Incident Report Library
Slip-and-fall, theft, harassment, fire, gas, vehicle damage. Logged at intake, photo + statement captured, FNOL filed if needed, AGF looped if there's litigation risk. Defensible record-keeping that owners + insurers + courts can audit.
42Incidents YTD
3Open · in litigation watch
38Closed without claim
1FNOL active
$0DBPR penalties YTD
Incidents by category · trailing 12 months
Slip / trip / fall
8
2 with injury · 1 in lit watch
Theft / vandalism
14
12 packages · 2 vehicle break-in
Vehicle damage
9
3 garage post · 4 valet · 2 contractor
Resident behavior
5
2 verbal harassment · 3 noise / dispute
Vendor injury
3
2 OSHA reportable · all closed
Pet incident
2
1 bite (other dog) · 1 off-leash
Fire / smoke
1
unit-side · contained · no claim
Other
2
1 elevator entrap (resolved 18m) · 1 medical
Active & recent incidents
Date
Incident
Property / loc
Severity
Status
Claim?
Apr 18 '26
3:14 PM
Slip and fall · pool deck
Owner R. Mendez (#218) · contusion to hip · transported by Tally Fire Rescue
Plaza Tower · pool deck
high
litigation watch · AGF cc
FNOL #2026-0142
Apr 24 '26
10:08 PM
Vehicle damage · garage P2 column
Owner #604 backed into post · vehicle dented · post intact
Plaza Tower · garage P2 col 14
med
open · awaiting estimate
no assoc claim
Apr 28 '26
7:42 AM
Verbal altercation · lobby
Owner-to-owner re: pet rule · concierge intervened · TPD call to record only
Plaza Tower · lobby
med
open · VRC referral
—
Apr 30 '26
2:18 PM
Package theft
Reported by R. Vasquez #112 · UPS package · captured on lobby cam
Plaza Tower · lobby
low
closed · TPD report #LK-26-04830
—
May 2 '26
11:22 AM
Vendor injury · OSHA reportable
Apex pool tech twisted ankle on coping · seen at urgent care · light duty 7 days
Plaza Tower · pool
med
closed · vendor WC carrier
vendor's policy
May 4 '26
9:15 PM
Noise complaint · escalated
3rd noise complaint vs. #608 in 30d · referred to VRC
Plaza Tower · #604 vs #608
low
open · VRC May 22
—
May 5 '26
4:30 PM
Pet bite · in dog park
Off-leash dog of guest bit owner R. Chen's leashed dog · vet $284 · guest ID captured
Lakes at Killearn · dog park
med
open · dog-bite report filed
guest's homeowner's
Standard incident workflow
Intake at scene
Concierge or manager opens incident on tablet within 15 min of report. Captures: who, what, where, when, witnesses, photos, ambulance/police if any. Cannot save partial — required fields enforced.
Severity routing
System auto-rates severity from injury, dollar exposure, and statutory triggers. High-severity incidents auto-cc legal (AGF) within 24h regardless of staff intent.
FNOL decision tree
Slip/fall with EMS = auto-FNOL. Property damage > deductible = auto-FNOL. Vendor injury = vendor's WC unless association property contributed → secondary FNOL. Pet/owner-vs-owner = no FNOL.
Witness statements
Witness signs statement on tablet. Audio recording optional with consent (FL is two-party). All statements timestamped + GPS-geotagged + hashed for chain-of-custody.
Litigation watch
If owner/3rd-party hires counsel or sends a demand letter, incident moves to litigation watch. AGF takes lead; staff communications go through legal hold.
Lessons-learned loop
Closed incidents tagged with root cause + remediation. Quarterly review surfaces patterns (e.g., 3 slip-and-falls all on the same wet-tile area → matting upgrade). Feeds into capital projects.
Privacy & access
Owner records request scope
Personal injury / medical / police-report numbers redacted from §718.111(12) records request bundles. Only board can access full incident detail. AGF + insurance carriers via auth letter.
Staff access
Property manager + ops director full access. Concierge + maintenance see only their property's incidents. Audit log captures every read.
Replaces
The clipboard-and-Word-doc incident form that everyone fills in differently. The "did anyone call the insurer?" question 4 days after a fall. The lost witness contact info. The lessons-learned that never makes it back into operations.
References
§768.075 trespass · §768.0755 transitory foreign substance (slip/fall) · OSHA 29 CFR 1904 · FL §934 wiretap (consent) · Ops Manual §X.4 Incident Response.
