Become a Member: JOIN SFPMA TODAY   LogIn / Register: LOGIN/REGISTER

SFPMA Industry Articles | news, legal updates, events & education! 

Find Blog Articles for Florida’s Condo, HOA and the Management Industry. 

How long should HOA repairs take?

How long should HOA repairs take?

  • Posted: Feb 21, 2024
  • By:
  • Comments: Comments Off on How long should HOA repairs take?

How long should HOA repairs take?

We recently published an article on how communities can speed up maintenance projects. In this article, we’ll look at how long some common maintenance jobs should take to complete.

 

Table of contents

 

The obligation to maintain the property

HOAs have an obligation to maintain certain parts of the development. They must set aside a portion of the dues or fees collected from owners to pay for big and small maintenance projects. If the association fails to meet those obligations, it not only creates safety problems for members, but legal issues for the association as well.

If members feel that the board is not properly caring for the property, they can write official complaints, vote to remove board members, or even sue the HOA.

Maintenance must be taken seriously, but it is far easier to manage when you have a system or solution that enables you to organize components, schedule/assign work, and track tasks.

 

Defining maintenance obligations

The maintenance responsibilities of an association versus those assigned to individual owners depend primarily on whether the item or equipment is classified as part of a common area, exclusive use common area, or separate interest.

Common areas typically refer to shared spaces such as pools, sidewalks and roads. Exclusive use common areas are spaces or elements used by one or more, but fewer than all, of the owners. Separate interests are the separately owned lots belonging to members.

While some maintenance obligations are quite clear, others can be a little murky. This is especially true with exclusive common areas since they tend to be things like patios and windows. Roof maintenance may also be confusing; some HOAs cover roof repairs while others do not.

The association’s CC&Rs should detail maintenance obligations and define who is responsible for what. But if there is some uncertainty, boards are advised to refer to civil codes and/or consult with the HOA’s attorney.

 

Why timelines matter

There are several reasons why time matters when it comes to maintenance projects. The main one is so staff and management can plan for disruptions and costs. However, there are times when maintenance work will impact owners, and they will also need to know approximately how long the work will impact their day-to-day lives.

For example, if a parking lot is being repaved, owners will need to be informed of the work, they will need to move their vehicles before the work begins, and know how long they will have to find temporary parking.

Contractors can’t know for sure how long maintenance work will take to complete, but they should be able to provide an educated estimate. Tracking the time it takes for professionals to complete routine and unplanned maintenance is another good way to predict future repair timelines. Having this knowledge allows those responsible for setting up maintenance work to complete projects with more confidence (plus they’ll know if a vendor is taking too long to complete certain jobs).

 

How long should HOA repairs take?

There is no way to know for sure how long any maintenance project will take. Even a standard preventative maintenance job can become lengthy if a contractor discovers additional damage to an element. Other factors, including availability of materials, permit requirements, complexity of the project, size of the community, and weather will all impact the timeline of a project.

That being said, below are some estimates of how long common HOA maintenance work takes to complete.

To get a more accurate time estimate, speak with a contractor or repair expert. They will be able to look at the specific qualities of your community and provide you with a realistic timeline.

Pool repairs

There are many different types of pool repairs. Some can be completed in a couple of hours while others will take several days.

A simple structural leak generally takes a day or two of work. Half a day is needed to complete the first step of a crack injection repair, and another half day is required to “staple” the cracks together and plaster the damaged area.

If your pool has a heater and the warming system breaks, the entire pool may be shut down for a week. The heater can be replaced in a day, but it could take longer. After the new pool heater is installed, it might be another three days before the pool is warm enough to use again.

Most plumbing leaks can be resolved in two days, but the time it takes to fix a pool leak from plumbing can vary according to the extent of the damage.

Pool resurfacing involves the removal and replacement of the top layer of the pool surface. This may be done to give the pool a clean fresh look, or to address several small cracks. In general, this renovation process takes one to three weeks.

 

Water/electricity lines

A water line is an underground pipe that transports water from a water source to a home’s or building’s service pipe. These pipes typically run beneath sidewalks and streets.

A water line pipe might crack, allowing water to spill out. This can cause many issues, including unsanitary water, higher water bills, low water pressure, and floods.

Due to the severity of this problem, a water main break needs immediate attention. Plumbing technicians will need to turn the water off while they repair the break. Once the pipe is in working order, they will flush it before reconnecting it to the plumbing system.

The good news is this type of repair only takes between four and eight hours.

If an electricity line goes out due to weather, it can generally be restored in a couple of hours. However, if an entire pole comes down, the outage could easily last a full day.

 

Roofs

In many cases, HOAs have delegated the responsibility of maintaining roofs to the individual owners. But if the association covers the costs of repairs, expect each home to take up 1-3 days of the contractors’ time. More complex designs and materials will add time to that estimate.

 

Gutters and downspouts

Routine maintenance of gutters and downspouts prevents more serious water damage from occurring. Like roofs, many HOAs have stated that owners are responsible for maintaining these items.

Minor gutter repairs can be completed in as little as one to two hours. Partial replacements can take two to four hours, and full replacements can take two to three days of work.

The timing is similar for downspout repairs and replacements.

 

Parking lots

Most HOAs can complete routine parking lot maintenance in two to three weeks, but timing will vary depending on the size of the lot and weather conditions.

Paving can take less than a week, but keep in mind that proper curing (letting the asphalt cool and settle) is an important part of the process as well. Depending on the size of the parking lot, thorough curing can take anywhere from one to two weeks.

 

General landscaping

While not a traditional repair, landscaping is a maintenance job that can be hard to plan for, at least the first couple of times. The size of the property, availability of materials, and weather conditions can greatly impact the time it takes to finish the job. Once you have found a landscaper that you like, you will become more familiar with the time it takes to do certain jobs.

From start to finish, most projects fall into the two- to three-week range, but cutting grass or trimming plans can take half a day.

 

Conclusion

HOAs have an obligation to maintain certain areas of the development. By scheduling routine maintenance, associations help prolong the useful life of elements and components, and keep the community safe and attractive too.

It’s important for staff, board members and management to have repair timelines so that they can budget for costs and time accordingly. While projects don’t always go according to plan, just having a guideline allows them to manage expectations more effectively.

 

Tags: ,
RSVP for free to attend a Lunch & Learn at the Weston Community Center on Feb. 21st at 11:30am. Topic: “Managing Conflict Management in HOAs and Condos”.

RSVP for free to attend a Lunch & Learn at the Weston Community Center on Feb. 21st at 11:30am. Topic: “Managing Conflict Management in HOAs and Condos”.

  • Posted: Feb 20, 2024
  • By:
  • Comments: Comments Off on RSVP for free to attend a Lunch & Learn at the Weston Community Center on Feb. 21st at 11:30am. Topic: “Managing Conflict Management in HOAs and Condos”.

RSVP for free to attend a Lunch & Learn at the Weston Community Center on Feb. 21st at 11:30am. Topic: “Managing Conflict Management in HOAs and Condos”.

This also gets CAMS a credit in HR!

Guest panelists include Weston Commissioner Mary Molina Macfie and Kaye Bender Rembaum’s Michael S. Bender, offering their perspectives.

The instructor is Marcy Kravit, PCAM (Hotwire Communications). Lunch provided by Blue Tiger Wellness and is complimentary to those who register.

Here is the link:

ACE Lunch & Learn in Weston

Presented by Hotwire Communications’, Marcy Kravit, PCAM, “Creating Harmony: Managing Conflict Management in Community Associations”. DPBR approved credit for CAMS! Course# 9632176. Provider# 8912. One HR CEU. Panel Guests: Michael Bender, Esq. (Kaye Bender Rembaum) & Mary Macfie (Weston City Commissioner).

Where: 

Wednesday, February 21, 2024 from 11:30 AM to 1:00 PM EST

Where

Weston Community Center
20200 Saddle Club Rd
Weston, FL 33327

 

Tags: , ,
Wishing everyone a Happy Holiday from SFPMA

Wishing everyone a Happy Holiday from SFPMA

  • Posted: Dec 20, 2023
  • By:
  • Comments: Comments Off on Wishing everyone a Happy Holiday from SFPMA

Merry Christmas from all of us at the State of Florida Property Management Association

Our Offices will be closed as of Wed 20, 2023 we will return Dec 27, 28, 29 2023

again our Offices will be closed till after the New Year.

if you need us we will be available by email  Membership@sfpma.com

We look forward to the many changes in the New Year as should you.

sfpma.com

2401 E Atlantic Blvd, Pompano Beach, FL 33062

https://g.page/r/Ca16pZV0_yhcEAI/review

 

As the Festival of Lights begins, we extend our warmest wishes to you and your loved ones. SFPMA.Org

As the Festival of Lights begins, we extend our warmest wishes to you and your loved ones. SFPMA.Org

  • Posted: Dec 08, 2023
  • By:
  • Comments: Comments Off on As the Festival of Lights begins, we extend our warmest wishes to you and your loved ones. SFPMA.Org

As the Festival of Lights begins, we extend our warmest wishes to you and your loved ones. May the glow of the Hanukkah candles brighten your home and heart. From our family to yours, Happy Hanukkah!

From all of us at SFPMA.Org

Tags: ,
“RIMKUS” IS A WORLDWIDE LEADER IN ENGINEERING, CONSTRUCTION MANAGEMENT AND CONSULTING AND SO MUCH MORE.

“RIMKUS” IS A WORLDWIDE LEADER IN ENGINEERING, CONSTRUCTION MANAGEMENT AND CONSULTING AND SO MUCH MORE.

  • Posted: Nov 08, 2023
  • By:
  • Comments: Comments Off on “RIMKUS” IS A WORLDWIDE LEADER IN ENGINEERING, CONSTRUCTION MANAGEMENT AND CONSULTING AND SO MUCH MORE.

“RIMKUS” ENGINEERING, CONSTRUCTION MANAGEMENT, CONSULTING AND SO MUCH MORE…

FOR THOSE OF YOU WHO NEED ANY ASSISTANCE WITH YOUR 30, 40 OR 50 YEAR INSPECTIONS, CALCULATING AND PREPARING YOUR NEW RESERVE STUDIES OR NEED REPAIRS TO YOUR CONDOMINIUM PROPERTY — WATCH THEIR ONE MINUTE VIDEO.


Building Envelope Assessments

 The Rimkus Architecture, Engineering, and Construction (AEC) Building Envelope Services team can provide a complete assessment of a structure’s building envelope (façades, roofs, windows, balconies, walkways, parking areas, etc.) describing the condition of such and all items in need of repair. A recommended timeline and a projected construction cost will also be provided to assist the owner in projecting future budgets.For a full survey of all building components, Rimkus can increase the scope of the survey and provide a full Property Condition Assessment (P.C.A.) including mechanical, electrical and plumbing systems, elevators, and interiors.Building Envelope Assessments and PCAs are typically provided with 5- or 10-year projections; however, they may be customized to the client’s needs. These reports can be utilized as a tool to help create capital expenditure budgets and establish maintenance schedules.

Maximizing the value and life cycle of a building requires continuously maintaining performance and improving energy efficiency. Our building envelope services include:

  • Façade Inspections
  • Façade Restoration
  • Building Envelope Assessments
  • Roof Consulting
  • Waterproofing and Weatherproofing Assessments and Design
  • Historic Preservation
  • Pavement Engineering

RIMKUS

http://www.rimkus.com

AECAssignments@rimkus.com

800-580-3228

 

Tags: , , , ,
Learn about hiring a professional management company

Learn about hiring a professional management company

  • Posted: Nov 06, 2023
  • By:
  • Comments: Comments Off on Learn about hiring a professional management company

Search management members working in, Residential, Commercial, Industrial, Single Family and Multi Family.

 

“We give investors and clients the information to make an informed decision about which property management company to use”

  • They learn about how hiring a professional management company helps them.
  • They find out what fees are associated with management.
  • They read and learn about maintenance issues and repairs for their property.
  • Other information including what questions to ask potential management companies. We know that with real estate comes non paying tenants, evictions fees, collecting rents, vacant units, inspections, contracts and leases, payment matters from tenants and your monthly money.

 

Search Management Members

Join and we will give you a florida list of over 3000 member companies to start you with marketing.

learn what to look for in a Property Management company, the benefits, the services they provide, how they collect fees, how repairs are addressed, laws & licensing.

 

Read and learn what our members can do to help you with the management of your buildings. Managing properties can become quickly overwhelming, even for experienced investors. There is always something going on that requires attention and it takes very little time for things to get out of hand. Hiring a Property Manager can provide an opportunity to regain control and restore stability to both your properties and possibly life in general.

We understand the importance having income real estate to you and your family. We are here to help you with the selection process for hiring the right company for the management of your buildings. Your Property Manager will make critical decisions on your behalf making it extremely important that you do your homework during the hiring process.

Ultimately, your decision to hire or not hire a property management company should hinge on whether or not it is a good fit with your lifestyle, and makes sense financially.  Individual investors will have to assess the opportunity cost of both options based on their unique circumstances.

Tags: , , ,
Good leadership and governance for Florida Board Members by SFPMA

Good leadership and governance for Florida Board Members by SFPMA

  • Posted: Oct 23, 2023
  • By:
  • Comments: Comments Off on Good leadership and governance for Florida Board Members by SFPMA

Good leadership and governance for Board Members

“Seven keys to a successful board meeting”

One of the fundamental challenges that far too many board members and boards have is that they don’t have a strong understanding of their roles and responsibilities.

It sounds basic, but one of the fundamental challenges that far too many board members and boards have is that they don’t have a strong understanding of their roles and responsibilities.

Boards, in general,  do well with more fundamental board members understanding responsibilities — understanding the organization’s mission and providing financial oversight. Conversely, they struggle most with external responsibilities, including fundraising, advocacy, and community-building and outreach. This lack of understanding of what is — and is not — a part of the board’s essential roles can lead to a whole host of dysfunctions, such as micromanagement, rogue decision-making, lack of engagement, and more.

Since it’s impossible to do a job well if you don’t know what the job is, all boards must take the time to ensure that every board member fully understands what’s expected and needed of him or her, and then hold all members accountable when they get off track.

This starts with an understanding of the fundamental legal duties of each individual board member, which include:

  • Duty of Care — Each board member has a legal responsibility to participate actively in making decisions on behalf of the organization and to exercise his or her best judgment while doing so.
  • Duty of Loyalty — Each board member must put the interests of the organization before their personal and professional interests when acting on behalf of the organization in a decision-making capacity. The organization’s needs come first.
  • Duty of Obedience — Board members bear the legal responsibility of ensuring that the organization complies with the applicable federal, state, and local laws and adheres to its mission.

 

Board meetings should be productive, efficient meetings where the board conducts business. Stop and think about that for a minute. Are your meetings productive and efficient? Does the board meet to conduct business or socialize? Are you getting the most out of your meetings?

We’ve put together seven keys to a successful board meeting. Following these suggestions can bring new life to your association and keep volunteers interested in helping.

 

1.- Board meetings should not last more than one hour. Start the meeting when it is scheduled to begin and get straight to business. If you collectively have the focus to get done in an hour you’ll be amazed with how much you can accomplish. If you have no time limit, the meeting will typically drag on and a lot of time will be wasted.

When time is wasted at a meeting then people are less likely to volunteer because they feel their time is wasted. One hour meetings have a major impact on volunteers. Associations that hold focused, one hour meetings have more people volunteer. It’s also important to note that those volunteers stay active the in the community for much longer. Length of your board meetings may seem like a trivial matter, but it really does have a large impact on how the volunteers of the association view the organization and, in turn, how they view their role.

 

2.- Make your meetings action oriented. Don’t just discuss issues, make decisions. Every item up for discussion should end in a vote to move forward in some way or table the issue with a clear understanding of why the item is being tabled and when it will be revisited. When taking action on an item make sure it is clear who will be responsible for getting that task completed. Ambiguity cripples a board.

 

3.- Board Meetings are for the board. They are not neighborhood meetings or social gatherings. The purpose of a board meeting is to conduct business, not see how many people you can get to attend. Some board members try to get as many people to attend as possible. This is missing the point. Homeowners are, of course, welcome to attend but it is not a membership meeting. The purpose of the board meeting is for the board to consider the affairs of the association, make business decisions, and then have a clear plan of action.

 

4.- Take time prior to the meeting to think about what you want to discuss. Inform the community manager of this one week prior to the meeting. This way your topics of discussion can be placed on the agenda which will allow the other board members and the community manager the opportunity to think about and/or research the item you want to talk about. When you don’t come prepared and spring things on the other board members or on the community manager this typically results in a lot of unnecessary discussion with additional research needed in order to make any kind of decision. Remember, be action oriented. By planning ahead you can make more decisions at the meeting instead of causing an item to be discussed twice and delayed for months.

 

5.- There are an odd number of board positions for a reason. You will not always see eye to eye. Don’t take it personal if the other members of the board disagree with you. This will occur and is healthy. While each board member should attempt to come to a consensus with the other members, you will not be able to achieve this each time. Countless hours are wasted by board members continuing to argue a point just to obtain “victory” on a certain issue or to avoid any vote that is not unanimous. This occurs because someone is taking it personal. If your view is not shared on an issue, take a vote, and move on. Do not hold a grudge. Recognize that you can disagree and still work well with each other.

6.- If you think you may have a conflict of interest do not vote on that issue. Let’s say a board member’s spouse is on a committee. If the board is making a decision on an issue related to that committee then the board member with the spouse on that committee should excuse him/herself.

 

7.- Most associations should hold quarterly meetings (unless your bylaws require more). Meeting more often than that becomes excessive and unnecessary. Remember you want to have focused, short, productive meetings. This keeps people interested in serving on the board and on committees. If the association is constantly meeting then people feel it is taking too much of their time and they will stop volunteering. It is important to note that you are required to comply with the minimum meeting requirement in your bylaws. Most association bylaws require no more than quarterly meetings, but check yours to be sure.

Tags: , ,
Preparing for Extreme Heat: The New Natural Disaster by Donna DiMaggio Berger of Becker

Preparing for Extreme Heat: The New Natural Disaster by Donna DiMaggio Berger of Becker

  • Posted: Jul 28, 2023
  • By:
  • Comments: Comments Off on Preparing for Extreme Heat: The New Natural Disaster by Donna DiMaggio Berger of Becker

Preparing for Extreme Heat: The New Natural Disaster

by Donna DiMaggio Berger / Becker

The word “hot” has many connotations: it can reveal anger when you say someone is “hot around the collar”; it can invoke personal appeal or desirability “he’s so hot”; it can refer to a disorganized person or situation, hence the description as “a hot mess”; and can also be used to describe an emotional issue or topic as a “hot button”. However, since the earliest of times, the word hot has been used to describe the temperature and we’ve been hearing this word a lot lately in many parts of the US given the ongoing heat waves. More than 61,000 people died in 2022 because of the heat waves that swept the European continent. We won’t know for some time how many US fatalities have occurred due to our extreme heat during the summer of 2023.

Extreme heat can cause dehydration, heat exhaustion, exacerbation of existing medical and mental health conditions, respiratory distress, and heatstroke. Dehydration can cause dizziness, fatigue, and muscle weakness. Heat exhaustion may result in heavy sweating, nausea, headache, rapid heartbeat, faintness, and muscle cramps. Extreme heat can more greatly affect people with underlying respiratory, cardiovascular and kidney disorders with extreme heat being tied to an increased risk of heart attacks or other cardiovascular events. Heatwaves have also been linked to diminished air quality in urban areas which can worsen respiratory conditions such as asthma. Lastly, extreme heat can impact mental well-being, leading to irritability, mood swings and difficulty concentrating, all of which can make communal living more stressful.

Dealing with extreme heat events in a multifamily building, especially for those on fixed incomes, can be challenging. What should your association board and management team be doing in response to an extreme heat event? Certainly, including preparation for heat waves into your emergency disaster plan is recommended. The following are some items you may wish to consider:

  • If your association has employees, work with counsel to review your employee guidebook particularly for employees whose work requires them to be outdoors. For those employees, you will want to be sure that they have access to plenty of water throughout the day to stay hydrated and replace fluids lost through perspiration. If those employees are required to wear a certain uniform that is not well suited to an extreme heat event, you should consider an alternate uniform for extreme heat event. You may also want to be confirm that your outside vendors who provide services outdoors have provided adequate water and protection from the sun for their workers.
  • Create shade around the building by using umbrellas, awnings, or strategically placed vegetation to reduce the impact of direct sunlight. Bear in mind that some of these shade additions may require advance membership approval.
  • Revisit any architectural control guidelines you have in place which may restrict or prohibit the use of fans on patios, balconies and lanais. Fans are used to circulate air and can create a cooling effect. Consider how curtains, blinds and blackout shades may reduce the temperature inside units particularly if a unit owner is not running the AC at reasonable temperatures. Allow people to close their blinds and/or their hurricane shutters during the day to block out direct
    sunlight and prevent heat from entering the living space.
  • Consider limiting daytime hours of play for outdoor tennis and pickleball courts as well as any other outdoor recreational areas when temperatures are soaring. Installing thermometers on the common areas may also help remind your residents about climbing temperatures.
  • Consider purchasing a whole building generator if you don’t already have one. In the event that increased electric demands during a heat wave cause a blackout or brownout that generator may save lives in your building. Naturally, a generator will also help in the aftermath of a windstorm which knocks out electricity.
  • Check in with your residents who may be living alone and dealing with physical or mental health challenges as well as economic burdens. These residents may not be running their A/C as often or at a
    temperature that is needed for their wellbeing. This is also the time to confirm that you have emergency contacts for your residents.
  • Reach out to local community organizations, social services, or government agencies that provide assistance during extreme weather events. They may offer cooling centers, fan distribution programs, or other resources for your residents.

The strategies your board and management team use in response to an extreme heat event depends, in large part, on your building’s location and infrastructure as well as the available monetary and personnel resources. However, there are some basic steps all associations can take to educate their residents about the dangers of extreme heat. The phrase, “we’re having a heat wave” doesn’t have to spell disaster in a well-prepared community.

For additional information please listen to my podcast conversation with Jane Gilbert, Miami-Dade’s Chief Heat Officer which can be found here.


 

 Donna DiMaggio Berger is a Shareholder with the Becker law firm, is Board-certified, is a Fellow with the College of Community Association Lawyers (CCAL) and is a keynote speaker and the host of the popular Take It To The Board podcast on association issues.

Donna DiMaggio Berger is a Shareholder in Becker’s Community Association Practice in Ft. Lauderdale, Florida. She is a member of the College of Community Association Lawyers (CCAL), a prestigious national organization that acknowledges community association attorneys who have distinguished themselves through contributions to the evolution or practice of community association law and who have committed themselves to high standards of professional and ethical conduct in the practice of community association law. She is also one of only 190 attorneys statewide who is a Board Certified Specialist in Condominium and Planned Development Law.

As Founder and Executive Director of Becker’s Community Association Leadership Lobby (CALL), Ms. DiMaggio Berger has led various community association advocacy initiatives, working with legislators and other public policymakers on behalf of those who live, serve, and work in common interest ownership communities. She has testified before the Florida Legislature regarding community association law and frequently appears on radio talk shows and in print media discussing these issues.

Tags: , , ,
Allstate Resource Management Family owned and operated for over 25+ years! Headquarters located in South Florida!

Allstate Resource Management Family owned and operated for over 25+ years! Headquarters located in South Florida!

  • Posted: Apr 28, 2023
  • By:
  • Comments: Comments Off on Allstate Resource Management Family owned and operated for over 25+ years! Headquarters located in South Florida!

A Company You Can Trust!

We service 300+ HOA Communities, let us help yours!


Allstate Resource Management Family owned and operated for over 25+ years! Headquarters located in South Florida!

Contact us today at:
Direct: 954-382-9766
Tags:
Finding the top Companies working in our Industry is important for Property Managers, Condo & HOA Board Members.

Finding the top Companies working in our Industry is important for Property Managers, Condo & HOA Board Members.

  • Posted: Apr 26, 2023
  • By:
  • Comments: Comments Off on Finding the top Companies working in our Industry is important for Property Managers, Condo & HOA Board Members.

Many Property Managers, Condo & HOA Board Members use our members in the buildings and communities they manage, for them this equates to happier residents, fewer high-priced emergency repair bills and cost savings overall. Through membership marketing its all about forming relationships that lead to increased business for your company and lasting relationships for you.

Join and Become a Member

SERVICEBUSINESSMANAGEMENT

MEMBERSHIPS

SFPMA is thankful to the various vendors that have become members that service the many managed communities over the years. All Companies that wish to work with the Florida Property Management, Condo and HOA industries are listed, They are then in a position to be selected to work on properties all over the State of Florida.  SFPMA has a responsibility to properly screen all vendors prior to authorizing memberships for service requests and bidding out contracts for our Clients.

 

When you are listed on the Florida Directory, Clients can find you as one of the Top Companies used in our industry. Your company will benefit from being listed. “Start forming lasting relationships in the Property Management Industry”

Tags: