A community association manager carries out the policies set by the board of directors and runs the association's daily operations within the terms of the management contract. Information and advice are also provided to help the board make decisions. Residents are better served when it is understood what the manager has, and has not, been hired to do.
This article is general information and is not legal advice. The association's attorney should be consulted.
Licensing in Florida
Community association management is a licensed profession in Florida under part VIII of chapter 468 of the Florida Statutes. Under section 468.431, a license is required when management services are performed for pay for an association with more than 10 units or an annual budget over $100,000. The covered services include controlling or disbursing association funds, preparing budgets, assisting with the notice and conduct of meetings, collecting amounts due before a lawsuit is filed, preparing estoppel certificates, and coordinating maintenance.
Under section 468.4334, a manager acts as the association's agent within the authority given by the written contract and must perform those duties loyally, skillfully, and diligently, with honesty, good faith, and full disclosure.
Financial Operations
Depending on the contract, financial work may include:
- Bills are paid and financial records are maintained.
- Assessments are billed and collected.
- Financial reports and the draft annual budget are prepared for the board's approval.
- Payroll is prepared for on-site staff.
- Reserve studies and reserve funding plans are monitored.
- The board is kept informed of the association's financial and operational health.
Administrative Duties
- The membership roster, official records, and files are maintained.
- Annual meetings, board meetings, and committee meetings are organized, noticed, and attended.
- Records requests from owners are tracked so they can be answered within the time allowed by law.
- Violation notices and hearing schedules are prepared at the board's direction.
Maintenance and Grounds
- Periodic inspection reports of the grounds and buildings are provided.
- Compliance with architectural guidelines is monitored.
- Building maintenance plans, including cleaning, plumbing, painting, and roof care, are managed.
- Landscaping, pool and amenity care, trash collection, and similar services are coordinated.
- The work of on-site employees and contractors is monitored.
Managers of small associations may handle only some of these tasks. In larger communities, all of them may be handled with the help of on-site staff. A fuller list can be found in our post on
what tasks community association management companies handle.
What the Manager Does Not Do
Some expectations fall outside the job, and frustration often follows when they are not met.
- Policy is not set by the manager. Rules and policies are adopted by the board. A disagreement with a rule should be sent in writing to the board.
- The manager is not a board member. The manager works closely with the board as an advisor, not as a voting member.
- The manager is not a resident's advocate to the board. Concerns should be put in writing and addressed to the board.
- Neighbor quarrels are not refereed. A manager is trained to handle conflict but normally becomes involved only when an association rule is violated.
- Contractor staff are not supervised. Contractors supervise their own crews. Their performance is monitored by the manager, and problems are reported to the board, which decides how to proceed under the contract.
- Not every issue can be spotted. Regular inspections are made, but residents should report maintenance problems when they see them.
- Technical advice is not given outside the manager's training. A manager is not usually an engineer, architect, attorney, or accountant, and those questions should go to the right professional.
- Routine questions have other sources. Meeting dates and similar details are usually posted on the association's website, portal, newsletter, or bulletin board.
Emergencies and Office Hours
A manager is not available around the clock except for association emergencies. An association emergency is a threat to life or property, such as a fire, a major water leak in a common element, or storm damage. A personal lockout may feel urgent, but it is not an association emergency. Emergency contact procedures should be shared with every resident.
Clear expectations help the board, the manager, and residents work together. More on this subject can be found in
setting expectations for your HOA management company.
Talk With Condominium Associates
Licensed community association managers are assigned to the communities served by Condominium Associates across Tampa Bay, Sarasota, and Pasco. To learn more,
contact us or
request a proposal.
