What Do Florida’s HOAs Need to Know

Published April 2024

      Editor’s Note: The following best practices are provided to help board members in HOAs save themselves from spending extra money, compounding their association’s problems, or wasting their valuable time. Though this counsel can’t cover every scenario, FLCAJ trusts what is covered will be of beneficial use.

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Important Points to Remember When Installing a New Roof
By Sasha Medina

     When it comes to installing a new roof system, here are a few highly important points to remember.

1. Only accept a manufacturer materials and labor (single source) warranty since contractor warranties are worthless if the contractor goes out of business.
2. Only accept a roof system that has a manufacturer CAT 5 hurricane wind warranty since your deductible is five to seven percent, which means that you are “self-insuring” your roof system; and you should only install a roof system capable of withstanding the strongest hurricane. Only the spray polyurethane foam (spf) roof system has this CAT 5 hurricane warranty, and all other roof system warranties are void in a named storm in excess of 110 mph.  Be smart—we live in a high-velocity wind zone.
3. Only accept a “true, fully tapered” roof system.  The Florida building code only specifies that a re-roof has positive drainage without specifying the roof slope. Watch out!

     For more information about Cool Roof Foam and Coatings, call 877-354-3626 or 954-788-1140 or visit www.coolroof.biz.

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Need a Structural Engineer for Your Required Reserve Study and Inspection?
By CSW Structural Engineers

     Did you know it is now mandatory to retain a qualified professional to determine the safety of your building by performing a milestone inspection if your building is 25-years old for coastline properties and 30-years old for others?

     Are you prepared for the new statute that requires condominium associations and homeowners’ associations to have a structural integrity reverse study (SIRS) completed by year end 2024 for implementation starting in 2025?

     The SIRS must also be completed every 10 years, with each required milestone building in the condominium association or HOA requiring a safety or recertification inspection.

     When choosing a provider, it is important to select a licensed professional who knows  Florida’s building codes, understands building safety, and can recommend cost savings to preserve the longevity of your building.

     Don’t delay, request your quote early!

     For more information on CSW Structural Engineers, call 954-316-9001, or visit www.cswsg.net.

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Insurance Changes Lead to Roof Updates
By Dan Tennis

     Insurance changes in the State of Florida have made commercial and residential customers in urgent need of updating their roofs to the highest standards. Commercial roofing projects have unique challenges. Businesses and condominiums have liability issues surrounding their structures. They keep the business and its capital equipment intact as well as keep the workforce, clientele, or residents safe and comfortable. Residential roofing repairs should be part of a comprehensive maintenance program that protects the long-term value of your home and your possessions. Roof repairs—either small patching jobs or major repairs—or replacement should follow a detailed inspection to identify areas that need immediate repair or replacement, and areas that are close to failing. This type of inspection is especially critical following storms that bring high winds, water, and flying debris.

     Dan Tennis Roofing uses an inspect-identify-repair model to ensure comprehensive roof care for all types of residential roofs.

     For more information about Dan Tennis Roofing, call 954-485-7778, email info@dantennisroofing.com, or visit www.dantennisroofing.com.

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“We Manage Rentals”
By Robin Sabow

     At Floridian Management Group our licensed property managers understand landlord-tenant laws and fair housing laws, which can help you avoid potential lawsuits and save time, money, and energy in the long run. 

     Landlords are required to maintain a proper residence for tenants (F.S. 83.51), including following all local health and safety codes and criteria determined by the Florida government as well as any regional or local policies that apply to providing a habitable property.

     The cost of hiring a licensed property manager to handle the day-to-day affairs for your rental is minimal with Floridian Management Group and allows the owner of the property to be free from the drama. We take care of everything! Our owners receive monthly financial statements, year-end reports, 24/7 tenant support, tenant online maintenance portal, monthly rent deposits, excellent communications between all parties, event notifications, a designated property manager, eviction management, renovations, maintenance/janitorial, and more.     

     For more information on Floridian Management Group, call 772-777-1171 or visit www.FloridianManagement.com.

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It Is Vital to Maintain Your Stormwater Infrastructure
By Jake Crowe

     Maintaining your stormwater infrastructure is vital to your community’s health and safety. Annual pipeline cleaning and inspection can help avoid catastrophic failures that result in undermining and future collapses of roads, driveways, and fairways within your property. Hinterland Group specializes in helping clients budget for the most cost-effective repair methods that won’t break the HOA reserves. Our trenchless technologies offer the smallest above-ground footprint, meaning they are minimally disruptive to foot and vehicle traffic while extending the pipeline’s life expectancy another 50–75 years.

     Please reach out to Jack Crowe, with Hinterland Group  at 561-640-3503 or jcrowe@hinterlandgroup.com for additional information on our infrastructure repair services.

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A Delicate Balancing Act—Technology and Your Community
By Shaun Patterson

     There has been a big push in recent years to keep pace with the changing world. This is especially true when it comes to how technological advances change the way that communities are run. Your community’s access to technology may make residents feel like they are dealing with robots or stuck in the Stone Age. What would be considered a good mix?  Here are three must-have features for every community:

•   Multiple ways to pay your HOA/condominium dues online with ACH and/or a credit card.
•  Multiple forms of communication from the board or management via text, email, online work orders, or by phone.
• An online portal with important information like governing documents, forms, community events, and information.

     Shaun Patterson is president of Jilsa Management LLC, a leading provider of virtual management and back office and accounting services to Florida communities. For more information call 561-544-1122 or visit www.jilsamanagement.com.      

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One-Stop Sustainability Solution!
By Robert Lamphier

     When you are addressing the refinishing needs of your communities and you seek a long-term property value increase, then call us first!

     Lamphier & Company is a one-stop sustainability solution for the following: 

No Charge Services

• Inspection
• Testing
• Diagnostics
• Consulting
• Custom design
• Education

Contract Services

• Waterproofing
• Painting
• Window sealants
• Caulking
• Green cleaning
• Metal roof refinishing

     We evaluate your project, write a proprietary scope of work choosing the best products, and use proper application techniques. This successfully proven process extends the painting cycle and yields a much higher return on investment. 

     We do not hire subcontractors and use only our full-time, uniformed employees who have passed Level II background checks through the FDLE and FBI.

     As a state-certified general contractor and state-certified roofing contractor, we have been in business since 1965 and have over 39 years’ experience standing behind our work in Florida’s tropical environment.

     For more information about Lamphier & Company, call 407-330-1628 or visit www.lamphier.com. 

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The Power of Collaboration
By Michael Cutrone

     We are MMA, the largest insurance brokerage in the world, and we take pride in serving Florida’s vibrant community associations. With over 200 years of combined experience dedicated solely to Florida’s community associations, our team understands the unique challenges and needs of these communities.

     Our expertise lies in providing valuable advice and guidance to ensure the smooth operation and long-term success of your association. We recommend regular policy reviews, keeping up with market-changing terms to ensure your association is adequately protected. Additionally, maintaining up-to-date association documents, including appraisals, wind mitigation reports, and roof reports, is crucial for
effective planning and risk management.

     At MMA we believe in the power of collaboration. That’s why we encourage you to confide in our insurance specialists who can help you navigate the complexities of insurance planning around these important documents. By working together, we can ensure your association is well-prepared for any unforeseen circumstances and can continue to thrive.

     Trust MMA to be your partner in safeguarding your community association’s future. Contact us at michael.cutrone@marshmma.com or visit our website at marshmma.com to learn more about our comprehensive services.

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Counsel Is Key
By D. Jefferson Davis

     Congratulations on becoming or remaining a board member. This exciting opportunity is fulfilling but can be frustrating and overwhelming if you don’t have the right support. Of course, the vendors that take care of and maintain your property and structures are vital. However, almost all past board members will tell you that your property management company and your attorney are key to running an efficient administration. Find a property management company that is highly recommended by other boards. The property manager is your conduit to the attorney for day-to-day issues. Also, find an attorney with an association-based firm and a reputation for prompt responses, effective communication, successful collections, and valued counsel. The most important ability your attorney has is availability. I hope you consider The JD Law Firm as I handle all matters personally and have since the firm’s inception. I hope to be “Your Association’s In-House Counsel.”

     For more information, call 407-864-1403, email Jeff@TheJDLaw.com, or visit www.TheJDLaw.com.

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Unlocking Efficiency: How Cloud-Based Software Transforms Condominium Management
By Mary Chu

     Yardi Breeze Premier is a small business owner’s best friend, making it easier than ever to manage condominiums and homeowners’ associations. It’s all about making work more efficient, from keeping the books to making sure maintenance is assigned and completed. Breeze Premier is a cloud-based solution, which better protects your data and eliminates the need to update your own servers or perform IT maintenance. Simplicity is the name of the game, and Breeze Premier will help your business thrive and survive in any economic situation, requiring fewer resources to get more done in less time—all while getting you the most out of every dollar.

• Automate leasing , accounting, maintenance, and communication
• Streamline workflows by working from a single source of truth
• Protect sensitive data with Yardi’s secure, cloud-based servers
• Simplify operations with automated features such as online rent collection and violation tracking.     

     For more information on Yardi Breeze, visit info.yardibreeze.com/associations.