Blue Stream Fiber, our fiber infrastructure, and a free network evaluation for your community, please visit Bluestreamfiber.com/bulk
NEW LAWS AND REGULATIONS
By Ashley Dietz Gray
Welcome back, snowbirds! While you were away, significant legislative changes have taken place in Florida. New laws and regulations have been implemented that greatly impact community associations. These changes are already in effect and include new educational requirements for board members and many other small changes that may or may not impact your community! To keep Florida condominium and HOA board members well-informed about the latest developments in state law regarding community associations, we recommend checking out Florida Association News (FAN). FAN serves as the go-to online resource for news, legal updates, and events for board members, property managers, owners, and service providers in the Florida community association industry. Best of all, FAN is completely free and offers a monthly newsletter, blog, and educational webinars for board members.
Ashley Dietz Gray is vice president of marketing for Campbell Property Management. For more details and to access FAN , visit GetFAN.org .
RECONNECT AND REJUVENATE
By Castle Group
As you return to your Florida home, take time to reconnect and rejuvenate.
First Things First— Check in with your community association. Update your contact information and review any new policies or changes. Take a moment to inspect your property, ensuring everything is in prime condition after the summer.
Check for Updates— Visit your association’s website to catch up on any updates or changes that occurred while you were away. Review the minutes from board meetings you missed.
Notify Financial Institutions— Inform your bank and credit card companies of your return to Florida to avoid any unnecessary fraud alerts.
Manage Your Mail— Remove any holds or forwarding requests on your mail to ensure you receive all your correspondence promptly.
Socialize— Engage in local events, from social mixers to seasonal celebrations, and reacquaint yourself with local amenities.
Welcome back to your home away from home!
To learn more about how Castle Group can serve your community, request a proposal at castlegroup.com/ request-a-proposal/
BANKING BEST PRACTICES
By Jennifer Duryea
When seasonal board members are returning to Florida, it’s typically also budget season, so what a great time to think about implementing best practices in banking for ensuring financial stability and transparency. Associations should establish a dedicated bank account for operating funds, separate from reserve funds, to avoid commingling resources. Regular financial reporting, including monthly statements and annual budgets, promotes accountability among board members and fosters trust within the community.
Additionally, associations should conduct regular audits to ensure compliance with financial policies and identify any discrepancies early on. Utilizing online banking tools can streamline payments and enhance cash flow management while also providing a secure platform for transactions.
Be sure not to overlook being over the FDIC limit. Maintaining good relationships with local banks can provide access to favorable interest rates and financial products tailored to the unique needs of associations, including solutions for extended FDIC coverage.
Jennifer Duryea is a relationship manager in Southwest Florida for Centennial Bank. For more information, visit www.my100bank.com/association-banking
STAY WELL PREPARED
By Anna Rogers
As our snowbird residents begin their migration back to the warm Florida sunshine, associations will get increasingly busy. Let’s explore some best practices to stay well prepared and stress-free during this time.
Prepare for the Unexpected— The fast pace of snowbird season is filled with twists and turns. An emergency line of credit is a smart strategy that can help serve as a safety net if anything should happen.
Go Digital— Setting up online banking for your board members is especially important during busier times of the year as it ensures real-time awareness throughout your association. Consider a financial partner with advanced digital banking capabilities.
Seek Out the Specialists—Banking partners that specialize in banking for community associations are an essential part of effectively managing your budget and finances. Cogent Bank, for instance, has a team of banking professionals solely dedicated to delivering exceptional banking products and services to associations.
Anna Rogers is senior vice president, community association relationship manager for Cogent Bank. For more information, call 888-577-0404 or visit cogentbank.com .
RESIDENTS CAN EASILY MANAGE CONNECTIVITY SERVICES AT THEIR SEASONAL HOME WITH XFINITY
By Julia Barch
Do you have seasonal Florida residents? Not only can Xfinity help residents stay connected to their seasonal home while away, but we also make it easy to put Xfinity services on hold including TV, internet, and voice. With Xfinity’s Seasonal Convenience Plan, residents will have no reconnection fees upon return and can restore services quickly and easily without a visit from a technician. While away, seasonal residents can keep their home phone number and be able to access their Xfinity email account from anywhere. Wi-Fi equipment can even stay in the home while they’re gone, with no need to return it! If residents have smart devices like a thermostat or security
cameras, they can still access them remotely with the Xfinity Internet Seasonal Access Option.
Scan the QR code below to receive a call regarding any questions on Xfinity services for your property.
PREPARING FOR THE SNOWBIRDS’ RETURN TO FLORIDA
ESSENTIAL TIPS FOR PROPERTY MANAGERS LEASING LAUNDRY EQUIPMENT
By Kendal Stewart
Property managers face unique challenges as snowbirds return to Florida, particularly when maintaining laundry equipment. The following are some tips to ensure a smooth transition:
Pre-Season Equipment Check—Inspect all laundry equipment and utilities. Ensure that washers/ dryers are in optimal condition for increased usage. Replace any worn-out parts, address maintenance issues, and clean the vents annually.
Clear Communication— Inform residents about any changes to laundry services before the snowbirds arrive. Effective communication helps set expectations and avoids misunderstandings.
Capacity Planning— Anticipate the increased demand for laundry facilities during the snowbird season. Consider using on-demand pricing to spread usage out.
Responsive Support— Ensure your service team is readily available to address equipment malfunctions or service requests promptly. Quick response times are crucial for maintaining resident satisfaction.
By following these tips, you can effectively prepare for the influx of snowbirds and ensure their laundry equipment services are up to the highest standards, leading to a positive experience for all.
For more information about Commercial Laundries, call 786-982-7729 or visit www.commerciallaundries.com .
KNOWING YOUR PLUMBING SYSTEM !
By Kevin Berounsky
Whether you are a seasonal or permanent resident, it is beneficial to know how your plumbing system works. Averaging 10,000 service calls annually, we have listed some items to help you navigate your plumbing effectively.
Shut-Off Valves— Know how to properly shut off the water to your residence. Make sure the shutoff valve(s) are in operational working order.
Address Issues Early— Early detection allows for prompt repairs or maintenance, potentially saving you from costly and extensive damage.
Inspect for Leaks— Proper routine checks are good practice. A running toilet can cause a high water bill. Also, early leak detection can prevent costly water damage.
Building Policies— Have a knowledge of your building’s repair and maintenance policies. Are there certain times service providers are allowed in the building? Is a certificate of insurance required? Does the building have a vetted, licensed, and insured plumbing company?
By investing time in learning about your plumbing system, you not only protect your home from potential issues but also gain confidence and control over its maintenance and management.
Kevin Berounsky is vice president of Douglas Orr Plumbing. For more information, call 305-240-6731, email kevin@orrplumbing.com, or visit www.orrplumbing.com .
SAFETY & SECURITY CHECKLIST
By Nathan Varn
Welcome back to the Sunshine State!
As you settle in, a top priority should be a safety and security check for your home and community.
Here’s a quick checklist:
If your community maintains any type of visitor management system, reevaluate who is listed as your approved guests. Check your personal visitor list and review any companies or contractors. Remove any unnecessary or unknown names. This prevents unauthorized access to the community. Review and update your household’s contact information. Whether it’s a gate access system or
concierge service, confirm that your personal contact information is correct. This is generally how you’re notified of visitors or other pertinent information in your community.
Walk through the property and double-check cameras, doors, fences, and other access points.
Community safety is the job of everyone in the community. You’ll be able to more thoroughly enjoy your Florida home, knowing it is safe and secure.
Nathan Varn is the VP sales & marketing at Envera Systems, a security software and technology company. For more information, visit www.enverasystems.com .
SEASONAL RESIDENTS, YEAR-ROUND RESPONSIBILITIES AND LIABILITY
By Justin Smith and Kyle Alonso
You don’t want to waste any time to enjoy all the perks of Florida living when you return to your condominium for the season. Before you pack your beach bag, however, it is important to inspect your unit for signs of leaks, water damage, or mold that may have occurred while it was vacant. Leaks and mold growth can spread beyond your unit and can impose liability on you for damage that reaches outside the confines of your unit.
Condominium governing documents typically deem that unit owners are responsible for remediating and repairing their individual units, and the association is responsible for the common elements. As an exception, many governing documents shift liability for damages onto a unit owner who willfully or negligently causes damage to the common elements. If you find damage to your unit, it is very important to remediate the issue and notify your condominium association in the event the damage may have spread or affected the building structure.
Justin Smith and Kyle Alonso are senior associates with Haber Law. For more information, call 305-3792400 or visit www.haber.law
MAKE YOUR RETURN AS SMOOTH AS POSSIBLE
By Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM
As we warmly welcome our valued seasonal residents back to their association-led communities, Hotwire Communications is committed to providing you with a seamless and personalized experience tailored to fit your unique connectivity needs.
Continued on page 18
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“By failing to prepare, you are preparing to fail.” — Benjamin Franklin
“By failing to prepare, you are preparing to fail.” — Benjamin Franklin
Continued from page 15
Hotwire offers a range of services designed to make your return as smooth as possible. Our Fision Educators are available to provide training sessions to reacquaint you with all aspects of your Fision services. Whether you need a refresher on navigating the TV menu guide, managing your Wi-Fi settings, accessing your community’s custom information channel, or utilizing our intuitive online customer portal, our Fision Educators are here to help.
Additionally, our teams ensure that your fiber-to-thehome technology and Wi-Fi speeds are optimized for the best possible experience. With 24/7 monitoring of our network infrastructure, Hotwire guarantees reliable highspeed connectivity from the moment you return.
Welcome back! Let Hotwire Communications be your trusted partner in delivering exceptional fiber-based services with a focus on personalized support and optimal performance for you and your community.
For more information about Hotwire Communications, visit www.hotwirecommunications.com
TO-DOS FOR RETURNING SNOWBIRDS
By Erin Fabian, Regional Vice President
Welcome back, snowbirds! Before settling into your Florida residence that was sitting unoccupied all summer, here are some essential tips to ensure everything is running properly and safely.
To-dos upon your return are as follows:
Check your HVAC and thermostat—Make sure they are working correctly to maintain a comfortable temperature.
Consider installing a smart thermostat—This can help cool your residence remotely and save on your electric bill.
Schedule a maintenance check—Arrange for a professional inspection and testing of your unit before you arrive.
Turn on your main water valve—Open all faucets to check for leaks, paying special attention to refrigerator and dishwasher lines.
Plug in all appliances—Ensure they are functioning and replace batteries in any battery-operated items.
Test the smoke alarm—Confirm it’s working to ensure your safety.
Open shutters—Verify they are operational to ensure security.
Report any issues—If anything seems broken or not functioning properly, notify the property management company immediately.
Following these critical steps will help minimize headaches and maximize your enjoyment of your winter escape.
Erin Fabian is regional vice president for KW PROPERTY MANAGEMENT & CONSULTING. For more information, contact KWPMC’s Erin Fabian at 813-448-3981, email efabian@KWPMC.com, or visit www.kwpmc.com
TIPS TO MAKE YOU GLAD
By Joseph Estrada
Welcome back, snowbirds! For condominium owners, here are some tips to consider upon your return or departure!
Have you come home to a lingering odor? The culprit might be the p-traps underneath your sinks or floor drains. Water in these traps can dry up when not used for extended periods of time, and as such, odors can rise. Try pouring some water down the drains to see if that takes care of the smell.
Consider having a water heater leak alarm with an automatic shut-off valve installed. They’re inexpensive and an excellent safeguard to have in place in case your water heater fails while you’re away.
Are you thinking of saving on your power bill by turning the AC off while you’re going to be away? Don’t do it! If you do, you are creating prime conditions for mold to grow. Always keep your AC on when you are away.
Finally, consider having someone check your unit if you plan on being gone for a while. Have them do things like flush toilets, run sinks, check the AC, etc. You’ll be glad you did!
Joseph Estrada is divisional director for Leland Management. For more information, visit www.LelandManagement.com or call 888-465-0346.
CHECK OUT YOUR CARPORTS
By Nate Yoder
Welcome back to paradise! Now that you have returned, it is important to check out your existing HOA, condominium, apartment, or commercial property carports to make sure that they are safe and in good condition.
Progress Requires Change
EMPOWER EVERYONE, THE APPS
YOU HAVE TWO TYPES OF PEOPLE WITH DIFFERENT NEEDS, YOU NEED 2 APPS
• Accessible to All: Owners, tenants, guests, and vendors can use the app with different permissions based on their type.
• Self-Managed Data: Users manage their own data (people, vehicles, pets), reducing office workload.
• Management Oversight: Management stays informed and in control with an approval process for certain changes.
• Flexible Access Control: Owners can set an unlimited number of date ranges for access—not just one-time or permanent.
• Custom Permissions: Owners can assign specific permissions to their people, granting them certain abilities.
• Full Unit History: Users can access package history, visitor logs, key logs, and door/gate access records—eliminating the need to call the office.
• Management Control: Management retains the ability to override app settings and permissions.
• Multi-Unit Management: Users can manage multiple units across one or more associations in the app with a single username
• Easy User Addition: Add people to your unit via a short code.
• Stay Informed: See all alerts and notifications to keep updated.
• Effortless Identification: Share a QR barcode for quick identification, though this is not necessary with our Facial ID Visitor Screening system.
• Virtual ID Card: Display your virtual ID card directly in the app.
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Check out how Next level Visitor screening works in the real world! www.youtube.com/@AsterixSotware Website www.AsterixSoftware.com
• Multi-Association Support: Seamlessly manage multiple associations within a single platform.
• Effortless Approvals: Stay informed and in control of all requests-approve anywhere.
• Summary Dashboard: Access a quick overview of key information for fast decision-making.
• GPS-Tagged Items: All actions are logged with GPS locations for accuracy.
• Alerts and Notifications: Stay updated with real-time alerts, ensuring staff are always informed.
• Daily Activity Log: A comprehensive log is available for everyone to review, ensuring transparency.
• Smart Guard Tour: Monitor and manage security rounds with ease.
• Access Control Management: Control and monitor doors and gates in real-time.
• Incident Reports: Submit and review detailed reports of any incidents.
• Maintenance Reports: Track and manage maintenance issues efficiently.
• Violation Management: Report and handle violations swiftly.
• B.O.L.O (Be On the Lookout): Issue alerts for specific individuals.
• Optional Location Tracking: Monitor staff locations when needed.
• License Plate Search: Integrated with the Visitor Screening and unit vehicles.
• Scan Virtual IDs: Easily view all units linked to a person.
• GPS Time Clock: Track staff time with GPS-enabled clock-ins.
Carports are a great way to protect your vehicles from weather-related events—and in particular from the sun’s intense heat here in Florida. However, if your carport is in poor condition or not up to current Florida Building Code requirements, it can actually be a significant liability and dangerous. An old carport can collapse onto vehicles during extreme weather, causing extensive property damage, vehicular damage, bodily injury, or worse.
If you notice issues with your existing carport, know that they are old and need to be replaced, or are simply unsure and have questions, contact Nate Yoder, VP at Mullet’s Aluminum Products Inc. via telephone 941-3713502, ext. 218, or email nate@mulletsaluminum.com.
TIME TO CONSIDER A RECOAT APPLICATION
By Alexandra Freeman
Welcome back, snowbirds! Did you know that siliconebased architectural wall coatings may, over time, become unsightly due to atmospheric deposits of dust and dirt? Even cleaning can be costly and is only a temporary measure at remediation. Unfortunately, recoating is typically limited to silicone-based materials as most organic coatings will not adhere to the existing silicone-based coating. Recoating with high-quality acrylic architectural coatings is also not an option. Don’t fret; we have a solution, Pecora SilcoPrime. SilcoPrime is an STPUbased (silyl-terminated polyurethane) interlaminary primer specifically formulated to promote the adhesion of exterior-grade, non-silicone-based architectural wall coatings when applied over existing silicone-based wall coatings. The coating will act as a permanent bridge between the existing silicone base coating and the new acrylic architectural coating. This provides the advantage of flexibility to choose from a wide array of colors and coating manufacturers when considering a recoat application!
For more information about SilcoPrime, please call 800-523-6688, email techservices@pecora.com, or visit www.pecora.com/coatings/
SNOWBIRDS, HERE’S WHAT TO CHECK WHEN RETURNING HOME
By Camille Moore
Returning to your vacation home can be exciting and maybe even a little bit scary. After all, some items and systems in your home may have gone a bit south while you were away. That’s why it’s essential to ensure everything is in order when you arrive. A handy checklist follows:
Inspect the exterior of your property for visible signs of damage. If applicable, check the roof and any outdoor spaces.
Examine your plumbing for leaks or signs of water damage, especially in areas where pipes may have been exposed to hot or cold temperatures.
Test your HVAC system and change air filters as needed.
Examine your appliances, making sure they’re in working condition.
Inspect your home security system and update any passwords or codes.
Test outlets and replace any expired batteries in smoke detectors.
Walk through each room to look for signs of pests or mold.
Camille Moore is a creative content writer for RealManage. For more information, visit www.realmanage.com .
KEEPING YOUR WINTER HOME PROSPEROUS
By Nick Brenneman
We’re glad you’re back, snowbirds! By now, if your community has buildings three stories or higher, you’ve likely completed your structural integrity reserve study. With associations seeing an average reserve contribution increase of 141 percent as a result of their SIRS, it has become increasingly apparent that not only are a majority of associations underfunded, but many associations also lack alignment on the timing of capital-intensive projects.
Your SIRS acts as a handbook for getting back on track, so it’s important for you to familiarize
yourself with both the results and the plan of action. However, underfunding and deferred maintenance are not exclusive to three-story communities, and because of the ramifications each can bring, it is best practice for non-SIRS associations to conduct regular reserve studies. Reserve studies can help you navigate muddy waters and, better yet, can mitigate these issues before they even arise.
Regardless of the study type, keep in mind the importance of updating the study regularly, or after a capital-intensive project has been completed, to maintain accuracy. And remember, Reserve Advisors is here to help your communities remain resilient and prosperous!
Nick Brenneman is Southeast regional account manager for Reserve Advisors. For more information, call 813-536-7199, email nick@reserveadvisors.com, or visit www.reserveadvisors.com
EFFECTIVE COMMUNICATION FOR BOARD MEMBERS
By Lindsay Heysler
For board members, effective communication is crucial for successful community management. One best practice is to maintain transparency with resi -
dents. Regularly update the community through newsletters, emails, or meetings to keep everyone informed about decisions, upcoming events, and changes in policies. This helps build trust and reduces misunderstandings.
Additionally, encourage open dialogue by setting up channels for residents to voice their concerns and feedback. This could be through suggestion boxes, online forums, or dedicated office hours. Actively listening to and addressing residents’ concerns fosters a collaborative atmosphere and promotes community engagement.
Lastly, ensure that all board meetings are well organized and documented. Share meeting minutes promptly to keep everyone on the same page. By prioritizing clear and consistent communication, board members can enhance community satisfaction and streamline management processes.
Lindsay Heysler is senior business development and marketing manager for Seacrest Services Inc. For more information call 561-697-4990 or visit www.SeacrestServices.com
SNOWBIRD SEASON AND INCREASED MAINTENANCE NEEDS
By TJ Evans
Many communities can face a surge in requested maintenance projects as snowbirds return and view the community with fresh eyes. Some typical maintenance needs to proactively consider include the following:
• Plumbing and Electrical: Inspect leaks within the property’s plumbing and check area lighting, smoke detectors, and fire alarms.
• HVAC Systems: Inspect and schedule proactive maintenance for increased heating and cooling use.
• Pest and Mold Control: Schedule services for potential pest activity or mold growth increases from months of resident vacancy.
• Landscape and Exteriors: Check for building or property roof leaks, exterior wear and tear, and area landscaping hazards.
• Pools and Common Areas: Clean and service pools, sports areas, elevators, and other common areas for the influx of residents.
Proactive or immediate maintenance ensures a well-kept community and creates a welcoming, stress-free environment for snowbird residents to return home to!
TJ Evans is the division president of Sentry Management’s Fort Myers and Naples divisions. He has been with the company since March 2023 and has over five years of experience in community association management. For more information, visit www. sentrymgt.com .
ODOR CONTROL AND CLEAN DRYER RISERS
By Joanna Ribner
Welcome back, snowbirds! You probably experienced record heat this summer as we certainly did in Florida. You may see the effects of those “feels like 110” degree days in the landscaping and in the water and power bills. You could soon smell the effects of those scorchers in the trash rooms. Dealing with garbage odors starts with a professional chute cleaning, but
there are long-term solutions such as odor control systems, odor counteractant products, and deodorant blocks. As summers (and winters) get hotter, you might need an arsenal of products to call on.
One way to reduce electricity bills is to have the dryer risers in your building cleaned every few years. A lint buildup not only is a fire hazard but also makes the dryers work much harder to dry the loads. By cleaning out the lint professionally, you get more efficient drying times and performance.
Enjoy the season!
Joanna Ribner is president of Southern Chute. For more information call 866-475-9191 or visit www.southenchute.com .
ENSURE SEAMLESS ACCESS
By TekWave Solutions
Welcome back, snowbirds! As you settle in, take a moment to reacquaint yourself with your community’s access control systems. These systems are in place for your safety and provide peace of mind. Getting familiar with them will ensure everything runs smoothly so you can enjoy the relaxed Florida lifestyle you’ve been looking forward to.
Here are a few tips to help you get started:
• Update or Install Necessary Apps— Ensure you have the latest version installed on your device. If you’re new to the system, download and set up the app before arrival.
• Check for System Updates— If you’ve used the system before, check for any updates or changes since your last stay. This could include new gate codes, key card replacements, or changes in visitor policies.
• Familiarize Yourself with Entry Procedures— Review the specific procedures for entering and exiting the community, including any guest requirements. This might include pre-registering visitors or knowing when to use particular access points.
• Test Your Access Methods— Whether it’s a key fob, gate code, or app, test your access method to ensure everything works smoothly before you need it.
• Stay Informed on Emergency Protocols— Familiarize yourself with the community’s emergency procedures, such as evacuation routes and shelter locations, to be prepared in any situation.
If you encounter any issues or have questions, contact community security or property management. They can provide assistance and ensure seamless access.
For more information about TekWave Solutions, email info@ tekwavesolutions.com or visit www.tekwavesolutions.com
WELCOME BACK, SNOWBIRDS!
By Tara Tallaksen
Returning snowbird residents, who split their time between warmer climates in winter and cooler areas in summer, should follow best practices to ensure a smooth transition back to their homes in homeowners’ associations (HOAs).
First, inform the HOA management of your return date to reinstate any paused services and receive updates on community changes. Check the HOA’s rules and regulations for any updates made during your absence to avoid unintentional violations.
Inspect your home for maintenance issues such as leaks, pest infestations, and electrical problems. Address these promptly to prevent further damage.
Reconnect with neighbors and participate in community events to stay informed and engaged. Regularly attend HOA meetings to stay abreast of important decisions and voice any concerns.
Finally, review and update your contact information and emergency plans with the HOA to ensure timely communication in case of emergencies. These practices will help maintain harmony and ensure a pleasant stay in your community.
Tara Tallaksen is a marketing and sales assistant for Vesta Property Services. For more information, call 877-988-3782 or visit www.VestaPropertyServices.com. n
Ease the Snowbird Transition
BY MARY R. HAWK
Welcome back, snowbirds! Many of our Florida communities have large populations of snowbirds—residents who reside “up North” during the summer and in sunny Florida for the winter months. Snowbirds have been traveling to Florida in one form or another for over 100 years. The population of Florida increases by more than five percent every year during the snowbird season. The “season” is typically from October/ November to April/May. During the season many community associations are at full capacity. There are several things the association can do, with the cooperation of the residents, to ease the snowbird transition.
Photo by iStockphoto.com/Bulat Silvia
COMMUNITY COHESION
Can’t we all just get along? In this often-polarized society, those living in community associations know the value of working together with your neighbors to provide for a peaceful, efficient, and wellmaintained community. But it does not always happen.
New laws have gone into effect where the Florida legislature is endeavoring to make it easier for members to participate in the governance of their associations. For example, Section 718.112(1)(c), Fla. Stat., now requires boards of directors of residential condominium associations of more than 10 units to meet at least once each quarter. Moreover, at least four times each year, the meeting agenda must include an opportunity for members to ask questions of the board (it is not clear if the board
Mary R. Hawk is a shareholder in the firm’s community association practice group and is based out of the firm’s Bradenton office. She has been practicing in the Sarasota/Bradenton area since 1998. Ms. Hawk focuses her practice in the areas of general representation and dispute resolution for condominium, homeowner, cooperative, and mobile home associations. She is a Supreme Court Certified Circuit Civil Mediator and Certified Arbitrator. Ms. Hawk is a two-time past president of the Community Associations Institute West Florida Chapter and served nearly nine years on its board of directors. She is a frequent speaker, continuing education provider, and writer on issues concerning community associations. For more information, call 941-957-2994, email mhawk@ beckerlawyers.com, or visit www.beckerlawyers.com
must answer). In addition, the law provides that members have the right to attend meetings, tape or videotape meetings, speak on all designated agenda items, and ask questions relating to reports on the status of construction or repair projects, the status of revenues and expenditures, and “other issues affecting the condominium.” Id. That’s a lot of participation and a lot of questions-and-answers, which can lead to tempers flaring.
Many community association managers and boards of directors find themselves the target of undeserving harassment, accusations, and blame. Communication is a key to curbing harassment, blame, and
MARY R. HAWK, SHAREHOLDER, BECKER
gossip. Keep your residents well informed as to the progress of all projects, the fiscal health of the association, and the rules and processes with which all members must comply. If you have little to no member participation at board meetings, gossip may run rampant in the community. Send newsletters and project updates. Post them on the association website. Keep the constituency informed. But also remember, board members and managers have a job to do, a corporation to run, and a property to maintain. It is imperative that the association have rules and processes in place for keeping the peace and allowing for the organized and professional transaction of business.
For example, Florida Statutes Chapters 718 (condominiums), 720 (homeowners’ associations), and 719 (cooperatives) all contain similar provisions allowing the association to adopt “reasonable written rules governing the frequency, duration, and manner” of members’ statements at board and member meetings. Did you know your association may not have the ability to limit members from speaking more than three minutes if you do not have one of these policies? The policy can also include requiring members to sign up to speak, banning transfer of speaking time to someone else, providing where the member participation item may be placed on the agenda, requiring members to alert the association in advance if they are planning to record the meeting, and prohibiting members from disseminating recordings of the meetings to non-members. This rule, or a separate rule, can also include a board and member meeting civility policy. Have one before you need it. Such a policy can require civil accord—no personal attacks, no foul or disrespectful language, and the board’s ability to have a member escorted from the meeting for violating the policy.
POLITICAL SIGNS
Nothing spells discord in a community association like election season. Under the current state of the law in Florida, the association can likely restrict political signs or even outright prohibit them depending on the terms of your governing documents. Some owners may claim that an outright ban or even restrictions on political signs infringe on their First Amendment right of freedom of speech. Whether rules regulating political signs infringe on the owners’ free speech rights is a somewhat complicated legal analysis into whether a court would determine that the association is a “state actor.” Only a state actor (i.e. a governmental entity) can violate someone’s First Amendment rights. Is the association a “state actor”? There is case law on both sides
nationwide. The current state of the case law in Florida suggests that the association as a community association is not a state actor and therefore can enact rules that restrict political signs.
If you are looking to reasonably regulate political signs, work with your attorney on what is allowed based on your governing documents. You may be able to enact rules restricting the time period, size, and manner of display of political signs. This would likely be under the wellsettled doctrine recognizing a community association’s right to pass rules to control and regulate the overall appearance and aesthetics of the community.
This analysis does not affect rights related to the flying of the American flag and other specified flags allowed by the community association statutes.
DISASTER PREPAREDNESS
Snowbirds typically arrive while it is still hurricane season, which lasts until November 30. Preparing for a disaster is essential to recovering from one. In Florida we normally think of
hurricanes as the most likely disaster to occur. However, community associations must also prepare for tornadoes, fires, floods, and other disasters. When our communities are at full capacity during snowbird season, a disaster action and recovery plan is of top priority. Residents, community association managers, and boards of directors alike should plan and organize to ensure that you and the community can respond to a disaster quickly and recover in a timely, efficient manner. Does your community have a community disaster plan? Some required items in such a plan may include the following:
• Have easily accessible contact information for all residents, local emergency management services, FEMA, cleanup service providers, and social services such as the Red Cross.
• Have a plan for off-site or cloud storage for important records.
• Take advantage of software and phone apps that improve communication during a disaster. Know how residents will be alerted to a disaster and inform them ahead of time how to stay in communication.
• Know your property’s flood zone and evacuation centers.
• Conduct community disaster drills.
• Are you a flood-prone condominium with electric vehicles parked on site? Electric vehicles in contact with salt water have been deemed a fire hazard. If your governing documents allow, adopt a rule requiring electric vehicles to evacuate.
• Many service providers such as debris or water removal experts have programs that you can put in place before a disaster, whereby your community will be on the “preferred” list, and all of your pertinent information will already be on file.
• During the preparedness and planning process, community leaders should assess the infrastructure of the association property to recognize vulnerabilities, identify hazards, and minimize damage.
• Make sure your governing documents adequately address how the association will conduct business after a disaster.
Common sense, communication, civility, and preparedness can ensure that your snowbird season is successful and enjoyable for all. n
A Differing Tale of Two Terminating Condominiums
BY JEFFREY A. REMBAUM, ESQ.
An extremely similar fact pattern leads to diametrically opposed results between Florida’s Fourth District Court of Appeal and Florida’s Third District Court of Appeal.
In the case before the Fourth District Court of Appeal, Fellman v. Mission Viejo Condominium Association, Inc., Case No. 4D22-1260, (Fla. 4th DCA April 6, 2023), 175 of the 176 condominium units were acquired over time by a bulk owner, and the bulk owner sought termination of the condominium. However, Fellman as the single
Photo courtesy of Kaye Bender Rembaum
REMBAUM'S ASSOCIATION ROUNDUP
holdout objected to the plan of termination. At trial, the trial court entered a summary judgment in favor of terminating the condominium, which Fellman then appealed to the Fourth District Court of Appeal.
The Mission Viejo Declaration of Condominium was recorded in 1980 and required 100 percent consent of all unit owners as necessary to terminate the condominium form of ownership.
Forty-one years later, on February 5, 2021, the bulk owner amended the required vote to terminate the condominium from 100 percent to 80 percent, using the general amendatory provision set out in the Declaration of Condominium, which required only 80 percent consent of the voting interests. Therefore, notwithstanding the original 100 percent requirement necessary to terminate the condo-
JEFFREY REMBAUM, PARTNER, KAYE BENDER REMBAUM
Attorney Jeffrey Rembaum has considerable experience representing countless community associations that include condominium, homeowner, commercial, and cooperative associations throughout Florida. He is a board-certified specialist in condominium and planned development law and is a Florida Supreme Court circuit civil mediator. Every year since 2012 Mr. Rembaum has been inducted into the Florida Super Lawyers. He was twice awarded as a member of Florida Trend’s Legal Elite. Kaye Bender Rembaum P.L. is devoted to the representation of community and commercial associations throughout Florida with offices in Palm Beach, Broward, Hillsborough, and Orange Counties (and Miami-Dade by appointment). For more information, visit kbrlegal.com
minium, only 80 percent of the owners had to vote in favor of lowering the consent needed from 100 percent to 80 percent, which resulted in fully divesting Fellman of the right to object to the termination of the condominium.
Obviously, Fellman did not vote in favor of the amendment. Fellman argued that by allowing 80 percent of the unit owners to amend the otherwise required 100 percent consent of all owners to terminate the condominium, it fully eviscerated his right to object to the termination of the condominium and his voting rights—a right bestowed upon him when he
BY REQUIRING A UNANI-
MOUS VOTE FOR TERMINATION, THE DECLARATION OF CONDOMINIUM ORIGINALLY GAVE EVERY UNIT OWNER AN EFFECTIVE “VETO” OVER ANY TERMINATION PLAN, WHICH WOULD BE LOST IF THE AMENDMENT ADOPTED BY USING THE GENERAL AMENDATORY POWERS SET OUT IN THE DECLARATION OF CONDOMINIUM WERE TO STAND
purchased the unit. There are few things more sacrosanct than an owner’s right to vote. Nevertheless, neither the trial court nor the Fourth District Court of Appeal agreed.
While Fellman should have been able to rely on the 100 percent termination approval requirement as originally required in the declaration of condominium, the trial court believed that if the 100 percent requirement was to be protected from being amended with a lower percentage of voting interests, then the provision in the declaration of condominium should have clarified that it could only be amended by nothing less than 100 percent approval of the unit owners. Since it did not, the trial court found no issue with the bulk buyer eviscerating the 100 percent vote needed to terminate the condominium with 80 percent of the voting interests casting their vote in favor of the amendment.
Fast forward 11 months to March 13, 2024, when Florida’s Third District Court of Appeal, in Avila v. Biscayne 21 Condominium, Inc., Case No. 3D23-1616 (Fla. 3d DCA Mar. 13, 2024), noted that the provision in the Biscayne 21 Declaration of Condominium (requiring 100 percent of the voting interests to vote in favor of the termination could NOT be amended using the lower vote threshold needed to amend the declaration of condominium) was likely to prevail. As you will note, this decision diametrically opposes the outcome in the Fellman case. In this case, Avila sought a temporary injunction to stop the plan of termination. The trial court denied it. Avila appealed, and the
Third District Court of Appeal agreed with Avila that Avila’s claim stood a substantial likelihood of success on the merits. The declaration of condominium at issue in the Avila case had an additional provision that required “100 percent approval for amendments that alter the voting power of unit owners.” However, it should be axiomatic that to obliterate an owner’s right to vote by terminating the condominium where the declaration had required 100 percent of the owners to vote in favor of termination could not be amended by a termination provision of anything less than 100 percent of the owners.
The Third District Court of Appeal commented that the change to the termination vote threshold materially altered the unit owners’ voting rights. By
requiring a unanimous vote for termination, the declaration of condominium originally gave every unit owner an effective “veto” over any termination plan, which would be lost if the amendment adopted by using the general amendatory powers set out in the declaration of condominium were to stand. The Court even cited the Tropicana Condominium Association, Inc. v. Tropical Condominium, LLC, 208 So. 3d 755 (Fla. 3d DCA 2016), finding that nonunanimous amendments to a declaration reducing the vote threshold for termination of condominium could not be applied where the declaration expressly required the unanimous vote to amend the termination provision, and the amendment, if retroactively applied, would eviscerate the unit owners’ contractually bestowed veto rights.
In fact, Fellman also argued the Tropicana case to the trial court, which rejected the argument; and to add insult to injury, such decision was affirmed by the Fourth District Court of Appeal. So, in the world of inconsistent decisions, Fellman was denied by the Fourth District Court of Appeal the right to veto the plan of termination and is in process of potentially losing his unit, while the Avila court found his right to veto the plan of termination seemingly protected by the Third District Court of Appeal as evidenced by issuance of the temporary injunction in his favor. Unfortunately, even once the Avila case reaches a final judgment, and if in Avila’s case that decision is appealed and upheld by the Florida Supreme Court, Fellman still loses his right to veto the plan of termination as initially bestowed upon him and, even more unfortunately, will lose ownership of the unit. n
New Laws Change Landscape for HOA Fining and Suspensions
BY LAURA MANNING-HUDSON
Some of the most substantial changes to Florida’s community association laws that were ratified during this year’s legislative session and are now in effect establish new restrictions and caps on homeowner association fines and suspensions.
As of July 1, homeowner associations may no longer levy fines or impose suspensions against owners for leaving garbage receptacles out by the street within 24 hours before or after the designated collection day or time. HOAs will also need to provide written notice to owners who leave their holiday decorations/ lights up longer than allowed under the governing documents, after which the owners will have one week to take them down prior to the imposition of any fines.
Photo by iStockphoto.com/TarikVision
Homeowners’ associations can still levy “reasonable” fines for violations of their rules and restrictions. Such fines cannot exceed $100 per violation against any owner/member, tenant, guest, or invitee unless otherwise provided in an association’s governing documents.
Lawmakers also left in place the provisions under the Homeowners’ Association Act that cap any fine at $1,000 in the aggregate unless otherwise provided in an association’s governing documents, and bar any fine for less than $1,000 from becoming a lien against a parcel.
For all fines or suspensions, associations are first required to provide written notice at least 14 days in advance of the owner’s right to a hearing, and if applicable such notice must also be sent to any corresponding occu-
LAURA MANNING-HUDSON, MANAGING SHAREHOLDER, SIEGFRIED RIVERA
Laura Manning-Hudson is the managing shareholder of the West Palm Beach office of the law firm of Siegfried Rivera. She is board certified as an expert in community association law by the Florida Bar and is one of the firm’s most prolific contributors to its Newsroom blog at www. SiegfriedRivera.com/blog. The firm also maintains offices in Miami-Dade and Broward counties, and its 50 attorneys focus on real estate, community association, construction, and insurance law. For more information, visit www.SiegfriedRivera.com, email LManning@ SiegfriedRivera.com, or call 561-296-5444.
pant or invitee. The notice must now include a description of the alleged violation; the specific action required to cure the violation, if applicable; and the hearing date, location, and access information if it is to take place via telephone or online, which is now allowed under the 2024 amendments.
The subsequent hearing, which must still be before a committee of at least three members appointed by the board but completely independent from the directors or employees of the association, must be held within 90 days of the notice. After the hearing is over, the committee has seven
For all fines or suspensions, associations are first required to provide written notice at least 14 days in advance of the owner’s right to a hearing, and if applicable such notice must also be sent to any corresponding occupant or invitee. The notice must now include a description of the alleged violation; the specific action required to cure the violation, if applicable; and the hearing date, location, and access information if it is to take place via telephone or online, which is now allowed under the 2024 amendments.
days to provide written notice of its findings, including any fine or suspension. This notice must detail how the violation may be cured or the date by which the fine must be paid.
For violations that are rectified prior to the hearing or in the manner specified in the written notice of the hearing itself, fines or suspensions may no longer be imposed. If a violation is not cured by the hearing date, the committee must set a date by which the fine must be paid that is at least 30 days after the notice following the hearing. Attorney fees and costs may not be charged against owners based on any action taken by the board before this due date. However, if a violation and the proposed fine or suspension is approved by the committee and the violation is not cured and the fine is not paid, then reasonable attorney’s fees and costs may be awarded to the association.
Given all the changes that have been implemented and are now in effect, HOAs would be well advised to consult with highly qualified and experienced community association legal counsel regarding any modifications that may be necessary to their enforcement measures involving fines and suspensions. n
No “Wiggle Room” in Statutory Requirements to Provide Documents
BY MICHAEL J. GELFAND, ESQ.
W
hen an owner in a Florida community requests documents from the community association, what is the response? Is it, “How fast does the association have to comply?” Or is it, “Dig in and hold the owner off as long as possible?” Will partial compliance suffice?
Hot off the press, Florida associations must take heed of answers flowing from a Florida appellate court decision issued last month. The facts in Pecchia v. Wayside Estates Home Owners’ Association, Inc., 49 Fla. L. Weekly D 1242 (Fla. 5th DCA, June 7, 2024), reflect that Pecchia and Porter, as members in a ten-home self-managed homeowners’ association, submitted a formal records request to the association to make the official association records available for inspection.
After the statutory deadline for providing access to inspect and copy records had
Photo by iStockphoto.com/fizkes
passed, the association responded by providing photocopies of some of the requested documents, but many documents were still missing. The owners then filed a complaint for injunctive relief to force the association to provide the missing records, for money damages, and for attorney’s fees. The owners alleged that the association failed to maintain or produce the association records that were requested, including financial statements such as canceled checks, bank statements, and insurance policies. The trial court denied the owners’ request for injunctive relief, finding that the association had “provided sufficient documents in response to the plaintiffs’ request.”
The Florida appellate court reversed the portion of the trial court’s final judgment which found that the association sufficiently complied with its statutory recordkeeping and inspection requirements. The court began by pointing out that Section 720.303
MICHAEL J. GELFAND, ESQ., SENIOR PARTNER, GELFAND & ARPE, P.A.
Michael J. Gelfand, Esq., the senior partner of Gelfand & Arpe, P.A., emphasizes a community association law practice, counseling associations and owners how to set legitimate goals and effectively achieve those goals. Gelfand is a dual Florida Bar board-certified lawyer in condominium and planned development law and in real estate law, a certified circuit and county civil court mediator, a homeowners’ association mediator, an arbitrator, and parliamentarian. He is a past chair of the Real Property Division of the Florida Bar’s Real Property, Probate & Trust Law Section, and a Fellow of the American College of Real Estate Lawyers. Contact him at ga@gelfandarpe.com or 561-655-6224.
requires homeowners’ associations to maintain their official records and to provide them upon request. Specifically, associations “shall maintain” the following:
The financial and accounting records of the association, kept according to good accounting practices. All financial and accounting records must be maintained for a period of at least seven years. The financial and accounting records must include the following:
1. Accurate, itemized, and detailed records of all receipts and expenditures … 3. All tax returns, financial statements, and financial reports of the association.
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4. Any other records that identify, measure, record, or communicate financial information.
Concerning these records, Section 720.303(5) requires that associations “shall” make their official records available for inspection within 10 business days after receipt of a written request.
The appellate court focused on the exact language of the Homeowners’ Association Act, specifically the word “shall,” which is mandatory. Because the association did not make the records available within 10 days, the trial court erred in not complying with the timing requirements of the statute. Additionally, the trial court should have entered an injunction requiring the association to provide the insurance policies which were requested by the owners. The court applied a strict compliance with text interpretation, finding that a homeowners’ association’s strict
compliance with records production is mandated by the statutory text “shall maintain” in Section 720.303, Fla. Stat. (2019).
Rejecting the age-old concept of “wiggle room,” the appellate court held that the trial court erred in ruling that the association had sufficiently complied with the requirements of the statute. The repeated use of the word “shall” signifies that there is no statutory flexibility in an association’s obligations to maintain the records and to permit inspection. The word “shall” is and has always been mandatory. “[T]he use of word ‘shall’ in the statute means that an association is not afforded discretion in determining which documents to maintain for the inspection of its members or to provide to its members, nor is the ten-day period discretionary,” the court stated. “These obligations are clearly mandatory under the statute.”
Condominium associations should not be smug and ignore this decision. The decision is unclear whether the result would be different if the association’s records were destroyed without malicious intent, such as if a storm destroyed papers or hard drive. Nonetheless, it cannot be understated how important it is for an association to properly keep its records and to provide documents upon request to owners in a timely manner!!
The bottom line: Plan now, and don’t wait for a claim to arise. Make certain that your association created, gathered, and retained the records it is required to have. If not, ensure that diligent efforts are made to do so. Further, in the present tense, continue to do so as a regular course of business. Last but not least, confer with your association counsel on records retention requirements, especially for homeowners’ associations seeking to comply with the new law
CONDOMINIUM ASSOCIATIONS SHOULD NOT BE SMUG AND IGNORE THIS DECISION. THE DECISION IS UNCLEAR WHETHER THE RESULT WOULD BE DIFFERENT IF THE ASSOCIATION’S RECORDS WERE DESTROYED WITHOUT MALICIOUS INTENT, SUCH AS IF A STORM DESTROYED PAPERS OR HARD DRIVE.
NONETHELESS, IT CANNOT BE UNDERSTATED HOW IMPORTANT IT IS FOR AN ASSOCIATION TO PROPERLY KEEP ITS RECORDS AND TO PROVIDE DOCUMENTS UPON REQUEST TO OWNERS IN A TIMELY MANNER!
regarding records retention requirements, and for condominium associations seeking to avoid the new law imposing penalties for noncompliance! n
Community Community
Florida Community Association Professionals’ (FCAP) training is offered on two levels. Level one consists of courses meeting Florida’s continuing education requirements for CAMs, and level two is the Florida Advanced CAM Studies (FACS) course. For further information about the more than 31 online continuing education classes available or to pursue the Certified Florida Community Association Manager (CFCAM) designation, please visit www.fcapgroup.com/membership/education-training/ .
BECAUSE YOU ASKED
By Betsy Barbieux, CAM, CFCAM, CMCA
Betsy,
Can you tell me what are the changes for board member certification?
- Sarah Sarah,
There are now three different requirements for each of the three types of communities!
Requirements for Condominium Association Board Members
Within 90 days of being elected or appointed, a new director of a residential condominium shall (1) sign the certification form AND (2) complete a 4-hour educational curriculum. The educational course is provided by the division or a division-approved condominium education provider and must include instruction on milestone inspections, structural integrity reserve studies, elections, recordkeeping, financial literacy and transparency, levying of fines, and notice and meeting requirements. A director who was elected or appointed before July 1, 2024, must comply with the written certification and educational certificate requirements by June 30, 2025. The written certification and educational certificate are valid for seven years.
Requirements for Cooperative Board Members
Within 90 days after being elected or appointed to the board, each new director shall (1) sign the certification form OR (2) submit a certificate of completion of educational curriculum administered by an education provider as approved by the division. The educational certificate is valid and does not have to be resubmitted as long as the director serves on the board without interruption. The certification form or educational certificate is to be maintained for five years.
Requirements for HOA Board Members
Within 90 days after being elected or appointed to the board, each director must submit a certificate of completion of an educational curriculum administered by a department-approved education provider. The certificate of completion is valid for up to four years, and training must be repeated at least every four years. The training must include training relating to financial literacy and transparency, recordkeeping, levying of fines, and notice and meeting requirements.
A director of an association that has fewer than 2,500 parcels must complete at least four hours of continuing education annually.
A director of an association that has 2,500 parcels or more must complete at least eight hours of continuing education annually.
The certificate of completion is retained for five years.
- Betsy
COMMUNITY IMPACT: CHOOSING PHILANTHROPY & EVENTS AS A VALUED CAM BUSINESS PARTNER
By Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM Director of Community Association Relations
Hotwire Communications FCAP Education Program Coordinator
As the Director of Community Association Relations for Hotwire Communications, I have had the privilege of immersing myself in
Betsy Barbieux
Marcy L. Kravit
the vibrant world of networking and events. I’m grateful for the connections forged, the valuable networking opportunities, and the chance to engage with organizational leaders. And quite often, I’m asked about the importance of philanthropy and how to choose the right events.
At Hotwire we’re known for giving back to the communities we serve. Personally, I live by the “pay it forward” philosophy, always striving to make a positive impact wherever I can. Whether it’s supporting local initiatives, volunteering time, or sponsoring community events, I believe in the power of giving back. It’s not just about business; it’s about creating meaningful connections and leaving a lasting, positive influence on those around us.
Philanthropy and supporting community association organizations is more than just a goodwill gesture; it’s a cornerstone of building vibrant, connected, and resilient relationships and communities. For business partners in the community association management space, particularly those serving condominiums and homeowners’ associations, engaging in charitable activities is a way to make a positive impact while fostering stronger community ties. Let’s explore why philanthropy and sponsorships are essential in this environment and how to carefully choose the right events to truly make a difference.
WHY PHILANTHROPY MATTERS IN COMMUNITY ASSOCIATION MANAGEMENT
Fostering Community Spirit
Engaging in philanthropic activities helps create a sense of unity in the community and strengthens camaraderie. When service providers participate in or sponsor local community association events, they show a genuine investment in the well-being of the community. This builds trust and fosters a warm, welcoming environment where everyone feels valued.
Enhancing Your Reputation
Being recognized as a community-focused business that values more than just profits is incredibly valuable. Engaging in philanthropy boosts your brand’s reputation, positioning you as a trusted partner for CAMs, management companies, condominiums, and HOAs that prioritize community well-being. A solid reputation for social responsibility can open doors to increased business opportunities and longterm partnerships.
Creating Networking Opportunities
Philanthropic and sponsorship events provide excellent networking opportunities. These gatherings bring together association managers, board members, residents, and service providers. Building relationships in these settings can lead to future collaborations and deepen your ties within the community.
HOW TO CHOOSE THE RIGHT EVENTS AND SPONSORSHIPS
Selecting the right philanthropic and community association sponsorship activities is crucial. Here’s how to ensure your efforts align
with your business goals and the community association organization’s needs.
1. Align with Your Mission and Values
Choose events and causes that resonate with your company’s mission and values. If sustainability is a core value, consider sponsoring green initiatives like health and wellness research organizations for disease-specific foundations, recycling programs, beach cleanups, or community gardens. Aligning with your values ensures authenticity and strengthens your brand’s message.
2. Understand Community Needs
Take the time to understand what matters most to the community you serve. Engage with association boards and residents to identify pressing issues. This not only ensures your efforts are impactful but also shows your dedication to addressing local concerns.
3. Balance Brand Visibility and Impact
Consider both the visibility and impact of potential events or sponsorships. High-visibility events, such as community association events, can provide significant exposure while smaller, targeted events might offer deeper engagement. Find a balance that works for your goals.
4. Budget Wisely
Ensure your philanthropic sponsorship activities fit within your budget without straining your resources. Consider not only financial contributions but also in-kind donations and volunteer efforts. A
well-planned budget ensures sustainable and effective contributions.
5. Commit for the Long Term Look for opportunities to engage in long-term partnerships rather than one-off events.
Consistent involvement with CAI and similar organizations showcases a long-term investment in community well-being. This sustained commitment helps build lasting relationships and a solid reputation as a trusted community partner, which can result in ongoing business and collaborative opportunities.
6. Networking and Business Opportunities
CAI events bring together a diverse group of professionals involved in community association management. Sponsors gain access to a network of association managers, board members, and other service providers. This exposure can lead to new business opportunities, collaborations, and partnerships that might not have been possible otherwise.
7. Measure Success
Set criteria to measure the
success of your philanthropic efforts. Whether it’s funds raised, participants engaged, or tangible benefits to the community, having clear metrics helps assess effectiveness and guide future decisions.
EXAMPLES OF IMPACTFUL PHILANTHROPIC SPONSORSHIP ACTIVITIES
Community Clean-Up and Beautification
Participate in or sponsor community clean-up and beautification projects. These efforts enhance the living environment and show your commitment to maintaining a beautiful, welcoming community.
Health and Wellness Initiatives
Sponsor health and wellness events such as free health screenings, fitness classes, or mental health workshops. These initiatives address critical needs and promote overall wellbeing.
Holiday and Seasonal Events
Support holiday events like toy drives, Thanksgiving meals, or food banks. These activities foster community spirit and provide opportunities for positive interactions with residents.
Sponsoring events and activities organized by community association organizations like CAI offers numerous benefits. From building stronger community relationships and enhancing brand visibility to creating networking opportunities and demonstrating corporate social responsibility, these sponsorships provide significant value to business partners and service providers. By choosing to sponsor CAI and other local organization events, service providers can make a meaningful difference in the communities they serve while simultaneously advancing their own business goals. n
FLORIDA COMMUNITY ASSOCIATION JOURNAL
Meeting the Growing Demands on Associations Through Empowering and Efficiency
BY JOHN MORE
I
n today’s evolving workplace, associations are experiencing an increase in demands that is expanding their workload. As responsibilities expand, there is a pressing need for more streamlined and efficient systems. Key factors driving this trend include stricter government regulations, ongoing structural and maintenance monitoring, a surge in document requests, and much more. Together, these elements create a challenging landscape for property managers and staff, who must navigate these complex demands while maintaining productivity.
Photo by iStockphoto.com/AaronAmat
This issue is not unique to associations. All businesses are feeling the pressure to do more with fewer resources. Other businesses have used the creation of new, easy-to-use tools to shift many simple tasks from employees to customers. This trend is not new—think of the decline of full-service gas stations or the increase in selfbagging and self-checkout at stores. These are examples of businesses shifting traditional employee responsibilities onto their customers.
For traditional businesses this shift reduces the need for employees, cutting costs. These savings could be passed on to customers, but since we do not have access to the financial information, we will never know.
Associations, however, operate differently. Owners are already responsible for 100
JOHN MOORE, OWNER AND PRESIDENT, ASTERIX SOFTWARE
John More is the owner and president of Asterix Software. Asterix Software has been providing management software for almost 30 years. Online management is the culmination of years of research, extensive development of hardware and software on multiple platforms, and rigorous testing by industry leaders. We specialize in resident management, security, visitor screening, access control, and smart phone application for residents and staff. For more information, visit www.asterixsoftware.com.
percent of the expenses of an association. Any work done by residents should translate directly into time savings for the office, allowing resources to be reallocated to other tasks as needed. If people are prepared to perform tasks for businesses with uncertain benefits, they should be willing and eager to support their own associations. With the right tools, associations can empower their residents with minimal effort.
EMPOWERING RESIDENTS
Self-checkout registers were not accepted at first; but as the companies reduced the full-service lines, full-service lines got longer, and the self-serve registers started to become more appealing. As more people
DESPITE SOME INITIAL RESISTANCE, MOST RESIDENTS WILL ADAPT TO USING THESE TOOLS ONCE THEY SEE THE BENEFITS OR REALIZE THE NECESSITY. WITH THE RIGHT TOOLS YOU ARE NOT JUST PUTTING THEM TO WORK—YOU ARE GIVING THEM ABILITIES TO CHANGE AND SEE INFORMATION THEY NEVER HAD ACCESS TO BEFORE. WHEN EMPOWERED WITH THE RIGHT TOOLS, RESIDENTS, VENDORS, AND GUESTS WILL RECOGNIZE THEIR VALUE AND USE THE APP EFFECTIVELY, BENEFITING BOTH THEMSELVES AND THE ASSOCIATION.
are seen using self-checkout, people realize they can do it—just like it will happen for associations. Most people resist change, but properly motivated they can and will change and by using see the benefits.
By providing easy-to-use tools, associations can transfer some responsibilities from staff to residents, thus reducing the overall workload. The phrase “many hands make light work” is especially relevant here. This approach requires a well-designed system with a resident tool that allows people to view and manage all of their information without violating association rules. The system should be simple, secure, engaging, and capable of handling a range of tasks across multiple units in the same and different associations. Residents need to be able to manage all their properties with a single login.
Empowerment must be balanced with oversight. Residents need the ability to manage their tasks—such as adding guests, deliveries, vehicles, pets, or updating information—but there must be controls in place to prevent misuse. Management needs to stay informed and in control. Most information entered by residents should be held for verification and approval by management.
For example, if a resident wants to add a friend as a guest, the system should allow them to do so without involving the office. If the friend is authorized for a day, again no problem; anyone can come for one day. But if the friend is staying for an extended period, for example two weeks, the system should require approval from the office. A good system would allow the owner to invite the guest to install the app and enter their own info (entering your own information is simple), or the owner can enter it. This approach saves time for both residents and staff while ensuring that management retains control and oversight. Any requests only require an “Approve” or “Deny.” This empowerment should not stop at data entry, and it needs to include residents seeing all their data. Even items such as who claimed a package, who visited and when, who checked out their key, and even who opened what door/ gate at what time. This removes the many requests for all this information. It’s in the app.
Despite some initial resistance, most residents will adapt to using these tools once they see the benefits or realize the necessity. With the right tools you are not just putting them to work—you are giving them abilities to change and see information they never had access to before. When empowered with the right tools, residents, vendors, and guests will recognize their value and use the app effectively, benefiting both themselves and the association. One last benefit is the ability of the residents to see in real time the workings of the staff. It will be harder to be lazy and not process a visitor to a unit because the resident will know he or she should have received an alert. Packages will have to be processed properly—any received or claimed package messages not correlating with the world events will be obvious. The right system will keep your staff sharp and doing the job right. The residents are informed and could be watching.
THE IMPORTANCE OF ACCURATE DATA ENTRY
Accurate data entry is crucial. Another reason for empowering your people is that it is easiest for them to enter their own information correctly. Each person knows their information, so they are less likely to misspell their own name or email or get their phone number wrong. If they make a typo, it will be caught more quickly by them. A well-designed system minimizes the burden on residents by allowing each person to enter their own
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information, which can then be easily shared across the system. This is small loads of work divided among many hands.
A system that allows for simple, streamlined data entry will reduce the workload on owners and reduce pushback. For example, multi-unit owners should only need one login to manage all their properties. Similarly, service providers should only have to enter their information once, which can then be linked, or shared, to multiple properties or units where they are hired. This not only saves time but also ensures residents have easy access to important information like their email and phone number. When a vendor is hired, the vendor can generate a short code and give it to the resident. This will share all the vendor information with the unit/house. The vendor
enters their information once and then can use it to link to all their clients. When the vendor is done, the resident can unlink them.
INTEGRATED SOLUTIONS: STREAMLINING OPERATIONS
Our first savings for the association was to shift many small tasks to many people. Also, because it was their data, it was easy for them to enter. Another way to get more done is to increase efficiency. Remove the redundancies that creep in, mainly by having fragmented systems. The best way to fix this is by embracing an integrated, full association system solution.
A fragmented approach, where each task or piece of data is managed separately, leads to inefficiencies and errors. For example, many associations still use separate systems for management, access control, resident website, and/ or security systems, forcing the office to enter and reenter unit and people information into each system and then maintain it in each system. For example, if a resident moves and they are deleted from the management system, but their access credentials aren’t removed across all systems, then the former resident could still have access to the community or to the restricted files on the website. Ever seen people you know moved out still using your amenities?
Instead, an integrated system links all relevant data and tasks to a unit, house, or person. When an owner sells their property, deleting them automatically removes their access across all parts of the system. This integration also makes it faster and easier to manage other tasks, such as tracking parking violations or incidents, as all necessary information is stored in one place.
LET US GO TO BAT FOR YOUR COMMUNITY ASSOCIATION INSURANCE CLAIM
Travis B.
• HOMEOWNERS
• CONDO ASSOCIATIONS
• HOA ASSOCIATIONS
• TOWNHOMES
• SHOPPING CENTERS
• COMMERCIAL PROPERTY OWNERS
• PROPERTY MANAGERS
THE HIGHWAY FORWARD
Associations face constant pressure to get more done in less time and with fewer resources. The trend toward self-service offers associations a way to move many of the mundane, repetitive, and simple tasks to its residents. It empowers the residents and improves efficiency by turning a call and data entry task into just verification and approval/ denial. Integrated solutions that streamline operations, eliminate redundant data entry, reduce errors, and enhance productivity are essential. Associations will embrace this shift (sooner or later) by providing comprehensive apps to their residents to manage their own people, vehicles, pets, amenities, deliveries, and access. And employee work will be reduced by adopting integrated systems that will allow linked information to change and flow automatically. With these changes associations can better navigate the complexities of modern work life. Progress requires change.
In a world where workloads are continuously increasing and expectations are always rising, the only choices are more staff or more efficient staff with better tools. Ninety percent of all requests should be answered by “You can do that on the app.” Certainly every portfolio manager needs this. Yes, this tool exists. Adopting an integrated solution and empowering residents is the key to staying ahead. Just as the initial skepticism toward selfcheckout registers faded over time, associations who empower their people will shift the work and bring down their workload. By embracing these tools and strategies, associations can foster a more efficient and empowered community, leading to better outcomes for everyone involved. n
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BY LINDSAY HEYSLER
A Heading South: Essential Tips for a Smooth Transition Back to Warmer Climates
s summer fades and cooler northern temperatures beckon, many residents are preparing to return to their warmer southern homes. As you embark on this seasonal transition, there are several key steps to ensure a smooth and stress-free move. Here’s a comprehensive guide to help you get settled back into your southern residence.
Photo by iStockphoto.com/Mariakray
PREPARE YOUR HOME
Home Readiness— Before you return, it’s crucial to prepare your southern home for your arrival. If your house has been vacant, schedule a professional cleaning to address any dust or dirt that may have accumulated. This step will help create a fresh and welcoming environment. Additionally, check that all major appliances and systems such as your air conditioning unit are functioning properly. Given the warmer southern climate, ensuring your cooling system is in top shape will be essential for your comfort.
Pest Control—South Florida is more prone to pests like ants, mosquitoes, and termites. Consider arranging a pest control service to inspect and treat your home for any poten-
LINDSAY HEYSLER, SENIOR BUSINESS DEVELOPMENT AND MARKETING MANAGER, SEACREST SERVICES, INC.
Lindsay Heysler is a seasoned business development and marketing manager with a focus on collaborating with community associations to offer tailored management solutions. With over a decade of experience in sales and marketing, Lindsay excels in driving conversions and achieving impactful results.
Her extensive industry knowledge, combined with exceptional communication and interpersonal skills, enables Lindsay to forge strong business relationships with community associations. She is adept at crafting and executing innovative marketing strategies and campaigns that enhance growth and elevate Seacrest’s brand presence in the South Florida market. For more information call 561-697-4990 or visit www.SeacrestServices.com
tial infestations before they become a significant issue. This proactive measure will help protect your home and keep it comfortable.
Landscaping and Maintenance—Inspect your landscaping, including grass, plants, and irrigation system, for any damage caused by insects, heat, or drought. Replace or repair any damaged elements to restore your yard’s health and appearance. This not only enhances your home’s curb appeal but also ensures your outdoor spaces are ready for enjoyment.
Hurricane Preparedness—Remember that hurricane season continues
until November 30th. Make sure that you have all necessary supplies on hand and your generator is in good working condition. Being prepared for a potential storm will help you stay safe and minimize disruptions.
CHECK IN WITH YOUR MANAGEMENT COMPANY
Update Contact Information—Once you’ve settled in, check in with your management company to confirm that your address is up to date. Ensure that you’ve opted in to receive important association information electronically. This will help you stay informed and avoid delays in receiving crucial updates.
Get Involved—Many community associations are always looking for volunteers to join committees and assist with various tasks. Volunteering can significantly benefit the board of directors and contribute to the smooth operation of the association. As the saying goes, “Many hands make light work!” Getting involved is a great way to stay engaged and contribute to your community.
Review Rules and Regulations—Take the time to update yourself on any changes to the rules and regulations that may have been implemented while you were away. Request a copy of the latest regulations from your management company to ensure you are fully informed and compliant with any new guidelines.
EDUCATE YOURSELF ON LEGISLATIVE CHANGES
Understand New Requirements—Recent legislative updates have introduced significant changes affecting condominium associations with three or more stories. Starting December 31, 2024, all condominium associations will be required to fully fund their reserve accounts. This new regulation means that associations may
need to increase monthly or quarterly maintenance fees to meet the new funding requirements.
Communicate and Plan—For board members, it’s important to clearly communicate these changes to residents. Providing transparent information about how the new regulations will impact maintenance costs will help residents plan accordingly and understand the reasons behind any increases. Open communication will facilitate a smoother transition and foster a positive community atmosphere.
By following these tips, you can ensure a smooth transition back to your southern home and make the most of the upcoming season. With a little preparation and proactive planning, you’ll be able to settle in comfortably and enjoy all the benefits that your warmer climate has to offer. Welcome back, snowbirds! n
The Future of Community Security
BY NATHAN VARN
Technology is evolving faster than ever and continually changing our lives: from the phones we use to communicate, take photos, and essentially use as computers some days, to how we shop, how we watch TV programs, and even how and what we drive. All are constantly evolving with rapidly developing technology. Security systems that monitor and help protect communities are also seeing rapid-fire technological advances. To get a sense of what’s to come with the
Photo courtesy Envera Systems
systems protecting your home or community, we asked security software and technology researchers and developers to share what’s on the horizon for community security systems. These experts are dedicated to security software and system development, and as such they monitor technology advances, trends, and community members’ feedback.
WHAT ARE SOME CHANGES RESIDENTS
CAN EXPECT TO SEE IN COMMUNITY SECURITY SYSTEMS IN THE NEXT YEAR OR SO?
If you haven’t already said goodbye to paper forms, get ready to do so as more communities go to self-credentialing. You can also expect more optimized gate processes and interactions, proactive maintenance
NATHAN VARN, VICE-PRESIDENT SALES AND MARKETING, ENVERA
SYSTEMS
Nathan Varn is the vice president of sales and marketing for Envera. He manages the sales, sales support, marketing, and account management teams while working closely with all of Envera’s departments to provide information, education, and best-in-class service for the communities that Envera secures. Envera is an all-inclusive security provider that focuses on the unique needs of communities through technology-based solutions. Contact Envera at 855-380-1274 or www.EnveraSystems.com
activities, and advanced community-oriented reports.
WHAT ABOUT RESIDENT ACCESS OR GRANTING ACCESS TO OTHERS? WILL THAT CHANGE, AND IF SO, HOW?
Technology is full of possibilities when it comes to access. For example, you might soon see streamlined access with QR codes or biometrics like facial recognition, fingerprints, or possibly a combination of both.
Processes will become more and more optimized, so you will need fewer forms, steps, and words to ensure access. These processes will also block anyone not authorized to be on the property. With every
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Julie Jaram, MBA
360 Central Avenue, Suite 800
St. Petersburg, FL 33701
727.290.2578
jjaram@devinandco.com • www.devinandco.com
advancement, we are always on the lookout for attempts to circumvent the system. As the rules to enter a community become more sophisticated and complex, security-focused companies also need to continuously evolve their technologies to stay one step ahead of those attempting to exploit the system.
The bottom line is the industry is working to make it easier to gain access if you’re allowed and harder for those not authorized to be in a community.
IS THERE ANYTHING ELSE WE CAN EXPECT BESIDES ADVANCEMENT IN ACCESS?
Looking down the road a few years, expect community security to be even more tailored or personalized to each community’s needs. If you desire, it might be fully integrated with your phone’s calendar, your grocery app, or even your car.
For example, using your calendar, you would be able to schedule a community amenity like a pool or clubhouse and then allow special access to guests for a family celebration. Everything will process much faster, so you won’t even notice the barrier gates anymore— unless you’re trying to go where you’re not authorized!
Ultimately, data-driven technologies and processes will guarantee that a community’s experience is constantly improved and tailored according to its needs. Any issues will be detected and solved before community members even notice. Custom reports will help property managers keep track of what goes on at the community’s gates and amenities.
ULTIMATELY, DATADRIVEN TECHNOLOGIES AND PROCESSES WILL GUARANTEE THAT A COMMUNITY’S EXPERIENCE IS CONSTANTLY IMPROVED AND TAILORED
ACCORDING TO ITS NEEDS. ANY ISSUES WILL BE DETECTED AND SOLVED BEFORE COMMUNITY MEMBERS EVEN NOTICE. CUSTOM REPORTS WILL HELP PROPERTY MANAGERS KEEP TRACK OF WHAT GOES ON AT THE COMMUNITY’S GATES AND AMENITIES.
WITH CAMERAS BECOMING MORE TECHNOLOGICALLY SOPHISTICATED, WHAT WILL THAT MEAN FOR COMMUNITY SECURITY SYSTEMS AND RESIDENTS?
Modern optical devices enable higher resolutions and consequently more detail, plus they also pack various types of sensors that go beyond what the
human eye can see. Integrated with artificial intelligence (AI) image processing, these devices can enable more accurate detections and often faster processing according to each scenario. This means we can detect problems or incidents more quickly and respond accordingly.
are you in compliance?
SPEAKING OF AI, WHAT OTHER WAYS MIGHT WE SEE THIS BEING USED TO HELP COMMUNITIES?
Beyond cameras, there is a whole world of possible applications where security software and technology systems can be improved, such as machine learning that is focused on pattern recognition for improved alerting or device monitoring that enables predictive maintenance and process optimization. It’s fascinating and full of possibilities!
Most 3+ story residential condos require milestone inspections by the end of 2024
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TECHNOLOGY IS A FACTOR IN SECURITY SYSTEM ADVANCEMENTS. IS THERE ANYTHING ELSE THAT’S DRIVING CHANGE IN COMMUNITY SECURITY?
It’s all about the customers and improving their experience. We listen to what community members say about their security systems and try to address their concerns and needs. We work to make processes easier and make communities more safe and secure. While we research and develop innovations to improve community security, we’re always doing it with an ear to the ground because, in the end, it’s about serving the members of our many communities. n
Celebrating 40Years
An Association property loss claim can become a complicated and time-consuming challenge for even the most experienced board and property manager. It can take them away from managing the day-to-day responsibilities of the community and can also sow discord and mistrust amongst community members. Add the technicalities of your insurance policy and the insurance co-negotiated settlement. At Tutwiler & Associates, we’ve been through the drill and understand the value of clear communication with the board and association members to set realistic expectations. And with recent Florida legislative changes, an insurance appraisal may be a path to a quicker settlement without litigation. Our experience handling condominium, apartment, and homeowner association claims in Florida is unmatched. We invite you to call us to discuss becoming part of your team.
Choosing the Best Laundry Equipment for Multi-Housing Properties
BY COMMERCIAL LAUNDRIES
Selecting the right laundry equipment for multi-housing properties is crucial for maintaining high resident satisfaction and ensuring efficient operations. The quality of laundry facilities can significantly impact residents’ daily lives, making it essential for property managers to invest in top-notch equipment. This article will guide you through the key factors to consider when choosing the best laundry equipment for multi-housing properties, helping you make informed decisions that benefit your residents and your bottom line. High-quality laundry equipment enhances resident satisfaction
Photo by iStockphoto.com/ribeirorocha
and reduces operational costs and maintenance issues. Property managers can create a better living environment by investing in reliable and efficient machines.
KEY FEATURES TO LOOK FOR IN MULTIHOUSING LAUNDRY EQUIPMENT
When selecting the best laundry equipment for multihousing properties, it’s essential to consider features that enhance performance and user experience. Energy efficiency is a top priority as it helps reduce utility costs and minimizes environmental impact. Look for machines with high Energy Star ratings and advanced features that optimize water and energy usage. Load capacity and durability are also crucial factors.
Commercial Laundries offers unparalleled expertise and customer service for multi-housing properties. We offer a wide range of the best laundry equipment from top brands and provide tailored solutions to meet your property’s specific needs. Our comprehensive services include equipment selection, professional installation, and ongoing maintenance, ensuring that your laundry facilities remain efficient and reliable.
If you’re ready to upgrade your multi-housing property to quality laundry facilities, contact Commercial Laundries today at www.commerciallaundries.com or call 786-982-7729.
enough to handle frequent use without compromising performance. Additionally, user-friendly interfaces and advanced technology, such as app-based payment systems, laundry card systems, and remote monitoring, can significantly improve resident satisfaction and streamline operations for property managers.
BENEFITS OF HIGH-QUALITY LAUNDRY EQUIPMENT FOR MULTI-HOUSING PROPERTIES
Investing in high-quality laundry equipment offers numerous benefits for multi-housing properties. One of the most significant advantages is reducing maintenance costs and downtime. Reliable machines require fewer repairs, ensuring that laundry facilities remain operational and
The quality of laundry facilities directly impacts resident satisfaction and retention rates. Highperformance equipment that provides consistent, efficient service will lead to positive resident experiences.
TOP BRANDS FOR MULTIHOUSING LAUNDRY EQUIPMENT
Choosing the right brand is essential when selecting the best laundry equipment for multi-housing properties. Leading brands like Speed Queen, Whirlpool, Maytag, and Miele are renowned for their reliability, performance, and advanced features. These brands offer a range of models designed to meet the specific needs of multi-housing properties.
Speed Queen is known for its durability and efficiency, making it a popular choice for high-traffic
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laundry rooms. Whirlpool and Maytag offer a variety of energy-efficient models with user-friendly interfaces, while Miele stands out for its advanced technology and premium build quality. Investing in Speed Queen laundry equipment or washers and dryers from other reputable brands ensures that your laundry facilities provide long-lasting, reliable service.
ENERGY EFFICIENCY AND ENVIRONMENTAL IMPACT
Energy-efficient commercial laundry equipment reduces utility costs and minimizes environmental impact. Machines with high Energy Star ratings use less water and electricity, leading to significant cost savings over time. Additionally, energy-efficient machines contribute to a property’s sustainability efforts, making it more attractive to environmentally conscious residents.
Eco-friendly laundry equipment benefits the environment and enhances the property’s reputation. Residents are increasingly aware of environmental issues and prefer living in communities prioritizing sustainability. Investing in energy-efficient machines demonstrates a commitment to reducing the property’s carbon footprint and promotes a positive image.
COST CONSIDERATIONS AND BUDGETING
Budgeting new laundry equipment requires careful consideration of upfront costs and long-term savings. While high-quality machines may have a higher initial price, the long-term benefits often outweigh the costs. Energy-efficient models reduce utility bills, and durable machines lower maintenance expenses, resulting in significant savings over time.
When planning your budget, consider the potential return on investment. Investing in reliable, efficient equipment can increase resident satisfaction, reduce turnover, and enhance the property’s value. Compare the costs of various models and brands and weigh the long-term benefits to make an informed decision that aligns with your financial goals.
INSTALLATION AND MAINTENANCE SERVICES
Professional commercial laundry installation services ensure new multi-housing laundry equipment operates at peak performance. Improper installation can lead to operational issues and increased maintenance costs. Partnering with a reputable provider that offers expert installation services ensures that your machines are set up correctly and function efficiently from day one.
Regular maintenance is crucial for extending the lifespan of the best laundry equipment for multihousing properties and maintaining optimal performance. Service plans that include routine checks, cleaning, and repairs can prevent costly breakdowns and keep your laundry facilities running smoothly. Investing in maintenance services helps protect your investment and ensures that tenants have access to reliable laundry facilities.
Choosing the best laundry equipment for multi-housing properties is essential for maintaining high-resident satisfaction and efficient operations. Investing in high-quality, energy-efficient machines from reputable brands offers numerous benefits, from reduced maintenance costs to improved resident satisfaction. By partnering with a reliable provider like Commercial Laundries, you can ensure that your laundry facilities remain top-notch and contribute to the overall success of your property. n
What Are the Important Elements of a Gated Community’s Access Control Systems?
BY MATT VELEZ
G
ated communities in Florida represent the pinnacle of security and exclusivity, providing residents with a sense of safety and privacy. However, the effectiveness of a gated community is only as strong as its access control systems. For community property managers and HOA boards, understanding the critical components of these systems is vital to saving time and money and preventing future headaches.
In this article we’ll explore the essential elements of access control systems for gated communities and look at a real-world case study highlighting how Hands Free Security LLC resolved a significant access control issue for a local community in Southwest Florida.
Photo courtesy Hands Free Security
KEY COMPONENTS OF ACCESS CONTROL SYSTEMS
When considering an access control system for a gated community, several of the following key components are essential:
• Gate Entry Systems—These systems control the main point of entry into the community. They can include a variety of methods such as keypad entry, RFID readers, BAI, barcode readers, telephone entry systems, or biometric access. The choice of system depends on the community’s needs and budget.
• Surveillance Cameras— Cameras integrated with the access control system provide real-time monitoring and a record of all entries and exits. Highdefinition cameras with infrared night vision and motion detection enhance security by capturing clear images regardless of lighting conditions.
Matt Valez is owner and access control specialist at Hands Free Security LLC & Checkpoint Access Controls in Naples, Florida. At Hands Free Security LLC and Checkpoint Access Controls, we specialize in designing and implementing access control solutions tailored to the unique needs of gated communities in Southwest Florida. We also can answer any of your questions at any time with no obligation. To learn more, just visit our websites at handsfreellc.com/ and checkpointaccess.com/
• Visitor Management Systems—These systems track and manage visitors, ensuring that only authorized guests can enter the community. Advanced systems can include pre-authorization through resident input or temporary access codes for service providers. Guard PC software can also be used by guard staff.
• Two-Way Audio, One-Way Visual Intercom Systems—An intercom system allows residents to communicate with visitors at the gate before granting entry. Modern intercoms can be integrated with residents’ smartphones, enabling them to manage access remotely.
• Emergency Access—Emergency access provisions ensure that first responders can enter the community quickly during an emergency. This typically involves a universal access code or a physical key. Please note that EVAC, which is a clicker/transmitter, will open any gate with a key or key/code system that emergency personnel can use.
FACTORS TO CONSIDER WHEN IMPLEMENTING ACCESS CONTROL SYSTEMS
When implementing or upgrading access control systems, community property managers and HOA boards should consider the following factors:
• Scalability—The system should be scalable to accommodate future growth. As the community expands or as more features are desired, the system should be easily upgradable without requiring a complete overhaul.
• User-Friendly Interface—A complex system that is difficult for residents or visitors to use can lead to frustration and potential security lapses. Systems should have intuitive interfaces that are easy to operate.
• Integration with Other Systems—Using open API software, the access control system should integrate seamlessly with other security systems, such as CCTV, alarm systems, and even home automation systems. Integration can streamline operations and enhance security.
• Maintenance and Support— Regular maintenance is crucial to ensure the system operates smoothly. Choosing a provider that offers robust support services can prevent minor issues from becoming major problems.
• Cost-Effectiveness—While cutting-edge systems may be desirable, it’s important to balance the community’s security needs with its budget. An expensive system with features that aren’t necessary can strain the budget without adding significant value.
COMMON PITFALLS TO AVOID
Access control systems, if not properly planned and maintained, can become a source of frustration. Here are some common pitfalls to avoid:
• Ignoring Long-Term Maintenance Costs—While the initial installation might
seem affordable, ongoing maintenance can add up. It’s important to account for these costs in the budget.
• Choosing the Wrong Technology—Not all technologies are suitable for every community. For instance, a system relying heavily on mobile connectivity may not be ideal in areas with poor signal strength.
• Lack of Training—Without proper training, residents and staff may not use the system correctly, leading to security breaches. Ensure that everyone understands how to operate the system and what to do in case of an issue or an emergency.
• Overcomplicating the System—While having the latest technology is
CURRENT COMMUNITY
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And more!
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appealing, adding too many layers of security can make the system cumbersome. A balance should be struck between security and ease of use.
• Choosing the Wrong Partner Vendor—
Unfortunately, not asking the right questions or lack of infrastructure knowledge during the vetting process can potentially lead to frustration for years to come. When vetting partner vendors for entry gate installation and access control systems, it’s essential to inquire about their emergency protocols, responsiveness, and experience with access control technology.
CASE STUDY: SOLVING ACCESS CONTROL CHALLENGES IN A NAPLES, FL, GATED COMMUNITY
To illustrate the importance of a well-designed access control system, let’s look at a case study where Hands Free Security LLC, with the assistance of Checkpoint Access Controls, resolved a significant issue for a gated community in Naples, Florida.
The Situation
A prestigious gated community in Naples was facing constant issues with its existing access control system. The system was outdated, and residents frequently complained about gate malfunctions, unauthorized entries, and long wait times at the gate. The HOA board and property manager had received multiple complaints, and the community’s reputation to its residents was beginning to suffer.
The community approached Hands Free Security LLC for a solution. At the initial consultation it became clear that the root of the problem was the outdated hardware and software running the access control system. The equipment was no longer supported by the manufacturer, leading to frequent breakdowns and a lack of available parts for repairs.
The Challenge
The challenge was to design and implement a new access control system that would address the community’s current issues while also being future proof. The community needed a solution that would minimize disruptions during installation as residents were already frustrated with the existing system’s performance. The team at Hands Free Security LLC called in the tech team at Checkpoint Access Controls, its sister company, to help evaluate for the best solution.
The Solution: Checkpoint Interface
A comprehensive solution was proposed that included upgrading the gate entry system to a state-of-the-art RFID-based access control system. This system allowed residents to enter the community effortlessly without needing to stop or even roll down their windows.
Checkpoint integrates with guard software in several types of ways—combining everything into one system—to expedite traffic flow. It can use key codes, a directory, remote attendant calls, or an express pass, with other advanced technological tools available. Additionally, Checkpoint retains data even if the internet goes down.
In addition to the new gate system, the team installed high-definition surveillance cameras to monitor all entry points, ensuring that every vehicle entering or leaving the community was recorded. To address the issues of unauthorized access, we implemented a visitor management system with pre-registration options for guests. This system also provided temporary access codes for delivery and service personnel, reducing the need for residents to manually grant access.
The Process
The installation process was carefully planned to minimize disruption. Hands Free Security LLC and Checkpoint Access Controls worked during off-peak hours to replace the old system and install the new equipment. Residents were kept informed through regular updates, and we provided training documentation to property management staff to ensure everyone was comfortable using the new system.
The Outcome
The new access control system positively transformed the community’s security operations. Residents reported a significant halt in unauthorized entries, and the streamlined entry process reduced wait times at the gate. The HOA board noted that complaints regarding the gate system dropped to nearly zero after the new system was installed. Additionally, the community saw a return on investment through potential increased property values as prospective buyers were informed of the community’s enhanced security features. The system’s scalability also means that as the community grows or as new technologies become available, upgrades can be implemented without the need for a complete system overhaul. n
Photo courtesy Hands Free Security
Checkpoint Kiosk
Pre-existing Damage: Abused or Justly Enforced?
BY RICK TUTWILER
Over the years the insurance industry has steadily tightened its grip on policyholders. What started with exclusions for issues like mold after Hurricane Andrew has now expanded into broad and restrictive measures. Insurers impose stringent limits on claims related to roof age, windows, and doors and employ scientific experts to date water damage. These tactics, combined with anti-concurrent causation clauses, high deductibles, and wind-driven rain endorsements, have made filing claims more complex and often lead to denied coverage. This is also compounded by increasingly complex pre-existing damage exclusions.
Photo by iStockphoto.com/peshkov
PRE-EXISTING DAMAGE: A CLOSER LOOK
Even before a claim is filed, insurers carry out an ongoing series of evaluations and assessments, including appraisals and cost reports to determine the replacement cost value (RCV) and actual cash value (ACV) of their insured properties. They also conduct risk assessments, prepare location statements, and develop schedules of values. These tasks are essential to ensure they meet underwriting guidelines and accurately assess the risks associated with a property. Recent legislative changes have aimed to pressure insurers into responding and paying claims faster. While these reforms are a step in the right direction, the practical application is often challenging, particularly for largeloss claims involving multiple perils. Insurance professionals we know have shared that these challenges frequently lead to the issuance of reservation of rights letters. When insurers suspect questionable practices or preexisting damage, they may escalate scrutiny by involving mitigation auditors, causation experts,
RICK TUTWILER, PRESIDENT, TUTWILER & ASSOCIATES
Established in 1984, Tutwiler & Associates Public Adjusters is a highly regarded, licensed insurance claims adjusting firm that works exclusively for associations and their residents. Our property damage adjusters will remove the stress of dealing with insurance company red tape, freeing you to focus on more important association issues. Our adjusters are known for their expertise, attention to detail, client service, and results. If being treated fairly and getting paid quickly are important to you, consider hiring an experienced adjuster to represent your best interests and manage your claim. For more information, contact Rick Tutwiler, president of Tutwiler & Associates, at 800-321-4488 or visit www.PublicAdjuster.com
and engineers. They will also send lengthy information requests to associations, requiring full compliance with post-loss duties.
We are also familiar with the intense scrutiny of windows and sliders; while some older buildings may be technically impact-resistant, they often have gaps or missing caulk, leading to water intrusion. Each claim is unique, and the evaluation must be fair and based on merit. While expert reports are often generic and filled with broad assertions, it’s crucial to understand the gravity of these issues for both sides as they can lead to criminal charges. Due diligence, vigilance, and being well-informed are essential.
WHAT IS PRE-EXISTING DAMAGE?
Pre-existing damage refers to any damage that occurred before you purchased your insurance policy or prior to the event specified in a claim. Sometimes this damage is known, and other times it goes unnoticed. It’s important to note that nearly all insurance policies exclude or preclude coverage for pre-existing damage, and the insurance companies can be very aggressive using these issues as a means to deny coverage.
COMMON EXAMPLES OF PRE-EXISTING DAMAGE
• Damage Before Policy Purchase—Any damage that was present before you acquired your insurance policy
• Natural Wear and Tear—The expected deterioration that occurs over time with normal use of the property
• Lack of Maintenance—Damage resulting from inadequate upkeep of the property
• Failure to Protect Property—Damage caused by neglecting to take necessary measures to safeguard your property
BEST PRACTICES FOR YOUR ASSOCIATION
1. Document
◦ Carefully record your property’s current condition, including ongoing maintenance and preventive measures that address any pre-existing damage.
◦ Photograph potential problem areas such as under sinks, near doors, and around windows even if they appear to be in good condition.
◦ We recommend documenting your property’s condition now and doing so annually through appraisals or reserve studies. At Tutwiler we offer a similar service called Disaster First Recovery Services.
◦ You should also encourage every unit owner to do the same documentation before they leave for any prolonged length of time.
2. Prepare
◦ Keep detailed records of any repairs, including invoices, photos, videos, receipts, and remedial notes. For instance, if you’ve fixed a minor water leak or repaired damage to your roof or windows, retain evidence of the repairs to counter any future claims that unresolved issues caused additional damage.
◦ Be aware that insurance companies are increasingly inspecting areas beyond the roof, focusing on fixtures under sinks, around toilets, and other water-prone locations.
◦ Familiarize yourself with the limitations on water damage coverage, pre-existing damage exclusions, and the specific details of your policy.
◦ These precautions can also help prevent disputes with the association and unit owners after a storm, particularly if owners are absent. Pay special attention to critical areas like electrical panels, plumbing fixtures, roofs, and metal mansards.
3. Understand
◦ Read your insurance policy thoroughly. If you’re uncertain about any terms, deadlines, or insured responsibilities, consult your agent, a lawyer, or an adjuster who understands policy language to ensure that your coverage is up to date and that you fully understand any potential exclusions.
◦ Stay informed as insurance companies are often a step ahead.
Taking the measures above can go a long way in avoiding protracted disagreements and delays settling the claim. At the same time, the association board must ask itself if the insurance company scrutiny is justified related to the pre-existing condition of their property? It depends on the circumstances.
On one hand, ethical insurers may be acting in good faith to prevent contractor liens, accruing interest, and costly assessments for unit owners. These measures could ultimately protect a legitimate claim from being denied.
On the other hand, some insurers use these measures as a defensive tactic, but without thorough investigation, their justifications often fall short. In recent years, insurers have ramped up scrutiny, deploying teams of experts—sometimes as many as 30—to inspect every corner of a property, often multiple times, to build a case for exclusions. However, the conclusions drawn by their engineers are often unfounded and sometimes predetermined. For instance, in one case an association client’s roof that was damaged by Hurricane Ian should have been covered, yet the insurer denied the claim based on their engineer’s report. Fortunately, the adjuster indicated a willingness to reconsider if we provided a counter-report from our own engineer. In this instance, the denial was proven unjust, and we were able to overturn the denial.
Some practical steps to take if your association gets denied for pre-existing conditions are to ask questions, maintain open communication with your insurance company, and do your homework. Always prioritize doing the right thing. For unit owners returning for the winter to find damage, ensure you document everything thoroughly, keeping detailed photos and records of any repairs. When it comes to adjusting claims and distinguishing between different types of damage, a proactive and detailoriented approach is crucial for securing a quicker settlement. n
Typically costs 300% more than restoring per square foot
Unnecessary high costs per square foot to protect the
Average savings of 70% when compared to
off and replacing or re-roofing
Extends the serviceable life of a deteriorated roof for many years at a fraction of the cost
Insurance and Code Changes Could
Cost Florida Homeowners Big!
BY CHRIS SALZAR
This document provides critical information for Florida homeowners regarding recent legislative and insurance requirement changes that significantly impact your finances.
1. Overview of revisions to the Florida Building Code and insurance rules
2. Changes in insurance coverage requirements
3. Negative consequences of changes
4. Guidance for making informed roof decisions
5. An exploration of the environmental and financial benefits of cool roofs and roof coatings
Photo by iStockphoto.com/fizkes
ROOT OF THE PROBLEM
Due largely to fraudulent claims for “free roofs,” many insurance companies in Florida have gone into receivership or exited the state entirely. This situation has led to significant changes that affect all homeowners.
1. Insurance companies exodus in 2002 prompted Florida’s legislature to establish the state-run Citizens Property Insurance Corporation to help residents obtain coverage.
2. Instead of directly addressing fraudulent claims, Florida lawmakers, in collaboration with Citizens and other insurers, have imposed rules forcing many homeowners to bear the high costs of replacing— rather than restoring—their roofs. This has eliminated economic options like roof restoration, which can extend a roof’s life for about a third of the cost of full replacement.
◦ The 2023 Florida Statutes Chapter
CHRIS SALAZAR, CHIEF OPERATING OFFICER, KARNAK
Mr. Salazar joined KARNAK in 1979 and has held various positions including chemist and technical sales manager. He assumed his present role of chief operating officer in May 2011. Educated at Rutgers and Kean Universities, he has conducted various presentations on the “Sustainability of Roofing Systems” for RCMA, NRCA, and ARMA. He served as president of the Roof Coatings Manufacturers Association from 2005–2007and helped create and co-chair the RCMA Sustainability Committee. He served on the NRCA Roofing Alliance Board of Trustees 2018–2020 and continues to serve on the NRCA’s Roofing Alliance Industry Advisory and Sustainability Committees. Along with other industry contributions, he has published numerous articles throughout the years. For more information about KARNAK, visit karnakcorp.com or call 800-526-4236.
627.7011 (“Insurance Rates and Contracts”) permits insurance companies to deny coverage for roofs older than 15 years unless homeowners, at their own expense, hire a qualified inspector to certify that the roof has more than five years of useful life remaining.
◦ Even when homeowners provide this certification, insurance companies reserve the right to deny coverage or increase premiums, leaving homeowners no choice but to replace rather than restore their roofs.
◦ Condominium associations that have invested in warranted roof restoration systems are sometimes required to replace roofs that have just been restored due to these rule changes.
3. Below is an excerpt from Citizens Insurance “guidelines for establishing coverage eligibility,” highlighting the restrictions on using coatings and coating systems:
◦ “When a roof replacement is required, and a coating or sealant is used in place of replacement, the risk remains ineligible for coverage with Citizens. Use of such materials does not constitute a roof replacement.”
◦ Roof coatings— including acrylic, silicone, urethane, soy, elastomeric, or similar products—do not meet Citizens’ requirements as proof of roof replacement.
◦ Even though roof coating manufacturers agree that coatings alone are not a roof replacement, they do believe that coating restoration systems can fully restore a mildly deteriorated roof and extend its life for many years and even decades with proper maintenance.
◦ Citizens’ enforcement should exclude low slope, multi-family residential roofing. The reason for the State of Florida and Citizens’ financial issues are due to steep slope, singlefamily residential roofing claims. Low slope multi-family residential roofs are designed and built to strict commercial building code standards and are required to receive annual maintenance per manufacturer warranties, making these roofs last longer than 15 years.
These legislative statute revisions can force the unnecessary removal of roof systems with long warranties and proven life expectancies, placing a heavy financial burden on homeowners and unfairly limiting trade within the
roof coatings industry in Florida and potentially beyond.
THE HARMFUL IMPACT OF LEGISLATIVE AND INSURANCE REQUIREMENT CHANGES
1. This has unfairly included low-slope, multi-family residential roofing.
2. Homeowners are now required to absorb the high costs of removing and replacing roofs, along with disposal fees, instead of having the option to restore them.
3. These changes will impose exorbitant and unnecessary expenses, particularly on seniors living on fixed incomes. Roof replacements can cost up to three times more than repairing and restoring a roof with a cool roof coating system.
4. Despite providing the required documentation proving a roof has over five years of useful life left, many homeowners are either denied coverage or face dramatic premium increases.
5. Florida’s landfills, already near capacity, will be overwhelmed by the waste generated from unnecessary roof replacements. The roofing waste generated could more than double due to these regulations.
6. Businesses in residential buildings may be forced to close temporarily during roof replacements.
7. Manufacturers who have invested millions developing products to meet stringent Florida Building Code and Dade County requirements will see their investments drastically devalued.
BENEFITS OF ROOF COATING RESTORATION SYSTEMS
1. Waste Reduction: Coating restoration systems allow 60 percent or more of a roof to remain in place while repairing and restoring damaged sections, reducing landfill waste.
2. Cost-Effective Solution: Roof coating systems can save homeowners 50-65 percent compared to full roof replacements.
3. Sustainable Option: These systems are renewable, maintaining reflective surfaces for cooler buildings.
4. Quality Assurance: Products and systems are rigorously tested to meet Florida Building Code, Dade County, and international standards.
5. Temperature Control: Cool roof coatings reduce roof surface temperatures and offer UV stability.
6. Thermal Shock Reduction: Coatings protect against damage from extreme temperature swings.
7. Lower Costs: Even a partial roof replacement combined with a coating system is more affordable than a full re-roofing.
8. Wind Resistance: Coatings do not affect the original roof’s winduplift resistance.
9. Warranties: These systems are backed by third-party testing and manufacturer warranties.
10. Heat Island Reduction: Cool roof coatings lower roof temperatures, reducing smog and cooling energy use.
Benefits of Cool Roofs
(Source: U.S. EPA, Using Cool Roofs to Reduce Heat Islands)
“Cool roofs provide a number of benefits beyond urban heat island mitigation, including the following:
Reduced Energy Use: A cool roof lowers the amount of heat transferred to the building, which allows it to stay cooler and use less energy for air conditioning. In air-conditioned residential buildings, solar reflectance from a cool roof can reduce peak cooling demand by 11–27%.1
Reduced Air Pollution and Greenhouse Gas Emissions: By lowering energy use, cool roofs decrease the associated air pollution and greenhouse gas emissions. When applied at a scale large enough to affect ambient temperatures, cool roofs could reduce the formation of groundlevel ozone (which is heat-dependent)6 and reduce cooling energy use across a city.7
Improved Human Health and Comfort: Cool roofs can help reduce the adverse health impacts of heat islands, such as heat exhaustion, respiratory difficulties, dizziness and cramps, and heat-induced death. One United Kingdom study showed that cool roofs, when implemented across a city, could offset 18% of heat-related mortality associated with the heat island effect.8
Equity: The current body of scientific evidence shows that low-income individuals and communities of color are disproportionately exposed to heat islands. Cool roofs can help to mitigate the resulting health hazards and energy cost burden experienced by these groups by reducing the heat island effect in neighborhoods where they live. Roof coatings are an effective and economical approach to achieve a Cool Roof.”
Actual Florida Resident Stories
1. A Lakeland couple invested $56,000 in roof and electrical upgrades but still had their coverage canceled by Citizen’s Insurance. Read more here.
2. At Tropic Bay Condominiums in Delray Beach, a complex with 17 roofs was denied renewal by Citizen’s because the roofs were over 15 years old, despite documentation from professionals stating they had more than five years of life remaining.
3. Water’s Edge Condominiums applied a silicone roof coating restoration system in 2020, but in 2024, Citizen’s refused to renew coverage due to the original roof’s age, forcing a $600,000 replacement. https://www.abcactionnews.com/news/region-pinellas/new-roof-orroof-coating-insurance-companies-enact-new-restrictions-on-roofcoverings
What You Can Do
1. Contact your legislators and express your concerns.
2. Demand the exclusion of low slope, multi-family residential roofing from enforcement. The focus should be solely on steep slope, singlefamily residential roofing.
3. Demand the removal of the 15-year roof requirement.
4. Advocate for certified professional roof experts to determine roof conditions and necessary repair or replacement options
5. Demand that proven and State Approved solutions like roof coatings remain a viable option for financially burdened homeowners and associations
1 Synnefa, A., M. Santamouris, and H. Akbari. 2007.Estimating the effect of using cool coating on energy loads and thermal comfort in residential buildings in various climatic conditions. Energy and Buildings 39, 1167_1174.
6 Epstein S.A., Lee S.M., Katzenstein A.S., CarrerasSospedra M., ZhangX., Farina S.C., Vahmani P., Fine P.M., Ban-Weiss G. 2017. Air-quality implications of widespread adoption of cool roofs on ozone and particulate matter in southern California.
Proceedings of the NationaI Academy of Sciences 22; 114(34), 8991-8996.
7 Yang J., Bou-Zeid E. 2019. Scale dependence of the benefits and efficiency of green and cool roofs. Landscape and Urban Planning 185,127-140.
8 Macintyre, H.L. and C. Heaviside. 2009.Potentiat benefits of cootroofs in reducing heatrelated mortality during heatwaves in a European city, 2019. Environment International 127, 430-441. n
BY BETSY BARBIEUX, CAM, CFCAM, CMCA
T Excellence or Perfectionism
he pursuit of excellence is admirable, but the pursuit of flawlessness can be detrimental to your mental health, wellbeing, and relationships. Perfectionism may or may not be a positive trait.
Many people will confess to being perfectionists, but are they really? Or do they just strive for excellence? Let’s look at some differences.
EXCELLENCE—
• Focus on the process—Striving for excellence is about continuous improvement and learning, enjoying the journey, and finding satisfaction in the effort.
achievable goals that contribute to overall growth.
• Embracing mistakes— Errors are seen as opportunities for learning and improvement.
• Balance and well-being— Excellence is about finding a balance between personal and professional life.
• Internal motivation—The drive comes from a genuine desire to be the best version of oneself.
PERFECTIONISM—
• Focus on the outcome— Perfectionists are primarily concerned with the end result being flawless, often at the expense of the process.
• Unrealistic expectations— Perfectionists set impossibly high standards that are often unattainable.
• Fear of failure—Mistakes are seen as personal failures, leading to anxiety and procrastination.
• Impaired relationships— Perfectionists can be demanding and critical, straining personal connections.
• External validation—Often driven by the need for approval and recognition from others.
Excellence is about striving for your best, while perfectionism is about an unrealistic and often harmful pursuit of flawlessness. While many will confess to being perfectionists, to others of us, they do not seem to be. Are there different types of perfectionists?
BETSY BARBIEUX,
CAM,
CFCAM, CMCA, FLORIDA CAM SCHOOLS
Betsy Barbieux, CAM, CFCAM, CMCA, guides managers, board members, and service providers in handling daily operations of their communities while dealing with different communication styles, difficult personalities, and conflict. Effective communication and efficient management are her goals. Since 1999 Betsy has educated thousands of managers, directors, and service providers. She is your trainer for life! Betsy is the author of Boardmanship, a columnist in the Florida Community Association Journal, and a former member of the Regulatory Council for Community Association Managers. Subscribe to CAM MattersTM at www.youtube. com/c/cammatters. For more information, contact Betsy@FloridaCAMSchools.com, call 352-326-8365, or visit www.FloridaCAMSchools.com.
DEMANDING PERFECTIONISM
The perfectionist is focused on setting unrealistic expectations for others. They will have expectations of how other people should behave, think, or perform and will destroy a relationship. It involves constant criticism and judgment and may often produce anger. They have difficulty delegating, building relationships, and compromising. Failing to see their own shortcomings may come from a shame-based identity that forces them to look outside at others’ performance.
SOCIAL PERFECTIONISM
This perfectionist believes others have high expectations for them. They strive to meet perceived standards that most people don’t actually have of them. These presumptions produce fear of rejection, often to the detriment of their own well-being. They may have difficulty saying “no” because they fear disapproval and rejection.
CLASSIC PERFECTIONISM
Classic perfectionists are highly organized and detail oriented. They have a strong preference for order and structure, like black/white thinking, and have difficulty adapting to sudden changes to plans. They seem unsociable because of their intense focus on the tasks. The need for control, rigidity, and inflexibility may be caused by fear of failure.
PROCRASTINATOR PERFECTIONISM
This type of perfectionist wants to please and will avoid starting tasks until they know your standards. Once they learn your standards, they will perform flawlessly and consistently. They often procrastinate until the last minute, leading to increased stress and anxiety. While they want to do the task right the first time, they stall for fear you will not be pleased. This could lead to low self-esteem or a fear of punishment.
THE QUIZ
Take the quiz. There are no right or wrong answers; be honest with yourself.
Instructions: Rate each statement on a scale of 1–5:
1. I often compare myself to others and feel like I am not good enough.
2. I have difficulty making decisions.
3. I have high expectations and standards for others.
4. I tend to procrastinate on tasks.
5. I set high standards for myself and am critical when I don’t meet them.
6. I find it difficult to accept compliments.
7. I have trouble delegating tasks.
8. I am afraid of making mistakes.
9. I strive for perfection in everything I do.
10. I do not have work-life balance.
Scoring:
Low Perfectionism—A total score of 15 or below suggests a low level of perfectionism.
Moderate Perfectionism—A score between 16 to 25 indicates a moderate level of perfectionism.
High Perfectionism—A score of 26 or above suggests a high level of perfectionism.
Note: This quiz is a general assessment tool and should not be used as a substitute for professional diagnosis. If you are concerned about your level of perfectionism, consider seeking help from a mental health professional.
Striving for excellence should produce satisfaction, joy, and work-life balance. Perfectionism of any type can become a slave master, leading to anxiety, depression, burnout, and physical symptoms such as headaches and insomnia. Additionally, it can hinder relationships, career success, and overall life satisfaction.
If you think you may be a perfectionist, try to treat yourself with kindness, set realistic goals, break down large tasks into smaller ones, pay attention to your negative self-talk and learn how to replace it with positive affirmations, seek professional help, learn to enjoy the present moment, and don’t focus on the past failures or future worries. n
FACES FACES
COMMERCIAL LAUNDRIES
Commercial Laundries Inc., headquartered in Miami, Florida, was established in 1972. The company is led by principals Gene Kligmann, CEO, and John Stewart, president. A longtime leader in Florida’s commercial laundry sector, Commercial Laundries is a family-owned business that has built an enviable reputation for dependability by installing the finest equipment and having sameday service goals. Over the years it has expanded its services and geographical reach to cover the greater South Florida area, including Palm Beach, Naples, Orlando, Ft. Myers, and Tampa. The company is the largest family-owned full-service laundry provider in the multi-housing industry in Florida, providing services like leasing, renting, and selling laundry equipment and the services that come with maintaining that equipment on the property. Commercial Laundries operates with a client-centered philosophy, emphasizing transparency, proactive communication, and tailored solutions to meet the unique needs of each property manager and association. Working personally with property management fosters strong community relationships, enhances property values, and creates a collaborative environment.
However, it also involves challenges such as managing diverse resident opinions, balancing conflicting expectations, and dealing with budget constraints while maintaining high standards. Boards of directors should understand that effective laundry room management involves balancing immediate issues with long-term planning and requires precise, open communication between the board and vendor to achieve the community’s goals. For further inquiries, Commercial Laundries can be contacted through their website at www.commerciallaundries.com, by phone at 786-982-7729, or by email at sales@commerciallaun dries.com. n
Devin & Associates 360 Central Avenue, Suite 800 Saint Petersburg, Florida 33701 727-290-2578 jjaram@devinandco.com devinandco.com
Alliance Association Bank 21346 St. Andrews Blvd. #171 Boca Raton, Florida 33433 561-212-2091 www.allianceassociationbank.com Bank OZK 100 5th Street South St. Petersburg, Florida 33701 844-905-6975 www.OZK.com/association services
Miami Lakes Drive W. Miami Lakes, Florida 33016 800-233-7164 www.popularassociation banking.com Serving the community association industry exclusively.
12485 28th Street N St. Petersburg, FL 33716 727-549-1202 or 888-722-6669 www.Truist.com/ AssociationServices
Expert Reserve Services Inc.
433 Silver Beach Ave., Suite 104 Daytona Beach, FL 32118
866-480-8236
www.expertreserveservices.com Covering Florida's Insurance Valuation Needs PUBLIC CLAIMS INSURANCE ADJUSTERS
Herbie Wiles Insurance Agency
400 N. Ponce de Leon Boulevard St. Augustine, Florida 32084 800-997-1961 www.herbiewiles.com
Insuring over 100 FL condo associations and HOAs.
Rick Carroll Insurance 2160 NE Dixie Highway Jensen Beach, Florida 34958 800-290-3181 or 772-334-3181 www.rickcarroll.com
The Turner Insurance Advisor Group 2121 NE Coachman Road Clearwater, Florida 33765 www.turnergroupfl.com
Five Star Claims Adjusting 2950 W. Cypress Creek Road, Suite 125 Fort Lauderdale, Florida 33309
