The Board Packet

12 Questions Before a Board Approves a Commercial Roof Project

A roof vote should not depend on one proposal, one leak photo, or one person’s memory. Organize the condition evidence, project scope, qualifications, warranty path, occupied-property logistics, and approval record before committing association funds.

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Use this as a decision-organizing tool. It is not engineering, legal, reserve-study, insurance, statutory-compliance, or project-specific technical advice.

The 12-question checklist

Build the record before the vote.

Each question ends with a specific board-packet item so the decision file can survive leadership changes, construction, and closeout.

01

What condition evidence is the board actually reviewing?

  • Current roof-condition photographs are labeled by roof area and date.
  • Active leaks, recurring leaks, repairs, and open issues are mapped.
  • Known systems, approximate ages, prior work, and available warranties are identified.
  • The source and limits of each observation are clear.
Board packet itemCurrent condition summary with labeled photographs and source documents.
02

Is the decision repair, restoration, coating, replacement—or more investigation?

  • The proposed path is tied to observed conditions, not a predetermined sales outcome.
  • Alternatives considered and reasons for each decision are recorded.
  • Open moisture, substrate, attachment, drainage, flashing, penetration, and code questions are identified.
  • Project-specific testing and professional review needs are visible.
Board packet itemOptions comparison with open technical questions.
03

Does every bidder have the same scope?

  • Proposals are compared against the same roof areas, quantities, assemblies, details, alternates, exclusions, and allowances.
  • Tear-off, deck repair, drainage, sheet metal, penetrations, access, permits, testing, and cleanup assumptions are visible.
  • Unit prices or change rules are stated for concealed conditions.
  • The board is not comparing a low number built on exclusions with a fuller scope.
Board packet itemBid-leveling sheet showing inclusions, exclusions, allowances, and alternates.
04

Are the contractor’s credentials current and relevant?

  • Florida license information is independently verified.
  • Required insurance documents are current and match the contracting entity.
  • Experience fits the building type, system, occupied-property constraints, and project scale.
  • Manufacturer credentials are verified directly with the manufacturer.
Board packet itemVerified license, insurance, entity, and relevant experience file.
05

Who owns design, code, permit, and professional-review decisions?

  • The agreement identifies responsibility for plans, engineering, permitting, code review, inspections, and manufacturer requirements.
  • Services inside and outside the roofing contract are distinguished.
  • Statutory or reserve obligations are reviewed with the appropriate qualified advisor.
  • The contractor is not presented as a licensed professional outside its role.
Board packet itemResponsibility matrix by party and deliverable.
06

What warranty is proposed, and what must ownership do to preserve it?

  • Contractor workmanship coverage and manufacturer coverage are distinguished.
  • Term, assembly, exclusions, limits, inspections, maintenance, transfer, and claim steps are visible.
  • The proposed warranty matches the actual roof system and scope.
  • Final warranty language—not a marketing phrase—controls the decision.
Board packet itemProposed warranty documents plus an owner-obligation summary.
07

How will the work affect residents, tenants, staff, and visitors?

  • Access, staging, parking, deliveries, noise, odors, dust, equipment, and restricted areas are addressed.
  • Sequencing recognizes occupied-building operations and sensitive spaces.
  • Notices have an owner, approval path, and distribution method.
  • Emergency contacts and escalation responsibilities are defined.
Board packet itemSite logistics and communication plan.
08

How will weather and water-entry risk be managed during construction?

  • Temporary protection and daily dry-in responsibilities are explained.
  • Weather monitoring and shutdown decisions have a named owner.
  • Interior water-entry reporting and escalation steps are defined.
  • Material storage and protection are addressed.
Board packet itemWeather and temporary-protection plan.
09

What can change the contract amount or schedule?

  • Known unknowns are identified before award.
  • Allowances, unit prices, concealed-condition rules, and owner changes are documented.
  • Change orders define scope, price, schedule effect, and approval.
  • Payment milestones are tied to progress or deliverables.
Board packet itemChange-control and payment schedule.
10

How will quality be documented?

  • Photographs, inspections, tests, manufacturer involvement, punch work, and closeout records are defined as applicable.
  • The board knows who receives updates and when.
  • Deficiencies have a correction and verification path.
  • Records identify roof area, date, and context.
Board packet itemQuality-control and reporting plan.
11

What must be delivered before final payment and closeout?

  • Permit and inspection closeout documents, when applicable.
  • Final warranty documents and registration evidence, when applicable.
  • Product, maintenance, and owner-obligation information.
  • Final photographs, punch-list completion, approved changes, and claim contacts.
Board packet itemContract-specific closeout checklist.
12

Can a future board reconstruct why this decision was made?

  • The file records condition evidence, alternatives, bids, qualifications, approvals, contract, changes, progress, and closeout.
  • Minutes and resolutions accurately reflect the action taken.
  • Future boards and managers can retrieve the records.
  • A post-project inspection and maintenance rhythm is assigned.
Board packet itemFinal roof decision file and ongoing management plan.
If a milestone report flags roof-related deficiencies

Add the professional finding, local deadline, and closure path to the board packet.

Do not convert a report finding into a contractor scope—or a deadline—by assumption. Florida’s milestone-inspection law assigns structural findings and professional closure to the architect or engineer and lets local government require an earlier repair-start date.

A

What did the milestone professional actually determine?

  • Preserve the signed report, inspector-prepared summary, roof-area references, photographs, and stated limitations.
  • Separate a leak or surface imperfection from “substantial structural deterioration”; only the milestone architect or engineer makes that determination.
  • If phase two is required, record the further investigation, recommended repairs, and items assigned to other professionals.
  • Have the responsible engineer or architect confirm ambiguities before bidding.
Board packet itemSigned report crosswalk: finding → roof area → responsible professional → next action.
B

Which correction timeline actually controls?

  • Do not assume a universal statewide 90-day roof-repair deadline; §553.899 does not create one.
  • For substantial structural deterioration identified in a phase-two report, the local ordinance sets the timeframe to schedule or commence repairs.
  • State law requires repairs to commence within 365 days after receipt of the phase-two report, but the local governing body may require an earlier date.
  • Confirm the controlling dates with the local enforcement agency, the association’s engineer, and its attorney.
Board packet itemWritten deadline log citing the report, local notice or ordinance, and confirming advisor.
C

How will the board prove the assigned roof work is complete?

  • Translate only the roof work assigned to the contractor into a common scope, bid form, access plan, permits, allowances, and closeout requirements.
  • Keep structural design, statutory acceptance, and other professional services with the responsible licensed professional.
  • Plan for the professional reinspection and amended report described by DBPR after required repairs are completed.
  • Keep milestone-inspection records, SIRS decisions, contractor closeout, and owner communications distinct but cross-referenced.
Board packet itemScope-to-closure matrix with contractor deliverables and professional verification separated.

Role boundary: OGC does not perform or sign statutory milestone inspections, does not provide a SIRS, and does not give legal or engineering advice. Confirm statutory, local, engineering, and legal requirements with the association’s architect or engineer, attorney, and local enforcement agency. Official references: Florida Statutes §553.899 and DBPR milestone/SIRS guidance.

One-page packet index

Put these twelve sections at the front of the file.

A consistent index lets board members find the decision inputs without digging through an email chain.

Decision summary and requested action
Current roof-condition evidence
Options reviewed
Common scope and bid leveling
Contractor qualification file
Responsibility matrix
Contract and warranty documents
Logistics, communication, weather
Changes, payment, schedule controls
Quality and reporting plan
Closeout requirements
Meeting record and ongoing plan
Know the boundary

Questions this checklist does not answer by itself.

Whether a specific roof system is technically suitable.
Whether repair, restoration, coating, or replacement is the correct project-specific decision.
What a statute, governing document, reserve study, insurer, lender, engineer, or local authority requires.
Whether a condition is storm-caused, covered, warrantable, or insurable.
Whether every legal step required for the association’s vote or contract has been completed.
What licensed engineering, legal, reserve, insurance, or public-adjusting advice applies.
Build the supporting record

Move from checklist to project-specific evidence.

SB 4-D roof planningCoordinate milestone findings, SIRS inputs, contractor scope, deadlines, and closure roles.Roof condition evidenceOrganize a focused snapshot of observed roof conditions.Replacement cost planningNormalize scope, quantities, allowances, exclusions, and proposal differences.Commercial bid reviewCompare scope, exclusions, allowances, and alternates.Reserve-study supportOrganize roof information for qualified reserve professionals.OGC Roof CommandCarry documentation and issue tracking forward after the vote.
Build the board packet

Make the decision file strong enough to survive the vote—and the project.

OGC can review known roof conditions, available records, project goals, and operating constraints, then help define the roofing scope that belongs in the board’s decision file.

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