How we work with boards, CAMs & property managers
Our HOA & Community Re-Roofing Process.
Five phases, week-by-week. Every step produces something your board can approve, file, or share with residents — no black-box surprises.
License CCC1328615 • GAF Master Elite • 20+ years • Licensed & insured
The 5 phases at a glance
From your first email to a warranty in the safe.
-
Discovery
Site walk + written scope
-
Proposal
Board-ready package
-
Approval
Scheduling + resident notice
-
Installation
Phased build + weekly reports
-
Closeout
Warranties + document handoff
Every phase, in detail
What happens in each phase — and what you receive.
Discovery & Site Walk
Week 1
A project manager visits the community, inspects every building, and returns a written scope with photos.
What’s included
- Roof-by-roof visual inspection (ground + roof-level where safe)
- Photo documentation of every building
- Written scope with recommended materials, quantities and reasoning
- Preliminary phasing plan based on community layout
- Discussion with your CAM or facilities lead on access, storage and staging
Deliverable: Written site-walk report + photo package delivered to the requesting board member or CAM within 5 business days.
Board-Ready Proposal
Weeks 2–3
We turn the scope into a proposal your board can vote on — and your CAM can defend to residents.
What’s included
- Itemized budget with materials, labor and contingency (no vague lump sums)
- Payment schedule tied to phase completion (not upfront lump sum)
- Timeline with expected start and finish for each building
- Manufacturer & workmanship warranty options
- Certificate of Insurance naming your association as certificate holder
- Copy of Florida license CCC1328615 and GAF Master Elite certification
- Reference contacts from similar community projects
Deliverable: Board packet PDF (single file) formatted for board meetings. We can join a board call to walk it through and answer questions.
Approval, Scheduling & Resident Notice
Weeks 3–5 (depending on your board cadence)
Once approved, we lock the schedule, pull permits and put residents on notice — through your association’s existing channels.
What’s included
- Signed contract + Notice of Commencement filed with the county
- Permit application and approval (typical 1–3 weeks by jurisdiction)
- Building-by-building install calendar shared with the board
- Resident notification packet (door hangers, email templates, FAQ) in your association’s branding
- Access coordination with CAM or on-site maintenance
Deliverable: Kickoff meeting confirming the first phase start date, staging location and resident communication schedule.
Phased Installation & Weekly Reports
Typically 6–12 weeks per phase, depending on community size
We install building-by-building on the agreed schedule, keep the site safe, and update the board every Friday.
What’s included
- Zone-by-zone install — residents in each zone get 7 days’ notice
- Daily site cleanup and material stockpile management
- Continuous safety monitoring (harnesses, ground crew, exclusion zones)
- Weekly written progress report to the board (buildings complete, buildings scheduled, any issues)
- Photo documentation of every completed phase
- On-site project manager available for CAM / board questions
Deliverable: Every Friday: a status email to the board with photos, next-week schedule and any changes.
Closeout, Warranty & Document Handoff
Week after final building complete
Nothing is finished until your board has every document it needs on file — forever.
What’s included
- Final inspection (jurisdictional + internal QC)
- Manufacturer warranty registration and delivery
- Workmanship warranty document
- Enhanced GAF Master Elite factory warranty (on qualifying installations)
- Full photo archive per building (before / during / after)
- Lien releases from suppliers
- Maintenance guide for the CAM
Deliverable: Complete PDF archive delivered to the board and CAM. Warranty file safe with the manufacturer, association records, and Castilla — we keep our copy indefinitely for future warranty support.
Who gets what
Every stakeholder in your community, kept informed.
Board Members
- Board packet PDF for the approval vote
- Weekly Friday progress email
- Final document archive at closeout
- Named PM as single point of contact
CAMs / Property Managers
- Resident notification templates in your branding
- On-site coordinator through every phase
- Access & staging plan pre-approved with you
- Insurance & permit copies for association records
Residents
- 7-day notice before work begins on their building
- Estimated timeline for their specific zone
- FAQ answering the common questions
- On-site contact for concerns during the phase
Ready to see this process in action for your community?
A project manager will call within one business day to schedule a free site walk.
Process FAQ
How long from proposal signing to project start?
Typically 3–5 weeks. That covers permit application (1–3 weeks depending on the jurisdiction), material ordering, and building resident notification into the schedule. Storm-emergency work moves faster.
Can we get a hard start date before signing?
We give you a target start date in the proposal and a firm start date at contract signing. Because we don’t oversell our capacity, the firm date is almost always within a week of the target.
What happens if weather delays a phase?
Florida weather is part of the plan. We build weather contingency into every phase timeline, and the Friday report tells your board exactly how weather has affected the schedule. If a phase runs long, subsequent phases shift accordingly — we don’t start a new phase until the previous is watertight.
Do you need to shut down amenities (pool, clubhouse)?
Not usually. Amenity buildings are typically their own phase with their own scheduled downtime (often 2–5 days), coordinated with your CAM to fall outside peak use. Common walkways and parking are managed with signage and never fully closed.
Who handles the payments?
Payments follow the schedule in the signed contract, typically tied to phase completion (not lump-sum upfront). Your CAM or treasurer approves each phase invoice against completed work. We invoice the association directly — no resident billing.
How do we hand off the warranty documents to the next board?
The final archive is a single PDF plus loose warranty certificates. Store it in the association’s permanent records. We also keep our copy indefinitely, so if a document is lost during a board transition, one email to us gets you a replacement.