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Management of a large and complex multicondominium association requires a licensed CAM and a comprehensive set of tools and techniques.


Community Association Management

As stated in the Roles & Functions page of this website, "A condominium association in Florida that has more than 10 units or a budget of $100,000 or greater is required to have a property manager or management firm licensed by the Florida Department of Business and Professional Regulation."

In order to be licensed in the state of Florida, a Community Association Manager (CAM) must receive education, pass a state exam, and be competent in the following areas:
  1. Condominium Law,
  2. Procedures,
  3. Budgeting & Financial,
  4. Insurance, and
  5. Management & Maintenance.

The CAM's training and skill-set makes him uniquely qualified to address the complex issues associated with condominium property management.  The following information demonstrates the wide range of knowledge and skills required.


Human Resource Management

Self-managed condominiums, like Jupiter Bay, have their own employees, who are hired, paid and supervised by the Association.  Jupiter Bay has 9 employees comprised of a property manager, a receptionist, 2 administrators and 5 maintenance workers.

Professional management of the Association staff requires at least the following:

  • Employee Handbook, providing information on the association's HR policies & procedures;
  • Position Descriptions listing position objectives, responsibilities, skill requirements, and job dimensions/scope;
  • Employee performance appraisal process/forms measuring quality/quantity of work, teamwork, job knowledge, initiative, interpersonal relations, health & safety compliance, communication abilities, planning & organizing, problem analysis & decision making, and dependability;
  • Merit salary-increase planning;
  • Payroll processing;
  • Time and attendance recording;
  • Staff work assignments;
  • Safety procedures/training;
  • Regular staff meetings (generally weekly); and
  • Employment interviewing/processing procedures and standardized employment application.

The Forms page of this website provides templates for many of the HR and other required forms.

Systems

Various manual or automated systems help assure smooth operation of the Association:

  • Work order processing & aging system,
  • Preventative maintenance programs/schedules,
  • Lease processing systems and tenant check-in procedures,
  • Unit sales/purchases and transfer of responsibility procedures/forms, and
  • Project management & tracking process.

Financial Procedures

Many of the Association's financial procedures are included in the the Financial Policies document.  Some of the routine financial processing procedures include:

  • Invoice review, approval and posting,
  • Contract review and approval,
  • Monthly financial reporting,
  • Monthly & annual journal entry,
  • Reserve schedule spreadsheet update,
  • Generation of delinquency notices,
  • Estoppal preparation,
  • Delinquent account turnover to attorney for collection,
  • Check request,
  • Check signing,
  • Coupon book generation & mailing, and
  • Annual budgeting.

Miscellaneous Procedures

Other required standard operating procedures and policies include:

  • Owner inquiry response,
  • Unit alteration approval,
  • Property inspection process,
  • Website Policy and updating procedures,
  • Hurricane Preparedness & Recovery Plan,
  • Bulletin board notices posting procedure, and
  • Newsletter preparation and publication process.

Databases

Besides financial records, the Association is responsible for maintaining several databases including:

  • Unit owner roster, including name, address, phone number and email address;
  • Parking permits issued, including condo unit number, name(s) of occupants, drivers license information, and automobile make, model, color & registration information;
  • Approved Unit alterations (filed by unit);
  • Standard vendor list, including phone number(s), address, contact(s), etc;
  • Vendor master file of correspondence, invoices and contracts;
  • Unit damage reports and insurance claims; and
  • Unit sales and purchases.

Standards

The Association must maintain unit and limited common area alteration standards including:

  • Screen doors,
  • Window replacements,
  • hurricane shutters,
  • sound-absorbent under-laying
  • patio painting
  • patio flooring 


Official Documents

The Management Office is responsible for maintaining the Association's Official Records including:

  1. A copy of the plans, permits, warranties, and other items provided by the developer.

  2. Copies of the Condominium Documents, including Declaration, Bylaws, Articles of Incorporation, and Rules/Regulations.

  3. The minutes of all meetings of the association, the board of administration, and the unit owners.

  4. Roster of all unit owners and their mailing addresses, unit identifications, voting certifications, telephone numbers, and the electronic mailing addresses and facsimile numbers of unit owners consenting to receive notice by electronic transmission.

  5. All current insurance policies of the association and condominiums operated by the association.

  6. A current copy of any management agreement, lease, or other contract to which the association is a party or under which the association or the unit owners have an obligation or responsibility.

  7. Bills of sale or transfer for all property owned by the association.

  8. Accounting records including, but are not limited to: records of all receipts and expenditures; unit account records showing assessments, amount paid and balances; all audits, reviews, accounting statements, and financial reports of the association or condominium; and all contracts for work to be performed and bids for work to be performed.

  9. Ballots, sign-in sheets, voting proxies, and all other papers relating to voting by unit owners.

  10. All rental records if the association is acting as agent for the rental of condominium units.

  11. A copy of the Association’s current Question and Answer Sheet.

  12. All other records of the association not specifically included in the foregoing which are related to the operation of the association.

  13. A copy of the developer’s turnover inspection report, attesting to required maintenance, useful life, and replacement costs of the common elements.

The Communications page of this website provides additional detail regarding these documents.

Compliance with Florida Employee-Related Laws

An article in the August 13th, 2012 publication of the Florida Sun Sentinel listed the following laws as applicable for associations that have one or more employees:
  1. Fair Labor Standards Act of 1938. This law establishes minimum wage, overtime, record-keeping and youth employment standards. This law also prohibits wage discrimination based on sex as well as prohibits retaliation against employees who exercise their rights under this Act.
  2. Occupational Safety and Health Act of 1970. This law establishes minimum workplace safety standards for private sector employers and prohibits retaliation against whistle-blowers.
  3. Fair Credit Reporting Act of 1970. This law promotes the accuracy, fairness and privacy of information in the files of consumer reporting agencies. This law prohibits employers from using a third party to obtain a consumer report on an applicant or employee unless the individual gives authorization by signing a separate disclosure and consent form. This law also requires an employer to provide the applicant with a copy of the consumer report and written summary of rights before denying employment or taking any adverse action based in whole or in part on the consumer report.
  4. Employee Retirement Income Security Act of 1974. This law establishes minimum standards for most voluntarily-established health and welfare benefit and pension plans in the private sector. This law requires employers to provide plan participants with information about plan features and funding. This law also imposes fiduciary responsibilities on those who manage and control plan assets and requires plans to establish a grievance and appeals process.
  5. Immigration Reform and Control Act of 1986. This law prohibits the employment of individuals not authorized to work in the U.S by requiring employers to verify the identity and employment eligibility of all employees.
  6. Employee Polygraph Protection Act of 1988. This law prevents employers from requiring or requesting employees to submit to  lie detector tests either for pre-employment screening or during the course of employment, with certain exceptions. This law also prohibits retaliation against an employee or applicant who refuses to take a lie detector test.
  7. Uniformed Services Employment and Reemployment Rights Act of 1994. This law protects civilian jobs and benefits for veterans and reservists. This law requires employers to re-employ returning service members in the job that they would have attained had they not been absent for military service with the same seniority, status and pay, as well as other rights and benefits determined by seniority. This law also requires employers to make reasonable efforts to accommodate a disability which has been incurred or aggravated during military service. Lastly, this law requires employers to make reasonable efforts (such as training or retraining) to enable returning service members to refresh or upgrade their skills to help them qualify for re-employment.
  8. Florida’s Minimum Wage Act. This law establishes state minimum wage standards for employees.
  9. Florida’s Unemployment Compensation Law. This law provides monetary benefits to individuals who are unemployed through no fault of their own. This law suggests that employers should establish standards of conduct for employees and implement a 90-day probationary period for new hires.
  10. Florida Health Insurance Coverage Continuation Act. This law provides employees and covered family members not covered by COBRA with a temporary extension of group health care coverage under certain circumstances. 

The foregoing laws impact associations who have even just one employee. Naturally, the more employees an association has, the more government regulation to which it will be subjected. Associations with two or more employees will be subject to the National Labor Relations Act of 1935, the Immigration and Nationality Act of 1954 and the Florida’s Workers’ Compensation Law. If an association has fifteen or more employees, it will be subject to Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act of 1990 as well as the Florida Civil Rights Act of 1992.