Safety in a community association depends on equipment and structures that are checked on a schedule and repaired before they fail. Some inspections are required by Florida law or local codes. Others are simply sound practice. In both cases, the board is responsible for making sure the work is scheduled, performed, and documented.
This article is general information and is not legal advice. The association's attorney should be consulted.
The Board's Duty to Maintain
The association is responsible for maintaining, repairing, and replacing the common elements of a condominium or the common areas of a homeowners association, as set out in the governing documents. Directors of Florida associations owe a fiduciary duty to the owners, and keeping shared property safe is part of that duty. Inspections are how a board learns what needs attention before it becomes an emergency.
A practical first step is an annual inspection plan. The plan should list every system and component that needs periodic review, who performs each inspection, and when it is due. It commonly includes:
- Fire alarm systems, sprinklers, extinguishers, and emergency lighting
- Elevators
- Gates, cameras, and access control equipment
- Pool and spa equipment
- Roofs, balconies, railings, walkways, and exterior walls
- Playgrounds, fencing, and lighting in common areas
Inspections Required by Florida Law
Several inspections are set by statute. Two of the most common in Florida communities are:
- Elevators. Under section 399.061 of the Florida Statutes, elevators must generally be inspected annually by a certified elevator inspector, and a statement verifying the service maintenance contract must be filed with the state at least annually.
- Milestone inspections for condominiums. Under section 553.899, a residential condominium building three habitable stories or more in height must have a milestone structural inspection by December 31 of the year the building reaches 30 years of age, and every 10 years after that. The local building official may require the first inspection at 25 years based on local conditions such as proximity to salt water. The inspection is performed by a licensed architect or engineer.
Condominium buildings of three or more habitable stories are also subject to the structural integrity reserve study requirements in section 718.112(2)(g). Fire safety and pool requirements vary, and they should be confirmed with the local fire authority and the health department.
Tracking Deadlines and Following Up
Including an inspection in a vendor contract is not the same as having it done. The board, usually through its manager, should confirm that each inspection actually took place and that any required certificate or permit was renewed.
A simple tracking system helps:
- A calendar or spreadsheet with every inspection, its due date, and the responsible vendor
- Reminders well ahead of each deadline, with follow-up calls as the date approaches
- Copies of inspection reports, certificates, and permits filed with the association's records
- A list of deficiencies found and the date each one was corrected
Vendors should not be relied on to remember deadlines on their own.
Choosing Qualified Vendors
The right vendor depends on the type of equipment and the size of the job. The manager can help identify qualified firms based on licensing, insurance, experience with similar residential properties, and references. For specialized work such as elevators or fire systems, there may be only a few qualified providers in the area, and other associations of a similar size can be a good source of recommendations.
Florida law requires most association contracts for services and materials to be in writing, and competitive bids are required once a contract exceeds a set share of the annual budget. Licensing and insurance certificates should be verified before work begins.
Watching the Property Between Inspections
Formal inspections happen on a schedule, but conditions change every season. Many boards walk the property with the manager each quarter and photograph the same locations each time, building a record that shows change over time. Particular attention should be paid to roofs, sidewalks, curbs, steps, railings, balconies, and exterior walls. Cracked concrete, rust stains, loose railings, and water intrusion should be reported to a qualified professional rather than patched over. More on common area care is covered in
HOA practices for common areas.
Weighing Cost Against Risk
No association can fix everything at once, so work must be prioritized within the budget. Deferring a project can seem to save money, but labor and material costs tend to rise over time, and a small problem such as a roof leak can turn into structural damage. Deferring necessary maintenance for too long can also expose the board to claims that it failed in its duty to the owners. Funding reserves according to a current study is the best way to keep needed work on schedule. More on this subject can be found in
consequences of not having cash reserves.
Help With Inspection Planning
Inspection calendars, vendor coordination, and follow-up are handled for the communities managed by Condominium Associates. To talk about your association's inspection plan,
contact us.
