Moving forward 15 years, there have been the everyday politics of the community and gossip circulates every board meeting. But this time there is a more serious issue that arises. The roof that you have utilized over the past 15 years is now showing serious signs of wear and is even beginning to leak in a few areas; it’s time for replacement. This roof has provided comfort from the rain, snow and wind; Association members depend on it 24 hours a day 365 days a year.
The Association Treasurer takes the podium and lets everyone know that the reserve account currently has $75,000 in it and that there will be no choice but to impose a special assessment. He says that to be fair the assessment will be equally split; $3,500 per unit and this will need to be paid within the month so that the roof can be replaced while the weather is good. A special Assessment? You don’t understand how this could have happened, dues have been paid monthly, where is the money?
– One member stands up and voices his opinion, he is upset because he just bought his unit six months ago and feels it is unfair for him pay as much as members who have lived there for many years.
– A woman who owns a 1 bedroom unit states that the larger 2 and 3 bedroom units utilize more of the roof. She says the assessment breakdown should be based on the size of the units, to be fair.
– Another stands up and is concerned that the value of his unit will fall as he is about to relocate and will need to list his unit for sale within the next two weeks.
– A man stands up and asks about the other common areas such as the pool and recreation building. He has been pushing for years to have these overhauled and remodeled. How will these be paid for if all the money is going into the replacement of the roof?
– One member is unemployed and asks about the ramifications if he is unable to make such a large payment.
It quickly becomes apparent, to you and the Board, that this problem is not going to be as simple as assigning each unit a flat special assessment. You just hope it can all be figured out before the rain begins to trickle into your home.
Unfortunately this is not an uncommon scenario; we see it on a daily basis. Many of the aging condominium projects are just beginning to see some of the major expense items that Association members will incur. It can be very easy to put off adequately saving for a roof replacement which is 15 years away. The truth is that someone will have to, eventually, Pay the Piper.
As the above example shows and has been our experience, dues are rarely increased to keep up with actual inflation rates. This will result in an annual shortfall of reserve levels that will increase every year that dues are not raised to match inflation rates. Interest on reserve balances have little impact to offset the inflation of the costs as interest is earned only on the bank account balance while inflation impacts the total costs of all the components. This results in a reserve balance that may grow over the time but will fall short of the reserve level that is necessary to pay for the cost of the component replacement.
The easiest way to prevent the above situation is to adequately plan for such a common area component failure and replacement. A Reserve Study would have been an excellent tool from which this Association could have created and followed a financial plan that caters to their specific needs. The above storyline highlights some of the issues that arise from special assessments. When implemented and followed a reserve study can provide a great path for the long term fiscal responsibility to the membership.
– The Association could have increased their dues modestly over the past 15 years on an annual basis; there would have been enough in reserves to cover the expense of the roof, the expected future expenses of the pool, recreation building and all other common area components.
– The Association could have easily followed the Reserve Studies recommendations for monthly dues which would have shown an annual escalation in dues that was in line with inflation rates. The Association could notify its members, years in advance, of the scheduled increases so there would be no surprises.
– The dues would have been collected from members who were utilizing the common area components during the times in which they lived in the community. Association members who have recently purchased their units are not unfairly incurring expenses from deteriorated components that were utilized by past members.
– The Association and board members would have been fulfilling their duties to the members which would include making sound financial decisions for the community as a whole and providing the required legal disclosures regarding their funding status.
Associations young and old can all benefit from a reserve study.
Newer communities will be in a more advantageous position as they will be able to benefit from the time until large component failures are a reality. Dues can be raised modestly over time so that reserve levels are in line with expectations of components expenses.
Older communities will be provided a clear report on the current health of the reserve balance and can plan for component replacement expenses years in advance. In the rare case when assessments are to be incurred they can often be minimized with adequately forethought and the community membership can be notified well in advance of any necessary payments.