DEMO · Heron Lakes Preserve HOA · made-up community · read-only
Insurance underwriting submission: 213 data elements
One complete, honest record the association owns and hands to the agent or broker it chooses, so every carrier quotes the same facts. It answers the planning-webinar point that underwriters want evidence a community manages its risks.
213 items
122 already in the community profile (57%), so nobody types them again.
V Verified · 155A Attested · 26S Public record · 17P Pending · 7X Gap · 3NA Not applicable · 5
What this produces
- Same-facts submission for any carriers the association chooses
- Evidence ledger: every answer with its source and proof level
- Open-items list with owners and dates
The insurance firewall
This record belongs to the association. It is prepared for the agent or broker the association chooses. CPI and DataVault never recommend carriers or agents, take no referral pay and make no promise about premiums. Underwriters ask for evidence, not adjectives; a complete, dated, proven file is what you control. Lender and Fannie Mae items: verify with current guidance.
A. Governance and contacts · 16 items
Who the insured is and who decides.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| A1 | Named insured (legal name) | Heron Lakes Preserve Homeowners Association, Inc. | S Public record | ✓ From profile |
| A2 | State registration and status | N0400001234, active | S Public record | ✓ From profile |
| A3 | Governing law | Florida Chapter 720 (homeowners association) | S Public record | ✓ From profile |
| A4 | Year formed and turned over from developer | 2003; turnover 2009 | S Public record | ✓ From profile |
| A5 | Homes | 300 single-family homes | V Verified | ✓ From profile |
| A6 | Declaration: who insures what | Association insures common buildings and structures; owners insure their homes | V Verified | ✓ From profile |
| A7 | Insurance responsibility matrix | Signed matrix of association vs. owner items | V Verified | ✓ From profile |
| A8 | Board members and officers | 5 directors; names and terms on file | V Verified | ✓ From profile |
| A9 | Director certification (Chapter 720 education) | All 5 directors certified within 90 days of election | V Verified | ✓ From profile |
| A10 | Management company | Licensed community association management firm | V Verified | ✓ From profile |
| A11 | Community manager licence | Florida CAM licence, active | V Verified | ✓ From profile |
| A12 | Insurance committee | Treasurer and 2 owners | A Attested | ✓ From profile |
| A13 | Board resolution authorizing this submission | Adopted September 2026 | V Verified | Added for this request |
| A14 | Records custodian | Manager, with DataVault copy | A Attested | ✓ From profile |
| A15 | Owner communication method | Portal, email and printed mail | A Attested | ✓ From profile |
| A16 | Prior carrier cancellations or non-renewals (5 years) | None | V Verified | Added for this request |
B. Statement of values and COPE (5 buildings) · 30 items
Construction, occupancy, protection and exposure for every building.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| B1 | Clubhouse: construction | Masonry (concrete block), one story | V Verified | ✓ From profile |
| B2 | Clubhouse: year built | 2004 | S Public record | ✓ From profile |
| B3 | Clubhouse: square feet | 9,800 | V Verified | ✓ From profile |
| B4 | Clubhouse: use | Offices, event hall, kitchen | V Verified | ✓ From profile |
| B5 | Clubhouse: replacement value | $3,900,000 | V Verified | Added for this request |
| B6 | Clubhouse: fire protection | Monitored alarm; hydrant within 300 feet; Fire station 2.1 miles | V Verified | ✓ From profile |
| B7 | Fitness and cabana: construction | Masonry, one story | V Verified | ✓ From profile |
| B8 | Fitness and cabana: year built | 2004 | S Public record | ✓ From profile |
| B9 | Fitness and cabana: square feet | 2,600 | V Verified | ✓ From profile |
| B10 | Fitness and cabana: use | Gym, restrooms, pool equipment | V Verified | ✓ From profile |
| B11 | Fitness and cabana: replacement value | $850,000 | V Verified | Added for this request |
| B12 | Fitness and cabana: fire protection | Monitored alarm; extinguishers inspected | V Verified | ✓ From profile |
| B13 | Gatehouse: construction | Masonry, one story | V Verified | ✓ From profile |
| B14 | Gatehouse: year built | 2005 | S Public record | ✓ From profile |
| B15 | Gatehouse: square feet | 420 | V Verified | ✓ From profile |
| B16 | Gatehouse: use | Staffed entry, 24/7 | V Verified | ✓ From profile |
| B17 | Gatehouse: replacement value | $420,000 | V Verified | Added for this request |
| B18 | Gatehouse: fire protection | Smoke detector; extinguisher | V Verified | ✓ From profile |
| B19 | Maintenance building: construction | Metal frame on slab | V Verified | ✓ From profile |
| B20 | Maintenance building: year built | 2006 | S Public record | ✓ From profile |
| B21 | Maintenance building: square feet | 1,800 | V Verified | ✓ From profile |
| B22 | Maintenance building: use | Equipment and supply storage; no fuel stored | V Verified | ✓ From profile |
| B23 | Maintenance building: replacement value | $380,000 | V Verified | Added for this request |
| B24 | Maintenance building: fire protection | Extinguishers only | V Verified | ✓ From profile |
| B25 | Pool house: construction | Masonry, one story | V Verified | ✓ From profile |
| B26 | Pool house: year built | 2004 | S Public record | ✓ From profile |
| B27 | Pool house: square feet | 1,400 | V Verified | ✓ From profile |
| B28 | Pool house: use | Restrooms and covered seating | V Verified | ✓ From profile |
| B29 | Pool house: replacement value | $550,000 | V Verified | Added for this request |
| B30 | Pool house: fire protection | Extinguishers; lifeguard phone | V Verified | ✓ From profile |
C. Roofs · 20 items
Roof age and condition drive most Florida property quotes.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| C1 | Clubhouse roof: covering and age | Concrete tile, 2004 (22 years) | V Verified | ✓ From profile |
| C2 | Clubhouse roof: condition | Report March 2026: cracked tiles, worn underlayment | V Verified | ✓ From profile |
| C3 | Clubhouse roof: moisture survey | Ordered; due November 2026 | P Pending | ✓ From profile |
| C4 | Clubhouse roof: replacement plan | Re-roof bid out now (see Roofing RFQ) | A Attested | ✓ From profile |
| C5 | Fitness and cabana roof: covering and age | Concrete tile, 2017 (9 years) | V Verified | ✓ From profile |
| C6 | Fitness and cabana roof: condition | Good, inspection 2026 | V Verified | ✓ From profile |
| C7 | Fitness and cabana roof: permit record | Permit closed 2017 | S Public record | ✓ From profile |
| C8 | Fitness and cabana roof: warranty | Workmanship warranty expired; manufacturer warranty on file | V Verified | ✓ From profile |
| C9 | Gatehouse roof: covering and age | Standing-seam metal, 2019 (7 years) | V Verified | ✓ From profile |
| C10 | Gatehouse roof: condition | Good, inspection 2026 | V Verified | ✓ From profile |
| C11 | Gatehouse roof: permit record | Permit closed 2019 | V Verified | ✓ From profile |
| C12 | Gatehouse roof: warranty | Manufacturer warranty on file | V Verified | ✓ From profile |
| C13 | Maintenance building roof: covering and age | Metal panel, 2006 (20 years) | V Verified | ✓ From profile |
| C14 | Maintenance building roof: condition | Fair; fasteners rusting | V Verified | ✓ From profile |
| C15 | Maintenance building roof: permit record | Original permit | V Verified | ✓ From profile |
| C16 | Maintenance building roof: repair plan | Fastener replacement scheduled Q1 2027 | P Pending | ✓ From profile |
| C17 | Pool house roof: covering and age | Concrete tile, 2004 (22 years) | V Verified | ✓ From profile |
| C18 | Pool house roof: condition | Fair; report 2026 | V Verified | ✓ From profile |
| C19 | Pool house roof: permit record | Original permit | V Verified | ✓ From profile |
| C20 | Pool house roof: replacement plan | In reserve study for 2028 | V Verified | ✓ From profile |
D. Wind · 15 items
Wind features that underwriters credit or charge for.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| D1 | Wind-borne debris region | Yes; not in the High-Velocity Hurricane Zone (Palm Beach County) | S Public record | ✓ From profile |
| D2 | Wind mitigation forms (OIR-B1-1802) | On file for all 5 buildings | V Verified | ✓ From profile |
| D3 | Form dates | 2022 to 2024 | V Verified | ✓ From profile |
| D4 | Roof shape (clubhouse) | Hip | V Verified | ✓ From profile |
| D5 | Roof deck attachment (clubhouse) | Nailed to code of the day | V Verified | ✓ From profile |
| D6 | Roof-to-wall connection (clubhouse) | Clips | V Verified | ✓ From profile |
| D7 | Secondary water resistance (clubhouse) | None (old roof) | V Verified | ✓ From profile |
| D8 | Opening protection (clubhouse) | Impact windows; accordion shutters on doors | V Verified | ✓ From profile |
| D9 | Opening protection (other buildings) | Impact windows or panels | V Verified | ✓ From profile |
| D10 | Garage and large doors | Wind-rated maintenance door | V Verified | ✓ From profile |
| D11 | Shutter deployment plan | Written plan; vendor on call | A Attested | ✓ From profile |
| D12 | Generator | 60 kW at clubhouse, serviced yearly | V Verified | ✓ From profile |
| D13 | Storm loss history (wind) | 1 claim, 2017 (Irma), closed | V Verified | Added for this request |
| D14 | Trees near buildings | Trimmed by arborist each spring | V Verified | ✓ From profile |
| D15 | Form refresh due | Clubhouse form to be redone after re-roof | P Pending | Added for this request |
E. Flood · 12 items
Flood is separate from wind and must be shown separately.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| E1 | FEMA flood zone: clubhouse | Zone X | S Public record | ✓ From profile |
| E2 | FEMA flood zone: pool house and cabana | Zone AE | S Public record | ✓ From profile |
| E3 | FEMA flood zone: gatehouse and maintenance | Zone X | S Public record | ✓ From profile |
| E4 | Elevation certificate: pool house | On file, surveyor-signed | V Verified | ✓ From profile |
| E5 | Elevation certificate: cabana | On file, surveyor-signed | V Verified | ✓ From profile |
| E6 | Lowest floor vs. base flood elevation | 1.2 feet above (AE buildings) | V Verified | ✓ From profile |
| E7 | Current flood policies | NFIP on AE buildings | V Verified | ✓ From profile |
| E8 | Flood loss history | None | V Verified | Added for this request |
| E9 | Drainage and lake control | Water management district permits on file | V Verified | ✓ From profile |
| E10 | Flood-proofing | None | V Verified | ✓ From profile |
| E11 | Community Rating System class (county) | Class on county record | S Public record | Added for this request |
| E12 | Elevation certificate: clubhouse | Not on file; Zone X, ordering for completeness | X Gap | Added for this request |
F. Valuation · 10 items
Values that are too low leave a gap; too high wastes premium.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| F1 | Insurance appraisal | Licensed appraiser, 2024 | V Verified | Added for this request |
| F2 | Appraisal refresh | Update ordered for 2026 renewal | P Pending | Added for this request |
| F3 | Valuation method | Replacement cost | V Verified | Added for this request |
| F4 | Building values total | $6,100,000 | V Verified | Added for this request |
| F5 | Other structures total | $1,400,000 | V Verified | Added for this request |
| F6 | Total insured value (TIV) | $7,500,000 | V Verified | Added for this request |
| F7 | Contents and equipment | $310,000, itemized | V Verified | ✓ From profile |
| F8 | Law and ordinance exposure | Estimated by appraiser | V Verified | Added for this request |
| F9 | Demolition and debris estimate | Estimated by appraiser | V Verified | Added for this request |
| F10 | Cost trend since appraisal | Appraiser letter on building-cost change | P Pending | Added for this request |
G. Asset register (other structures) · 20 items
Items outside buildings that are often forgotten until a loss.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| G1 | Pool 1 | Resort pool, resurfaced 2019 | V Verified | ✓ From profile |
| G2 | Pool 2 | Lap pool, resurfaced 2021 | V Verified | ✓ From profile |
| G3 | Spa | Resurfaced 2021 | V Verified | ✓ From profile |
| G4 | Pool deck and furniture | Pavers; furniture replaced 2023 | V Verified | ✓ From profile |
| G5 | Perimeter wall | 2.1 miles masonry wall | V Verified | ✓ From profile |
| G6 | Entry features and signs | 2 entrances, monument signs | V Verified | ✓ From profile |
| G7 | Gates and operators | 4 gate arms and 2 swing gates | V Verified | ✓ From profile |
| G8 | Streetlights | 186 association-owned poles | V Verified | ✓ From profile |
| G9 | Playground | Installed 2018; inspected yearly | V Verified | ✓ From profile |
| G10 | Tennis and pickleball | 4 courts, resurfaced 2022 | V Verified | ✓ From profile |
| G11 | Mail kiosks | 6 covered kiosks | V Verified | ✓ From profile |
| G12 | Lake fountains | 3 fountains | V Verified | ✓ From profile |
| G13 | Boardwalk and footbridge | 1 wood footbridge | V Verified | ✓ From profile |
| G14 | Roads | Private roads, 5.4 miles; repaved 2018 | V Verified | ✓ From profile |
| G15 | Sidewalks | Inspected yearly for trip hazards | V Verified | ✓ From profile |
| G16 | Irrigation system | 6 controllers, 142 zones | V Verified | ✓ From profile |
| G17 | Cameras and access control | 48 cameras; card system (2014) | V Verified | ✓ From profile |
| G18 | Landscape lighting | Entrances and medians | V Verified | ✓ From profile |
| G19 | Docks | None | NA Not applicable | ✓ From profile |
| G20 | Seawalls | None (inland lakes only) | NA Not applicable | ✓ From profile |
H. Liability and life safety · 20 items
How the community prevents injuries and claims.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| H1 | Pool rules and signs | Posted; meets health department rules | V Verified | ✓ From profile |
| H2 | Pool safety equipment | Rings, hooks, emergency phone | V Verified | ✓ From profile |
| H3 | Pool health inspections | Last 2 inspections passed | S Public record | ✓ From profile |
| H4 | Pool drain covers | Compliant covers, certificate on file | V Verified | ✓ From profile |
| H5 | Lifeguards | None; signs posted | A Attested | ✓ From profile |
| H6 | Playground surface and inspection | Certified inspector, 2026 | V Verified | ✓ From profile |
| H7 | Fitness center rules and waiver | Posted; key-fob access | V Verified | ✓ From profile |
| H8 | Fitness equipment service | Quarterly service log | V Verified | ✓ From profile |
| H9 | AED devices | 2 units; pads and batteries current | V Verified | ✓ From profile |
| H10 | Fire extinguisher inspections | Yearly tags current | V Verified | ✓ From profile |
| H11 | Fire alarm monitoring | Monitored, tested yearly | V Verified | ✓ From profile |
| H12 | Emergency lighting and exit signs | Tested monthly | V Verified | ✓ From profile |
| H13 | Sidewalk trip-hazard program | Yearly survey and repairs | V Verified | ✓ From profile |
| H14 | Streetlight outages | Reported and fixed within 7 days | A Attested | ✓ From profile |
| H15 | Lake signage (no swimming, wildlife) | Posted at all lakes | V Verified | ✓ From profile |
| H16 | Event rules and alcohol policy | Written; vendor insurance required | A Attested | ✓ From profile |
| H17 | Vendor insurance before work | COIs checked by manager | A Attested | ✓ From profile |
| H18 | Security patrol | Gatehouse staff; no armed guards | A Attested | ✓ From profile |
| H19 | Incident log | Kept by manager | A Attested | ✓ From profile |
| H20 | Elevators | None | NA Not applicable | ✓ From profile |
I. Losses and lawsuits · 12 items
Underwriters price on history; showing it honestly builds trust.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| I1 | Property loss runs (5 years) | Carrier loss runs, 2021 to 2026 | V Verified | Added for this request |
| I2 | General liability loss runs (5 years) | Carrier loss runs | V Verified | Added for this request |
| I3 | Directors and officers loss runs | Carrier loss runs | V Verified | Added for this request |
| I4 | Crime and fidelity loss runs | Carrier loss runs | V Verified | Added for this request |
| I5 | Open claims | None | V Verified | Added for this request |
| I6 | Largest loss in 10 years | Hurricane Irma 2017, roof and fence damage, closed | V Verified | Added for this request |
| I7 | Corrective actions after losses | Fence rebuilt; trees thinned; closed in writing | V Verified | Added for this request |
| I8 | Lawsuits against the association (5 years) | 1 slip-and-fall, settled 2023 by carrier | V Verified | Added for this request |
| I9 | Owner disputes or arbitration | None open | A Attested | Added for this request |
| I10 | Code violations open | None | S Public record | Added for this request |
| I11 | Known problems not yet claimed | Clubhouse roof leaks (repaired) | A Attested | Added for this request |
| I12 | All loss runs current within 90 days | 1 of 4 is 120 days old; refresh requested | X Gap | Added for this request |
J. Finances and reserves · 20 items
A community that funds its upkeep is a better risk.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| J1 | Annual budget | 2026 budget adopted | V Verified | Added for this request |
| J2 | Audited or reviewed financial statements | CPA review, 2025 | V Verified | Added for this request |
| J3 | Operating cash | 3.1 months of expenses | V Verified | Added for this request |
| J4 | Reserve study | Professional study, 2024 | V Verified | Added for this request |
| J5 | Reserve study update | Ordered for 2027 | P Pending | Added for this request |
| J6 | Reserve balance | $1,240,000 | V Verified | Added for this request |
| J7 | Reserve percent funded | 58% | V Verified | Added for this request |
| J8 | Yearly reserve contribution | $186,000 | V Verified | Added for this request |
| J9 | Reserve contribution as share of budget | 12% (lender rules may require more; verify with current guidance) | V Verified | Added for this request |
| J10 | Special assessments (5 years) | 1, in 2018 for storm repairs | V Verified | Added for this request |
| J11 | Delinquency over 60 days | 2.3% of homes | V Verified | Added for this request |
| J12 | Collection policy | Written; attorney on retainer | A Attested | Added for this request |
| J13 | Loans or lines of credit | None | V Verified | Added for this request |
| J14 | Fidelity coverage vs. funds held | Crime policy covers all funds held | V Verified | Added for this request |
| J15 | Bank accounts and signers | 2 signers required over $5,000 | V Verified | Added for this request |
| J16 | Manager holds funds | In association accounts only | V Verified | Added for this request |
| J17 | SIRS (structural integrity reserve study) | Condominium rule; does not apply to this HOA | NA Not applicable | Added for this request |
| J18 | Milestone inspection | Condominium rule for 3+ stories; does not apply | NA Not applicable | Added for this request |
| J19 | Owner survey on finances | Planned 2027 | P Pending | Added for this request |
| J20 | Financial reports to owners | Quarterly | A Attested | Added for this request |
K. Current insurance program · 18 items
What is in place today, so quotes can be compared fairly.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| K1 | Property (wind included) | Policy in force; renews May 1 | V Verified | Added for this request |
| K2 | Property deductible | Wind 3%; other $10,000 | V Verified | Added for this request |
| K3 | Flood | NFIP on AE buildings | V Verified | Added for this request |
| K4 | General liability | $1,000,000 per occurrence | V Verified | Added for this request |
| K5 | Umbrella | $5,000,000 | V Verified | Added for this request |
| K6 | Directors and officers | $2,000,000 | V Verified | Added for this request |
| K7 | Crime and fidelity | $1,500,000 | V Verified | Added for this request |
| K8 | Cyber | $250,000 | V Verified | Added for this request |
| K9 | Workers' comp | For association staff (gatehouse) | V Verified | Added for this request |
| K10 | Business auto (hired and non-owned) | In place | V Verified | Added for this request |
| K11 | Equipment breakdown | Included with property | V Verified | Added for this request |
| K12 | Total premium last year | On file | V Verified | Added for this request |
| K13 | Premium history (3 years) | On file | V Verified | Added for this request |
| K14 | Policy forms and exclusions list | On file | V Verified | Added for this request |
| K15 | Named storm sublimits | Shown in policy | V Verified | Added for this request |
| K16 | Vacant or seasonal buildings | None | A Attested | Added for this request |
| K17 | Insurance agent or broker | Chosen by the board; CPI does not recommend agents | A Attested | Added for this request |
| K18 | Renewal date | May 1, 2027 | V Verified | Added for this request |
L. Vendor insurance register · 12 items
Proof that the people working on site carry their own coverage.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| L1 | Landscaping vendor COI | Current; association additional insured | V Verified | Added for this request |
| L2 | Pool service COI | Current | V Verified | Added for this request |
| L3 | Gate and camera vendor COI | Current | V Verified | Added for this request |
| L4 | Pest control COI | Current | V Verified | Added for this request |
| L5 | Roof repair vendor COI | Current | V Verified | Added for this request |
| L6 | Irrigation vendor COI | Current | V Verified | Added for this request |
| L7 | Janitorial vendor COI | Current | V Verified | Added for this request |
| L8 | Gatehouse staffing company COI | Current, includes workers' comp | V Verified | Added for this request |
| L9 | Tree service COI | Current | V Verified | Added for this request |
| L10 | Electrical vendor COI | Expired August 2026; renewal requested | X Gap | Added for this request |
| L11 | COI tracking method | Vault reminders 60 days before end dates | A Attested | Added for this request |
| L12 | Additional-insured wording checked | Checked by manager for all active vendors | V Verified | Added for this request |
M. Coverage the board wants quoted · 8 items
The same request to every carrier so quotes line up.
| # | Item | Demo answer | Proof level | Source |
|---|---|---|---|---|
| M1 | Property limit | Full TIV, replacement cost | A Attested | Added for this request |
| M2 | Wind deductible options | 2%, 3% and 5% | A Attested | Added for this request |
| M3 | General liability limit | $1,000,000 / $2,000,000 | A Attested | Added for this request |
| M4 | Umbrella limit | $5,000,000 and $10,000,000 options | A Attested | Added for this request |
| M5 | D&O limit | $2,000,000 | A Attested | Added for this request |
| M6 | Crime limit | At least all funds held | A Attested | Added for this request |
| M7 | Cyber limit | $250,000 and $500,000 options | A Attested | Added for this request |
| M8 | Quote format | Same comparison sheet for every carrier | A Attested | Added for this request |
Make your own file this complete
Start your community profile once. Every request after that starts mostly filled in. Questions: [email protected]