The first step is always an accurate assessment backed by numbers: how much is left, what mandatory, non-deferrable expenses are still expected, and how big the gap is. The representative must then put a proposal to the committee and, if necessary, to the full general meeting.
The most common solution is a one-off extraordinary contribution distributed in proportion to ownership shares. This is unwelcome news for owners, but far better than delay: a postponed urgent repair only increases the damage.
Another option is to bring forward next year's budget, that is, to collect part of next year's renovation or maintenance contributions earlier. This works well if the gap is moderate and owners accept the rescheduling.
A third, less frequently used route is a short-term, small loan or overdraft facility that bridges the financial gap until next year's contributions arrive.
Recurring budget exhaustion is a clear sign that the maintenance plan and its annual budget are underestimated: a higher reserve should be built into next year's planning.
It is also worth considering whether a problem recurring within a single year, for example repeated pipe bursts on an aged section, is in fact a renovation rather than a maintenance question.
Merbo sends a quarterly status report on the use of the maintenance budget so the committee can see in time if the building is heading towards exhausting it.