What We Want Our Board Members to Know About Insurance Claims

After managing your communities for 35+ years, we've handled every type of  insurance claim you can imagine — and probably some you can't. From  routine incidents to major hurricane recoveries, we've learned what works,  what doesn't, and what can save or cost your association thousands of dollars. 

Since you're already working with us, you know we handle the day-to-day  claims management. But as board members, understanding the process  helps you make better decisions and know what to expect when claims arise  in your community. 

Your Coverage Isn't Always What You Think It Is 

We still get calls from board members asking, "Does our policy cover this?"  even after reviewing coverage at board meetings. That's completely normal  — insurance policies are confusing, and coverage boundaries aren't always  intuitive. 

Your master policy covers common areas, but the specific boundaries matter  enormously. We've seen identical damage scenarios where one association  paid nothing and another faced a $30,000 bill, all because of different policy  language about where association coverage ends and unit owner  responsibility begins. 

We review your governing documents' insurance requirements annually  because they dictate minimum coverage levels. Some of your documents  require specific amounts, others set minimums but allow additional  protection. With Florida's insurance market changing constantly, we make  sure your coverage stays adequate. 

The Coverage Types We Recommend for Your  Communities

You already have property insurance, but here's what many board members  don't fully appreciate — flood insurance is essential even for inland  communities. We've managed claims for associations 15 miles from the coast  that suffered major damage from retention pond overflow and storm drain  backups. 

Your general liability coverage has become increasingly important as  litigation increases. We've guided several of your fellow associations through  slip-and-fall claims, pool accidents, and playground injuries where proper  coverage made all the difference. 

We strongly recommend adequate D&O insurance for all our client  associations because it protects you personally for decisions made in your  official capacity. We've seen board members at other management  companies face personal financial exposure when their associations lacked  sufficient coverage. 

Umbrella coverage provides that extra layer of protection beyond your  primary limits. Given Florida's weather and liability environment, this  coverage has literally prevented financial disaster for some of our client  associations. 

When We File Claims (And When We Don't) 

We've developed specific criteria over the decades for when your association  should file claims, based on actual outcomes rather than policy theory. 

Significant structural damage from storms, fires, or accidents — we file  immediately. Waiting costs your association in evidence preservation and  escalating repair costs. 

Injuries in common areas trigger our immediate response protocols. We've  learned that early documentation and prompt filing consistently produce  better outcomes than the wait-and-see approach. 

Infrastructure failures get immediate attention. We've seen what started as a  "small" roof leak become a $75,000 mold remediation project because an  association (not one of ours) waited three days to report it.

How We Document Claims for Your Protection 

Documentation quality directly affects claim outcomes. We've watched  nearly identical situations produce completely different results based solely  on how well they were documented initially. 

When incidents happen in your community, we take comprehensive photos  from multiple angles and maintain detailed logs of dates, times, weather  conditions, and witness information. We document as if we might end up in  court, because sometimes we do. 

Our systematic approach to documentation has consistently produced better  claim outcomes for our client associations compared to associations handling  their own claims. 

Working with Adjusters on Your Behalf 

Over the decades, we've worked with hundreds of insurance adjusters. We  know which ones are reasonable and which ones need firm advocacy. When  adjusters arrive at your community, we ensure they have organized  documentation, multiple repair estimates, and clear understanding of your  policy terms. 

We regularly advocate for your association when adjusters underestimate  damage or misinterpret policy coverage. Our relationships with contractors,  restoration companies, and insurance professionals give your association  immediate access to qualified experts, consistently reducing both recovery  time and costs. 

Legal Support When You Need It 

We maintain relationships with attorneys who specialize in community  association insurance law because Florida's regulatory environment requires  specific expertise. When complex legal situations arise involving disputed  claims or coverage gaps, we know when to involve counsel early rather than  letting problems become expensive.

Your D&O coverage works together with proper procedures and  documentation to protect you personally. We've seen more board member  liability issues arise from poor communication and inadequate  documentation than from actual decision-making errors. 

How We Prevent Claims in Your Communities 

Prevention is always better than claims. We conduct regular safety  inspections, ensure immediate attention to hazards, and maintain systematic  infrastructure updates to reduce both claim frequency and severity in your  communities. 

Our annual insurance reviews ensure your coverage stays adequate as  property values and regulations change. We also manage vendor  relationships to ensure contractors working in your communities carry proper  insurance and follow safety protocols that reduce your liability exposure. 

Communication During Claims 

When claims happen in your community, we keep you informed about  timelines, coverage limitations, and any actions residents need to take with  their individual insurance. We also handle communication with residents to  prevent rumors and reduce liability exposure for your board. 

Clear communication about what your association covers versus individual  homeowner responsibilities prevents most disputes and confusion during  claims. 

Why Our Experience Matters for Your  Association 

The gap between experienced and inexperienced claims management  becomes obvious during actual claims. We leverage our relationships and  knowledge to expedite processes that can drag on for months without  proper advocacy.

Our institutional knowledge of policy interpretation, Florida regulations, and  industry practices consistently produces better outcomes for your association  than self-managed claims. 

Poor claims management doesn't just cost money immediately — it affects  your future premiums, coverage restrictions, and long-term financial health.  Claims decisions can impact your association for years. 

The Long-Term Perspective for Your Community 

We've guided associations through major disaster recoveries where our  preparation and experience determined whether recovery took months or  years. Communities with experienced management recover faster and  maintain stronger financial positions. 

Insurance claims management affects your long-term financial stability.  Individual claim decisions can impact insurance availability and pricing for  years, which is why proper professional management is crucial for your  community's sustainability. 

What This Means Going Forward 

When hurricanes hit, pipes burst, or accidents happen in your community,  you have management partners who've successfully handled these situations  hundreds of times before. This experience makes the difference between  quick recovery and years of struggle. 

We bring 35+ years of claims experience to your association because proper  insurance claims management is fundamental to protecting your  community's financial health and quality of life. 

As always, if you have questions about your specific coverage or want to  discuss any potential claims situations, don't hesitate to reach out to your  assigned community manager. We're here to protect your community's  interests and guide you through any insurance challenges that arise. 

Learn more about our comprehensive services at https://www.ssmgfl.com/ or  contact your community manager directly.