SUNCOAST REVIEW
PARTICIPATION POLICIES 101: UNDERSTANDING YOUR ROLE IN HOA AND CONDO MEETINGS
BUDGETING FOR A BETTER COMMUNITY: BEST PRACTICES FOR HOA & CONDO ASSOCIATIONS
TIPS TO HOSTING A SUCCESSFUL ANNUAL MEETING
WHY I’M A PROUD BUSINESS PARTNER OF CAI SUNCOAST
CHARTING A BRIGHT FUTURE: SUNCOAST CHAPTER PRESIDENT’S MESSAGE
What an incredible season it has been for the Suncoast Chapter! As your President, I am absolutely thrilled to share the news of our continued momentum and the exceptional spirit of our members, Board of Directors, and Committees.
A REVERSE TRADE SHOW TRIUMPH!
First and foremost, I am ecstatic to report on the tremendous success of our recent Reverse Trade Show. The energy in the room was palpable as managers, vendors and community leaders connected in new, dynamic ways. This event surpassed all our expectations— attendance was at an all-time high, feedback has been overwhelmingly positive, and the connections formed promise to strengthen our community for years to come.
In light of this achievement, I am proud to announce that the Board is hard at work transforming the Reverse Trade Show into a hallmark event of the Suncoast Chapter. The Board is already brainstorming innovative twists and enhancements to make future editions even more impactful and engaging. This is just the beginning!
THE SUNCOAST CHAPTER GROWS LARGER THAN EVER
In more exciting news, I am delighted to confirm that the Suncoast Chapter is once once again officially designated a Very Large Size Chapter! This accomplishment is no small feat, and it’s a testament to the tireless dedication and passion of our Board of Directors and Committees. Over the past two years, these remarkable volunteers have invested countless hours to build programs, support our membership, and expand our reach. Their commitment has brought us back to this milestone, and our chapter is stronger and more vibrant than ever.
This recognition would not have been possible without the collaborative efforts of every Board and Committee member. Your hard work has laid the foundation for an even brighter future.
PROFESSIONAL DEVELOPMENT: NOW MORE IMPORTANT THAN EVER
As we chart this new course together, I urge all managers in our chapter to consider pursuing their professional designations. The legislative landscape is evolving rapidly, and with new laws being enacted, managers must take an active role in developing their expertise
Now, more than ever, ongoing education and credentialing are not just beneficial—they are essential.
Our chapter stands ready to support you in your professional journey, offering resources, mentorship, and a network of peers who are as passionate about excellence as you are. Investing in your development is an investment in the future of our industry and the communities we serve.
LOOKING AHEAD WITH ENTHUSIASM
The Suncoast Chapter’s story is one of resilience, innovation, and collective achievement. With the continued engagement of our members, the vision of our Board, and the dedication of our Committees, there is no limit to what we can accomplish together. Let’s keep this momentum going and make the coming year our best yet!
Thank you for being a part of the Suncoast Chapter’s success. The future is bright—and together, we will make it shine even brighter!
PARTICIPATIONPOLICIES101:UNDERSTANDING YOURROLEINHOAANDCONDOMEETINGS
WrittenBy:KimMorris–LCAM,DistrictManager,ResourcePropertyManagement
If you own a home or condo in Florida, you’re automatically part of your association - a shared community with rules, responsibilities, and important decisions that affect everyone. Whether it’s maintaining common areas, setting budgets, or electing the board, these decisions happen in meetings.
Your participation, sometimes as an active voter or speaker, and other times simply by attending and staying informed—helps protect your investment and property values.
Even when you don’t have a direct vote, being present ensures you understand what’s happening and can hold your board accountable. Active involvement is one of the most effective ways to stay informed, influence policies when appropriate, and build a stronger community.
Not every meeting offers the same level of involvement for owners. Some meetings are primarily for observing, while others include opportunities to speak or vote. See the breakdown below to understand what each meeting is for and when you can participate.
HOAMEETINGTYPESANDPARTICIPATION
Meeting
Board Meetings
Budget Meetings
Annual Membership Meetings
Special Meetings
Purpose
Vote on contracts, maintenance, rule enforcement, and community policies
Review income, set assessments, and plan reserves for the upcoming year
Elect board members, present annual reports, and vote on major issues.
Address specific issues like amendments or special assessments.
Who Participates
• Board members run the meeting and make decisions.
• Owners may attend and speak during the designated comment period
• Board prepares and adopts the budget.
• Owners may attend and observe the financial process
• All owners are invited and counted toward quorum.
• Owners vote (in person or by proxy)
• Owners typically vote on the proposals.
• Participation is needed for quorum and decisions.
Boards can adopt a participation policy to take the guesswork out of the process for homeowners, making it easier for everyone to understand their rights and feel comfortable getting involved.
What Is a Participation Policy?
A participation policy is a clear, written set of rules that outlines how meetings work —when owners can comment, how votes are handled, and what behavior is expected.
Why It’s Important:
Prevents confusion and frustration about how meetings work Ensures everyone has an equal chance to be heard
Reduces conflicts and interruptions
Builds trust and transparency in board decisions
How to Create a Participation Policy
Creating a participation policy doesn’t have to be complicated. Start by reviewing your governing documents and relevant Florida statutes to ensure compliance. From there:
Outline when and how owners can speak at meetings (e.g., owner comment periods)
Define expectations for respectful conduct and time limits
Clarify voting procedures, proxy rules, and electronic participation options Consult with your association attorney to ensure it is legally sound Once finalized, have the board formally adopt the policy in an open meeting and make it available to all owners
Why Create a Participation Policy?
A clear participation policy helps meetings run fairly and efficiently by outlining:
When and how owners can speak or submit questions
How time limits and decorum will be maintained
Rules for recording meetings or using electronic devices
Procedures for proxies, ballots, and electronic voting
Expectations for respectful behavior
When your association adopts and follows a clear participation policy, owners know what to expect and feel more comfortable engaging in the process.
Showing up—or sending your proxy —makes sure your voice counts. Participation isn’t just a formality: it’s your best tool to protect your property, stay informed, and help shape your community’s future. And when everyone understands the rules, meetings are more productive and respectful for all.
If you have questions about your meeting rights or would like a copy of your association’s participation policy, contact your board or management company to learn more.
By:JackieSwisher,DirectorBusinessDevelopment–FL EmpireWorksReconstruction
As the end of the fiscal year approaches, associations across Florida (and the country) begin the critical task of preparing next year’s budget. A well-crafted budget not only ensures your community operates smoothly—it builds homeowner confidence and protects long-term property values. Whether you're a board member or community manager, here are some best practices to help guide the process.
Start Early and Build a Timeline
Give yourself at least 3–4 months before the new fiscal year to begin planning. Establish deadlines for reviewing financials, meeting with vendors, and presenting draft budgets to the board and/or community.
Review Historical Spending
Analyze actual expenses from the last 2–3 years. Look for consistent trends, identify areas of overspending, and flag one-time anomalies that shouldn't skew your projections.
Involve the Right People
Work with your property manager, treasurer, and key vendors. Their insights can help ensure your estimates reflect current market rates and upcoming needs. This practice also helps you plan and think about capital improvement projects the association needs.
Plan for Predictable Increases
Expect to see rising costs in utilities, insurance, and vendor contracts, especially as it relates to raw materials and construction type projects. Request updated proposals or notices of increase early so you’re not caught off guard.
Fund Reserves Responsibly
Don’t shortchange your reserve account. Use your reserve study as a guide to avoid special assessments and keep major repairs on track. If you don’t have a reserve study, this is a great time to budget for one.
Make It Understandable
Translate the numbers into homeownerfriendly language. Include visual summaries, like pie charts or simple breakdowns, and highlight key changes from the previous year.
Prioritize Preventive Maintenance
Regular upkeep on common elements—like roofing, paint, pressure washing, pavement, landscaping, fences, pest control and mechanicals, especially for condo. This can save the association from large, unplanned expenses in the future.
Communicate & Educate
Once approved, share the budget clearly. Host a virtual or in-person Q&A, explain any increases, and show how their dues support the community’s upkeep and future.
Transparent budgeting isn’t just about balancing numbers—it’s about building trust, planning wisely, and investing in your community’s future. The more proactive and clear your process, the more confident your homeowners will be in association decisions.
TIPSTOHOSTINGA SUCCESSFULANNUALMEETING
By:JackieSwisher,DirectorBusinessDevelopment–FL EmpireWorksReconstruction
Annual meetings are more than just a requirement they're a chance to connect with homeowners, build trust, and set a positive tone for the year ahead. Whether hosted in person or virtually, following a few key practices can turn a routine meeting into a meaningful event.
Start Early and Plan Ahead
Begin preparations at least 2–3 months in advance. Secure your venue (or virtual platform), draft the agenda, and prepare official notices. Review your governing documents for specific timelines and delivery requirements.
Create a Clear and Focused Agenda
A well-structured agenda keeps things on track. Prioritize:
Board elections
Budget presentation
Committee updates
Homeowner Q&A
Include time estimates and avoid last-minute additions that may derail the meeting.
Set Up a Check-In Table
Whether in person or hybrid, a check-in table adds structure and professionalism. Designate someone (e.g., manager, board or committee member) to greet attendees, verify voting eligibility, and support an accurate record—especially helpful if your association uses online voting.
Communicate Accessibly and Effectively
Use multiple touchpoints—email, newsletters, community boards, and portals. Simplify complex issues with bullet points or visual summaries, and provide translations if your community is multilingual.
Encourage Homeowner Engagement
Make it easy for residents to participate. If allowed, offer absentee ballots or virtual options. Emphasize that the meeting is about shaping the community—not just fulfilling a requirement.
Follow Legal and Governing Requirements
Ensure quorum, voting procedures, and meeting minutes are handled according to your bylaws and state law. Assign someone to document all motions and decisions clearly.
Make It Memorable
Looking to boost turnout? Add a personal touch with raffles, light refreshments, or welcome gifts. Small gestures can leave a lasting impression and increase future participation.
A well-run annual meeting builds more than budgets it builds community With preparation and intention, your meeting can strengthen homeowner involvement and reinforce your commitment to transparency and shared goals.
Joining CAI and becoming a business partner with the Suncoast Chapter has been one of the most valuable investments I’ve made in my professional journey. For anyone doing business in the community association industry, CAI isn’t just an organization, it’s a gateway to connection, collaboration, and growth.
CAI’s national reach and well-respected reputation provide an unmatched platform for vendors, service providers, and professionals to engage directly with decision-makers in the community association world. Through its network of nearly 50,000 members across the globe, CAI empowers business partners to build relationships and grow their footprint in the industry by offering access to board members, managers, and other professionals who are serious about improving their communities.
Locally, the CAI Suncoast Chapter takes that mission a step further by creating an environment where genuine and in-person conversations can happen. From chapter breakfasts to trade shows to educational seminars, the events are designed to foster meaningful dialogue and trust two things that are essential for building lasting business relationships.
Some of the most valuable partnerships I’ve formed in the association space have started with a handshake at a CAI event.
Another major benefit of CAI is its commitment to education. Whether it’s through certification courses, continuing education for CAMs, or panel discussions on evolving industry challenges, CAI creates space for every member managers, board members, and business partners alike to grow in their knowledge and stay ahead of industry trends.
As someone who specializes in insurance for community associations, I’ve found that the educational content CAI provides also helps me stay current on the issues that matter most to my clients, allowing me to serve as a more informed and strategic advisor.
That said, becoming a CAI member is just the beginning. The true value comes from getting involved. I always encourage new business partners not just to join but to show up. Volunteer, attend events, share insights, and most importantly, be useful. CAI is a space where the more you give, the more you gain in return.
If you’re a vendor or service provider in the community association space and you’re looking to grow your business the right way by building trust, providing value, and making meaningful connections, then I highly recommend becoming a business partner with CAI and getting active in your local chapter.
REVERSETRADESHOWARESOUNDING SUCCESS!
We are thrilled to share that our recent Reverse Trade Show was an incredible success, drawing over 250 attendees and generating nothing but positive feedback!
This year’s event brought together more than 40 Management and Association table participants, many of whom were not yet Suncoast members.
This provided a unique opportunity to connect with our valued current members while also reaching new prospective members broadening our network in meaningful ways.
The energy in the room was electric, with conversations flowing, relationships forming, and connections strengthening. Because of the overwhelming success and enthusiasm, we are excited to announce that the Reverse Trade Show will now become a regularly scheduled annual event.
A heartfelt thank you to everyone who participated and contributed to this truly remarkable evening of networking and connection. We look forward to making next year’s event even bigger and better!
FALLINFLORIDA: WHENLEAVESDON'TCHANGE,ELECTIONSDO
WrittenBy:KellyAnnVickers,LCAM,ProfessionalBaywayManagement(PBM)
Florida’s fall does not bring changing leaves, but it does signal the season of annual meetings and elections for community associations. These events can prompt change or challenges, depending on how well the association prepares and follows the four main sources of rules.
Governing Documents
Each association’s governing documents define key election rules. Requirements such as voting certificates (used when a unit has multiple owners) or eligibility criteria for candidates typically reside here. Inconsistent enforcement—or sudden enforcement of previously overlooked rules—can spark disputes. This is especially important if a rule was historically unenforced or selectively applied, or if owners were not properly notified in advance.
Florida Statutes: Chapter 718 & 720
Condominium associations operate under Chapter 718, which establishes a timeline for notices, candidate intent submissions, and ballot mailings—including a 60-day first notice, candidate notice by 40 days, and info sheets by 35 days. Ballots must be mailed 14–34 days before the election, using secret double‑envelopes, and proxies are prohibited. Elections require 20% turnout but no quorum.
HOAs (Chapter 720) function under a 14-day notice period and a quorum is required to be present.
Proxies are allowed only if the bylaws permit them, ballots must follow the double-envelope protocol, and delinquent owners (90+ days past due) are disqualified from running or retaining a board seat. It is advisable to have a conversation with the association attorney regarding the elections and annual meeting to ensure compliance, and the potential impact of any recently introduced legislation. For instance, effective July 1, 2025, FS§718.112(2)(c) mandates that a quorum of board members must be physically present at the location of the annual meeting in order for the meeting to be held.
This rule mandates uniform election protocols and serves as a blueprint many communities strive to emulate:
Ballots must list all eligible candidates alphabetically. Omitting a name—by mistake or otherwise—requires an amended notice or restarting the process.
Ballots must be uniform in color and design, free of write-ins, identifying marks, or incumbent labels.
If candidates equal or are fewer than open seats, no election ballots are needed—a simple announcement suffices.
All related documents—proxies, ballots, sign-in sheets, candidate forms—must be retained in official records for at least one year.
Best Practices & Historical Consistency
Trustworthy election outcomes rely on consistency: associations should review and uphold past practices unless and until members are properly informed of changes. Sudden enforcement of rules like voting certificates—if not historically enforced—can threaten validity if not communicated. Likewise, procedural deviations (such as missing a ballot or misordering names) risk legal challenges —even if well intentioned.
Conclusion: Laying the Groundwork for Trusted Elections
In Florida, managing condominium and HOA elections is not ceremonial or theater—it is legal architecture. From governing documents and state statutes to administrative rules and historical practices, every layer reinforces fairness, transparency, and compliance. Whether you opt for paper or digital ballots, follow these frameworks strategically—and thoughtfully—and you will foster confident, defensible governance over the election process that creates a legacy rather than a legal headache.
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UPCOMINGEVENTS
Save the Date!
Don't miss out on the 2025 Golf Tournament!
Mark your calendars for an exciting day of golf, fun, and camaraderie!
Registration opens 11:00 am
Date: November 13, 2025 - 10:30 am - 7 pm
Location: Seminole Lake Country Club, 6100 Augusta Blvd, Seminole, FL 33777
More details to follow via email soon. Stay tuned!
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