Today, I asked Claude to provide a guideline for a Florida-based condominium association board of directors to use when selecting a management company.

BOARD OF DIRECTORS GUIDE

Selecting a Management Company

for a Florida Condominium Association

Key Features • Interview Questions • Selection Criteria • Search & Interview Checklist

Prepared for a 52-Unit Mid-Rise Condominium Association

August 2026

Why This Search Deserves the Board’s Full Attention

For a 52-unit mid-rise association, the management company is the single most consequential outside relationship the board will enter into. This firm will handle the community’s money, its legal compliance under Florida Chapter 718, its vendor relationships, and its day-to-day relationship with every resident. Since the 2021 Champlain Towers South collapse, Florida has layered on significant new statutory obligations — Structural Integrity Reserve Studies (SIRS), Milestone Inspections, fully-funded reserves, and stricter financial transparency and reporting — that make management-company competence a legal and financial safety issue, not just a service-quality one.

A 52-unit building sits in useful middle ground: large enough to command a dedicated (not shared) manager and real leverage on fees, but small enough that the board must actively guard against being a low-priority account for a firm that is over-extended across too many communities. The guidance below is written with that specific profile in mind.

Part 1 — The Best Way to Run the Search

Treat this as a formal procurement, not an informal referral. A structured process protects the board legally, produces comparable proposals, and gives owners confidence that the decision was made with diligence.

1. Start with a needs assessment. Before contacting any company, agree as a board on the scope: full service vs. financial-only management, on-site staffing expectations, reserve/SIRS support, and budget range. Put this in writing — it becomes the backbone of your RFP.
2. Build a candidate list of 4–6 firms. Source names from: the Community Associations Institute (CAI) Florida chapters, referrals from neighboring condominium boards of similar size, your association’s attorney or CPA, and the Florida DBPR licensee database. Avoid relying solely on web-search ads.
3. Verify licensing before you spend time on anyone. Every Florida CAM (community association manager) and management firm must be verified through the Department of Business and Professional Regulation at myfloridalicense.com. Confirm the license is active and check for disciplinary history.
4. Issue a written Request for Proposal (RFP). Send the same scope document and question set to every candidate so proposals can be compared on an apples-to-apples basis. Set a firm response deadline.
5. Score written proposals before interviewing. Use a simple weighted scorecard (see Part 4) to narrow the field to 2–3 finalists — this keeps the board from being swayed by the best presenter alone.
6. Interview finalists in person, ideally at the property. Ask to meet the specific manager who would be assigned to your community, not just a sales representative.
7. Call references — and visit one, if possible. Prioritize references from other Florida condominiums of similar size (30–75 units) rather than large HOAs, which are governed differently under Chapter 720.
8. Have counsel review the management contract before signing. Pay particular attention to the termination clause, indemnification language, fee escalation terms, and scope exclusions.

Part 2 — Key Features to Look For

Group your evaluation around six categories. A strong candidate should perform well across all six. A firm that is excellent on price but weak on compliance is a liability given Florida’s current regulatory climate.

1. Florida Licensing & Legal Compliance

• Active CAM licensure: the assigned manager and firm hold current Florida Statute 468.431 licenses; verifiable on myfloridalicense.com.
• Chapter 718 specialization: deep, current experience with condominiums specifically (Ch. 718), not primarily homeowners’ associations (Ch. 720) — the statutes differ meaningfully.
• SIRS & Milestone Inspection expertise: a demonstrated process for coordinating Structural Integrity Reserve Studies and Milestone Inspections, tracking statutory deadlines, and folding results into reserve budgeting.
• Regulatory currency: a track record of proactively updating boards on new legislation each session (Florida’s condo statutes have changed substantially in recent years).

2. Financial Management Capability

• Transparent accounting: monthly financial statements, an accessible general ledger, and a clear audit trail; ability to produce state-required annual financial reports (audit, review, or compilation, based on association size).
• Reserve fund administration: experience managing fully funded reserves as required by current law, including separate accounting for reserve components.
• Collections process: a defined, legally compliant delinquency and collections procedure, including relationships with a condo-collections attorney.
• Fidelity bonding & insurance: the firm carries crime/fidelity coverage and errors & omissions (E&O) insurance sufficient to protect association funds it controls, as required under Section 718.111, Florida Statutes.

3. Staffing & Attention

• Manageable portfolio size: ask how many communities and doors each portfolio manager handles — a manager stretched across too many associations will be reactive, not proactive.
• Dedicated point of contact: a named manager assigned to your building, with a clear backup during vacation/illness.
• On-site presence: for a 52-unit mid-rise, clarify whether the manager visits on a scheduled basis or the community shares administrative/maintenance staff — and how often.

4. Technology & Communication

• Owner portal: online access to statements, documents, payments, and maintenance requests.
• Multiple communication channels: phone, email, and portal-based communication, with a published response-time standard.
• 24/7 emergency line: critical in Florida for hurricane season, flooding, and after-hours building emergencies.

5. Vendor Network & Maintenance Approach

• Preventive, not reactive: a documented preventive-maintenance program rather than a break-fix-only approach.
• Established vendor relationships: a bench of vetted, licensed, insured contractors able to negotiate favorable rates and respond quickly.
• Hurricane preparedness plan: a written storm-readiness and post-storm response protocol specific to Florida coastal/mid-rise properties.

6. Reputation & Fit

• Verifiable references: current clients of comparable size willing to speak candidly, plus at least one former client.
• Professional credentials: designations such as CMCA, AMS, or PCAM (through CAI) signal ongoing professional development beyond the base state license.
• Transparent, itemized pricing: a clear base management fee plus a full, written list of any additional or pass-through charges.

Part 3 — Questions to Ask Every Candidate

Licensing, Compliance & Legal

• Are you and the manager assigned to us currently licensed under Florida Statute 468.431? May we have your license numbers to verify?
• How many Chapter 718 condominium associations do you currently manage, versus Chapter 720 HOAs?
• Walk us through how you manage our SIRS and Milestone Inspection deadlines and incorporate the results into our reserve budget.
• What is your process when a board is considering a special assessment or reserve waiver vote?
• What errors & omissions and fidelity/crime insurance do you carry, and can you provide certificates naming our association?

Staffing & Service

• Who specifically would be our manager, and how many other communities and units do they currently manage?
• What happens if our manager is unavailable, on leave, or leaves the company?
• What is your guaranteed response time for owner inquiries and board requests?
• How often would the manager be on-site, and what does a typical site visit include?

Financial Management

• What financial reports will the board receive, and how often?
• What is your process for collections and delinquent accounts and which attorney do you work with?
• How do you safeguard association funds, and are operating and reserve accounts kept separately?
• Can you provide a sample budget and reserve schedule from a similar-sized client?

Pricing & Contract

• What is included in the base management fee, and what is billed separately (postage, transfer fees, inspection coordination, etc.)?
• How and when do fees typically increase, and by how much historically?
• What is the contract term, and what are the notice and termination provisions if the board is dissatisfied?

References & Track Record

• Can you provide three references from Florida condominium associations of similar size, plus one former client?
• Have you or your firm been the subject of any DBPR complaints or disciplinary action? Any pending litigation involving an association you manage?
• What is the average length of your client relationships, and what is your client retention rate?

Part 4 — Primary Selection Criteria for a 52-Unit Mid-Rise

Not every factor matters equally for a community this size. The table below highlights the criteria that matter most specifically because the association is a 52-unit mid-rise — too large for an informal, part-time arrangement, but not large enough to be a top-priority account for every firm.

Criterion	Why It Matters for This Community	What “Good” Looks Like
Portfolio balance	52 units is large enough to justify a dedicated manager but easy to under-serve if the firm favors larger, higher-fee properties.	Manager oversees a reasonable, disclosed number of comparable communities
SIRS / Milestone readiness	Mid-rise (3+ story) buildings are squarely subject to Florida’s structural inspection and reserve-funding mandates.	Documented process, current deadlines tracked, engineer relationships in place
Financial transparency	A 52-unit budget is large enough to require real accounting discipline, but board members are often volunteers without finance backgrounds.	Clear monthly statements board members can actually read and question
Local, hands-on presence	A community this size benefits from a manager who is genuinely reachable, not a call-center account.	Named local manager, defined site-visit cadence, real emergency contact
Vendor leverage	Too small to self-negotiate bulk vendor pricing; needs a firm with an established contractor bench.	Evidence of negotiated rates and quick emergency vendor response
Fee structure fit	Must be sustainable at this unit count without hidden per-unit or per-service charges eroding the budget.	Flat, itemized fee scaled appropriately to 52 units, no surprise add-ons
Cultural / communication fit	Board members are volunteers; a firm that is difficult to reach or unresponsive creates disproportionate burden.	Responsive, plain-language communication and a usable owner portal

Part 5 — Board Checklist: Search & Interview Process

Use this checklist to track the search from kickoff to signed contract. Assign an owner to each phase and record the dates in the board meeting minutes for the association’s records.

  PHASE 1: PREPARATION (BEFORE CONTACTING ANY COMPANY)

• Board has agreed in writing on scope of services needed (full-service vs. financial-only, on-site staffing, etc.)
• Budget range for management fees has been discussed and approved
• Current management contract (if any) has been reviewed for termination notice requirements
• Reserve study / SIRS / Milestone Inspection status and upcoming deadlines have been documented
• A board member or committee has been designated to lead the search

  PHASE 2: SOURCING CANDIDATES

• Referrals gathered from CAI Florida chapter, neighboring associations, attorney, and/or CPA
• List of 4–6 candidate firms compiled
• Each firm’s CAM license(s) verified on myfloridalicense.com
• Each firm confirmed to have active, adequate E&O and fidelity/crime insurance

  PHASE 3: RFP & PROPOSAL REVIEW

• Written RFP with standardized scope and question set sent to all candidates
• Response deadline set and communicated
• Proposals scored using a weighted criteria scorecard (see Part 4)
• Field narrowed to 2–3 finalists

  PHASE 4: REFERENCE & BACKGROUND CHECKS

• At least three current-client references contacted per finalist
• At least one former-client reference contacted per finalist, where possible
• DBPR license status and any disciplinary history checked for each finalist
• Litigation history reviewed, if applicable

  PHASE 5: INTERVIEWS

• In-person interview scheduled with each finalist, ideally on-site
• Assigned property manager (not only a sales representative) present at interview
• Full question set from Part 3 covered and answers documented
• Sample financial reports and a sample reserve schedule requested and reviewed
• Board members independently score each finalist immediately after the interview

  PHASE 6: CONTRACT REVIEW & DECISION

• Finalist selected by board vote, per bylaws quorum and voting requirements
• Management contract reviewed by association counsel before signature
• Termination clause, notice period, and fee-escalation terms specifically confirmed
• Transition plan and start date agreed with outgoing and incoming managers
• Owners notified of the new management company and updated contact information
• Decision and supporting rationale recorded in board meeting minutes

Note: This guide provides general information for board planning purposes and is not legal advice. Boards should consult the association’s Florida-licensed attorney regarding Chapter 718 compliance, contract terms, and any specific legal questions before finalizing a management company selection.

Today, I asked Claude to provide some guidance for a Florida-based condominium considering offering a pet-friendly environment.

PET-FRIENDLY GOVERNING DOCUMENT CRITERIA

A Board Checklist for Florida Condominium Associations

Prepared August 2026 — for discussion with association legal counsel

⚠ This document is general information, not legal advice. Florida community association law changes frequently (including via annual legislative sessions). Before adopting or amending any governing document, retain a Florida-licensed community association attorney to draft and review the specific language and confirm current statutory citations.

1. Overview: Why This Takes More Than a Board Vote

Florida condominium governing documents operate in a strict hierarchy. The Declaration of Condominium sits at the top and sets the controls; the Bylaws implement it; and Board-adopted Rules and Regulations fill in the operational details. A rule adopted by the Board cannot contradict, or create a new restriction inconsistent with, the Declaration — a principle affirmed in Beachwood Villas Condominium Association v. Poor, 448 So. 2d 1143 (Fla. 4th DCA 1984). Practically, this means a board that wants to formally authorize pets where the Declaration currently prohibits or is silent on them, or that wants to change an existing pet restriction embedded in the Declaration, generally cannot do so by board vote alone — it requires a membership vote to amend the Declaration itself.

Once the Declaration establishes that pets are permitted (and sets the outer boundaries — species, number, weight), the Board can use its Rules and Regulations authority to manage the day-to-day details — registration, leash requirements, waste stations, and similar operational guidelines — without a further membership vote, provided those rules stay within, and do not conflict with, what the Declaration allows.

2. Document Checklist

Use this checklist to confirm which governing documents may need updating, who must approve the change, and where each document sits in the hierarchy.

Governing Document	Action Required	Approval Needed	Where It Lives / Notes
☐ Declaration of Condominium	Amend the “Use Restrictions” article to affirmatively permit pets and state the core limits (species, number, weight).	Owners holding not less than two-thirds (2/3) of all voting interests, unless the Declaration sets a different threshold. Fla. Stat. § 718.110(1)(a).	This is the controlling document. Rules & Regulations cannot override or contradict it (Beachwood Villas Condo. Assn v. Poor, 448 So. 2d 1143 (Fla. 4th DCA 11984)
☐ Bylaws	Amend only if pet provisions or enforcement/hearing-committee procedures are currently addressed here (varies by association).	Two-thirds (2/3) of voting interests unless the Bylaws specify an alternate procedure.	Confirm where your association’s fining/hearing committee procedure is documented — Bylaws or a stand-alone policy.
☐ Articles of Incorporation	Review only; amendment is rarely needed unless the stated corporate purpose expressly restricts animals.	Typically, majority vote per Articles confirm with counsel if a change is triggered.	Usually unaffected by pet policy changes.
☐ Rules and Regulations	Adopt or amend board-level operating rules: registration, leash length, waste disposal, restricted common areas, noise, pet-free zones.	Majority vote of the Board at a duly noticed open meeting. Cannot create a use restriction that conflicts with the Declaration.	The right “toolbox” for day-to-day, detailed guidelines that may need to flex over time without a membership vote.
☐ Reasonable Accommodation / ESA-Service Animal Policy	Adopt a written procedure for evaluating Fair Housing Act and Fla. Stat. § 760.27 requests, separate from the general pet rule.	Board resolution; recommend attorney review before adoption.	Mandatory regardless of whether the community is “pet-friendly” see Section 6.
☐ Estoppel Certificate / Welcome Packet / Website	Update disclosure documents and buyer/tenant packets to reflect the new pet policy.	Administrative — no vote required.	Estoppel certificates must be issued within 10 business days of the request; the fee is capped at $250 for a unit with no delinquency. Fla. Stat. § 718.116.
☐ Master Insurance Policy	Notify the association’s agent/carrier of the policy change and confirm liability coverage for animal-related incidents in common areas.	Board approval; coordinate with insurance agent.	Consider whether to require individual owners to carry liability coverage for their pet (see Section 4).

3. Sample Amendment Verbiage

The following illustrative language is only a starting point. Final wording must be tailored to your community, cross-checked against the existing Declaration structure and defined terms, and reviewed by counsel before being placed on a meeting agenda.

3.1 Declaration — Use Restrictions Article (illustrative)

“Notwithstanding any other provision of this Declaration, a Unit Owner may keep no more than two (2) domesticated dogs and/or cats, and/or a reasonable number of caged birds or aquarium fish, within the Owner’s Unit, subject to the following conditions: (a) no pet shall exceed thirty-five (35) pounds at maturity; (b) pets are prohibited from Common Elements and Limited Common Elements except while being transported directly to and from the Unit, under leash or in a carrier at all times; (c) no pet shall be kept, bred, or maintained for any commercial purpose; (d) each Owner is strictly liable for personal injury or property damage caused by the Owner’s pet; and (e) the Association’s Board of Directors may adopt, and from time to time amend, reasonable Rules and Regulations further regulating pets, including registration, breed, waste disposal, and behavioral standards, provided such Rules do not conflict with this Section. This Section does not limit the rights of a person with a disability to keep a service animal or emotional support animal as required by the Fair Housing Act and Section 760.27, Florida Statutes.”

3.2 Rules and Regulations — Pet Policy (illustrative)

“Pursuant to Article ___ of the Declaration of Condominium, the following Rules govern the keeping of pets within [Association Name]: (1) all pets must be registered annually with the Association, including current proof of vaccination and county licensing; (2) pets must be leashed (6 feet or less) or carried at all times while outside the Unit; (3) the pet’s handler must immediately remove and properly dispose of all pet waste; (4) pets are prohibited from the pool deck, clubhouse, and fitness center; (5) a pet exhibiting aggressive or dangerous behavior toward any person or animal may, after notice and an opportunity to be heard as set forth in Section 718.303, Florida Statutes, be required to be permanently removed from the Condominium property; and (6) these Rules do not apply to a service animal or emotional support animal accommodated under applicable federal and state law.”

3.3 Reasonable Accommodation Policy (illustrative opening clause)

“[Association Name] will grant a reasonable accommodation to its pet and animal policies for a person with a disability who requires a service animal or emotional support animal, upon receipt of reliable documentation as permitted under Section 760.27, Florida Statutes, and 42 U.S.C. § 3604(f)(3)(B). No pet fee, deposit, or breed/weight restriction under Section 3.2 above shall be applied to a qualifying service or emotional support animal.”

4. Recommended Pet Guidelines

Beyond the threshold question of whether pets are allowed, most disputes arise from ambiguity in the details. The table below lists the guidelines associations most commonly adopt, a typical standard, and the best place for that provision.

Guideline	Recommended Standard	Suggested Verbiage Location
Number of pets	A cap of two (2) household pets per unit is common; state the number explicitly to avoid disputes.	Declaration + Rules
Permitted species	Domesticated dogs, cats, and caged birds/fish are typical; exotic animals, reptiles, and livestock are commonly excluded.	Declaration
Weight limit	Frequently set between 25–35 lbs. per animal at maturity; state whether the cap applies per pet or combined.	Declaration or Rules
Breed restrictions	Some associations exclude breeds commonly deemed aggressive by the insurer’s underwriting guidelines. Coordinate with the master insurance carrier before naming specific breeds and confirm the restriction cannot be enforced against a documented service or emotional support animal.	Declaration or Rules
Registration	Require owners to register each pet with the association office: name, breed/description, photo, proof of current vaccinations and county license, renewed annually.	Rules and Regulations
Leash/control	Pets must be leashed (typically 6 ft. or shorter) or otherwise under physical control whenever outside the unit and at all times in common areas.	Rules and Regulations
Waste cleanup	Owner/handler must immediately remove and properly dispose of pet waste; consider designated relief areas and waste-bag stations.	Rules and Regulations
Noise/nuisance	Prohibit habitual or excessive barking, howling, or other noise that unreasonably disturbs other residents’ quiet enjoyment.	Rules and Regulations
Restricted common areas	Typically exclude pets from pools/spas, fitness centers, clubhouses, and playgrounds (service animals excepted by law).	Rules and Regulations
Behavioral standards	Any pet displaying aggressive, dangerous, or threatening behavior toward persons or other animals may be required to be permanently removed from the property after due process.	Declaration or Rules
Liability/insurance	Consider requiring owners to maintain (or affirm coverage under a homeowner’s policy for) liability coverage for injury or property damage caused by their pet.	Rules and Regulations
Guests/visitors	Clarify whether the policy extends to pets brought by guests, tenants, and contractors, not just unit owners.	Rules and Regulations
Grandfathering	Florida law does not require grandfathering existing pets when restrictions change; if the Board chooses to grandfather, put the promise in the recorded amendment itself, not just board minutes.	Declaration (amendment text)

5. Enforcement Procedure

Enforcement must comply with Florida’s statutory due process requirements before any fine or suspension takes effect. Skipping a step (particularly the hearing committee) is one of the most common reasons a fine is later invalidated.

Step	Action	Governing Authority / Detail
1	Document the violation	Property manager or board member records the date, unit, description, and (where possible) photo evidence of the violation.
2	Send written notice	Provide the owner at least 14 days’ written notice of the alleged violation and the opportunity for a hearing before imposing any fine or suspension. Fla. Stat. § 718.303(3).
3	Independent hearing committee	A committee of at least three (3) unit owners — none of whom may be officers, directors, or employees of the association, or their spouse/parent/child/sibling — reviews the matter and votes by majority to approve or reject the proposed fine/suspension. Fla. Stat. § 718.303(3).
4	Impose the fine	If confirmed, a fine of up to $100 per violation may be levied, up to $1,000 in the aggregate for a continuing violation, unless the governing documents state otherwise. Fla. Stat. § 718.303(3)(a).
5	Suspend common area use rights	The association may temporarily suspend the owner’s (and any tenant’s, guest’s, or invitee’s) right to use common facilities — excluding limited common elements assigned to the unit, access routes, utilities, parking, and elevators. Fla. Stat. § 718.303(3).
6	Escalate for repeat/dangerous behavior	For a pet with a documented history of aggressive or dangerous behavior, the governing documents may authorize the board to require the animal’s permanent removal from the property, subject to the same notice-and-hearing due process.
7	Legal action (last resort)	The association or an aggrieved owner may seek injunctive relief or damages in court; the prevailing party is generally entitled to recover reasonable attorney’s fees and costs. Fla. Stat. § 718.303(1).

⚠ Fines authorized under Section 718.303 generally do not, by themselves, become a lien against the unit the way unpaid assessments do. Confirm current treatment with counsel, as finding and lien mechanics are periodically revised by the Legislature.

6. Mandatory Carve-Out: Service and Emotional Support Animals

Regardless of whether a community chooses to be “pet-friendly,” federal Fair Housing Act protections and Section 760.27, Florida Statutes, require associations to reasonably accommodate service animals and emotional support animals (ESAs) for residents with a qualifying disability — even in buildings that otherwise prohibit pets entirely. Key compliance points for the Board:

• The association may not apply standard pet rules — weight limits, breed restrictions, number limits, or pet fees/deposits — to a documented service or emotional support animal.
• Acceptable documentation is limited: a letter from a licensed treating healthcare provider, a government disability determination letter, or proof of a housing voucher tied to disability. The association may not require a specific diagnosis, full medical records, or a notarized statement, and there is no such thing as an “official” ESA registry.
• If out of state, the provider generally must have personal knowledge of the resident’s condition (in person or via telehealth), not a one-time online certificate.
• Knowingly submitting false or fraudulent documentation for an assistance animal is a second-degree misdemeanor under Section 760.27, Florida Statutes.
• Adopt a separate written Reasonable Accommodation procedure (Section 2 checklist item) to ensure requests are handled consistently and outside the general pet-approval process.

7. Recommended Adoption Timeline

• Step 1 — Board discussion of proposed pet policy; engage association counsel to draft the Declaration amendment and companion Rules.
• Step 2 — Notice of membership meeting mailed/posted with the full text of the proposed Declaration amendment (underline/strikeout format), per Section 718.110, Florida Statutes.
• Step 3 — Membership vote; two-thirds (2/3) of all voting interests unless the Declaration specifies a different threshold.
• Step 4 — Record the Certificate of Amendment in the county public records where the Declaration is recorded — the amendment is not effective until recorded.
• Step 5 — Board adopts the companion Rules and Regulations and the Reasonable Accommodation policy at a duly noticed open meeting.
• Step 6 — Update the estoppel certificate template, welcome packet, website, and management company procedures.
• Step 7 — Train the board and property manager on the notice-and-hearing enforcement sequence (Section 5) and the FHA/ESA carve-out (Section 6).

8. Disclaimer

This document was prepared to help a Florida condominium board organize its thinking before engaging counsel. It is not legal advice, does not create an attorney-client relationship, and should not be relied upon as a substitute for review by a Florida-licensed community association attorney familiar with your association’s specific governing documents. Statutory citations reflect Chapter 718 and Section 760.27, Florida Statutes, as generally understood at the time of preparation (August 2026); confirm current text before use, as the Florida Legislature amends community association law on a regular basis.

Today, I asked Claude to create a checklist for the board of directors of a Southeast Florida-based condominium association to help them stay current on maintenance items that should be kept on the property.

COMMON-AREA MAINTENANCE & EMERGENCY SUPPLY CHECKLIST

Board of Directors Reference [Condominium Association Name], Southeast Florida

Purpose & Use

This checklist provides the Board of Directors with a standardized inventory of supplies and equipment to be maintained on-site to properly service, repair, and prepare the Association’s common areas. It is organized by building system, with a recommended storage location and access designation for each item. Items involving chemicals, life-safety systems, or licensed trades (pool, elevator, fire suppression, pest control) should be handled or restocked only by the designated licensed vendor, consistent with Chapter 718, Florida Statutes and applicable Florida Building Code, Fire Prevention Code, and Department of Health requirements.

Recommended use: Review and restock quarterly and complete a full review no later than May 1 each year ahead of hurricane season (June 1 – November 30). Assign a board member or manager to sign off on each section below.

Access Designation Legend

Code	Access Designation	Meaning
B	Board Members Only	Restricted items — governance, financial, security, or liability-sensitive
V	Licensed Vendor Only	Chemicals, life-safety, or licensed-trade items (pool, elevator, fire, pest control)
S	Property / Maintenance Staff	Day-to-day maintenance items, staff-controlled storage
R	Resident Accessible	Items residents may use directly (posted signage, clubhouse supplies, rescue equipment)
E	Emergency Access (All Occupants)	Life-safety items accessible to anyone in an emergency

1. General Building & Electrical Maintenance

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Assorted LED light bulbs (common-area fixture types)	2x each type	Maintenance closet	S	Match existing fixtures
☐	Fixture ballasts/diffusers/lenses	2-3 spares	Maintenance closet	S
☐	Spare fuses & breakers (match panel schedule)	Full set	Electrical/mechanical room	S / V	Panel access restricted
☐	Batteries – AA, AAA, 9V (detectors, remotes)	12 each	Maintenance closet	S
☐	Exit sign & emergency light battery packs	4 spares	Maintenance closet	S / V
☐	Extension cords & portable work lights	3-4	Maintenance closet	S
☐	Interior/exterior ladders (6′, 10′)	1 each	Maintenance/storage room	S / V	Log out for vendor use
☐	Touch-up paint (common-area colors, labeled by location)	1 gal per color	Maintenance closet	S	Label cans by building/area
☐	Caulk, spackle, wire nuts, electrical tape	Assorted	Maintenance closet	S
☐	Spare door hardware (locks, hinges, closers)	2-3 sets	Management office (secured)	S / B

2. Plumbing

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Assorted washers, O-rings, gaskets	Assorted	Maintenance closet	S
☐	Pipe repair clamps & leak tape	2-3	Maintenance closet	S
☐	Plunger & drain snake	1 each	Maintenance closet	S
☐	Wet/dry shop vacuum	1	Maintenance closet	S	Also used for storm cleanup
☐	Master water shut-off valve key/wrench	1, clearly labeled	Mechanical room (posted location)	S / E	Location posted for emergencies
☐	Portable backup sump pump	1	Mechanical/storage room	S / V

3. HVAC & Mechanical (Common-Area Systems)

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Air filters – common-area AHU sizes	1 extra set	Mechanical room	S / V	Size labeled per unit
☐	Condensate pump (spare)	1	Mechanical room	V
☐	Spare common-area thermostat	1	Mechanical room	S / V
☐	HVAC service & inspection records	Current file	Management office	B / S	Retain per contract terms

4. Elevator

Servicing and repairs must be performed by a licensed elevator contractor in accordance with the Florida Building Code/FL DBPR Elevator Safety.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Elevator fireman’s service/access keys	Per bank, in secured key box	Locked key cabinet, management office	B / S (logged)	Restricted, sign-out log required
☐	Elevator emergency phone test log & vendor contact card	Current	Posted in cab + office copy	R (posted) / S	Test monthly per code
☐	Current elevator inspection certificate	Posted	Posted in cab + office file	R (posted) / B	Required by FL law
☐	Moving/cab protection pads	1 set	Storage room	S	For move-ins/move-outs
☐	“Out of Service” signage & barricade	1 set	Management office	S

5. Pool & Spa

Chemical handling and dosing must be performed only by a licensed pool operator per FL Dept. of Health Ch. 64E-9. Rescue equipment placement must meet posted code requirements.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Pool chemicals (chlorine, muriatic acid, algaecide, test reagents)	Per vendor par level	Locked, ventilated chemical storage room	V only	Code-required ventilation/signage
☐	Daily water test kit (basic, staff use)	1	Pool equipment room	S	Vendor performs full chemical dosing
☐	Rescue equipment – shepherd’s hook & ring buoy w/ rope	1 set per code	Mounted poolside	R / E	Required posted safety equipment
☐	Pool rules, depth-marker & “no lifeguard” signage (spares)	1 set	Pool equipment room	S	Required postings
☐	Pool furniture repair kit (straps, bolts)	Assorted	Pool equipment room	S
☐	Backup pool pump/motor parts	1 set	Pool equipment room	V
☐	First aid kit (poolside station)	1, restocked monthly	Mounted poolside cabinet	R
☐	AED (automated external defibrillator)	1	Wall-mounted cabinet, clubhouse or pool deck	R / E	Confirm inspection/battery per manufacturer

6. Fire & Life Safety

Fire suppression equipment must be serviced and tagged by a licensed fire protection contractor per NFPA/FL Fire Prevention Code.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Fire extinguishers, serviced & tagged (per code, by area)	Per code placement	Mounted throughout common areas	R / E	Vendor inspects/tags annually
☐	Fire extinguisher inspection tags & service log	Current	Management office	B / S
☐	Spare smoke/CO detector batteries & replacement units	10+	Maintenance closet	S
☐	Emergency evacuation maps/signage (spares)	1 set per floor	Posted on each floor/hallway	R
☐	Rechargeable emergency flashlights (stairwells/hallways)	1 per stairwell	Fire command room/stairwell cabinets	S / E
☐	Bullhorn/megaphone	1	Fire command center/office	B / S	Emergency announcements

7. Hurricane & Storm Preparedness

Southeast Florida hurricane season runs June 1 – November 30. Review and restock this section by May 1 each year; confirm fuel/generator readiness with vendor.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Portable/standby generator (common-area & life-safety loads)	1, tested seasonally	Secured generator room	V (service) / S (operate)	Confirm run-time & load capacity
☐	Generator fuel (stored per FL Fire Code container limits)	Per code limit	Designated ventilated outdoor storage	S (code-compliant handling)	Do not exceed code storage limits
☐	Sandbags & sand	50+ bags	Dry storage room	S	Pre-fill before season if possible
☐	Hurricane shutters/panels (spares, labeled by opening)	Per building	Storage room, labeled by unit/opening	S / V
☐	Shutter hardware (bolts, wing nuts, storage bags)	Labeled sets	Storage room	S
☐	Heavy-duty tarps & rope/tie-downs	6+ tarps	Storage room	S
☐	NOAA weather radio (battery/hand-crank)	1-2	Management office	B / S
☐	Spare batteries – D, C, AA (storm kit)	Assorted, 20+	Management office/storage	S
☐	Chainsaw & PPE (debris/fallen tree clearing)	1 set	Locked storage	S / V only	Trained personnel only
☐	Wet/dry shop vacuum (flood cleanup)	1 (shared w/ plumbing)	Storage room	S
☐	Heavy-duty trash bags (post-storm debris)	1 case	Storage room	S
☐	Laminated emergency contact list (vendors, utilities, insurer, board)	Multiple copies	Office + posted lobby	B / S / R (posted copy)	Update annually

8. Clubhouse & Fitness Center

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Equipment disinfecting wipes/spray	Ongoing supply	Clubhouse storage closet	R / S restocks
☐	Fitness equipment spare parts (bands, mats, pads)	Assorted	Clubhouse storage closet	S
☐	First aid kit	1, restocked monthly	Clubhouse, wall-mounted	R
☐	TV/AV remote & sound system batteries	Assorted	Clubhouse storage closet	S
☐	Folding tables & chairs (spares)	4 tables / 12 chairs	Clubhouse storage	R (reservation) / S
☐	Trash bags/liners	1 case	Clubhouse storage closet	S

9. Landscaping, Grounds & Pest Control

Pesticide/herbicide application must be performed by a licensed applicator per FL Dept. of Agriculture & Consumer Services rules.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Pest control bait stations/traps (perimeter)	Per vendor plan	Exterior stations	V only
☐	Fertilizer/pesticide/herbicide	Per vendor plan	Locked outdoor shed	V only	Licensed applicator required
☐	Irrigation spare heads, valves, tubing	Assorted	Ground storage shed	S / V
☐	Hand tools (rakes, shovels, trimmers, blowers)	Assorted	Grounds shed	S
☐	Mulch supply	As needed	Grounds shed/exterior pile	S

10. Janitorial & Common-Area Cleaning

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	General cleaning supplies (glass, disinfectant, floor cleaner)	Ongoing par stock	Janitorial closet	S
☐	Mops, buckets, vacuum	1-2 sets	Janitorial closet	S
☐	Trash liners (all common-area receptacle sizes)	Ongoing par stock	Janitorial closet	S
☐	Restroom paper products (if common restrooms)	Ongoing par stock	Janitorial closet	S
☐	Hand sanitizer station refills	Ongoing	Lobby/clubhouse dispensers	S restocks / R uses

11. Signage, Access Control & Security

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Spare/blank access fobs & key cards (programmable)	10+	Management office safe	B / S	Log all issuances
☐	Gate/access control remote batteries	Assorted	Management office	S
☐	Camera system spare parts & backup storage drives	As applicable	IT/electrical closet	V / B
☐	Directional & rule signage spares (pool hours, parking, no smoking)	1 set each	Management office storage	S
☐	Master key set, labeled and secured	1 set	Locked key cabinet, management office	B / S only (logged)	Sign-out log required

12. Administrative, Office & Emergency Records

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Vendor & emergency contact binder (electrician, plumber, pool, elevator, roofer, insurer, utilities)	Current, 2+ copies	Management office	B / S	Duplicate off-site or cloud copy
☐	Incident/accident report forms	Ongoing supply	Management office	B / S
☐	Insurance policy copies & building permits	Current	Fireproof file/safe, management office	B only
☐	Governing documents (Declaration, Bylaws, Rules & Regulations)	Current	Management office	B / S	Available to residents upon request
☐	First aid kit (management office)	1, restocked monthly	Management office	S

Sign-Off

Reviewed by: ____________________________________          Title: ____________________________          Date: ______________

Next scheduled review date: ______________          (Recommended: quarterly, plus a full review by May 1 for hurricane season)

Today, I asked Claude to provide a checklist for the board of directors of a Florida-based condominium to better coordinate activities to generate year-end financial information in a timely manner.

Florida Condominium Association

Fiscal Year-End Close — Board Timeline & Checklist

Assumes a calendar fiscal year (Jan. 1 – Dec. 31), the most common for Florida condominium associations. If your association’s declaration or bylaws set a different fiscal year, keep the day-count deadlines (90 / 180 days, etc.) and shift the calendar months accordingly. This checklist is a planning tool, not legal or accounting advice — confirm current requirements with your association’s attorney and CPA, and review your governing documents, which may impose stricter deadlines than the statute.

Working With Your CPA: Best Practices

• Engage early. Sign the engagement letter 60–90 days before fiscal year-end — Florida CPA firms serving associations are typically booked solid from February through April.
• Designate one point of contact (usually the treasurer or community manager) so the CPA gets consistent, non-conflicting information.
• Use a shared document request (“PBC”) list and a shared drive or portal rather than emailing files back and forth piecemeal.
• Share financials monthly, not just at year-end, so discrepancies surface early instead of during the close.
• Flag unusual items as they happen — special assessments, insurance claims/proceeds, reserve transfers, litigation, loans — so the CPA can classify them correctly rather than reconstructing the story in March.
• Ask specifically about classification of reserve contributions, reserve interest, and prepaid assessments; these are the most common sources of variance in association financials.
• Set an internal deadline earlier than the statutory 90-day deadline to build in a buffer for questions and revisions.
• Put waiver votes and other compliance-sensitive board actions in writing and send the CPA a copy of the signed minutes/certificate.
• Confirm your reporting tier every year — it is based on actual revenue, not the budget, and can change year to year.

Documents to Send Your CPA

• Trial balance and general ledger detail for the full fiscal year
• Bank statements and reconciliations for every operating and reserve account (all 12 months)
• Reserve study / SIRS report and reserve account activity
• Budget vs. actual report
• Accounts receivable (owner delinquency) aging report
• Accounts-payable aging / open invoices
• Insurance declarations pages and any claims documentation
• Board meeting minutes approving special assessments, loans, or major contracts
• Prior-year financial statements and prior-year tax return
• Fixed asset/capital improvement additions and disposals
• Loan or mortgage statements, if applicable
• W-9s for vendors paid during the year (to support 1099 preparation)

Reporting Tier by Revenue

Total Annual Revenue	Required Report	Prepared By
Under $150,000	Report of cash receipts and expenditures	Association/manager (CPA optional)
$150,000 – $299,999	Compiled financial statements	Licensed CPA
$300,000 – $499,999	Reviewed financial statements	Licensed CPA
$500,000 and above	Audited financial statements	Licensed CPA

Key Statutory Deadlines at a Glance

Milestone	Deadline	Applies From	Statutory / Source Reference
Financial report completed (cash report, compilation, review, or audit, based on revenue tier)	Within 90 days after fiscal year-end	Fiscal year-end (FYE)	Fla. Stat. §718.111(13)
Financial report delivered to unit owners	Within 21 days after completion, but no later than 180 days after FYE	FYE	Fla. Stat. §718.111(13)
Copy provided after a written owner request	Within 5 business days of request	Date of request	Fla. Stat. §718.111(13)
Vote to waive/reduce reporting level (e.g., audit → review)	Must occur before the fiscal year ends; cannot waive in consecutive years	Prior FYE	Fla. Stat. §718.111(13)
Corporate income tax return (Form 1120 or 1120-H)	15th day of the 4th month after FYE (Apr. 15 for a calendar-year FYE); Form 7004 extends to Oct. 15	FYE	IRS
Form 1099-NEC/MISC to vendors paid $600+	January 31	Calendar year	IRS
Official records (financial reports, minutes) retention	7 years	Ongoing	Fla. Stat. §718.111(12)

Month-by-Month Board Checklist

Timeframe	Action Item	Owner	Ref.
~90 Days Before Fiscal Year-End (October, for a Dec. 31 FYE)
Oct	☐ Confirm the CPA engagement letter for next year’s compilation/review/audit is signed and returned.	Treasurer / Manager	Best practice
Oct	☐ Ask the CPA to confirm which revenue tier (cash report, compiled, reviewed, audited) applies based on year-to-date and projected revenue.	Treasurer / CPA	§718.111(13)
Oct	☐ If the board wants to reduce next year’s reporting level, schedule the required unit-owner vote before FYE.	Board	§718.111(13)
Oct	☐ Begin drafting next year’s operating and reserve budget.	Board / Treasurer	Bylaws
Oct	☐ Request an updated reserve schedule / SIRS status to confirm next year’s budget meets minimum reserve funding.	Treasurer / Reserve Specialist	§718.112
November
Nov	☐ Send the CPA a preliminary trial balance and request their document (“PBC”) list so nothing is missed in January.	Treasurer / Manager	—
Nov	☐ Confirm insurance renewals and premiums are accurately reflected in year-end projections.	Board / Manager	—
Nov	☐ Notice the annual budget meeting per the bylaws/declaration.	Board / Manager	Bylaws
December (Fiscal Year-End)
Dec	☐ Complete November bank reconciliations for all operating and reserve accounts.	Treasurer / Manager	—
Dec	☐ Finalize the vote to waive/reduce the reporting level, if pursued, before Dec. 31.	Board	§718.111(13)
Dec	☐ Adopt/ratify next year’s budget in accordance with the bylaws.	Board	Bylaws
Dec	☐ Review accounts receivable (delinquency) aging and agree on bad-debt treatment with the CPA.	Treasurer / Manager	—
Dec	☐ Document prepaid assessments, prepaid expenses, and accrued liabilities for the CPA.	Treasurer / Manager	—
January (Days 1–31 After FYE)
Jan	☐ Complete the December bank reconciliation and close the general ledger.	Treasurer / Manager	—
Jan	☐ Send the complete year-end document package to the CPA (see checklist below).	Treasurer / Manager	—
Jan	☐ Reconcile reserve fund balances to the reserve study / SIRS schedule.	Treasurer / Reserve Specialist	§718.112
Jan	☐ Issue Form 1099-NEC/MISC to vendors and contractors paid $600+ (due Jan. 31).	Treasurer / CPA	IRS
Jan	☐ Hold a kickoff call with the CPA to confirm timeline, open items, and classification questions (e.g., reserve interest, special assessments).	Treasurer / CPA	—
February–March (Days 32–90 After FYE)
Feb–Mar	☐ Respond to CPA information requests within 48–72 hours to avoid delay.	Treasurer / Manager	Best practice
Feb–Mar	☐ Review the CPA’s draft financial statements as a board; raise questions before finalization.	Board / Treasurer	—
Feb–Mar	☐ File the corporate tax return (Form 1120/1120-H) or file Form 7004 for an extension.	CPA	IRS
By Day 90	☐ Confirm the completed financial report is finished no later than 90 days after FYE.	Board / CPA	§718.111(13) — hard deadline
Distribution Window (Within 21 Days of Completion; No Later Than Day 180)
Day 90–111	☐ Distribute the completed financial report to all unit owners (mail, hand delivery, or email if the owner consented).	Board / Manager	§718.111(13)
By Day 180	☐ Confirm distribution has occurred regardless of completion date — this is a hard outer deadline.	Board / Manager	§718.111(13)
Ongoing	☐ File the financial report and proof of distribution in the official records (retain 7 years).	Manager	§718.111(12)
As requested,	☐ Provide a copy to any unit owner who submits a written request within 5 business days.	Manager	§718.111(13)
Ongoing / Annual
Annual	☐ Hold the annual meeting, budget ratification, and any required board elections per the bylaws.	Board	Bylaws
Annual	☐ Confirm Milestone Inspection and SIRS timelines remain on track (buildings 3+ stories; SIRS updated at least every 10 years).	Board / Engineer	§553.899

Sources: Fla. Stat. §718.111 (2025); Fla. Stat. §553.899 (Structural Integrity Reserve Study / Milestone Inspections); IRS guidance on Forms 1120, 1120-H, and 1099. Verify current statute text at flsenate.gov before relying on specific figures, as thresholds and deadlines have changed in recent legislative sessions.

Today, I asked Claude to provide guidance on maintaining the parking area for a Florida-based condominium.

Selection criteria: climate/UV/heat resistance, drainage and high-water-table separation, sandy soil/subgrade compatibility, salt-air corrosion resistance (coastal), stormwater/SFWMD compliance, ADA and Florida Building Code requirements, traffic loads, upfront vs. lifecycle cost, reserve-fund/Florida Statute 718 (and SIRS) alignment, and aesthetics/sustainability.

Costs and lifespan (SE Florida planning estimates, 2026):

Surface	Install cost	Lifespan	Annual maintenance
Asphalt	$4–$10/sf	15–20 yrs	$0.15–$0.30/sf
Concrete	$6–$12/sf	25–30+ yrs	$0.05–$0.10/sf
Interlocking pavers	$15–$30/sf	25–50 yrs	$0.10–$0.20/sf
Permeable pavement	$8–$40/sf	~20–25 yrs	Higher (specialized equipment)

Maintenance schedule: monthly sweeping; semi-annual drainage cleaning (before/after the wet season); annual inspections and crack sealing; sealcoating every 2–3 years; restriping every 18–24 months; and mill-and-overlay around years 12–20 for asphalt.

The checklist document covers all of this plus a Board decision checklist and sign-off table, ready to hand to the board.

PARKING AREA SURFACE EVALUATION

& Maintenance Decision Checklist

Prepared for the Board of Directors – Southeast Florida Condominium Association

This checklist summarizes the criteria, cost ranges, and maintenance schedule the Board should weigh when selecting or replacing a parking area surface. Costs are national/regional planning estimates as of 2026; obtain current local bids before budgeting or amending reserves.

1. Surface Selection Criteria

Use this checklist to confirm each category has been discussed before comparing bids.

Climate & Site Conditions

☐ UV/heat resistance suited to intense, year-round South Florida sun exposure

☐ Performance under heavy seasonal rainfall and tropical storm/hurricane conditions

☐ Compatibility with sandy soil and load-bearing subgrade

☐ Adequate separation from seasonal high-water table (≥ 2 ft for permeable systems)

☐ Salt-air / corrosion resistance for coastal properties (e.g., epoxy-coated rebar in concrete)

Regulatory & Compliance

☐ Local stormwater management and impervious-surface requirements (South Florida Water Management District)

☐ ADA-compliant accessible spaces, slopes, and signage

☐ Florida Building Code wind and flood-zone requirements

☐ Fire-lane access and emergency-vehicle load requirements

☐ Permitting requirements, timeline, and any HOA/municipal approvals

Financial & Reserve Planning

☐ Installation cost weighed against long-term lifecycle cost, not just lowest bid

☐ Alignment with Florida Statute 718 reserve funding (SIRS applies to condos over 3 stories, updated every 10 years)

☐ Availability of reserve funds vs. need for a special assessment

☐ Minimum of three competitive, itemized contractor bids obtained

☐ Contractor licensing, insurance, bonding, and local references verified

Use & Traffic

☐ Vehicle types and loads (passenger cars, moving trucks, delivery/service vehicles)

☐ Number of spaces required and traffic flow/circulation patterns

☐ Pedestrian safety and walkway integration

Durability & Maintenance

☐ Expected lifespan matches the Board’s planning horizon

☐ Maintenance frequency and whether it can be handled in-house or requires a contract

☐ Repair complexity – individual unit replacement vs. full resurfacing

☐ Local contractor availability for ongoing maintenance

Aesthetics & Sustainability

☐ Appearance and consistency with overall property standards

☐ Heat-island effect/surface reflectivity

☐ Stormwater retention or permeability benefits

☐ Alignment with any community sustainability goals

2. Surface Options: Average Cost & Lifespan Comparison

Surface Type	Install Cost	Expected Lifespan	Recurring Maintenance	Maint. Cost (per sq ft/yr)	SE Florida Considerations
Asphalt	$4 – $10 /sf (fully loaded)	15 – 20 yrs (overlay ~yr 12–20)	Sealcoat every 2–3 yrs; crack seal; restripe every 18–24 mo.	$0.15 – $0.30	Lowest upfront cost; softens/oxidizes fastest under intense UV and heat; needs well-compacted base over sandy soil.
Concrete	$6 – $12 /sf (reinforced)	25 – 30+ yrs	Joint sealing every 3–5 yrs; occasional panel replacement.	$0.05 – $0.10	Strong heat/UV tolerance; watch for rebar corrosion in coastal salt air – specify epoxy-coated or stainless rebar.
Pavers (interlocking)	$15 – $30 /sf	25 – 50 yrs	Joint sand replenishment, cleaning, periodic releveling.	$0.10 – $0.20 (amortized)	Flexible – tolerates minor ground movement from high water table; individual units are replaceable; highest upfront cost; strong curb appeal.
Permeable pavement (porous asphalt / pervious concrete / permeable pavers)	$8 – $40 /sf	~20 – 25 yrs (surface); reservoir base can last longer	Vacuum sweeping/jetting quarterly to annually to prevent clogging.	Higher – specialized equipment required	Can help satisfy SFWMD stormwater/impervious-surface requirements; requires ≥ 2 ft separation from seasonal high-water table – verify feasibility in Broward/Palm Beach/Miami-Dade soils.

Note: Ranges reflect national/regional 2026 planning estimates and vary with base preparation, site access, project size, and contractor. Always confirm with local licensed contractors before finalizing a budget.

3. Recommended Maintenance Schedule

Task	Frequency	Purpose
Visual inspection	Annually, plus after major storms/hurricanes	Catch cracking, ponding, and potholes before they spread
Sweeping / debris removal	Monthly (weekly for permeable surfaces)	Prevent staining and, on permeable systems, clogging of pores
Drainage system / catch basin cleaning	Semi-annually – before and after wet season (May–Oct)	Prevent flooding and subbase erosion
Crack sealing	As identified, typically annually	Keep water out of the base ahead of seasonal rains
Sealcoating (asphalt)	Every 2–3 years	UV/oxidation protection; restores flexibility and appearance
Restriping (all surfaces)	Every 18–24 months	ADA compliance, fire-lane visibility, space clarity
Joint sealing (concrete)	Every 3–5 years	Blocks water infiltration to base and reinforcing steel
Joint sand replenishment/releveling (pavers)	Every 3–5 years or as needed	Maintains interlock and prevents shifting/settling
Pothole/spot repair	As identified during inspections	Safety; prevents small defects from expanding
Mill & overlay/resurfacing (asphalt)	Year 12–20	Renews surface before full reconstruction is required
Full replacement/reconstruction	End of useful life (varies by material)	Base and subgrade condition should be reassessed at this point

A proactive maintenance budget of roughly $0.05–$0.15 per square foot per year can extend pavement life by 50–100% compared to a reactive, repair-only approach.

4. Board Decision Checklist

Confirm each item below before scheduling a final vote on parking surface work.

☐ Reviewed engineer’s report and/or reserve study recommendations for the parking area

☐ Compared at least three licensed, insured contractor bids with itemized scopes

☐ Confirmed compliance with Florida Statute 718 reserve requirements (and SIRS, if applicable)

☐ Verified stormwater, ADA, and Florida Building Code compliance for the selected option

☐ Reviewed lifecycle cost analysis (installation plus 10-, 20-, and 30-year maintenance)

☐ Confirmed funding source – reserve funds vs. special assessment vs. financing

☐ Presented options to unit owners per governing documents, if required

☐ Scheduled formal Board vote/approval

☐ Documented the decision and rationale in the Board meeting minutes

5. Board Sign-Off

Board Member Name	Signature	Date

Today, I asked Claude to create a guideline for maintaining the common area of a Florida-based condominium. Here’s a handy guideline of tasks and reasonable costs involved.

BOARD GUIDELINE

Evaluating the Reasonable Cost of Common-Area Maintenance

Landscape, Pool, and Common-Area Cleaning Services — 52-Unit Condominium, Southeast Florida

Prepared for the Board of Directors •  August 16, 2026

1. Purpose and Legal Standard

This guideline gives the Board a consistent framework for evaluating whether the cost of landscape, pool, and common-area cleaning contracts is “reasonable.” It is intended to support, not replace, the Board’s business judgment, and to help the Board document decisions in a way that withstands scrutiny by owners or the legal community.

Under Fla. Stat. § 718.111, officers and directors owe a fiduciary duty to the unit owners and must act in good faith and with the care an ordinarily prudent person would exercise. Florida’s business judgment rule shields Board decisions from liability so long as the Board acted within its authority, in good faith, and not arbitrarily, capriciously, or in a manner involving self-dealing. A decision is far more defensible when the Board can show it solicited competitive information and relied on it before acting.

Fla. Stat. § 718.3026 requires competitive bids (at least two) whenever a contract for materials, equipment, or services will cost the Association more than 5% of its total annual budget, including reserves. The Board is not required to accept the lowest bid, but the bidding record itself is what demonstrates reasonableness. Contracts for landscape architect, engineering, legal, accounting, and management services are exempt from this bidding requirement, but routine landscape maintenance, pool service, and janitorial contracts are not.

2. General Framework for Evaluating Cost

• Competitive bidding: Obtain at least two to three written bids for any contract exceeding 5% of the annual budget, and as a best practice for any recurring common-area contract regardless of size.
• Written, itemized scope: Require each bid to itemize frequency, scope, materials, and any exclusions so bids can be compared on an apples-to-apples basis.
• Licensing and insurance: Confirm each vendor holds applicable state/county licenses (e.g., landscape/pest control, pool service, general liability) and current certificates of general liability and workers’ compensation insurance naming the Association as certificate holder.
• Market benchmarking: Compare pricing to prevailing rates for similarly sized communities in the same county (see Sections 3–5). A bid materially above the benchmark range should be justified in writing (e.g., larger grounds, additional amenities, storm cleanup).
• Re-bid periodically: Re-bid each service category at least every 2–3 years, even if the incumbent vendor is satisfactory, to confirm pricing remains competitive.
• Disclose conflicts: Any Board member or officer with a financial interest in a bidding vendor must disclose it and abstain from the vote, per § 718.3026(3).
• Document rationale: Record in the minutes which bids were received, why the selected vendor was chosen, and how the cost compares to the market. This record is the Board’s primary protection under the business judgment rule.

The figures in Sections 3–5 are general Southeast Florida market ranges compiled from industry sources as of 2026. They are a sanity check, not an appraisal — the Board’s own competitive bids for its specific property are the controlling evidence of a reasonable cost.

3. Landscape Maintenance

Scope of Service

Mowing, edging, and trimming of turf; shrub and hedge pruning; weeding and mulching of beds; fertilization and pest/disease control; irrigation system operation and repair; seasonal color rotation; and palm/tree trimming, including pre-hurricane-season canopy thinning.

Recommended Frequency

Task	Frequency	Notes
Mowing, edging, trimming	Weekly, Mar–Oct; biweekly, Nov–Feb	Matches St. Augustine/Bahia growing cycles common in SE FL
Shrub/hedge pruning	Monthly, or as needed for sightlines/signage
Bed weeding & mulch refresh	Bi-monthly weeding; mulch refresh 1–2x/year
Fertilization & pest/weed control	Quarterly (4–6 applications/year)	Coordinate with FL-Friendly Landscaping / local fertilizer ordinances
Irrigation inspection	Monthly	Check heads, timers, coverage
Palm & tree trimming	1–2x/year	Schedule before June 1 hurricane season start

Reasonable Cost Benchmark

For a 52-unit community, routine landscape maintenance contracts in Miami-Dade, Broward, and Palm Beach counties typically run roughly $1,500–$4,000 per month, depending on grounds acreage, tree/palm density, and whether irrigation and fertilization are bundled or billed separately. Fertilization, pest control, and major tree/palm trimming are often quoted as separate line items rather than included in the base contract — confirm this when comparing bids.

4. Pool (and Spa, if applicable) Maintenance

Regulatory Floor

Florida Administrative Code 64E-9 (Florida Department of Health) sets minimum standards for public/community pools: free chlorine and pH must be tested at least every 2 hours during operating hours, with readings logged before opening and at midday at minimum, and cyanuric acid tested weekly where stabilized chlorine is used. Any contract below this standard is not merely a cost issue — it is a compliance risk.

Recommended Frequency

Task	Frequency	Notes
On-site chemical balancing, skimming, vacuuming	3–7x/week (daily in peak season)	Daily is common for amenity pools serving 50+ units
Chemical testing/logging	Minimum every 2 hours while open (per FAC 64E-9)	Vendor or on-site staff must maintain the log
Filter/equipment inspection	Weekly
Deep clean / acid wash	Annually
DOH permit renewal & inspection readiness	Annually / as scheduled by county

Reasonable Cost Benchmark

Professional community-pool service for a single amenity pool typically runs $400–$800 per month in Southeast Florida, roughly 60–80% more than residential pool service due to higher visit frequency, commercial-grade chemicals, and required compliance documentation. A spa, water feature, or second pool should be priced and evaluated as an additional line item, rather than assumed to be included.

5. Common-Area Cleaning / Janitorial

Scope of Service

Lobby, corridors, elevators, mailroom, stairwells, fitness room, clubhouse/social room, common restrooms, and trash/recycling staging areas: sweeping, mopping, vacuuming, trash removal, disinfecting high-touch surfaces, and glass/mirror cleaning.

Recommended Frequency

Area	Frequency	Notes
Lobby, elevators, mailroom	Daily	High traffic; daily service is standard for buildings this size
Corridors/stairwells	3–5x/week	Daily in high-rise or high-traffic buildings
Common restrooms	Daily	Sanitizing and restocking supplies
Fitness room/clubhouse	Daily to 3x/week	Higher frequency if amenity is heavily used
Glass, mirrors, entry doors	2–3x/week
Deep cleaning (floors, high-dust, light fixtures)	Monthly

Reasonable Cost Benchmark

Cost is driven primarily by the square footage of common areas and visit frequency, rather than by unit count. For a 52-unit mid-rise or garden-style community, routine common-area janitorial service typically runs $800–$2,500 per month for daily-to-several-times-weekly service; buildings with elevators, a clubhouse, and a fitness center tend toward the higher end of that range.

6. Documentation and Ongoing Review

• Review each service contract at budget time annually, comparing actual cost to the market ranges above and to at least one refreshed comparison quote.
• Re-bid every 2–3 years per category, or sooner if a vendor’s renewal increase exceeds roughly 10–15% without a clear scope change.
• Keep bid packages, vendor licenses/insurance certificates, and Board meeting minutes reflecting the selection rationale in the Association’s official records for owner inspection under § 718.111(12).
• Coordinate palm/tree trimming and any major landscape or pool capital work with the reserve study and hurricane-season timing.

7. Indicators a Cost May Not Be Reasonable

• A contract above the 5% budget threshold was awarded without competitive bids or a documented exemption.
• A Board member, officer, or manager has an undisclosed financial interest in the awarded vendor.
• Pricing is more than roughly 20–25% above comparable bids or benchmark ranges without a documented, property-specific justification (e.g., grounds size, storm damage, amenity scope).
• The vendor’s license or insurance cannot be verified, or the scope/frequency falls below the regulatory floor (e.g., pool testing below FAC 64E-9 minimums).
• No written contract exists, or the contract has not been re-bid or reviewed in over three years.

This guideline is informational and does not constitute legal advice. The Board should consult the Association’s legal counsel on the application of Fla. Stat. § 718.111, § 718.3026, and FAC 64E-9 to specific contracts.

Today I asked Claude to provide some ways to improve security for a Florida-based condominium that currently allows residents to access with a key fob, a master lock key, and a PIN code entry box. For example, cameras located in what parts of the building, remote viewing by a security firm, etc. And to include the anticipated cost of each method as well as provide a checklist for the board of directors to use in making a decision.

Here’s a practical breakdown of options, roughly ordered by cost, plus a board-ready checklist at the end.

Where the current setup is weak

Fob + PIN + master key is a common combo, but the master key is the soft spot — if one key is lost or copied (or a departing employee/vendor doesn’t return it), every door on that system is compromised. PIN codes get shared verbally and rarely get audited or rotated. Neither fobs nor PINs create a strong photographic or video record of who actually entered.

Cameras

Priority placement, in rough order of security value: main lobby/entry vestibule, all elevator interiors and elevator lobbies on each floor, parking garage entrances/exits and drive aisles, mailroom/package room, pool and amenity deck entries, stairwell doors, and the perimeter of the building at ground level (loading dock, side/service doors). A mid-size building (12–20 cameras covering these zones) typically runs $6,000–$20,000 installed, plus $500–$2,000/year for cloud video storage (30–90-day retention) if you don’t want an on-site NVR. On-premise recorders avoid subscription fees but need someone to maintain them.

Remote monitoring by a security firm

Instead of (or in addition to) a live on-site guard, a firm can watch camera feeds remotely and intervene by two-way audio (“please move along”) or dispatch. For a building this size, expect roughly $150–$400/month for lobby + garage + amenity coverage during set hours, or $65–$200 per camera/month for full 24/7 monitoring with a firm that also does real-time intervention. This is dramatically cheaper than a stationed guard, who runs $20–$35/hour ($3,500–$6,000+/month for 24/7 coverage) — remote monitoring is usually the better value unless the board wants a visible human presence in the lobby.

Access control upgrades

Replacing the vulnerable master-key system with an electronic or cloud-managed system is the highest-leverage fix, since it lets you revoke a single credential instantly instead of rekeying the building. Video intercom at the main entrance (residents see and buzz in visitors from their phone) runs about $750–$5,000 per door depending on sophistication. A full keyless/cloud access upgrade (fob + mobile credential + app-based management, replacing the master key) is typically $3,000–$7,000 per door in hardware/install, plus $7.50–$13.50 per door/month for cloud management. Simple keypad-only upgrades are cheaper ($400–$1,800/door), but keypads share the same weakness as your current PIN box — codes leak. If keeping a physical fallback key is required by fire code, a Knox box or restricted, logged master key (rather than one held loosely by staff) closes most of that gap cheaply.

Other measures worth considering

License plate recognition at the vehicle gate ($3,000–$8,000) catches unauthorized vehicles even if someone tailgates in on foot. Elevator floor restriction (fob-activated floor access) prevents a lobby breach from reaching every unit, with retrofit costs usually $500–$1,500 per elevator car. A visitor/vendor sign-in kiosk or app-based guest passes ($50–$150/month) replaces the informal “give them the PIN” habit. None of this is expensive relative to the camera and access-control line items, but each closes a real gap.

Florida-specific considerations

Under Chapter 718, installing cameras or new access hardware in common elements can qualify as a “material alteration,” which may trigger a specific board or unit-owner vote threshold depending on your declaration — worth a quick check with association counsel before committing funds. Cameras are fine in areas with no reasonable expectation of privacy (lobbies, garages, hallways, pool deck) but not in areas like restrooms or locker rooms. Florida is a two-party consent state for audio, so if any camera or intercom records sound, resident notice (and in some readings, consent) is required — many associations solve this by disabling audio recording on common-area cameras entirely.

Board decision checklist

•  Confirm whether camera/access-control installation requires a material-alteration vote under the declaration, and if so, at what threshold
•  Get a security audit or walk-through from a licensed firm to identify actual blind spots (don’t guess at camera placement)
•  Decide camera scope: minimum (lobby, elevators, garage entries) vs. full perimeter coverage
•  Decide storage approach: cloud subscription vs. on-site NVR, and required retention period
•  Decide monitoring model: unmonitored (recording only), remote virtual monitoring, or live on-site guard — and get 2–3 competing quotes
•  Decide whether to eliminate or restrict the master key, and how emergency/fire-code access will still work
•  Decide whether to replace shared PIN codes with individual credentials (fob, mobile, or rotating per-resident codes)
•  Confirm audio recording is disabled on any camera/intercom, or that a two-party consent notice is posted
•  Get written confirmation from association counsel that placement and use comply with Ch. 718 and privacy law
•  Compare total cost of ownership: hardware + install (one-time) vs. monthly monitoring/cloud/software fees (recurring)
•  Check whether upgrades qualify for a homeowners insurance premium reduction (common with monitored systems)
•  Get 2–3 vendor bids for each category (cameras, access control, monitoring) before voting
•  Set a resident communication/rollout plan for credential reissuance if fobs or PINs are replaced

Sources:

• Security Camera Installation Cost 2026 – Angi
• Remote Video Monitoring Cost Guide – Resolute Partners
• Remote Video Monitoring Service Cost – Pro-Vigil
• Installing Security Cameras in Your Condominium – Florida Condo & HOA Law Blog
• Florida Security Camera Laws – Recording Law
• Security Cameras in Public Areas: Florida Condo Law – Ferrer Law Group
• Commercial Key Fob Entry Systems 2026 – Swiftlane
• Video Intercom System Cost 2026 – Swiftlane
• Access Control System Pricing 2026 – Entegrity Smart

Today I asked Claude what the criteria should be for a boat rental agreement for a Florida-based condominium association.

For a Florida condo association, a boat slip rental agreement should cover: the slip’s status as a common/limited common element under Ch. 718 (not a conveyance of title); term and rental fee/deposit; an eligibility and application process for both owners and renters; vessel registration (Ch. 328) and liability insurance (typically $300k+ with the association as additional insured); use rules addressing no-discharge/pump-out (DEP Clean Marina), manatee zones (FWC), no-liveaboard, storm securing, and no commercial subleasing; maintenance/repair allocation; indemnification and assumption of risk; default/termination tied to assessment delinquency; the board’s reserved rights to reassign slips and amend rules; and dispute resolution/attorneys’ fees under §718.303 and §718.1255.

The draft I built works both requests into Article 4: Section 4.2 lets a unit owner request assignment, transfer, or reassignment of a slip; Section 4.3 lets a renter of a unit request slip use, subordinate to owner priority, contingent on the owner’s written consent, and automatically tied to the lease term. Two application exhibits (owner and renter/tenant) are attached, with an owner-consent block on the renter’s form.

It’s marked “SAMPLE — FOR BOARD REVIEW ONLY, not for execution until reviewed by association counsel,” with bracketed blanks for association name, slip numbers, fees, and insurance minimums. This is a starting point for the board and their attorney, not a final enforceable document.

SAMPLE — FOR BOARD REVIEW ONLY

Not for execution until reviewed and approved by association counsel

BOAT SLIP RENTAL AGREEMENT

[ASSOCIATION NAME] CONDOMINIUM ASSOCIATION, INC.

This Boat Slip Rental Agreement (“Agreement”) is made and entered into as of ______________, 20__, by and between [ASSOCIATION NAME] CONDOMINIUM ASSOCIATION, INC., a Florida not-for-profit corporation (“Association”), and _____________________________ (“Applicant”), regarding the rental and use of a boat slip located within the common elements of [Association Name], a condominium, located at [Property Address], [City], Florida (“Condominium”).

RECITALS

WHEREAS the boat slips located within the Condominium are common elements or limited common elements of the Condominium, administered by the Association pursuant to the Declaration of Condominium for [Association Name] (“Declaration”), the Association’s Bylaws and Rules and Regulations, and Chapter 718, Florida Statutes (the “Condominium Act”); and

WHEREAS the Association desires to rent boat slip(s) to eligible unit owners and, where permitted under the Declaration, to eligible renters/tenants of units, on the terms set forth herein; and

WHEREAS Applicant desires to rent a boat slip from the Association subject to the terms and conditions of this Agreement, the Declaration, and the Association’s Rules and Regulations;

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

ARTICLE 1 — DEFINITIONS

• “Slip” means the boat slip identified in Section 2.1 below, together with any associated dock box, cleat, and utility pedestal assigned for Applicant’s exclusive use during the Term.
• “Unit” means the condominium unit owned or leased by Applicant, identified as Unit ______, [Association Name].
• “Vessel” means the boat, watercraft, or personal watercraft described in Exhibit A or Exhibit B, as applicable.
• “Owner” means the record title holder of the Unit as reflected in the Association’s official records.
• “Renter” means a bona fide tenant occupying the Unit under a written lease approved by the Association in accordance with the Declaration and Section 718.111(f), Florida Statutes, and the Association’s screening and approval procedures.

ARTICLE 2 — SLIP ASSIGNMENT AND TERM

2.1 Slip Assigned

The Association hereby rents to Applicant, and Applicant rents from the Association, Slip No. _____ (the “Slip”), for use solely in connection with Applicant’s Unit. No right, title, or interest in the Slip other than a revocable right of use is conveyed by this Agreement. The Slip remains a common element, or a limited common element, of the Condominium at all times.

2.2 Term

This Agreement shall commence on ______________, 20__ and shall continue for a term of one (1) year, automatically renewing for successive one (1) year terms unless terminated earlier as provided in Article 9, or unless either party gives the other written notice of non-renewal at least thirty (30) days before the end of the then-current term. A Renter’s rights under this Agreement automatically terminate, without further notice, upon expiration or termination of the Renter’s lease of the Unit, as provided in Section 4.3.

2.3 Priority

Unit Owners shall have priority over Renters in the assignment and renewal of Slips. If the Association’s supply of Slips is insufficient to accommodate all eligible applicants, the Association shall maintain a waiting list and assign Slips in the following order of priority: (1) Owners occupying their Unit as a primary or secondary residence; (2) Owners not occupying their Unit; (3) Renters holding an Association-approved lease with the consent of their Unit’s Owner, as described in Section 4.3.

ARTICLE 3 — RENTAL FEE AND PAYMENT

3.1 Rental Fee

Applicant shall pay the Association an annual Slip rental fee of $__________ (“Rental Fee”), payable in advance, [in full upon execution of these Agreement / in equal monthly installments of $______ due on the first day of each month]. The Board of Directors may adjust the Rental Fee prospectively upon thirty (30) days’ written notice, consistent with the Declaration and the Association’s budget process.

3.2 Security Deposit

Applicant shall deposit with the Association the sum of $__________ as security for Applicant’s performance under this Agreement, including any damage to the Slip, dock, or common elements caused by Applicant, Applicant’s Vessel, or Applicant’s guests. The deposit shall be held and returned in accordance with the Association’s standard deposit policy and applicable law, less any lawful deductions, within thirty (30) days after termination of this Agreement and surrender of the Slip in good condition.

3.3 Late Charges

Any payment not received within ten (10) days of its due date shall accrue a late charge of the greater of $25.00 or as permitted by the Association’s Rules, plus interest at the maximum rate allowed by law until paid.

ARTICLE 4 — ELIGIBILITY AND APPLICATION

4.1 General Eligibility

To be eligible to rent a Slip, an Applicant must: (a) be a Unit Owner in good standing with no outstanding monetary or covenant delinquencies to the Association, or a Renter meeting the requirements of Section 4.3; (b) submit a complete, signed Slip Rental Application on the applicable form attached as Exhibit A (Owners) or Exhibit B (Renters); (c) provide current proof of vessel registration or documentation and liability insurance as required by Article 5; and (d) be approved by the Board of Directors or its designated committee, which approval shall not be unreasonably withheld but may be conditioned on compliance with this Agreement and the Rules and Regulations.

4.2 Provision for Request by Unit Owner

Any Owner in good standing may request assignment or rental of an available Slip or may request transfer/reassignment of the Owner’s currently assigned Slip, by submitting a completed Exhibit Application to the Association’s property manager or Board. Requests by Owners shall be processed in the order received, subject to the priority set forth in Section 2.3, and the Board shall respond in writing (approving, denying, or placing the Owner on a waiting list) within thirty (30) days of receipt of a complete Application. An Owner may request that the Slip assigned to the Owner’s Unit be made available for rental to a Renter of that Unit, subject to Section 4.3, or may request the Association’s consent to sublease the Slip independently of the Unit only to the extent expressly permitted by the Declaration.

4.3 Provision for Request by Renter of a Unit

A Renter (tenant) of a Unit may request use of a Slip by submitting a completed Exhibit B Application, which must include: (a) a copy of the Renter’s Association-approved lease for the Unit, with a term co-extensive with or exceeding the requested Slip rental period; (b) the written consent of the Unit’s Owner authorizing the Renter to apply for and use a Slip in connection with the Unit; and (c) all information required of Owners under Section 4.1. A Renter’s use of a Slip is expressly subordinate to Owner priority under Section 2.3, is limited to the duration of the Renter’s approved lease, and automatically and immediately terminates upon expiration, termination, or assignment of that lease, without any obligation on the Association’s part to provide further notice to the Renter. The Owner of the Unit remains jointly and severally liable with the Renter for all Rental Fees, damages, and obligations arising under this Agreement with respect to a Slip used by that Owner’s Renter.

4.4 Association Approval

The Association reserves the right to approve or deny any Application in its reasonable discretion, consistent with the Declaration, the Association’s Rules and Regulations, and the Fair Housing Act and Florida’s Fair Housing Act, and to require additional information reasonably necessary to evaluate an application.

ARTICLE 5 — VESSEL AND INSURANCE REQUIREMENTS

5.1 Vessel Registration

The Vessel moored at the Slip must be currently titled and registered in accordance with Chapter 328, Florida Statutes (or documented with the U.S. Coast Guard, if applicable), and Applicant must provide current proof of registration/documentation with the Application and upon renewal.

5.2 Liability Insurance

Applicant shall maintain, at Applicant’s sole expense, a policy of protection and indemnity (liability) insurance covering the Vessel in an amount not less than $___________ (recommended minimum $300,000) per occurrence, naming the Association as an additional insured and certificate holder. Applicant shall provide the Association with a current certificate of insurance prior to occupying the Slip and at each renewal and shall notify the Association promptly of any cancellation or lapse.

5.3 Vessel Condition and Size

The Vessel must be seaworthy, properly maintained, and must not exceed the dimensions of the Slip as posted by the Association. No vessel may extend beyond the end of the Slip or obstruct navigation, adjacent slips, or common areas. The Board may require removal of any Vessel that the Board reasonably determines to be unseaworthy, derelict, or a hazard.

5.4 No Liveaboards

No person may use a Vessel moored at a Slip as a permanent or temporary residence (“live-aboard” use). Overnight stays aboard a Vessel are prohibited except as the Rules and Regulations may otherwise expressly permit.

ARTICLE 6 — RULES OF USE

Applicant’s use of the Slip is subject to the Association’s Rules and Regulations as amended from time to time, including without limitation:

• No discharge of sewage, bilge water, fuel, oil, or other pollutants into surrounding waters; use of designated pump-out facilities is required, consistent with Florida’s Clean Marina and Clean Vessel programs and applicable Florida Department of Environmental Protection requirements.
• Compliance with all posted speed limits, no-wake zones, and manatee protection zones established by the Florida Fish and Wildlife Conservation Commission.
• No fueling, engine repair, hull scraping, or bottom painting at the Slip except in designated areas, if any.
• No storage of personal property, equipment, or debris on the dock outside the designated dock box.
• Vessels must be properly secured, with adequate fendering, to prevent damage to the Slip, adjacent vessels, and common elements, including during storm events; Applicant must comply with the Association’s hurricane preparedness and vessel-removal requirements.
• No commercial use, chartering, or subleasing of the Slip independent of the Unit, except as expressly permitted by the Declaration and approved in writing by the Board.
• Guests and family members of the Applicant using the Slip are subject to the same Rules, and the Applicant is responsible for their compliance.

ARTICLE 7 — MAINTENANCE AND REPAIRS

The Association shall be responsible for maintenance, repair, and replacement of the Slip structure, dock, pilings, and common utility connections, except for damage caused by the negligence or willful misconduct of Applicant, Applicant’s Vessel, or Applicant’s guests, which shall be Applicant’s responsibility to repair or reimburse. Applicant shall maintain the Vessel and all lines, fenders, and personal equipment at the Slip in good condition and promptly notify the Association of any needed repairs to the Slip or dock.

ARTICLE 8 — INDEMNIFICATION; ASSUMPTION OF RISK

APPLICANT ASSUMES ALL RISK OF LOSS OR DAMAGE TO THE VESSEL AND PERSONAL PROPERTY KEPT AT THE SLIP, AND ALL RISK OF INJURY TO APPLICANT, APPLICANT’S GUESTS, OR THIRD PARTIES ARISING FROM APPLICANT’S USE OF THE SLIP, EXCEPT TO THE EXTENT CAUSED BY THE ASSOCIATION’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. Applicant shall indemnify, defend, and hold harmless the Association, its officers, directors, employees, and agents from and against any and all claims, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or relating to Applicant’s use of the Slip, the Vessel, or any breach of this Agreement, except to the extent caused by the Association’s gross negligence or willful misconduct.

ARTICLE 9 — DEFAULT AND TERMINATION

9.1 Events of Default

Default under this Agreement includes, without limitation: (a) failure to pay the Rental Fee or other charges when due; (b) failure to maintain required insurance or vessel registration; (c) violation of the Rules and Regulations after written notice and a reasonable opportunity to cure (not less than ten (10) days, except for safety or environmental violations, which may require immediate action); (d) delinquency in Unit assessments; or (e), for a Renter, expiration or termination of the underlying Unit lease.

9.2 Remedies

Upon default, the Association may terminate this Agreement upon written notice, remove or require removal of the Vessel at Applicant’s expense, withhold the security deposit to the extent of damages or unpaid amounts, and pursue any other remedy available under the Declaration, the Rules and Regulations, or Florida law, including Section 718.303, Florida Statutes.

ARTICLE 10 — ASSIGNMENT AND SUBLETTING

Applicant may not assign this Agreement or sublet the Slip without the prior written consent of the Board, which may be withheld in the Board’s reasonable discretion. Any Slip rental by a Renter is personal to that Renter’s approved lease of the Unit and may not be assigned or transferred.

ARTICLE 11 — ASSOCIATION’S RESERVED RIGHTS

The Association reserves the right to: (a) amend the Rules and Regulations governing Slip use from time to time; (b) reassign Slips for safety, dredging, construction, or operational reasons upon reasonable notice; (c) enter upon or inspect the Slip and Vessel for compliance and emergency purposes; and (d) temporarily suspend Slip use during declared emergencies, including tropical storms and hurricanes.

ARTICLE 12 — DISPUTE RESOLUTION; ATTORNEYS’ FEES

Any dispute arising under this Agreement shall first be subject to the Association’s internal dispute resolution procedures, if any, and thereafter to mandatory nonbinding arbitration or mediation to the extent required by Section 718.1255, Florida Statutes, or applicable law. In any action to enforce this Agreement, the prevailing party shall be entitled to recover reasonable attorneys’ fees and costs, consistent with Section 718.303, Florida Statutes.

ARTICLE 13 — GENERAL PROVISIONS

• Governing Law: This Agreement is governed by the laws of the State of Florida.
• Entire Agreement: This Agreement, together with the Declaration and Rules and Regulations (incorporated herein by reference), constitutes the entire agreement between the parties regarding the Slip.
• Amendment: This Agreement may be amended only in writing signed by both parties, except that the Association’s Rules and Regulations may be amended as provided in the Declaration and Bylaws without Applicant’s signature.
• Severability: If any provision of this Agreement is held invalid, the remainder shall continue in full force and effect.
• Notices: All notices shall be in writing and delivered to the addresses on file with the Association.
• No Waiver: The Association’s failure to enforce any provision shall not constitute a waiver of that provision.
• Subordinate to Declaration: In the event of any conflict between this Agreement and the Declaration, the Declaration controls.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

ASSOCIATION:

[ASSOCIATION NAME] CONDOMINIUM ASSOCIATION, INC.

By: ___________________________ Its: ___________________________     Date: ___________

APPLICANT:

Signature: _____________________________________________     Date: ___________

Print Name: Unit No.: ___________________     Unit No.: ___ () Owner () Renter

EXHIBIT A — SLIP RENTAL APPLICATION (UNIT OWNER)

To be completed by the Owner of record. Attach proof of vessel registration/documentation and current liability insurance certificate.

1. Owner Name(s): _______________________________________________
2. Unit No.: __________     Mailing Address: ____________________________
3. Phone / Email: ______________________________________________
4. Vessel Make/Model: _______ Length: _____ Registration/HIN No.: __________________
5. Requested Slip No. (if known): __________     Preferred Term Start Date: ______________
6. Is this a request to transfer/reassign an existing Slip? () Yes () No — if yes, current Slip No.: _____
7. Do you intend to permit a Renter of your Unit to use the Slip during your lease of the Unit? () Yes () No
8. Insurance Carrier: ______________ Policy No.: ___________ Liability Limit: $______________

I certify the above information is true and correct, and I agree to be bound by the Boat Slip Rental Agreement and the Association’s Rules and Regulations.

Owner Signature: _______________________________________     Date: ___________

EXHIBIT B — SLIP RENTAL APPLICATION (RENTER / TENANT)

To be completed by a Renter (tenant) of a Unit, together with the Unit Owner’s written consent below. Attach a copy of the Association-approved lease, proof of vessel registration/documentation, and current liability insurance certificate.

1. Renter Name(s): _______________________________________________
2. Unit No.: _________     Lease Term: From ____________ to ____________
3. Phone / Email: ______________________________________________
4. Vessel Make/Model: ____________ Length: ______ Registration/HIN No.: __________________
5. Requested Slip No. (if known): _________     Requested Rental Period: From ______ To ______ (may not extend beyond the Lease Term above)
6. Insurance Carrier: ______________ Policy No.: ____________ Liability Limit: $______________

I certify the above information is true and correct, and I understand that my right to use the Slip is subordinate to Owner priority, is limited to the term of my approved lease, and terminates automatically upon expiration or termination of that lease. I agree to be bound by the Boat Slip Rental Agreement and the Association’s Rules and Regulations.

Renter Signature: _______________________________________     Date: ___________

OWNER’S CONSENT (required)

I am the Owner of record of the above Unit and consent to my Renter’s application to rent a boat slip in connection with my Unit. I understand I remain jointly and severally liable, together with my Renter, for all Rental Fees, damages, and other obligations arising under the Boat Slip Rental Agreement with respect to any Slip used by my Renter.Owner Signature: _______________________________________     Date: __________

Today I asked Claude to provide guidance on replacing the flat roof of a Florida-based condominium. His suggestions are also included in a handy reference guide.

The report covers HVHZ code requirements for Fort Lauderdale, a 7-material comparison chart (TPO, PVC, modified bitumen, BUR, SPF+silicone, EPDM) with cost/lifespan/wind performance, an illustrative $ total cost table for a 25,000-sf roof, and a maintenance program table with frequencies and costs.

Bottom line for the board: 60-mil fully-adhered TPO for best cost/performance; PVC if they want maximum durability; or SPF + silicone recoat if the existing deck is sound and they want to defer a full tear-off — paired with the recommended biannual inspection and reserve-funded maintenance schedule.

Sources: West Roofing Systems FL, FoxHaven Roofing, Coastal Roofing of South Florida, RoofVista, HomeGuide, CES Roofing, WindLoad.Solutions, FirstService Residential, and ARIS FL (full citations listed in the document).

ROOF REPLACEMENT & MAINTENANCE OPTIONS

Reference Report for the Board of Directors

Flat / Low-Slope Roof — Mid-Rise Condominium, Fort Lauderdale, FL (High-Velocity Hurricane Zone)

1. Purpose & Summary

This report provides the Board with a side-by-side reference for selecting a flat-roof material and an ongoing maintenance program appropriate for a mid-rise condominium in Fort Lauderdale. Fort Lauderdale sits within Broward County’s High-Velocity Hurricane Zone (HVHZ), which carries a 170-mph wind design standard and its own product-approval process — this materially narrows the range of appropriate systems and drives costs above national averages.

Bottom line: for most mid-rise condominiums, a 60-mil fully adhered TPO or PVC single-ply system, installed under a Florida Product Approval or Miami-Dade Notice of Acceptance (NOA), offers the best balance of hurricane performance, energy efficiency, and lifecycle cost. Where the existing roof deck is sound but aging, an SPF + silicone recoat system can extend roof life at a lower up-front cost, provided the Association commits to the recoat schedule.

2. Code & Compliance Context (Fort Lauderdale / Broward County)

• HVHZ design standard: 170 mph wind speed, 50–60 psf design pressure. Every roof product (membrane, fasteners, edge metal) must carry a valid Florida Product Approval or a Miami-Dade NOA rated to the building’s calculated wind pressure.
• Loose-laid ballasted (gravel) systems are restricted/discouraged in HVHZ because ballast can become wind-borne debris — this rules out traditional gravel BUR for most projects.
• Milestone Inspections (Fla. Stat. §553.899): required for buildings 3+ stories, generally at 25–30 years of age (25 if within 3 miles of the coast — Fort Lauderdale qualifies), then every 10 years.
• Structural Integrity Reserve Study (SIRS): required every 10 years; must include the roof as a funded reserve component. Budgets adopted after Dec 31, 2024 cannot waive or underfund roof reserves.
• Post-storm inspection: recommended within 24–72 hours of any named storm, both for safety and to document conditions for insurance.

Recommendation: require any bidding contractor to provide their NOA/Product Approval numbers for the exact assembly proposed, not just the membrane brand, and confirm current Florida roofing license and workers’ comp/GL insurance.

3. Material Comparison Chart

Material	Installed Cost ($/sq ft)	Typical Lifespan	HVHZ / Wind Performance	Maintenance Level	Key Advantages	Key Drawbacks
TPO (Thermoplastic Polyolefin) 60-mil, fully adhered	$5.50 – $9.00	20 – 25 yrs	Good, with NOA-approved fully adhered system	Low	Reflective (lowers cooling cost); heat-welded seams; best cost-to-performance balance; widely used in South FL	Membrane can shrink/embrittle if lower quality; seam quality depends on installer skill
PVC (Polyvinyl Chloride)	$11.00 – $17.00	20 – 30 yrs	Very good; heat-welded seams, excellent wind-uplift track record	Low	Superior chemical/grease and fire resistance; longest single-ply warranties; very durable seams	Highest up-front cost of single plies
Modified Bitumen (SBS, self-adhered or torch, granulated cap)	$5.50 – $9.00	15 – 20 yrs	Good; heavy, multi-ply redundancy performs well in wind when self-adhered (torch = fire-permit concerns on occupied mid-rise)	Moderate	Multi-layer redundancy; long proven history in FL; puncture-resistant	Seams are adhesive/heat-sealed, not welded; heavier dead load; torch method carries fire risk on occupied buildings
Built-Up Roofing (BUR) smooth or mineral-cap, ballast NOT recommended in HVHZ	$4.00 – $8.00	15 – 25 yrs	Fair; loose ballast is restricted/discouraged in HVHZ due to wind-borne debris risk	Moderate – High	Low material cost; long track record	Heavy (structural load review needed); labor-intensive install/repair; ballast unsuitable for hurricane zone
Spray Polyurethane Foam (SPF) + silicone elastomeric coating (restoration/recover system)	$3.50 – $7.00 initial; $1.75 – $4.50/sf per recoat	Renewable — 30+ yrs with recoats every 10-15 yrs	Good, with NOA-listed assembly; seamless, self-flashing membrane resists wind-driven rain	Moderate (scheduled recoats required)	Adds insulation value (R-value); seamless — no laps to fail; economical way to restore/extend an aging roof without full tear-off	Foam degrades quickly if coating is neglected; needs disciplined recoat schedule; not ideal for new construction from bare deck
EPDM (rubber membrane)	$4.50 – $8.00	15 – 25 yrs	Fair; black membrane raises roof surface temp; taped seams are the weak point in high wind/UV	Moderate	Lower material cost; flexible in temperature swings	Black membrane increases cooling load in FL heat; seam tape prone to failure over time; less common on FL commercial mid-rise for this reason

Cost ranges reflect installed pricing for South Florida commercial/multifamily projects as of 2026 and will vary with roof access, height, tear-off scope, insulation upgrades, and parapet/flashing detail complexity. Get at least three bids from HVHZ-experienced, licensed contractors.

4. Illustrative Cost Estimate — 25,000 sq ft Roof

Actual roof area should be confirmed by survey or the reserve study; 25,000 sq ft is used below purely to illustrate how the per-square-foot ranges above translate into total project dollars for a representative mid-rise footprint. Scale up or down in proportion to your building’s actual roof area.

Material	Install Cost (25,000 sf roof)	Expected Lifespan	20-Yr Maintenance / Recoat Allowance	Estimated 20-Yr Total Cost of Ownership
TPO	$137,500 – $225,000	20–25 yrs	$75,000 – $150,000	$212,500 – $375,000
PVC	$275,000 – $425,000	20–30 yrs	$75,000 – $150,000	$350,000 – $575,000
Modified Bitumen	$137,500 – $225,000	15–20 yrs	$75,000 – $150,000	$212,500 – $375,000
Built-Up (BUR)	$100,000 – $200,000	15–25 yrs	$75,000 – $150,000	$175,000 – $350,000
SPF + Silicone Coating	$87,500 – $175,000	Renewable	$118,750 – $262,500 (routine + 1 recoat)	$206,250 – $437,500
EPDM	$112,500 – $200,000	15–25 yrs	$75,000 – $150,000	$187,500 – $350,000

20-Yr Total Cost of Ownership = install cost + routine preventive maintenance over 20 years (see Section 5) + one recoat cycle for the SPF system. Excludes financing costs, special assessment administration, and inflation.

5. Recommended Maintenance Program

A documented, scheduled maintenance program is not optional in practice — most manufacturer warranties require proof of regular inspection and maintenance to remain valid, and Chapter 718 obligates the Association to maintain common elements. The table below outlines a defensible program:

Task	Recommended Frequency	Who Performs	Estimated Annual Cost
Visual roof inspection (membrane, flashing, penetrations, seams)	2x/year (pre- and post-hurricane season) + after any named storm	Licensed roofing contractor	$1,000 – $3,000
Drain, scupper & gutter clearing	Quarterly (monthly during rainy season, June–Nov)	Maintenance staff or roofer	$800 – $2,400
Debris removal / minor sealant touch-up	Quarterly	Maintenance staff or roofer	Included above
Documented preventive maintenance contract (required to keep most manufacturer warranties valid)	Annual contract	Roofing contractor	$0.15 – $0.30 / sf/yr (≈ $3,750 – $7,500 on 25,000 sf)
Coating recoat (SPF/silicone systems only)	Every 10–15 years	Roofing contractor	$1.75 – $4.50/sf when due
Milestone Inspection (structural, all common elements)	At 25–30 yrs, then every 10 yrs (FL Statute 553.899)	Licensed engineer/architect	$5,000 – $20,000+ (building-wide, one-time per cycle)
Structural Integrity Reserve Study (SIRS) must fund roof reserve, cannot be waived	Every 10 years	Licensed engineer/architect or reserve specialist	$3,000 – $8,000 (building-wide, one-time per cycle)

6. Recommendation Summary

• New construction / full replacement, budget-conscious: 60-mil fully adhered TPO. Best cost-to-performance ratio and wide contractor availability in South Florida.
• New construction / full replacement, maximum durability & longest warranty: PVC. Justify the premium if the board wants to minimize the frequency of re-roofing and Association disruption.
• Existing roof deck is sound, but membrane is aging (10–15+ years old, no structural deck issues): SPF + silicone recoat as a restoration strategy — lowest up-front cost, but only sound if the Board commits budget to the 10–15 year recoat cycle; otherwise, the roof can fail early.
• Avoid: ballasted/gravel BUR and black-membrane EPDM for primary re-roofing decisions in this HVHZ market — both underperform on wind and, for EPDM, on cooling cost relative to TPO/PVC.

Whatever system the Board selects, funds it through the SIRS-driven reserve schedule, require NOA/Product Approval documentation at contract signing, and adopt the Section 5 maintenance program to protect the investment and preserve warranty coverage.

Sources

West Roofing Systems FL, “Best Commercial Roofing Material in Florida” (2026); FoxHaven Roofing, “TPO Roofing Cost in South Florida” and “Modified Bitumen Roofing in South Florida” (2026); Coastal Roofing of South Florida, roofing cost guides (2026); RoofVista, “Commercial Flat Roof Cost Per Square Foot” (2026); HomeGuide, “Roof Coating & Sealing Costs” and “Spray Foam Roofing Cost” (2026); CES Roofing, “Spray Polyurethane Foam (SPF) Roofing” (2026); WindLoad.Solutions, “Fort Lauderdale Wind Load Requirements” and “Broward County HVHZ Requirements”; FirstService Residential, “Understanding Florida Milestone Inspections”; ARIS FL, “Roof Inspection Checklists for HOA Boards in Florida.” Figures are planning-level estimates compiled from current industry sources for South Florida; obtain formal competitive bids before budgeting or assessment decisions.

Today I asked Claude to give some guidance on responsibly maintaining the dock and seawall at a Florida-based condominium.

Dock & Seawall Maintenance Guide

For Florida Condominium Association Boards of Directors

Prepared August 12, 2026

Purpose

Seawalls and docks are among the most expensive, most weather-exposed, and most heavily regulated common elements a Florida condominium association manages. This guide summarizes the board’s maintenance obligations, the state regulatory framework that now governs structural upkeep, and the concrete steps a board should take to stay ahead of deterioration, liability, and reserve-funding shortfalls. A one-page reference chart follows for ongoing tracking.

Regulatory Framework

Florida law places several overlapping obligations on condominium boards regarding structural elements like seawalls and docks:

• General maintenance duty — Fla. Stat. §718.113: The association is responsible for maintenance, repair, and replacement of common elements. Whether a seawall or dock is a common element or a limited common element assigned to specific unit owners depends on the declaration of condominium — the board should confirm this classification before assuming (or disclaiming) responsibility.
• Structural Integrity Reserve Study (SIRS) Fla. Stat. §718.112(2)(g): Associations with buildings three or more habitable stories must obtain a SIRS covering designated structural components, including seawalls and docks, whenever the replacement cost of the item exceeds $25,000. Reserves for these items must be fully funded based on the SIRS findings — the board can no longer vote to waive or underfund them.
• Milestone inspections — Fla. Stat. §553.899: Buildings three or more stories must undergo a Phase 1 (visual) structural inspection at 25 years of age if within three miles of a coastline, or 30 years otherwise, and every 10 years thereafter. If Phase 1 finds signs of substantial structural deterioration, a Phase 2 (destructive/non-destructive testing) inspection follows. Required repairs generally must begin within one year of a Phase 2 report; some counties impose stricter deadlines.
• Environmental and construction permitting: Any seawall repair, replacement, or dock construction typically requires a Florida DEP Environmental Resource Permit, a local municipal or county permit, and — for work affecting navigable waters — U.S. Army Corps of Engineers authorization. Permits should be secured before repair work begins, not after.

This is a general summary, not legal advice. Boards should confirm classification of seawalls/docks under their declaration, and county-specific deadlines, with association counsel and a licensed engineer.

Responsible Maintenance Steps

1. Confirm responsibility and document ownership

Review the declaration of condominium to determine whether the seawall and dock are common elements (association-funded) or limited common elements (cost may be shared with or assigned to specific unit owners). Keep this determination on file and reference it in reserve planning and any special assessment.

2. Maintain the seawall proactively

• Inspect on a schedule: quarterly visual walk-bys by staff or board members, annual above- and below-waterline inspections by a marine engineer or diver, and a full engineering condition assessment every 3-5 years.
• Watch for early warning signs: cracks (especially horizontal), leaning or bowing panels, rust staining, cap deterioration, and erosion or depressions in the yard behind the wall.
• Control water and drainage: keep weep holes clear, manage stormwater runoff, and avoid landscaping or irrigation that increases hydrostatic pressure behind the wall.
• Address small problems immediately: cracked caps, minor seepage, and vegetation intrusion are inexpensive to fix early and expensive to ignore.
• Plan for finite lifespan: most Florida seawalls last roughly 30-50 years depending on material and exposure; budget for eventual replacement well before failure.

3. Maintain the dock proactively

• Inspect structure quarterly: pilings, framing, decking, and — especially — the connection points between decking and pilings, which take the most stress in storms.
• Service electrical systems annually: have a licensed marine electrician confirm GFCI protection on all circuits, per NEC Article 555; marine electrical failures are both life-safety and fire risk.
• Maintain hardware monthly: cleats, ladders, bumpers, and lighting should be checked for corrosion and secure attachment.
• Watch for marine borer and rot damage: particularly at and just below the waterline on wood pilings.

4. Keep thorough records

Maintain a permanent file of inspection reports, engineer assessments, photographs, permits, and contractor invoices for every seawall and dock component. These records are required to support the SIRS, are often requested by insurers and buyers, and are the board’s best defense if a maintenance decision is later challenged.

5. Fund reserves realistically

Ensure the SIRS (if applicable) and the annual budget reflect the actual condition and remaining life of the seawall and dock, not a rounded-down estimate. For associations not subject to the statutory SIRS requirement (buildings under three stories), the board should still commission a reserve study and fund seawall/dock replacement as a line item — waiting for a state mandate is not a maintenance strategy.

6. Review insurance coverage annually

Confirm with the association’s agent that the policy explicitly covers the seawall and dock as structures, since some policies treat them as excluded ‘appurtenant’ or land-adjacent structures. Flood and named-storm sublimits should also be reviewed.

7. Prepare for and respond to storms

Complete a pre-storm-season walkthrough before June 1 each year and again ahead of any storm watch: secure loose dock equipment, confirm drainage is unobstructed, and photograph existing conditions. After any tropical storm or hurricane impact, inspect both structures within 24-48 hours and bring in a licensed engineer if any damage is visible — early documentation speeds insurance claims and may be required to satisfy milestone inspection timelines.

8. Engage the right licensed professionals

Structural assessments should be signed and sealed by a Florida-licensed Professional Engineer. Repairs should be performed by a licensed and insured marine contractor, with all required DEP, local, and Army Corps permits obtained before work begins. Association counsel should review contracts and confirm compliance with Chapter 718’s disclosure and reserve requirements.

Board Reference Chart

Use this chart to track recurring maintenance, inspection, and compliance obligations. Assign an owner (board member, manager, or vendor) and log completion dates in the association’s maintenance file.

Maintenance / Inspection Item	Frequency	Who Performs It	What to Check / Action	Regulatory Tie-In
Seawall visual walk-by	Quarterly	Board member/property manager	Cracks, leaning, cap damage, rust staining, soil depressions behind wall	Informal — supports SIRS records
Seawall inspection (above & below waterline)	Annually, and within days after any major storm	Licensed marine engineer or certified diver	Erosion/scour at wall toe, tie-back and anchor corrosion, voids, seepage through joints	Feeds SIRS data; insurance documentation
Full structural condition assessment	Every 3-5 years, or per engineer’s recommendation	Florida-licensed Professional Engineer (PE)	Remaining useful life, load capacity, replacement cost estimate	Basis for SIRS under Fla. Stat. §718.112(2)(g)
Dock structural inspection	Quarterly	Property manager or marine contractor	Piling condition, decking (warping/rot), connection points, marine borer damage	Informal — supports SIRS records
Dock electrical system inspection	Annually	Licensed marine electrician	GFCI protection function, corroded outlets/wiring, junction box integrity	NEC Article 555 compliance
Hardware & safety equipment check	Monthly	Property manager	Cleats, ladders, bumpers, life rings, dock lighting	Liability / life-safety
Milestone inspection (buildings 3+ habitable stories)	First at 25 yrs (within 3 mi of coast) or 30 yrs; every 10 yrs after	Licensed architect or engineer	Phase 1 visual; Phase 2 testing if substantial deterioration found	Fla. Stat. §553.899
Structural Integrity Reserve Study (SIRS) update	At least every 10 years, or when milestone inspection triggers update	Licensed engineer or reserve specialist	Updates remaining life & required reserve funding for seawall, dock, and other items over $25,000	Fla. Stat. §718.112(2)(g)
Reserve funding review	Annually, at budget adoption	Board of Directors / CPA	Confirm funded reserves track SIRS findings; no waiver for SIRS-covered components	Fla. Stat. §718.112
Permit status check	Before any repair/replacement; review annually	Board/association counsel	Confirm DEP Environmental Resource Permit, local municipal permit, and USACE authorization (if required) are current	Ch. 373, F.S.; Florida DEP rules
Pre-storm season walkthrough	Before June 1 each year, and ahead of any storm watch	Property manager	Secure loose dock furniture/equipment, confirm drainage and weep holes are clear	Supports insurance claims if damage occurs
Post-storm inspection	Within 24-48 hours after any tropical storm or hurricane impact	Licensed engineer if visible damage is suspected	New cracks, leaning, debris impact, safety hazards	Insurance claim documentation; may accelerate milestone/SIRS timeline
Insurance policy review	Annually	Board/insurance agent	Confirm seawall and dock structures are explicitly covered, not excluded as ‘appurtenant structures’	Risk management

Sources: Fla. Stat. §718.112, §718.113, §553.899; Florida Department of Business and Professional Regulation guidance; industry seawall and dock inspection standards (2026). Statutory thresholds and inspection triggers change periodically — confirm current requirements with association counsel or DBPR before relying on specific deadlines or dollar amounts.