Line-item GL build with prior-year actuals, current-year forecast, and proposed columns. SIRS reserves auto-pulled. Variance tags flag any line moving >10%. Generates the §718.112(2)(f) board mailing the second the BOD adopts.
| Line | 2025 actual | 2026 budget | 2026 fcst | 2027 proposed | Δ vs '26 | Note |
|---|---|---|---|---|---|---|
| Income | ||||||
| Assessments 4000 | $1,948,200 | $2,064,800 | $2,064,800 | $2,184,420 | +5.8% | Per $/sf · ratified Mar 19 |
| Late fees 5150 | $8,420 | $7,500 | $9,200 | $8,400 | +12.0% | Tracking 12% above |
| Interest income 5940 | $22,840 | $28,000 | $31,200 | $32,000 | +14.3% | FF Money Mkt @ 4.2% |
| Move-in fees 5200 | $3,150 | $3,200 | $3,400 | $3,400 | +6.3% | 21 moves/yr avg |
| Total income | $1,982,610 | $2,103,500 | $2,108,600 | $2,228,220 | +5.9% | |
| Operating expenses · Personnel | ||||||
| Mgmt fee (CAM) 6010 | $94,200 | $98,400 | $98,400 | $103,200 | +4.9% | Contract CPI escalator |
| Concierge wages 6200 | $184,500 | $196,800 | $201,400 | $214,200 | +8.8% | Adding overnight 11p–7a |
| Maintenance tech 6210 | $72,800 | $76,400 | $76,400 | $80,200 | +5.0% | FT Garcia + 0.4 PT |
| Payroll taxes/benefits 6280 | $48,420 | $52,400 | $54,800 | $58,400 | +11.5% | Health premium +14% |
| Operating expenses · Utilities | ||||||
| Electric · common 6500 | $42,180 | $44,200 | $45,800 | $48,200 | +9.0% | Talquin filed +6.4% |
| Water/sewer 6510 | $28,400 | $30,200 | $32,800 | $34,200 | +13.2% | Anomaly: P2 EV draw |
| Trash 6520 | $8,400 | $9,200 | $10,400 | $11,200 | +21.7% | WastePro contract reup |
| Internet/phone 6530 | $3,840 | $3,840 | $3,840 | $3,840 | flat | Comcast biz 2yr |
| Operating expenses · Service contracts | ||||||
| Janitorial 6610 | $52,800 | $54,200 | $54,200 | $56,400 | +4.1% | Sunshine Cleaning |
| Landscape 6620 | $38,400 | $40,800 | $40,800 | $42,400 | +3.9% | RFP closes Aug |
| Pool service 6630 | $14,200 | $14,800 | $14,800 | $15,400 | +4.1% | Apex Pool |
| Pest control 6640 | $4,800 | $5,200 | $5,200 | $5,400 | +3.8% | Bug-Out qtrly |
| Elevator service 6650 | $22,400 | $23,400 | $23,400 | $24,400 | +4.3% | KONE 3 cars |
| Fire/life safety 6660 | $8,200 | $8,600 | $8,600 | $9,000 | +4.7% | Annual NFPA test |
| Operating expenses · Insurance | ||||||
| Property & GL 6700 | $184,200 | $224,800 | $224,800 | $248,400 | +10.5% | FL hardening · D&O bundled |
| Workers comp 6710 | $8,400 | $8,800 | $8,800 | $9,200 | +4.5% | Mod factor 0.92 |
| Operating expenses · Repairs & maintenance | ||||||
| Building R&M 6800 | $48,200 | $50,000 | $54,800 | $56,000 | +12.0% | 2 plumbing > budget |
| HVAC R&M 6810 | $22,400 | $24,000 | $24,000 | $25,200 | +5.0% | |
| Common area furnishings 6820 | $8,400 | $10,000 | $10,000 | $10,000 | flat | Lobby refresh '26 |
| Administrative | ||||||
| Audit fee 7100 | $8,400 | $8,800 | $8,800 | $9,200 | +4.5% | Carr Riggs & Ingram |
| Legal (AGF) 7110 | $14,200 | $14,000 | $18,400 | $16,000 | +14.3% | 2 collections active |
| Reserve study 7120 | $0 | $0 | $0 | $6,400 | new | SIRS triennial 2027 |
| Postage / printing 7200 | $3,420 | $3,800 | $3,800 | $4,200 | +10.5% | USPS rate · 84 units |
| Bank/CC fees 7300 | $2,840 | $3,000 | $3,000 | $3,000 | flat | |
| Total operating | $913,420 | $999,640 | $1,026,840 | $1,083,400 | +8.4% | |
| Reserves contribution (SIRS) | ||||||
| Roof 9100 | $112,000 | $118,000 | $118,000 | $124,000 | +5.1% | Per study |
| Garage waterproof 9110 | $48,000 | $52,000 | $52,000 | $54,400 | +4.6% | Per study |
| Elevators 9120 | $72,000 | $74,000 | $74,000 | $80,000 | +8.1% | Modernization soon |
| Building envelope 9130 | $28,000 | $30,000 | $30,000 | $32,000 | +6.7% | |
| Mechanical/plumbing 9140 | $22,000 | $24,000 | $24,000 | $26,000 | +8.3% | |
| Other components 9150 | $684,420 | $731,860 | $731,860 | $784,420 | +7.2% | Pool, paving, finishes |
| Total reserves | $966,420 | $1,029,860 | $1,029,860 | $1,100,820 | +6.9% | SIRS funded 98% |
| Total budget | $1,879,840 | $2,029,500 | $2,056,700 | $2,184,220 | +7.6% | Surplus $44k |
WastePro contract is up for renewal Aug 31. RFP recommended — Apex Waste quoted 11% lower in 2024 RFP for Centerville. Could save ~$1,800/yr.
Florida property hardening. Travelers re-quote came in $24k over expiring premium even with $25k AOP deductible. Owner letter draft attached.
Adding overnight coverage 11p–7a per BOD direction Mar 19. Net add 1,820 hrs · $24,200. Offset partly by reducing 3rd-party patrol contract −$8k.
Anomaly detector flagged P2 garage EV charger contributing ~$2,400/yr to common-area meter. Sub-meter install ($1,800) + bill-back resolves in 2027.
2 active collections matters with AGF (#412 + #608). Both expected to close Q3 — line should normalize next cycle. Held flat against forecast actual.
2027 is the triennial SIRS recompute year per §718.301(4)(p). RFP to 3 firms (Reserve Advisors / Association Reserves / Miller Dodson) due May 30.
Hits AppFolio nightly export for trailing 24 months by GL. Forecast column is YTD actuals + straight-line projection through Dec 31 — refreshes every morning.
Every July 1 the system emails each contracted vendor for next-year pricing. Responses auto-populate proposed column. 14-day reminder + escalation if no reply.
Any line moving >10% YoY auto-tags treasurer-review with suggested cause. Variance memo writes itself for the BOD packet.
Allocation by $/sf, equal share, or % of common element interest — pulled from declaration. Generates per-unit table for the §718.112(2)(f) mailing.
SIRS line items pull live from Reserve Study module. Funding adequacy bar updates as draft changes — board never adopts an underfunded budget by accident.
Board votes adopt → Page-per-Page mails proposed budget + funding disclosure to all 84 units within 14 days per §718.112(2)(f). Audit trail logged.
"Budget v17 FINAL final.xlsx" with broken cross-tab references. Treasurer typing prior-year numbers from the audited statement. Vendor cost emails getting lost in Outlook. Manually building the per-unit assessment table. The annual scramble to stuff the §718.112(2)(f) mailing in time.
§718.112(2)(f) budget adoption + mailing · §718.301(4)(p) SIRS · §720.303(6) reserves disclosure · Ops Manual §VIII Budget Season.
