Prioritizing repairs and replacements
Not every item in the SIRS will require immediate action. The board’s first step is to identify which recommendations are urgent (such as structural repairs flagged as safety concerns) and which can be scheduled over the next several years. Items with a short remaining useful life or those that impact resident safety should move to the top of the list.
Create a simple matrix or checklist to sort projects by urgency, cost, and impact. This helps the board focus on what must be addressed in the next budget cycle versus what can be planned for future years.
Updating your reserve funding plan
The SIRS is only useful if your reserve funding matches its recommendations. Florida law now requires that reserves for certain structural items cannot be waived or reduced for buildings three habitable stories or higher. If your SIRS shows a funding gap, the board must adjust future budgets to close it, either by increasing reserve contributions, reducing non-essential spending, or, if necessary, considering a special assessment.
HB 913, effective July 1, 2025, gives boards a narrow form of flexibility. If a milestone inspection completed within the last two calendar years recommends urgent repairs, the board may pause or reduce reserve contributions for no more than two consecutive annual budgets, but only with the approval of a majority of the total voting interests of the association, only for budgets adopted on or before December 31, 2028, and only if a structural integrity reserve study is performed before contributions resume. Boards that take the pause should do so carefully, and explain it to owners in full.
If your association is considering a loan or line of credit to fund reserves, check your governing documents and consult with your association’s attorney or financial advisor. A special assessment, line of credit or loan used to fund reserves for SIRS items requires the approval of a majority of the total voting interests of the association. Borrowing can be a useful tool, but it comes with long-term obligations that must be clearly communicated to owners.
Turning recommendations into projects
Once priorities and funding are set, the board should develop a project plan for each major repair or replacement. This includes:
- Defining the project scope based on the SIRS and any additional expert input
- Soliciting bids from qualified contractors
- Reviewing proposals and selecting vendors
- Scheduling work to minimize disruption to residents
- Monitoring progress and communicating updates
Boards should keep detailed records of all decisions, contracts, and communications related to SIRS-driven projects. This documentation is essential for transparency and for future boards who may inherit ongoing projects.
Consider forming a temporary committee or task force to oversee large projects. This can help distribute the workload and bring in owners with relevant expertise.
Communicating with owners
Transparency is now a legal requirement in Florida. Starting October 1, 2025, condo associations must register online with the Division of Condominiums and keep information about reserve funding and structural reports up to date. The most recent SIRS, along with meeting minutes, budgets, and inspection reports, must be posted on the association’s secure website or portal, accessible to all owners.
Boards should go beyond the minimum legal requirements. Hold informational meetings to walk owners through the SIRS findings, explain upcoming projects, and answer questions about funding. Use newsletters, emails, and your association website to keep everyone informed about timelines, costs, and progress.
When communicating about special assessments or fee increases, be direct and factual. Explain the reasons, the alternatives considered, and the consequences of inaction. Owners are more likely to support necessary spending when they understand the stakes.
Staying compliant and planning for the future
The SIRS is not a one-time event. Florida law requires a new SIRS every ten years for buildings three habitable stories or higher, and best practice is to update your reserve study every three to five years to reflect changing conditions. Boards should set a calendar reminder for the next required study and keep reserve planning as a standing agenda item at board meetings.
Regularly review your maintenance and inspection schedules to ensure all SIRS-identified components are being monitored and serviced as recommended. This proactive approach can help catch issues early and avoid costly surprises.
