Multi-year Gantt across every reserve-funded project. Tied to SIRS line items per §718.301(4)(p), tracked from design → bid → build → warranty. Boards see exactly when their reserves get spent.
Coastal Roof Co · contract signed Mar 14 · groundbreak May 12 · substantial completion target Sep 18.
Engineer flagged additional 1,800 sf of slab repair on level P2. Change order pending board approval at May 21 BOD.
KONE engineering complete. Permit submitted to Tallahassee Growth Mgmt Apr 22. Cars rotated one-at-a-time to keep service.
Bid closes May 12. Award at May 19 BOD. Drain & resurface scheduled before Memorial Day weekend close.
Pavement condition survey complete. Mill-and-overlay vs. full-depth recommendation due to engineer May 30.
All 4 bids exceeded reserve allocation. Options: rebid in fall, special assessment, or scope reduce to 2 buildings + defer.
| Association | Reserve balance | Committed (active) | Available | SIRS adequacy | |
|---|---|---|---|---|---|
| Plaza Tower | $1,842,300 | $1,437,000 | $405,300 | 98% funded | View detail → |
| Centerville Square | $418,200 | $122,000 | $296,200 | 102% | View → |
| Lakes at Killearn | $612,400 | $268,000 | $344,400 | 94% | View → |
| Magnolia Grove | $284,500 | $200,000 | $84,500 | 81% funded | View → |
| Oak Pointe Villas | $148,200 | $92,000 | $56,200 | 96% | View → |
| Killearn Lakes II | $326,800 | $186,000 | $140,800 | 88% | View → |
Every project tagged to a SIRS line item per §718.301(4)(p). When a project closes, the actual cost back-feeds into next reserve study refresh — no spreadsheet rekey.
Bid > allocation by 5% triggers auto-email to board treasurer + portfolio manager. Change orders > $5k require board e-vote (per §720.303 / declaration).
No PO releases to a vendor with expired Cert of Insurance. Pulls from Vendors module nightly. Coverage limit must meet declaration's stated minimums per association.
14-day pre-construction notice mailed via Page-per-Page when project moves to Build phase. SMS reminder day-before for noise-impacting work. Per §718.111(12) records.
Vendor uploads weekly progress photos + draw request. Manager approves draw → AP releases payment. Lien waiver required before any draw > $10k.
Project closeout creates calendar reminders at 30 days, 6 months, 11 months for warranty walks. Punch list auto-routes to original GC. Final lien release filed in Records vault.
The shared "Capital Tracker.xlsx" with 17 tabs that nobody opens. Email chains with engineers about scope creep. Manually-typed board update memos. Hunting through 3-year-old contracts to find warranty terms.
§718.301(4)(p) Structural Integrity Reserve Study · §718.111(12) records · §720.303(6) reserves disclosure · Ops Manual §IX Capital Improvements.
