1. Confirm your SIRS status and documentation
Start with the basics: Has your association completed the required SIRS for every qualifying building? If not, is the study scheduled and on track for completion before the deadline? The SIRS must be conducted by a licensed engineer or architect and should address all structural components required by law. Make sure you have the final report in hand—not just a draft or a verbal summary.
Keep a digital and physical copy of the SIRS report in your association’s official records. This document will be requested by state regulators, insurance carriers, and, in some cases, prospective buyers. If your board can’t produce it on demand, you’re not compliant.
2. Review and update your reserve funding plan
The SIRS isn’t just a report—it’s a roadmap for your reserve funding. Review the study’s recommendations for each structural component. Has your board adopted a budget that fully funds the required reserves, as outlined in the SIRS? Florida law no longer allows boards to waive or underfund reserves for structural repairs. Your reserve schedule should match the SIRS findings, and your budget should reflect those numbers.
If your association is facing urgent repairs identified in a milestone inspection, HB 913 allows boards—with owner approval—to pause reserve contributions for up to two consecutive annual budgets. This is a new flexibility, but it comes with strict conditions. Make sure any pause is properly documented, approved by owners, and reflected in your records.
3. Double-check milestone inspection and repair timelines
The SIRS deadline is only part of the compliance picture. If your building required a milestone inspection (based on age and proximity to the coast), confirm that the inspection was completed and that any recommended repairs are underway or scheduled. Boards must act promptly on urgent repair recommendations—delays can trigger penalties and increase liability.
If your milestone inspection identified repairs that qualify for the reserve contribution pause, ensure you have clear documentation of the inspection findings, board vote, and owner approval. Keep all related correspondence and meeting minutes in your records.
4. Verify online registration and transparency requirements
Florida law now requires all condo associations to register key information online with the Division of Condominiums. This includes board contact details, building age, inspection dates, and reserve funding status. The deadline for initial registration was October 1, 2025, but you must update this information within 30 days of any change. Check your association’s registration status and confirm that all data is current.
In addition, associations with 25 or more units must maintain a secure website or portal where owners can access essential documents—including the SIRS report, budgets, meeting minutes, and inspection reports. Make sure your website is up to date and that owners have access credentials.
5. Audit your records and meeting notices
State law requires associations to maintain official records—including SIRS reports, inspection findings, budgets, and meeting minutes—for at least seven years. Owners have the right to request these records, and the association must provide access within ten business days. Conduct a records audit now to ensure everything is organized, complete, and accessible.
Meeting notices, agendas, and supporting documents must be posted online in advance, following statutory timing requirements. Review your posting procedures and confirm that all recent and upcoming meetings are properly documented.
6. Communicate with owners—early and often
Don’t wait for owners to come to you with questions or complaints. Proactively communicate the status of your SIRS, reserve funding, and any major repairs. If your board is considering a pause in reserve contributions, explain the process and the reasons behind it. Transparency builds trust and reduces the risk of disputes or legal challenges.
Consider hosting a Q&A session or sending a detailed update via email and your association website. Make sure owners know where to find key documents and how to contact the board with concerns.
7. Plan for next steps after the deadline
Once your SIRS is complete and your reserve funding plan is in place, don’t treat the deadline as the finish line. Use the findings to inform your long-term maintenance schedule, insurance planning, and future budgets. Schedule follow-up inspections and reserve studies as required by law. Keep your records updated and continue to communicate with owners about upcoming projects and financial needs.
