Frequently Asked Questions
Find clear answers to common questions about our property management services, processes, and how we support your community’s needs.
How do you assist the board with annual budget preparation and long-term financial planning?
We build data-driven budgets based on historicals, contracts, and future needs, while guiding long-term planning to keep your association financially prepared.
What tools do board members have to access real-time financial statements and daily reconciliations?
Our Accounting Plus service provides secure, real-time access to financial reports and daily reconciliations, giving full transparency at any time.
What is your process for handling delinquent association dues, collections, and lien placements?
We follow a structured collections process, from notices to lien coordination, ensuring consistency, compliance, and minimal board involvement.
How do you manage Estoppel Certificate requests and resale document processing during property transfers?
We handle estoppel and resale documents efficiently and accurately, helping ensure smooth, compliant property transactions.
How can a management company help us ensure our reserve funds are adequately funded and compliant with current laws?
We use reserve studies and funding plans to guide contributions, helping your association stay compliant and prepared for future expenses.
Do you manage vendor payments, and what internal controls are in place to prevent fraud?
Yes. We manage payments with strict controls, including approvals and separation of duties, to protect association funds.
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What is the difference between full HOA/COA management and standalone accounting services?
Full-service covers operations, vendors, and residents, while accounting-only focuses on financials, giving your board flexible support options.
How does your team handle vendor selection, competitive bidding, and contract management for major community projects?
We source qualified vendors, obtain competitive bids, and help oversee contracts to ensure quality work and cost efficiency.
How do you handle emergency maintenance, facility management, and after-hours homeowner issues?
We respond quickly to emergencies and coordinate with trusted vendors to resolve issues and minimize impact on the community.
What tools are provided to help us improve communication, transparency, and document sharing with homeowners?
We provide digital tools for easy communication, document access, and updates, helping keep residents informed and engaged.
How frequently will a dedicated property manager be on-site at our community?
Manager involvement is tailored to your community, with regular visits and consistent availability to support the board and residents.
Additional FAQs
General
HOA Documentation
Condo & Coop DBPR
General FAQs
Association management and volunteer board positions carry real community and personal liability. We help shoulder the load.
What is your process for handling delinquent association dues, collections, and lien placements?
We follow a structured collections process, from notices to lien coordination, ensuring consistency, compliance, and minimal board involvement.
What tools are provided to improve communication, transparency, and document sharing with owners?
We provide owners with a login portal and other digital tools for easy communication, document access, and updates — keeping residents informed and engaged.
How frequently will a dedicated property manager be on-site at our community?
Manager involvement is tailored to your community, with regular visits and consistent availability to support the board and residents.
How do you assist the board with annual budget preparation and long-term financial planning?
We build data-driven budgets based on historicals, contracts, and future needs, while guiding long-term planning to keep your association financially prepared.
How do you help ensure our reserve funds are adequately funded and compliant with current laws?
We use reserve studies and funding plans to guide contributions, helping your association stay compliant and prepared for future expenses.
What tools do board members have to access real-time financial statements and daily reconciliations?
Our Accounting Plus service provides secure, real-time access to financial reports and daily reconciliations, giving full transparency at any time.
Do you manage vendor payments, and what internal controls are in place to prevent fraud?
Yes. We manage payments with strict controls, including approvals and separation of duties, to protect association funds.
How do you handle vendor selection, competitive bidding, and contracts for major projects?
We source qualified vendors, obtain competitive bids, and help oversee contracts to ensure quality work and cost efficiency.
How do you handle emergency maintenance, facility management, and after-hours homeowner issues?
We respond quickly to emergencies and coordinate with trusted vendors to resolve issues and minimize impact on the community.
What about Estoppel Certificate requests and resale document processing during property transfers?
We handle estoppel and resale documents efficiently and accurately, helping ensure smooth, compliant property transactions.
What is the difference between full HOA/COA management and standalone accounting services?
Full-service covers operations, vendors, and residents, while accounting-only focuses on financials, giving your board flexible support options.
As an HOA board member, you must uphold and follow the association’s governing documents. Below are some frequently asked questions
HOA Documentation FAQs
What are governing documents?
Governing documents are, in essence, the constitution, law, and regulations that explain how a community is governed. They establish how the HOA is run and set expectations for residents and the association.
How do governing documents affect me?
Governing documents are legally binding; when you purchase a home in an HOA, you agree to abide by them. Suppose you fail to abide by your association’s rules, guidelines, and expectations. In that case, it can lead to consequences for the community. Board members are tasked with upholding them, and residents are responsible for complying with them.
How do I access My HOA documents?
If you are a homeowner, you can send a written request to your association for the specific HOA documents you want to inspect. However, there are other ways to obtain these records. You can access online copies of the documents on your homeowners' portal. You can also ask your neighbors if they already have a copy of the document you need. Meanwhile, if you are a potential homebuyer, the current homeowner typically provides you with the HOA governing documents.
How do I find CC&Rs for a property?
Suppose other ways to get HOA documents are not possible. In that case, you can also search the public records at the county recorder's office. An HOA's CC&Rs are legally binding, so they must be recorded with the county to become enforceable. The association should not enforce HOA covenants not registered with the county.
Are HOA bylaws public record?
Unlike CC&Rs, HOA bylaws do not need to be recorded at the county recorder's office. However, an HOA may choose to include them in public records should they want to.
Who pays for HOA documents?
The person requesting HOA documents also shoulders the costs. These fees will usually cover printing, workforce, and other document preparation costs. However, most governing documents will have a cap on how much the HOA can charge for HOA documents.
How long does it take to get HOA documents?
It will depend on your HOA, so check your governing documents. Typically, upon receipt of the request for HOA documents, an association will have about ten business days to produce the requested copies.
I can’t access the DBPR’s live site, but here are common FAQs based on typical questions from condominium and cooperative stakeholders.
Condo & Coop DBPR FAQs
General
- What is the difference between a condominium and a cooperative?
- How is the DBPR involved in the oversight of condominiums and cooperatives?
Association Governance
- How often should association board meetings be held?
- What are the notice requirements for association meetings?
- Can a board member also be an employee of the association?
Financial and Budget
- What are the requirements for association budgeting and reserves?
- How are assessments determined and collected?
- What happens if a unit owner doesn't pay their assessments?
Unit Owner Rights
- Do unit owners have a right to access association records?
- What are the rules regarding pets, leasing, or altering my unit?
- Can an association restrict a unit owner's right to vote?
Disputes and Enforcement
- How can disputes between a unit owner and the association be resolved?
- What is the role of the DBPR in dispute resolution?
- What enforcement powers does the association have if rules are violated?
Licensing and Education
- What are the requirements to become a licensed community association manager?
- Are there continuing education requirements for board members or managers?
Developer Issues
- How long can a developer control an association?
- What are the warranty obligations of a developer?
Statutory and Regulatory Changes
- Are there recent changes in laws or regulations that impact condominiums or cooperatives?
- How often are the Florida Statutes or Florida Administrative Code updated?
Filing Complaints
- How can I file a complaint against my association, board, or manager?
- What is the process after a complaint is filed with the DBPR?
What are the responsibilities of an HOA/Condominium Association board member?
Board members are responsible for managing the community's common areas, enforcing rules and regulations, planning budgets, and overseeing repairs and maintenance.
How are board members elected?
Board members are typically elected by the homeowners during annual general meetings. The specific election process can be found in the association's bylaws.
What are the financial responsibilities of the board?
The board is responsible for creating and maintaining a budget, setting and collecting assessments, and managing funds to cover maintenance, improvements, and reserves for future expenses.
How often should the board meet?
The frequency of board meetings can vary, but it's common to have quarterly meetings. The bylaws of the association should specify the minimum number of meetings per year.
Can board decisions be appealed by homeowners?
Homeowners can generally voice concerns or appeal decisions through specific processes outlined in the governing documents, often during open forum sessions of board meetings.
What is the role of a property manager in relation to the board?
A property manager assists the board by handling day-to-day operations, facilitating communications, enforcing community rules, and often acting as an advisor on various issues.
How can a board member manage conflicts of interest?
Board members should disclose any potential conflicts of interest and recuse themselves from voting on matters where they might have a personal or financial interest.
What are the legal obligations of a board member?
Board members must act in the best interest of the association, adhering to state laws and the association’s governing documents, while exercising reasonable care and good faith in their duties.
How does the board handle rule enforcement and violations?
The board should enforce rules consistently and fairly, with a clear process for issuing warnings, imposing fines, or taking corrective actions as detailed in the governing documents.
What training or resources are available for new board members?
Many associations provide orientation sessions, and there are also external resources like workshops, online courses, and guidance from industry organizations that can help new board members understand their roles and responsibilities.
Question not on the list?
board RESOURCES
Running a Board Shouldn't Require Guesswork
Florida's regulatory environment is dense and it shifts often. CA's resource library gives community association board members direct access to the practical guidance, compliance information, and planning tools that matter most — written for the people who actually sit in the boardroom.
Hurricane Preparedness Playbook
Budget With Confidence
What Our Board Packets Look Like
RECENT FROM THE BLOG
What Florida boards are reading right now.
Practical guidance on the issues that keep showing up in boardrooms across the state — from reserve funding to insurance renewals to legislative changes that take effect before most boards hear about them.
Your association deserves management that's responsive and community-based.
If your board is spending more time putting out fires than leading the community forward, something needs to change. CA helps Florida community association boards move from reactive to prepared — with structure, local expertise, and a team that already knows what's coming.
Financial Certainty
You know what the numbers say—and why they changed.
- Monthly financials are reconciled and delivered on time
- Variances are explained before meetings—not during them
- Budgets are built with real assumptions, not guesswork
- Board packets are prepared so you walk in ready, not catching up
No more flipping through reports trying to connect the dots.
Compliance Relief
Deadlines are tracked. Processes are documented. Nothing gets missed quietly.
- Required notices and filings are scheduled and verified
- Financials and records are maintained in audit-ready format
- Workflows are documented so decisions are consistent—not improvised
- Your board isn’t relying on memory or last-minute checks
In Florida, small misses turn into big problems. We make sure they don’t happen in the first place.
