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Journal Notes
CAM Matters—Betsy Barbieux
The Role of
Balancing
and
Irrigation
FCAP Community
RCA Spotlight
Financial Services, Managemet and Legal Services Directories
Products and Services Directory
Display Advertisers’ Index
Rembaum’s Association Roundup House Bill 913— What You Need to Know
Technology and Cybersecurity Best Practices for Community Associations
Florida Condominium Association Website Requirements Expand to Smaller Communities and Include More Records
Contracts: There Is Still No “Free Lunch”!
Fast, simple,
Journal Notes
On Freedoms
This past June 6 was the remembrance of D-Day, when 81 years ago more than 160,000 Allied troops landed on five different beaches of the Normandy coastline of France. By the end of the day there would be approximately 10,000 casualties; and more than 4,400 men paid the ultimate price. They—Americans included—paid this ultimate price to defeat Hitler and his evil Nazi ideology that threatened to enslave the peoples of Europe and destroy their freedoms.
Now this month on July 4th the United States will celebrate 249 years of independence. In the preamble to the Declaration of Independence, Thomas Jefferson wrote these well-known words: “We hold these truths to be self-evident, that all men are created equal, that they are endowed by their Creator with certain unalienable Rights, that among these are Life, Liberty, and the pursuit of Happiness.”
These words establish an ideal that history reveals we haven’t always lived up to; yet, I would say we as a nation have striven to live up to those ideals and have at great personal cost corrected ourselves as a people and a nation when we’ve come to see where we fall short in promoting these truths.
D-Day is probably the most visible—though by far not the only—example of this. Men and women have sacrificed their lives so that we could flourish and not wither under tyranny. The question is, will we recognize their sacrifices and emulate them so that successive generations can enjoy life, liberty, and the pursuit of happiness?
Enjoy the July 4th holidays and be filled with thankfulness to God that we get to live in the United States. While you enjoy the festivities, don’t forget to take time to pick up your July issue of the Florida Community Association Journal and read the important information in these pages.
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Building Maintenance Is Protection: Why Exterior Coatings Matter More Than You Think
BY ALEXANDRA FREEMAN
For community associations across Florida, one thing is certain: if you’re not actively maintaining your buildings, you’re falling behind. The state’s climate doesn’t wait. From coastal salt spray to driving rain and relentless UV exposure, the wear and tear on building exteriors is constant and unforgiving.
Yet, despite the clear risks, exterior maintenance is often viewed as a cosmetic concern or delayed until damage becomes visible. In reality proactive maintenance is not just about keeping buildings beautiful; it’s about preserving structural integrity, preventing costly repairs, and protecting property value. Nowhere is this more evident than in waterproofing and exterior wall coatings.
Routine exterior upkeep is a building’s first line of defense. Without it moisture intrusion, substrate deterioration, and aesthetic degradation can accelerate rapidly, especially in Florida’s high-humidity environment. Communities that invest in high-performance coatings don’t just extend the
Photo by iStockphoto.com/photosvit
life of their structures; they prevent small problems from snowballing into major capital expenses.
That’s where proven systems like Pecora’s WeatherClad® and WeatherClad® WT come in. More than just paint, these are engineered protective coatings designed to perform under Florida’s most extreme conditions.
If your building faces movement, cracking, or shifting temperatures, which are common in aging stucco or masonry, then WeatherClad is the smart choice. Its elastomeric formula allows it to flex with the building, sealing hairline cracks and keeping moisture out. For more stable substrates like brick, fiber cement, or precast concrete, WeatherClad WT offers a non-elastomeric solution with exceptional resistance to mildew, dirt, and UV fading, all with an attractive finish that’s easy to maintain.
When paired with the right primer, these coatings don’t just enhance; they extend the life of the building envelope, reduce maintenance cycles, and improve energy efficiency.
One of the most overlooked aspects of building maintenance is how to handle restoration over
existing coatings, especially when you’re essentially married to silicone-based systems that are notoriously impossible to repaint. Over time, exterior surfaces can become filthy due to nearby traffic and environmental grime, making restoration even more challenging. SilcoPrime, Pecora’s advanced interlaminary primer, changes the game. By creating a secure bond between new acrylic coatings and existing silicone layers, SilcoPrime enables associations to restore their buildings confidently, without resorting to costly coating removal.
For communities facing repainting decisions on aging buildings, this kind of technology makes maintenance more accessible, efficient, and budget-friendly.
Buildings, like any investment, require upkeep. The longer maintenance is postponed, the more expensive it becomes and the greater the risk to both structural integrity and community reputation. Regular exterior maintenance using high-performance systems is the most cost-effective way to avoid emergency repairs, preserve aesthetics, and demonstrate responsible management to residents and potential buyers.
Whether you manage a coastal condominium tower or a mid-state townhome community, the message is the same: building maintenance isn’t optional, it’s essential. And when it comes to protecting exteriors, working with systems specifically designed for Florida’s conditions makes all the difference.
Pecora’s WeatherClad systems and SilcoPrime primer offer the kind of durability, flexibility, and reliability that community associations need to meet today’s challenges and tomorrows.
To further support long-term protection and peace of mind, Pecora offers a comprehensive façade restoration program that integrates SilcoPrime, WeatherClad or WeatherClad WT, along with our extensive line of highperformance sealants. This system-based approach ensures compatibility, durability, and proven performance across the building envelope. Best of all, these components are backed by a comprehensive warranty, giving associations confidence that their investment is protected for years to come.
To learn more about building a maintenance strategy that lasts, visit pecora.com or call Pecora Technical Services at 800-523-6688. n
The Role of Fiber-Optic Technology in Building Management: Embracing Smart Home Innovations
BY MARCY KRAVIT, CMCA, AMS, PCAM, CFCAM, CSM
Technology has undeniably made our lives easier, and community associations now have the opportunity to leverage cutting-edge telecommunications to meet evolving resident needs. The COVID-19 pandemic underscored the shift from casual internet use like entertainment, gaming, and web surfing to mission-critical applications like remote work, online education, and telehealth, making reliable internet connectivity more essential than ever.
Today community associations must ensure their residents receive advanced, cost-effective telecommunications services backed by exceptional customer support. A provider’s network must not only meet current demands but also scale up to accommodate future technological advancements.
THE EVOLUTION OF TECHNOLOGY
The technological revolution was already underway before the pandemic, but COVID-19 accelerated our reliance on digital tools. Boards and managers now recognize that maintaining property standards and providing a safe, engaging environment requires embracing innovative technology solutions.
Photo by iStockphoto.com/Pratchaya
OPPORTUNITIES FOR TECHNOLOGY IN COMMUNITY ASSOCIATIONS
Community associations can harness technology to enhance communications, streamline operations, and increase resident engagement. Common applications include the following:
• Email blasts and community websites
• Electronic voting systems
• Smart home features
• Wi-Fi in common areas
• Access control systems
• Package tracking
• Valet and concierge services
• Video conferencing
THE NECESSITY OF FIBER OPTICS
As the number of connected devices per household grows, robust internet infrastructure is no longer a luxury but a neces-
MARCY KRAVIT, CMCA, AMS, PCAM, CFCAM, SENIOR DIRECTOR OF COMMUNITY ASSOCIATIONS—DEVELOPING MARKETS, HOTWIRE COMMUNICATIONS
Marcy Kravit has 20-plus years’ experience managing community associations in South Florida. She has established a reputation as being passionate about service, driven by challenges, and undeterred by obstacles. Marcy is committed to providing five-star service and educating others in raising the level of professionalism in the industry. She works for Hotwire as a senior director of community association—developing markets. Marcy has earned every higher education credential offered by CAI and is recognized by Florida Community Association Professionals (FCAP) as a CFCAM. Marcy is a contributing writer to the Florida Community Association Journal (FLCAJ). For more information, visit www.hotwirecommunications.com.
sity. A household of one or two people might have anywhere from 10 to 15 connected devices, such as laptops, cellphones, gaming consoles, and other gadgets. Fiber-optic technology offers unmatched speed, reliability, and scalability, supporting everything from streaming services to security systems.
With many residents working from home, a community’s internet infrastructure must support increased bandwidth demands. Fiber-optic
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networks provide dedicated connections, ensuring consistent speeds regardless of peak usage times to achieve increased efficiency and productivity.
ESSENTIAL SERVICES REQUIRING RELIABLE INTERNET
A reliable internet connection is crucial for essential services in community associations, including the following:
• Common area Wi-Fi (pickleball courts, smart gyms, clubhouses)
• Access control and security cameras
• Maintenance request tracking
• Community portals and interactive communications channels
• Smart home devices (lighting, thermostats, and irrigation sensors)
• Leak detection and emergency alerts
FUTURE-PROOFING WITH FIBER
Fiber-optic technology is inherently future-proof. With its capacity to handle gigabit and multi-gigabit speeds, fiber can easily meet the growing demand for bandwidth as smart cities, autonomous vehicles, and the Internet of Things (IoT) evolve. Transitioning to fiber-to-thehome (FTTH) ensures communities can accommodate new technology without costly infrastructure upgrades. Fiber’s unparalleled data transmission capabilities position associations to stay ahead of emerging trends in connectivity.
BENEFITS FOR RESIDENTS
A fiber-optic network delivers reliable, high-speed
internet directly to each home, providing residents with the following:
• Consistent speeds regardless of network congestion
• Increased bandwidth for multiple devices
• Low latency for seamless video conferencing and online gaming
THE NEED FOR SPEED
Different online activities require varying amounts of bandwidth. For instance, online gaming demands significantly more speed than checking emails. While people often use the terms “speed” and “bandwidth” interchangeably, they aren’t the same. Think of the internet as a highway: speed is how fast the cars (data) travel, while bandwidth is the number of lanes available. With fiber optics, each home gets a dedicated lane, preventing congestion and maintaining consistent speeds even during peak usage times.
LOOKING TO THE FUTURE
As technology becomes more integral to our daily lives, community associations will increasingly adopt digital solutions. With the right internet provider and thoughtful planning, technology can enhance member participation in association matters and streamline communications within the community.
By embracing fiber-optic networks and smart home innovations, community associations can provide their residents with the most advanced, reliable, telecommunications services today while also preparing for tomorrow’s evolving technological needs. n
WHILE PEOPLE OFTEN USE THE TERMS “SPEED” AND “BANDWIDTH” INTERCHANGEABLY, THEY AREN’T THE SAME. THINK OF THE INTERNET AS A HIGHWAY: SPEED IS HOW FAST THE CARS (DATA) TRAVEL, WHILE BANDWIDTH IS THE NUMBER OF LANES AVAILABLE.
Balancing Innovation and Personalized Service in Community Management
BY JORGE LAGO
A
s community managers navigate an increasingly complex landscape, new technologies are being introduced to help address challenges in daily operations, financial management, and physical and virtual safety. Automation through artificial intelligence is dramatically streamlining community management processes, and we are only in the beginning stages of its application. As property management is an industry built on interpersonal relationships, it is essential to find the right balance between innovation and personalized service. Ideally, innovation and the human touch should converge to create a “superpowered” community manager equipped with the technology to automate certain tasks and information needed to provide best-inclass client relations and problem solving. AI’s role is to augment human capabilities and not replace them. It can instantly analyze data,
Photo by iStockphoto.com/Khanchit Khirisutchalual
identify actionable trends, and provide other valuable insights to complement situations that demand human judgment, understanding, and empathy.
WHAT ARE SOME OF THE WAYS IN WHICH TECHNOLOGY IS RESHAPING COMMUNITY MANAGEMENT?
Facility Management and Safety—In today’s fast-paced environment, the role of technology in facility management has become increasingly essential in ensuring operational efficiency and safety. By leveraging advanced tools and digital platforms, property management teams can gain clear visibility into maintenance checks and processes, helping to streamline operations and enhance performance. Technology not only
Jorge Lago is president of KW PROPERTY MANAGEMENT & CONSULTING. KWPMC is one of Florida’s largest residential property management companies, with more than 2,900 employees and more than 100,000 units under management. Its portfolio includes upscale high-rise towers, townhome communities, and homeowners’ associations. Visit www.kwpmc.com for more information.
empowers teams to track and manage safety protocols but also ensures that managers are collecting the right data at the right time. This level of insight is crucial for maintaining a proactive approach to facility management, improving both the effectiveness of safety measures and the overall functionality of the property. Accountability is enhanced by assigning responsibility for incident management and providing a structured framework for addressing issues. This includes features for conducting inspections, managing assets, delivering training, and integrating with sensor systems (such as leak sensors or fire alarms). Through real-time tracking, automated updates, and data-driven decisions, technology is fundamentally transforming how facilities are managed and maintained.
Cybersecurity—Just as important as physical safety, cybersecurity is evolving to adapt to our increasing reliance on technology. Tools are
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available that provide training and simulations to educate users about potential threats like phishing and intrusion attempts. These tools help to assess human risk, identify vulnerabilities, and improve overall security awareness within the community. Simulation tools go a step further by emulating phishing and other intruder attacks to get a true sense for how humans respond to such threats. “Failure” creates an opportunity to educate users around awareness and security and provides associations and community managers with helpful metrics to adjust their ongoing prevention efforts.
Financial Planning and Forecasting—
New financial planning and forecasting tools, often enhanced with AI, empower community managers to make more informed decisions. These tools enable teams to forecast more accurately, plan effectively for an association’s financial needs, and analyze financial data in a more comprehensive and actionable way. This ensures the long-term financial health of the association, allowing for better resource allocation and strategic planning.
Leveraging AI for Invoice Processing and Vendor Payments—
Emerging technologies are transforming the way property management companies handle administrative functions, particularly in invoice processing and vendor payments. By leveraging AI, businesses can automate the coding and approval of invoices, significantly reducing manual input and human error. This automation accelerates the payment cycle, ensuring timely and accurate vendor payments while maintaining precise accounting ledgers. AI-powered systems can analyze invoices, match them with purchase orders, and automatically
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assign the correct codes, streamlining the entire process. This reduces the time spent on administrative tasks and minimizes the potential for costly mistakes. As a result, property managers can ensure better financial oversight, enhanced cash flow management, and more accurate records. By eliminating repetitive tasks, AI allows community managers to focus on more strategic responsibilities, driving greater operational efficiency and overall value for the associations they serve.
Another key benefit is enhanced communication and information sharing. Technology is facilitating faster and more efficient communication between community managers, association boards, and residents. New digital platforms provide a centralized hub for announcements, documents, and other important information, ensuring that everyone stays informed.
It should be noted that communities have diverse needs and preferences. Technology should be implemented in a way that allows for customization and flexibility, so it can be adapted to the specific requirements of each association. It should be easy to use for both community managers and residents. Interfaces should be intuitive and accessible to maximize user adoption and effectiveness. Provide ongoing training and support to make sure staff and residents can use these tools correctly.
If done right, associations and community managers can create the perfect combination of innovation, automation, and the human touch. n
TECHNOLOGY IS FACILITATING FASTER AND MORE EFFICIENT COMMUNICATION BETWEEN COMMUNITY MANAGERS, ASSOCIATION BOARDS, AND RESIDENTS. NEW DIGITAL PLATFORMS PROVIDE A CENTRALIZED HUB FOR ANNOUNCEMENTS, DOCUMENTS,
AND OTHER IMPORTANT INFORMATION, ENSURING THAT EVERYONE STAYS INFORMED.
The Fiber-Strong Foundation for Secure Communities
BY JACKY HAM
Technology is transforming the way modern communities function, from smart building systems and security surveillance to digital platforms that streamline everything from gate access to HOA communications. But as digital adoption increases, so does the risk of cyberthreats that can jeopardize personal data, resident safety, and community operations.
That’s why forward-thinking associations are investing in fiber-optic internet infrastructure—a solution that not only delivers the highest speed and reliability but also significantly enhances cybersecurity.
Hackers can gain access to residential business cable internet with relative ease through methods like cable tapping or exploiting legacy equipment. Copper and coaxial systems emit electromagnetic signals that can be intercepted without much sophistication.
Fiber-optic internet, on the other hand, is far more secure. It transmits data via light signals through glass strands, making intrusion extremely difficult. This physical layer of protection, when paired with encrypted protocols and network segmentation, makes fiber a powerful way to reduce the risk of cybercrime at the community level.
Photo by iStockphoto.com/Kerkez
WHY FIBER IS THE SAFER BACKBONE
Fiber networks support centralized, cloud-connected systems for gate entry, cameras, lighting, HVAC, and other building functions. With the ability to separate different types of data traffic (resident WiFi, surveillance video, back-office systems, etc.), fiber ensures systems are protected and less susceptible to compromise.
Fiber is also built for the future. As threats evolve and more devices connect to the network, communities need infrastructure that can scale securely. Fiber enables real-time threat detection, AI-enabled monitoring tools, and high-speed transmission of encrypted data—all essential for safeguarding today’s smart communities.
CYBERSECURITY STARTS AT HOME
That said, while fiber strengthens the overall security of the community, residents also play a crucial role in protecting their personal information and devices. Here are some best practices community associations can share with residents:
Use layered protection—Install reputable anti-virus and anti-malware software and update it regularly.
JACKY HAM, VICE PRESIDENT OF BUSINESS DEVELOPMENT, BLUE STREAM FIBER
Jacky serves as the vice president of business development at Blue Stream Fiber. She graduated from Florida State University and thought that teaching would be her future. Her path, however, took her in a different direction. Throughout her professional career she learned that having a love of learning and teaching is the foundation for a successful career in sales. With 20-plus years of experience in the telecommunications industry, what Jacky loves most about her current position are the opportunities to meet new people every day, teach them about technology, and help them find solutions that will enrich their lives and make a difference in their communities. For more information visit blusestreamfiber.com/bulk
Avoid unsecured WiFi networks—Be cautious when using public or open networks.
Change default passwords—Set strong, unique passwords using capital letters, numbers, and symbols.
Auto-lock devices—Configure computers and smartphones to lock when inactive.
Spot phishing attempts—Watch for suspicious emails, especially ones from unfamiliar addresses or domains. If something feels off, don’t click— verify directly with the sender.
Limit personal exposure—Check and adjust privacy settings on social media and websites. Share minimal personal information online.
Transact safely—Only enter banking details on secure (HTTPS) websites, and regularly monitor financial accounts for suspicious activity.
The reality is that digital threats are becoming more sophisticated and more frequent. Communities must take a proactive approach by choosing secure infrastructure and equipping residents with the tools and knowledge to protect themselves.
Fiber-optic internet is more than just fast—it’s a strategic investment in security, stability, and long-term digital resilience. To learn more about Blue Stream Fiber, our secure fiber infrastructure, and how we protect communities year-round, visit bluestreamfiber.com/bulk n
Irrigation Specialists on Your Team
Is a KEY to Successful Community Association Management
BY MARK BALLENGER
W
ater is life, the saying goes. It’s what helps communities thrive. Smart developers and owners of today’s most vibrant and attractive communities understand how to maximize water’s potential and ensure this most precious resource is used wisely.
Irrigation systems play an important role in water management in every community, from homeowners’ associations (HOAs) to master-planned communities, some of which are 300 acres or more in size. Irrigation systems can often guzzle up to 240 gallons per cycle/per zone and are a significant portion of any development’s first and ongoing
Photo by iStockphoto.com/GKV
operational costs. Yet the critical role irrigation systems play in keeping our communities functional, beautiful, and safe is often treated as an afterthought. The real question is, what’s the cost of not having the right kind of irrigation expertise on your team? It’s a risk that ultimately can cost you month after month and never stops adding up.
Irrigation specialists bring dedicated expertise in the wide variety of systems and equipment commonly found in community development districts (CDD) and other properties managed by homeowners’ associations (HOA). Experienced property and community association managers know that a certified irrigation specialist is an invaluable member of its support team. For CAMs and
MARK BALLENGER, CEO, BALLENGER LANDCARE
Mark Ballenger serves as CEO of Ballenger Landcare, Inc., a commercial landcare specialist located in Pinellas Park, Florida, that provides responsible water management consulting, design, and maintenance services. The company has been operational since 1999 and is recognized for its collaboration with developers and property managers who champion water conservation. Mark is a member of the Florida Irrigation Society and is actively involved in the state’s irrigation industry. For more information visit ballengerlandcare.com.
CDD/HOA boards, it’s most advantageous to contract directly with a commercial irrigation company. This ensures the CAM maintains direct communication with the irrigation specialists to ensure maximum efficiency with the water usage of their property. Alternatively, managers may look to a large landscaping company to meet their land care and irrigation needs. If proceeding in that direction, it’s important to ask the landscaper if there are certified irrigation specialists on staff. Regardless of contract structure, the best landscapers and irrigation specialists collaborate together to help developers, CDDs, and/or HOAs meet their groundskeeping and public space maintenance needs.
CASE STUDY: GETTING SMART ABOUT WATER MANAGEMENT
In the last decade the irrigation industry has invested in smart irrigation systems technology that has a tremendous impact on efficiency and operational costs. Irrigation equipment suppliers are providing innovative technology solutions for customers, such as improvements in clock and sensor technologies and cloud-based connections, allowing for more precision and reliability than ever.
Sensors connected to cloud-based irrigation management platforms can collect weather, soil, and air quality data to help assess conditions. The system can then adjust water flow and schedules in real time, maximizing efficiency and reducing waste. Precision control systems help deliver water directly to the roots, reducing evaporation and ensuring minimal waste.
Recently we demonstrated the value of having an irrigation specialist as part of the CDD by anticipating and responding to a major hardware and software transition.
Rizzetta & Company, a Florida-based professional community management and consulting firm, manages the CDD for the Waterset community. This award-winning 1,319 residential development in Apollo Beach, Florida, will eventually be home to approximately 2,900 singlefamily homes and 900 multi-family homes with several recreation facilities, schools, shopping, and dining all set in a lush backdrop of trails and lakes and ponds. Water is vital to keeping this community vibrant.
The Waterset community utilized Hunter Industries for irrigation management, one of the industry standards for irrigation technology. When the manufacturer discontinued a line of controllers and its irrigation management and monitoring software (IMMS), the software that serves as the central control of large-scale irrigation systems, the CDD was faced with a difficult decision: whether to forgo the benefits of virtual, cloud-based monitoring for physical water management on-site, which raises labor costs and the potential to identify an issue that could cause significant water loss.
With the counsel and expertise of Ballenger Landcare irrigation specialists, the CDD felt confident making the transition to the manufacturer’s Centralus irrigation management platform and updated controller lines. The team expedited the transition from approval to completion of installation in less than two weeks to ensure minimal disruption and impact to the irrigation system.
PROTECTING YOUR INVESTMENT
Owners and community association managers have come to trust specialists with certification from the nationally recognized Irrigation Association as industry experts.
The expertise irrigation specialists develop from experience and the knowledge gained from training can even be distilled down into subspecialties that include their own distinct certifications. In addition to the broad-based certified irrigation technician (CIT), irrigation specialists may also be a certified landscape irrigation auditor (CLIA), or a certified irrigation contractor (CIC). There are also certifications for irrigation designers, whether for landscape or agriculture.
Understanding local regulations is another area where certified irrigation specialists can offer more peace of mind. They understand how to
A WELL-INSTALLED AND PROPERLY MAINTAINED IRRIGATION SYSTEM IS ESSENTIAL TO PRESERVING THE SAFETY, BEAUTY, AND FUNCTIONALITY OF OUR COMMUNITIES.
handle county and property inspections, permitting, and reporting.
A well-installed and properly maintained irrigation system is essential to preserving the safety, beauty, and functionality of our communities. Including quality, trained irrigation specialists on the development and/or property management team provides peace of mind to managers and residents alike. Quality installation, regular maintenance, and smart irrigation technology add value and efficiency to water management practices, protecting these valuable resources far into the future.
As labor shortages abound and insurance rates continue to rise, the risk of expensive cleanup and repair, or even pricier costs stemming from potential litigation, can be an operational disaster. Faulty or leaking systems can create hazardous conditions in residential developments and public spaces, leading to plant deterioration and death and potentially creating safety hazards or structural damage. n
The Value of Choosing a Tech-Driven HOA Management Company
As communities grow and homeowner expectations evolve, the role of HOA management companies has expanded beyond traditional responsibilities. Today successful community association management requires not just experience and knowledge but also a commitment to innovation—particularly when it comes to technology.
Choosing a tech-driven HOA management company can make a measurable difference in how effectively your association runs and how satisfied your residents are. Keep reading to learn more!
Photo by iStockphoto.com/Nadzeya Haroshka
BY CAMILLE MOORE
WHY TECHNOLOGY MATTERS IN HOA MANAGEMENT
Technology isn’t just a convenience—it’s a foundational tool for ensuring efficient, accurate, and responsive service. A tech-enabled HOA management company can streamline day-today operations and minimize delays that typically plague older, manual systems.
Homeowners today expect the same level of access and ease from their HOA as they do from their bank or utility provider. They want to view documents, pay assessments, and submit maintenance requests without having to make a phone call or wait for office hours. A company that embraces technology meets those expectations head-on, improving the experience for everyone involved.
If you’re looking for professional guidance, RealManage offers a suite of services tailored to help HOA boards like yours operate smoothly and ethically. From governance best practices to financial management, we’ve got you covered. For more tips, insights, and resources, check out the RealManage blog at www.realmanage.com/blog. It’s packed with educational content designed to empower board members and promote stronger communities. Let RealManage be your partner in building a better community. Contact us to learn more at www.realmanage.com/lp/ proposal-request
REAL-TIME ACCESS TO WHAT MATTERS MOST
Effective HOA technology provides board members and residents with 24/7 access to essential association information. Whether it’s reviewing governing documents, tracking violations, submitting work orders, or checking assessment balances, this level of accessibility empowers residents and strengthens transparency.
RealManage, for example, offers industry-leading HOA technology that puts everything in one place with a single login. That means homeowners and board members don’t have to juggle multiple systems or remember several passwords. It’s all streamlined, intuitive, and accessible from anywhere at any time. Boards that prioritize this level of functionality are better equipped to attract and retain engaged residents who value open communication and accountability.
ENSURING TIMELY UPDATES AND ACCESSIBLE RECORDS REDUCES CONFUSION AND CREATES A MORE COHESIVE COMMUNITY ENVIRONMENT.
ENHANCED COMMUNICATION AND RESPONSIVENESS
• Water Management Programs for over 8,000 municipal & condo pools since 1983.
•
• Master Distributor & Factory Service Center for over 10,000 parts & accessories.
• Leaders in Proven Green Technologies saving electricity, gas, water, and chemicals.
Effective communication is one of the cornerstones of successful HOA management. Without it, misunderstandings multiply, frustrations build, and community morale declines. A tech-forward HOA management company uses smart tools to maintain consistent and clear communication among the board, homeowners, and management team. Ensuring timely updates and accessible records reduces confusion and creates a more cohesive community environment.
STREAMLINED OPERATIONS FOR BOARDS AND RESIDENTS
Board members already volunteer a significant amount of their time. With the right technology in place, they can focus more on high-level decisions and less on administrative burdens. Tech-driven platforms can simplify tasks like reviewing financials, approving invoices, managing architectural requests, and generating reports. For residents this means quicker responses, fewer errors, and a more polished, professional
interaction with the HOA. A well-designed digital ecosystem eliminates the paper trails and manual processes that slow everything down.
For instance, RealManage’s industry-leading HOA software allows board members to effortlessly oversee operations and gain immediate insight into important association information This high level of control and visibility empowers boards to make better decisions faster.
FUTURE-PROOFING YOUR COMMUNITY
As more aspects of life move online, integrating technology into your community’s management positions your association to evolve to meet new demands, adopt emerging tools, and remain competitive with nearby developments or communities.
Technology isn’t static—it requires ongoing investment, innovation, and adaptation. Companies that are already leveraging modern platforms are in a better position to continue doing so compared to those that aren’t keeping up. And that helps keep your community ahead of the curve.
CHOOSING THE RIGHT PARTNER
Not all HOA management companies are created equal, especially when it comes to technology. Some rely on outdated systems or cobbledtogether solutions that may seem digital but lack true integration and usability.
When evaluating potential partners, it’s worth asking how their technology improves service, simplifies access, and enhances communication. Look for a management company that doesn’t just use tech but builds their entire service model around it.
ELEVATING SERVICE THROUGH TECHNOLOGY
At the end of the day, technology is not a substitute for good management—it’s an amplifier. It enhances everything a great HOA management company already does: communicate clearly, respond quickly, manage transparently, and serve reliably.
When paired with a commitment to service excellence, the right technology becomes a powerful asset. RealManage blends leading-edge digital tools with a personalized, hands-on approach that ensures every community gets the transparency and attention it deserves.
If your HOA is ready to embrace smarter, more efficient management, RealManage is here to help. Discover how the right technology—and the right team— can transform your community experience. n
What Florida Communities Need to Know About Emergency Communication Technology Advances
BY TYLER WILLIAMS AND ALLIE LUDLUM
As technology reshapes nearly every facet of property management, it’s also redefining what it means to be prepared. In Florida, where hurricanes, flooding, and seasonal power outages remain part of life, staying ahead of safety challenges means rethinking how we approach emergency communication. Two standout advancements, FirstNet®-capable emergency phones and two-way AV solutions like CabView, are changing the way communities protect residents and comply with evolving code requirements.
For community association boards, property managers, and life-safety decision-makers, understanding how these tools work is more than an exercise in tech literacy. It’s an opportunity to mitigate risk, improve emergency response, and meet accessibility standards, all while giving residents peace of mind.
Photo by iStockphoto.com/Supersmario
EMERGENCY COMMUNICATION HAS EVOLVED
For decades emergency phones in elevators, stairwells, and pool areas relied on landline connections. But as telecom providers phase out Plain Old Telephone Service (POTS), many associations find themselves with aging infrastructure that’s either no longer supported or prohibitively expensive to maintain.
At the same time, code requirements continue to evolve. Today’s emergency communication solutions must do more than just make a call. They need to be accessible, compliant, and resilient in the face of disasters. That’s where modern technologies like cellular connectivity and real-time video enter the picture.
KINGS III EMERGENCY COMMUNICATIONS
Kings III Emergency Communications has been a trusted partner for over 35 years, specializing in elevator and pool emergency monitoring. Our solutions prioritize safety, reliability, and compliance, helping properties protect tenants and reduce liability. For more on code-compliant, future-forward emergency communication technology, visit www.kingsiii.com
FIRSTNET® CAPABLE DEVICES: STAYING CONNECTED WHEN IT COUNTS
When emergencies strike, especially during widespread events like hurricanes or other natural disasters, commercial cellular networks often become overwhelmed. That’s where FirstNet comes in. Built by AT&T in collaboration with the federal government, FirstNet is a dedicated nationwide broadband network designed for first responders and public safety communication.
This matters significantly for Florida communities. In the wake of a storm or during a regional emergency, when response times are already stretched and communication is critical, FirstNet-capable phones help ensure uninterrupted access to emergency assistance.
Consider a common scenario: a resident becomes trapped in an elevator during a storm-related power outage. With a FirstNet-capable system, the call for help isn’t forced to compete with everyday traffic on
WELLNESS EXPERTS
a crowded commercial network. It gets routed with priority, giving emergency operators a better chance to respond quickly and effectively.
This level of connectivity is no longer “nice to have.” In a high-stakes moment, it could make the difference between a resolved incident and a delayed response.
CABVIEW: MEETING MODERN ELEVATOR CODE WITH TWO-WAY VIDEO AND MESSAGING
Elevator safety has also taken a technological leap forward. The 2019 edition of ASME A17.1 and 2018 IBC introduced new requirements for elevator emergency communication systems, particularly regarding accessibility.
Properties that install or modernize elevators under these code cycles must now include a communication system that supports the following:
• Two-way video communication between the cab and emergency personnel,
• Text-based messaging for individuals who are deaf, hard of hearing, or speech impaired, and
• Visual indicators confirming that help is on the way.
CabView by Kings III is a purpose-built solution designed to meet and exceed these new code requirements. It includes on-demand video access into the elevator cab, allowing dispatchers to visually assess the situation and guide responders accordingly. At the same time, two-way text messaging ensures that all passengers, regardless of hearing or speech ability, can communicate clearly and confidently.
This level of inclusivity isn’t
just about compliance; it reflects a deeper commitment to ensuring that all residents feel safe and supported, no matter the situation. For Florida properties serving aging populations or residents with accessibility needs, that’s a message worth reinforcing.
FLORIDA COMMUNITIES ARE ALREADY MAKING THE SHIFT
These technologies aren’t speculative. They’re already being implemented across Florida, especially as local jurisdictions adopt newer code cycles and telecom providers continue to sunset landline support. For many community associations, these changes present a natural window for upgrading.
Condominium and HOA boards that take proactive steps to upgrade their emergency communication systems not only stay ahead of compliance requirements; they also protect their residents and reduce liability exposure. Code violations, delayed emergency responses, or inaccessible systems can carry steep costs, both financially and reputationally.
It’s also worth noting that these solutions can come as part of comprehensive service models. For example, Kings III’s emergency phone systems include installation, equipment, ongoing maintenance, auto-testing, and 24/7 professional monitoring, all for a predictable monthly rate. That predictability makes it easier for boards to plan budgets, anticipate needs, and reduce the operational burden on management teams.
FUTURE-READY SAFETY IS A SHARED RESPONSIBILITY
When it comes to safety, technology alone isn’t the answer. It’s how communities implement it that matters. Whether you’re reviewing your elevator modernization plan, replacing outdated phone lines, or responding to resident concerns about emergency access, tools like CabView and FirstNet-capable phones go beyond compliance to provide confidence.
By staying informed and partnering with providers who understand both the technical and human aspects of emergency response, Florida communities can build safer, smarter environments that adapt to both current needs and future challenges. n
Understanding Wireless Technology and the Modern Evolution of Connectivity
BY BRIAN JONES
A
ND BY THE WAY, WHAT IS THE INTERNET OF THINGS (IOT) AND HOW DOES IT AFFECT ME?
Wireless technology is how we connect. We do this by using radio waves or infrared signals to transmit data. Wireless technology not only plays a big role in how we communicate and use devices in modern life, but it’s become the most common type of wireless technology. This includes Wi-Fi, Bluetooth, cellular networks like 5G, satellite communication, and infrared (IR) typically used in remote controls.
This is why fiber to the home (FTTH) has become a necessity. FTTH enables users to maximize the speeds and bandwidth offered by the interent service provider (ISP).
Fiber-optic internet provides a seamless solution to reliable connectivity and bandwidth needed for a large number of connected devices. Fiber’s high speed and stability allow for more efficient and complex IoT networks without performance degradation, especially wireless technology.
Ultimately, we want to ensure the delivery of data from FTTH in today’s environment due to the mass volume of IoT or smart objects in each household. In 2023, the average number of IoT objects in each household was 17. These IoT items not only include computers, gaming devices,
Photo by iStockphoto.com/Thitima Uthaiburom
smartphones, and smart TVs; they also include some common household items you don’t often consider, like appliances, sensors, thermostats, and door bells.
So, how does it work? Fiberoptic cables carry data at very high speeds over long distances using light signals. They form a core infrastructure (or “backbone”) of the internet. Wi-Fi is the final step that delivers a signal wirelessly from your router to your phone, laptop, or device. Your internet service provider (ISP) will bring you FTTH or on the premises—a modem or router takes that ultra-fast fiber connection and converts it into Wi-Fi. Then your device connects wirelessly to the router. In summary, fiber-optic internet enables your Wi-Fi to provide faster speeds and low latency, support more devices, and provide future-proof technology for a digital home.
This robust connectivity provided by fiber is essential to power the advanced features of today’s digital homes, which increasingly rely on integration
BRIAN JONES, DIRECTOR OF COMMUNITY RELATIONS, SUMMIT BROADBAND
Brian is the director of community relations at Summit Broadband, a fiber-focused, Florida-Based® provider. He joined the CAI Central Florida Board in 2022 and served as president in 2024, focusing on outreach and member engagement. Passionate about community building, Brian is the volunteer board president of the Avalon Park Foundation, a 501(c)(3), and has served as vice president of the Avalon Park Orlando HOA since 2017. He was recently appointed by the Orange County Mayor to the Parks and Recreation Advisory Board, continuing his commitment to community service and development. For more information, visit summitbb.com.
and AI to learn user preferences and adapt to anticipate needs, like adjusting the thermostat based on weather forecasts or customizing lighting based on time of day. This technology can utilize gesture control and facial recognition. It provides conservation such as energy management for meters and appliances to reduce consumption and help homeowners save money.
In the future, digital homes or fully integrated homes will operate seamlessly, with devices communicating automonously. We will see the development of health and wellness integration and enhanced security such as biometric authentication and AI surveillance for an even smarter security environment or privacy management. The modern evolution of digital homes reflects a shift from simple automation to intelligent, interconnected ecosystems that leverage AI, cloud computing, and IoT to create homes that learn, adapt, and enhance the way we live, making daily life more convenient, secure, and energy efficient.
For additional education on this technology, schedule our lunch and learn “Essential Telecommunications for Community Associations” and receive 1.0 CEU credit towards a classroom ELE. n
Best Practices in Community Association Management
BY TRACEY CLEMENT
In the evolving field of community association management, team members, board members, and residents alike benefit from partnering with companies that focus on strong operations, ongoing education, and transparent business practices.
A management company is defined not only by its results but also by how it supports its team, board members, residents, vendors, and the communities it serves as a whole. Leading management firms build long-term relationships, communicate effectively, and operate consistently without relying on restrictive noncompete agreements. At Leland we do not require noncompetes; instead, we use non-solicitation and non-interference business agreements, which allows individuals to pursue other opportunities if they wish while protecting our client relationships, company data, and fellow team members from solicitation.
Training and education are essential to helping communities run smoothly. Companies that invest in continuing education for their licensed community
Photo by iStockphoto.com/NanoStockk
association managers (CAMs), board members, and residents help ensure that everyone has the tools to make informed decisions. At Leland we are approved by the State of Florida to offer CEU courses for CAMs and provide board-certification classes. Training is offered both in person and virtually, and our programs are designed for various levels and roles. We believe education benefits not just our internal team but also the board members and residents we support.
Mentorship is another important part of team development. Team members are paired with experienced professionals within the company to support their growth, reduce onboarding time, and maintain the consistency of service. In addition to mentoring, we encourage team members to participate in improving internal processes, procedures, and client service. We believe those closest to the
Potential
Clients
TRACEY CLEMENT, VICE PRESIDENT, LELAND MANAGEMENT
Tracey Clement is vice president at Leland Management in Orlando, FL, where she has been a key member of the team since 2005. With a focus on support operations and human resources, Tracey ensures the company fosters a positive and productive work environment. She is dedicated to promoting the professional growth of team members while maintaining the satisfaction of Leland’s clients. Her leadership combines strategic oversight with a commitment to innovation, helping Leland Management remain a trusted name in the community association management industry. If you are interested in joining the Leland team, please contact us at Careers@LelandManagement.com. For management services or to learn more about how we can support your community, reach out to Info@LelandManagement.com.
work are best equipped to offer practical feedback, and we value their role in helping us advance how we operate.
Leland is focused on being the best, not the biggest. We prioritize quality and service and invest in the development of our team to ensure the success of the communities we manage. In selecting a community association management partner, candidates, and boards should look for a firm that demonstrates ethical business practices, supports professional development across all levels, and prioritizes education as a tool for stronger communities. At Leland we have embraced these principles by building programs that educate, mentor, and equip our teams and clients with the tools they need to succeed without creating unnecessary restrictions or barriers.
Potential Candidates
Transparent communication and reporting Ethical business practices with clear contracts Board and resident education support
Ongoing training, certification, and mentorship
Supportive culture with opportunities for growth Ethical leadership and clear company policies n
A Long Time Coming: Clarifying the Florida 720 Statutes to Account for Differences Between 55+ HOA Communities and Other HOAs
BY RUSS ROBERSON AND CHARLES SCHUMACHER, CAM, CMCA, AMS
The Florida 720 Statutes governing 55+ active lifestyle homeowners’ associations require a dramatic revision. Florida has over 49,000 homeowner associations (HOAs). Of this group, only a small group of approximately 1,350 are 55+ HOA communities.
The problem with the Florida 720 Statutes is that the statutes treat incorporated 55+ HOA communities the same as all other Florida HOAs. There are significant differences, such as the following:
• The Federal Housing for Older Persons Act (HOPA) requires that to be classified as a 55+ community, in part, at least 80 percent of the occupied units must be occupied by at least one person aged 55 or over. Thus, 55+ HOA communities have a different demographic than other types of HOAs in the state of Florida.
Photo courtesy of The Plantation at Leesburg
• These 55+ communities have on average much larger operating and reserve budgets and are responsible for much larger portions of land, community amenities, maintenance, and infrastructure requirements.
• Most 55+ community HOA boards require 1) more board and management oversight of the community finances; 2) responsibility for the publication of monthly newsletters; 3) management of community events, both social and charitable; 4) development of new and innovative community amenities; 5) operation of golf courses, tennis/pickleball courts, aquatic facilities, health and fitness centers; and 6) management of community arts [e.g., a concert series].
Additionally, the board of directors is also charged with establishing short- and long-term strategic plans for the community
RUSS ROBERSON, HOA BOARD PRESIDENT OF THE PLANTATION AT LEESBURG 55+
Russ Roberson is a licensed CAM. Russ was an executive for several medical device and drug organizations, where he worked in such areas as imaging, cardiology, predictive analytics, and stem cell harvesting. Russ holds a doctorate in business administration and management, an MBA, an MS in mechanical engineering, and a BS in agricultural engineering along with being a registered professional engineer. Russ continues to teach at the college level for Northwestern University and the University of Wisconsin. bodpresident@plantationhoa.org
CHARLES SCHUMACHER, CAM, CMCA, AMS
Charles Schumacher, CAM, CMCA, AMS, has been a Naples resident since 1998 and is a second-generation community association manager. Charles has served communities as both the community manager and the owner/operator of management companies, and he became a Florida licensed CAM in 2006. Charles has been recognized locally in Southwest Florida by his CAI South Gulf Coast Chapter peers as one of the top on-site managers in Southwest Florida (2018). In 2019 the Council of Community Association Managers recognized Charles nationally as one of the top three on-site managers. manager@seapointnc.com
and representing the community on a local and state level. The following are areas within Florida Statute 720 that we feel need attention during the Florida 2026 legislative session:
1. Recreational Vehicles: During the 2024 legislative session, Florida Statute 720.3075(d) was expanded to allow a property owner and/or guest the ability to park their personal vehicle, including a pickup truck, which is defined as not being a commercial vehicle by F.S. s.320.01(25), in their property driveway as governed by the state, county, or municipal regulations. F.S. s.320.01(25) defines a commercial vehicle as one that is more than 26,000 pounds. All vehicles not meeting the weight limit, such as recreational vehicles, are subject to local regulations. Some local municipalities are not restricting the parking of RVs and allow them to be parked in either a driveway or on a street for unlimited time; and in some cases, individuals are using those RVs as part of their living space. Having an RV next door, hooked up and running continuously, is not desirable. The 55+ communities within the municipalities in which the development code is silent or not being enforced should be able to limit the time RVs can be parked in driveways and on their streets. This is especially needed given that 55+ communities often have narrow, private roads, and such large vehicles can create a safety risk by their position in the street or when backing out of a driveway.
2. Debt: In the Florida Statute 720, it is very cumbersome to collect past due debt owed by HOA members. This is especially difficult as people age and consciously stop paying their HOA member fees. In the current statutes,
55+ HOAs must adhere to a highly complex process, which is limited by how much of that homeowner’s past due debt can be collected; specifically, statutes limited the past due debt to one year of the owed HOA dues or one percent of the first mortgage, whichever is less. As such, once an HOA member owns their property outright and reaches the oneyear past-due mark, he or she has no incentive to pay his or her HOA dues, which creates an environment in which the only option left is to initiate foreclosure proceedings. This is a long process often resulting in no return of the past due debt to the HOA due to legal costs, etc.
3. Golf Courses: The Florida Statute 720 relative to golf courses owned specifically by
J.R. Frazer, Inc.
the members of a 55+ community are vague. The Florida Statute 720 needs to be specific to allow the HOA the ability to operate golf courses as either common or noncommon property.
4. Slander: Every 55+ community has a subset of their HOA members [and residents— people living in the community such as renters, grown children, et al.] who are unnecessarily disruptive, including being slanderous on social media et al. and often directing their disruptive efforts against HOA board members. This type of behavior has the potential to damage the community and the community’s reputation, and it may discourage qualified individuals from seeking to be on a 55+ HOA board. As individuals age, they may travel many paths—some become nicer and more tolerant; others just grow mean and inappropriate. Regardless of the reason, 55+ HOAs and HOA board members should be able to defend themselves against the inappropriate behavior of others [such as the issuance of cease and desist letters], and the Florida 720 statutes should specifically allow for such.
5. Financial Audits: The Florida Statute 720 requires financial audits of HOAs to be completed within 120 days of the following calendar year. Often 55+ HOAs have complex financials but do not have the purchasing power to obtain large-scale CPA firms to conduct audits of their financials during what is the busiest time of the year for most CPA firms. The required comple-
tion time to complete a financial audit should be extended to allow the HOA and the retained professionals an appropriate amount of time to perform the required audits/reviews. Our suggestion is that the audit must be under contract within 120 days of the following calendar year and completed no later than the end of the following calendar year. Increasing the allowed completion time may help reduce the intracommunity litigation where HOA members have sued or are currently suing their own HOAs for failing to comply with current statutory requirement.
6. Open Records Requests: In a 55+ community, some open record requests border on the absurd. Open record requests are limited in their frequency but not in their extent and breadth. For example, if an HOA member requests all financial records and receipts for a period of seven years, the HOA should have more than 10 business days in which to provide the documents. The current requirement is often just a “setup” for some HOA members to be able to claim the HOA has not provided information in a timely manner, resulting in legal actions to have the HOA fined.
There are many more areas where delineation is needed for 55+ communities compared to all other types of HOA communities in Florida. Rather than try to have a one-size-fits-all model for all HOAs in the state of Florida,
the Florida Statute 720 should allow for exceptions for 55+ HOA communities based upon the unique differences between 55+ HOA communities and other types of HOAs.
Making the changes noted in this article and other changes will improve the lives of 55+ HOA community residents, reduce unnecessary litigation, improve the HOA’s financial positions, and encourage those qualified to be HOA board members to seek positions on their HOA board.
This article serves as a call to 55+ HOA communities in Florida wanting to see changes to the Florida Statute 720. The working committee relative to this effort has set a goal to enact changes during the 2026 Florida legislative session. State Representative Taylor Yarkosky [Florida House District 25] is working collaboratively with us on this effort and has provided both his insights and support. If your 55+ community has experienced similar challenges, or there are specific issues your community would desire to see addressed as part of this change, reach out by email immediately as by the time of this article’s publication work will have progressed on this effort. The emails of both authors are listed in their respective author biographies.
The time to change the Florida Statute 720 governing HOAs for 55+ active lifestyle communities is now. Making changes to clarify the differences between 55+ HOAs and all other HOAs will benefit all HOA members across the state of Florida. n
Photo courtesy of The Plantation at Leesburg
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A Problem for Every Solution
BY BETSY BARBIEUX, CAM, CFCAM, CMCA
By the time you read this article, Governor DeSantis will have signed House Bill 913 into law, and the ramifications for condominium associations across Florida are significant and, frankly, alarming. It appears our legislators have fundamentally misunderstood the operational dynamics of community association boards, leading to legislation that will likely hinder effective governance and sow discord within communities.
A board meeting is, at its heart, a business meeting. It is where elected representatives convene to make crucial decisions regarding the protection of property values, the maintenance of common elements, and the enforcement of community use restrictions. This new legislation,
Photo by iStockphoto.com/AndreyPopov
however, effectively transforms these business sessions into open forums ripe for unproductive arguments and endless debate, ultimately impeding the board’s ability to conduct necessary business. The legislators have turned board meetings into informational meetings for owners.
This legislation mandates a quorum of the board members’ physical attendance at membership and annual meetings when owners are participating via video conferencing. This reveals a fundamental misunderstanding of quorum requirements. A quorum of the board is never required at a membership meeting. Legislators seem unaware that board members, in this context, are simply members like any other owner. While officers may have specific duties during the annual meeting, the
Betsy Barbieux, CAM, CFCAM, CMCA, guides managers, board members, and service providers in handling daily operations of their communities while dealing with different communication styles, difficult personalities, and conflict. Effective communication and efficient management are her goals. Since 1999 Betsy has educated thousands of managers, directors, and service providers. She is your trainer for life! Betsy is the author of Boardmanship, a columnist in the Florida Community Association Journal, and a former member of the Regulatory Council for Community Association Managers. Subscribe to CAM MattersTM at www.youtube.com/c/cammat ters. For more information, contact Betsy@FloridaCAMSchools.com, call 352-326-8365, or visit www.FloridaCAMSchools.com.
board as a collective entity holds no authority at this meeting. Mandating their attendance serves no practical purpose and demonstrates a lack of understanding of association governance. In fact, for communities with out-of-state or international board members who do not travel for single meetings, this requirement could render annual meetings impossible to hold.
The changes to condominium budget meeting requirements are particularly perplexing, demonstrating a misunderstanding of the fundamental difference between a board meeting and a membership meeting. In current legislation if board members pass a budget with an assessment (with deductions for reserves and insurance premiums) that
increases more than 115 percent from the prior year, the membership may propose a substitute budget to be voted on at a special membership meeting. This new law requires the board to propose the substitute budget at the same time as it proposes the “real” budget. It seems to suggest a hybrid approach where the board convenes its budget meeting, recesses, convenes a special membership meeting for a vote on the substitute budget proposed by the board (not the members), and then, if the membership rejects the substitute budget, presumably reconvenes the board meeting to vote on the original budget. This convoluted process is not only inefficient but also blurs the distinct roles of the board and the membership in the budgetary process. The way this law was originally written is a good process; it did not need to be changed.
The new law also mandates that management companies report the names of the communities they manage to the state. This requirement is not only a questionable infringement on client confidentiality but also a logistical nightmare. This is the case not only for medium-sized management companies but also for large, nationwide management firms overseeing thousands of Florida communities. The ongoing task of tracking and reporting this information, especially given the frequent changes in management, will likely require new administrative roles, adding unnecessary costs.
Board of director certification training has become significantly more complicated. We now face three distinct sets of requirements for meetings and board certifications across different community types, making it nearly impossible to provide comprehensive training in a single course.
The disparate impact of this legislation—significant changes for condominiums, minimal for cooperatives, and none for homeowners’ associations—creates an immense challenge for CAM prelicensing students who are now tasked with learning the same types of information in three entirely different ways. This fragmentation has inflated the content of the 16-hour CAM prelicensing course, which ironically had its hours reduced during the pandemic, while the amount of information to be learned has increased.
Compounding these issues is the existing law that exempts community association managers (CAMs) licensed for over ten years from any continuing education requirements while at the same time adding CE hours to CAMs who manage homeowners’ associations. How can these long-tenured managers, who are not required to stay abreast of legal updates, effectively guide their communities through these complex new regulations? While the new law commendably requires condominium boards to verify the licenses of their managers or management companies, it fails to mandate that managers maintain current continuing education hours, regardless of the ten-year exemption.
For the many detailed changes to the laws for structural integrity reserve studies (SIRS) and milestone inspections, community associations are urged to consult with their reserve study specialists. While some changes regarding SIRS and milestone inspections have been extended to cooperatives, the majority of the legislative changes apply solely to condominiums. Homeowners’ associations remain untouched by this bill.
The legislature has once again failed to revise the outdated election process for homeowner associations to align with the more streamlined procedures used by condominiums and cooperatives. Many homeowners’ associations' documents omit any process for the election of directors, so elections are inconsistent and frustrating. Many CAMs have been waiting
HOW CAN THESE LONG-TENURED MANAGERS, WHO ARE NOT REQUIRED TO STAY ABREAST OF LEGAL UPDATES, EFFECTIVELY GUIDE THEIR COMMUNITIES THROUGH THESE COMPLEX
for decades for clarification. The smaller condominium, cooperative, and homeowner associations without professional management will likely remain unaware of these legislative changes. They won’t know about the new procedures for videoconferencing, affidavits, new official records lists, and the requirement to create an online account with the DBPR and provide detailed information that must be updated annually. In conclusion, while the intention behind HB 913 may have been to clarify existing law, this legislation appears to be based on a flawed understanding of community governance. Florida condominium owners and board members must brace themselves for increased complexity, potential for conflict, and significant administrative burdens. It is crucial for all board members and managers to educate themselves on these new requirements and seek expert guidance to navigate this evolving legal maze. n
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REMBAUM'S ASSOCIATION ROUNDUP
House Bill 913—
What You Need to Know
BY JEFFREY A. REMBAUM, ESQ.
By the time you read this article, we will know whether Florida House Bill 913, as approved by both houses of the Florida Congress, is the law of the state. As of the writing of this brief summary, only a veto from our governor will prevent this bill from becoming law, effective July 1, 2025. This bill primarily pertains to condominium associations, but the new conflict of interest disclosures for community association managers and management firms will apply to all community associations because those changes are within Chapter 468, Florida Statutes, which governs all licensed community association managers and management firms. Other than that, homeowners’
Photo courtesy of Kaye Bender Rembaum
associations (governed by Chapter 720 F.S.) and cooperatives (governed by Chapter 719 F.S.) are not addressed in this bill. With that in mind, let’s take a look at a few of the more notable changes as related to condominium associations.
• The term “video conference” is added to § 718.103, F.S., and requires that if a video conference is used (such as Zoom), then a hyperlink and call-in conference telephone number be set out in the meeting notice along with a physical location for unit owners to attend in person. Such a meeting must be recorded, and the recording must be maintained in the official records of the association for at least one year. With the aforementioned in mind, it is now clear that board meetings and membership meetings can be
JEFFREY REMBAUM, PARTNER, KAYE BENDER REMBAUM
Attorney Jeffrey Rembaum has considerable experience representing countless community associations that include condominium, homeowner, commercial, and cooperative associations throughout Florida. He is a board-certified specialist in condominium and planned development law and is a Florida Supreme Court circuit civil mediator. Every year since 2012 Mr. Rembaum has been inducted into the Florida Super Lawyers. He was twice awarded as a member of Florida Trend’s Legal Elite. Kaye Bender Rembaum P.L. is devoted to the representation of community and commercial associations throughout Florida with offices in Palm Beach, Broward, Hillsborough, and Orange Counties (and Miami-Dade by appointment). For more information, visit kbrlegal.com
conducted by video conference so long as the foregoing requirements are followed.
• If a unit owner membership meeting is held electronically and the foregoing requirements are followed, then the unit owners may vote electronically.
• If the annual membership meeting of the members is held electronically, then a quorum of the board of directors must be physically present at the physical location, the meeting must be recorded, and of course the recording must be maintained as an official record of the association. The Florida Division of Condominiums is charged
with adopting additional requirements. (Yes, it is quite strange that this new law requires a majority of the board to be physically present when in fact it is a membership meeting, not a board meeting. Perhaps this will get straightened out in future legislation or not.)
• If the bylaws are silent as to the required location, unit owner membership meetings must be held within 15 miles of the condominium property or within the same county as the condominium property.
• Condominium associations will be required to have an insurance replacement cost appraisal performed every three years.
• Official records now include electronic records, bank statements and ledgers, recordings of all such meetings that are conducted by video conference, and all affidavits as may be required by Chapter 718 F.S.
• A board of directors may use their best efforts to make prudent investment decisions carefully considering risk and return to manage both operating and reserve funds. This new legislation makes clear that the board can invest in certificates of deposit, savings and loans, banks, and credit unions without a vote of the unit owners.
• If a board of directors prepares a budget that requires assessments against the unit owners that exceed 115 percent of the prior year assessments, then the board
must also simultaneously propose a “substitute” budget that does not include any of the “discretionary” expenditures that are not required to be in the budget. The substitute budget must be proposed before adoption of the other budget that exceeds the 115 percent. Unit owners will have the right to vote on that substitute budget and may adopt it if it meets with the approval of the majority of the total voting interests unless the bylaws require a greater percentage. The 115 percent calculation excludes repair, replacement, and maintenance of the components required for the structural integrity reserve study along with insurance premiums.
• The prior $10,000 threshold for statutory reserves has been increased to $25,000, meaning that the budget must include reserves for capital expenditures and deferred maintenance for roof replacement, building painting, pavement resurfacing, and any other items that have deferred maintenance or a replacement cost that exceeds $25,000 or such inflation-adjusted amount. The same is true for the structural integrity reserve study (“SIRS”) items, meaning that reserves for the SIRS items must include any other item that has a deferred maintenance or replacement cost that exceeds $25,000 (rather than $10,000), and the failure to maintain such item would negatively affect any of the SIRS items.
• Structural integrity reserves may be funded by regular assessments, special assessments, lines of credit, and loans; but if it is being funded by special assessment, line of credit, or loan, then an approval of the majority of the total voting interests of the membership is required.
• Clarification is provided that a unit owner-controlled association subject to a structural integrity reserve study that has forthcoming capital expenses as required by a milestone inspection may obtain a line of credit or loan to fund the cumulative amount of the previously waived or underfunded reserves.
• Clarity is provided that requirement for a structural integrity reserve study, which must be prepared at least once every 10 years, only applies to condominiums that are three or more “habitable” stories.
• For a budget adopted on or before December 31, 2028, if the milestone inspection was completed within the previous two years, then the
board of directors (with the approval of a majority of the total voting membership interests) may temporarily “pause” for a period of not more than two consecutive annual budgets the reserve fund contributions or reduce the amount of such funding. If a condominium association does properly “pause” such funding, then they must have a new structural integrity reserve study performed to determine the new needs and to recommend a revised reserve funding plan. This “pausing” option excludes developer-controlled associations, unit owner-controlled associations where the owners have been in control for less than one year, and condominium associations controlled by a bulk buyer or bulk assignee.
• Reserve funding for the structural integrity items can only be pooled with other structural integrity reserve items (and pooling can be used for nonstructural reserve items as well).
• In order for a condominium association to go from straight-line funding to pooling or from pooling to straight-line funding, a vote of the membership is no longer required. Such decisions will be vested to the board of directors.
• The Division of Condominium is to adjust the minimum $25,000 reserve threshold annually to account for inflation.
• The structural integrity reserve study must, at a minimum, include a recommendation for a funding schedule based on a baseline funding plan that provides a funding goal for each year that is sufficient to ensure the cash balance is always above zero. Additionally, the structural integrity reserve study must take into account the funding method used by the association, whether via regular assessments, special assessments, lines of credit, or a loan. If the structural integrity study is completed before the association knows how it will be funded, then after the decisions are made regarding the funding of the structural integrity reserve study, the actual study must be updated to take into account the selected funding method.
• Clarity is provided that the structural integrity reserve study must be completed by December 31, 2025, instead of December 31, 2024. But, if the condominium association is required to have a milestone inspection by December 31, 2026, then such association can do the structural integrity reserve study simultaneously with the milestone inspection.
• If a condominium association completed a milestone or similar inspection as required by local government, then the association may delay its structural integrity reserve study for no more than two budget years to focus on the financial resources now required for repair and maintenance as required by the milestone inspection.
• An officer or director (not manager) must sign an affidavit acknowledging receipt of the completed structural integrity reserve study.
• If 25 percent of the unit owners petition the board to adopt electronic voting within 180 days of the last annual meeting, then the board must
hold a meeting within 21 days after receipt of the petition to adopt electronic voting. Additionally, if electronic voting is not provided for, then there are new provisions requiring unit owners to have the opportunity to electronically transmit a ballot to an email address designated by the association (which would obviously waive anonymity if the vote is for the election). The electronic ballot must comply with the statutory form.
• The 14-day requirement for a board meeting notice where electronic voting will be considered is deleted.
• Regarding hurricane protection, unless provided otherwise in the declaration of condominium, a unit owner is not responsible for removal or reinstallation of hurricane protection, window, or other aperture if removal is necessary for maintenance, repair, or replacement of the condominium or association property for which the association is responsible.
The aforementioned is intended as a summary review only. Do not make the mistake of relying on summary reviews, but rather only on the text of the legislation itself. Stay tuned for future Rembaum’s Association Roundup articles regarding this new legislation. If you’re not receiving our electronic versions, then you are not receiving all of our publications. Remember to check in with your association’s lawyer regarding any questions you may have concerning this new legislation. n
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Technology and Cybersecurity Best Practices for Community Associations
BY MICHAEL C. GÓNGORA, ESQ.
Cyberattacks have become more common and sophisticated across all sectors, including community associations. Because these associations often collect and handle personally identifiable information (PII), it is essential that they properly maintain and protect it. Many community associations require residents to fill out detailed applications that include not only basic information (such as name, address, phone number, and email) but also sensitive data such as driver’s license numbers, social security numbers, and financial details. Once accessed, this data may be sold, encrypted and held for ransom, or copied and used to extort the association or its residents.
Under Fla. Stat. §501.171, a business entity that experiences a security breach is required to notify all affected Florida residents, the Department of Legal Affairs, and the three major U.S. credit bureaus if the breach affects more than 1,000 individuals. As such, it is more important than ever for community associations to implement robust cybersecurity measures.
Although Florida law does not provide specific data-handling requirements for community associations, many general best practices can and should be applied. Cyber Florida, an initiative of the University of South Florida, offers a useful
Photo by iStockphoto.com/Inside Creative House
overview of cybersecurity fundamentals for local governments— many of which are relevant for community associations. Key practices include the following:
1. AUDIT THE DATA
Understanding what data is being collected is a critical first step. A data audit worksheet can help associations determine what types of PII they store and where it is located—whether in the cloud, on local servers, or on external hard drives. Once identified, data can be prioritized based on its sensitivity. High-value data, such as banking and credit card information, requires the highest levels of protection as it is the most attractive to cybercriminals.
2. KEEP SAFEGUARDS IN PLACE AND UPDATED
Maintaining up-to-date systems, networks, and software is critical. As technology
MICHAEL C. GÓNGORA, SHAREHOLDER, BECKER
Michael Góngora is the lead community association litigator in the Miami office. His experience representing community associations includes handling various contracts, association declarations, litigation, and disputes that may arise from these and other issues. He was a partner in his own firm in Miami Beach for several years before joining Becker. Mr. Góngora is a fully bilingual (Spanish/English) attorney and was previously a certified family mediator by the Florida Bar. Mr. Góngora is also one of only 190 attorneys statewide who is a board-certified specialist in condominium and planned development law.
evolves, so do cyberthreats. Software updates often include important security patches that address new vulnerabilities. Associations should also use strong, unique passwords for each system and change them regularly. Multi-factor authentication (MFA) should be implemented wherever possible to provide an extra layer of protection beyond passwords.
3. MANAGE ACCESS TO DATA
Limit access to sensitive data to only those employees who absolutely need it. Provide thorough training on data-security policies, and ensure employees can recognize and report suspicious activity. Regular cybersecurity training should be mandatory for all staff who handle PII.
Proactively Protect Your Community Assets
Envera partners with property managers to streamline security, offering cost-effective, tailored solutions that enhance community safety. From Virtual Guards at gated entrances to Active and Passive Video Surveillance for amenities and access points, Envera’s innovative technology ensures comprehensive protection. Our security solutions reduce workload while adding value to properties, allowing managers to focus on what matters most.
Connect with Envera today to begin working on a customized plan for your community.
Julie Jaram, MBA
360 Central Avenue, Suite 800
St. Petersburg, FL 33701
727.290.2578
jjaram@devinandco.com
4. CYBER INSURANCE
Cyber liability insurance is an important part of a layered security approach. These policies cover expenses related to data breaches, including system repair, data restoration, legal fees, customer notification, and credit monitoring. However, insurance is not a substitute for strong preventive measures. Associations should regularly review and update their policies to ensure they remain covered against emerging threats.
5. CONSULT LEGAL AND MANAGEMENT PROFESSIONALS
Associations should collaborate with their management company and legal counsel to stay informed on best practices and evolving compliance strategies for privacy and data protection.
HOW CYBERCRIMINALS ARE USING AI TO TARGET COMMUNITY ASSOCIATIONS
Artificial intelligence (AI) is transforming the cybersecurity landscape—not only for defenders but also for attackers. Cybercriminals are increasingly leveraging AI tools to automate, accelerate, and amplify their malicious efforts. Community associations, due to their sensitive data and often limited cybersecurity infrastructure, are becoming easier targets for AI-enabled cybercrime.
AI-ENHANCED PHISHING AND SOCIAL ENGINEERING
AI tools can analyze public records, social media, and association websites to craft highly personalized phishing emails that appear legitimate. These messages often mimic trusted vendors, property managers, or board members. Some AI models can even generate human-like text that adapts to a target’s tone and language patterns. This increases the chances that recipients will click on malicious links or unknowingly provide sensitive information.
DEEPFAKE AND VOICE-CLONING ATTACKS
AI can now generate convincing deepfake videos and synthetic voices. In one emerging tactic, cybercriminals use AI to mimic the voice of a board member or manager in a phone call, requesting an urgent wire transfer or password reset. Because these audio deepfakes can sound authentic, especially in high-pressure situations, even well-trained staff may fall victim.
AUTOMATED VULNERABILITY SCANNING
AI-powered bots can rapidly scan websites, email servers, and cloud storage for weaknesses. If a community association’s website or database has outdated software or misconfigured access controls, these bots can identify and exploit vulnerabilities without human intervention.
RANSOMWARE WITH AI TARGETING
Some AI-based malware can learn how a network operates over time, allowing it to identify high-value files, disable backups, or select the most damaging time to strike. For example, it might wait until just before a community board meeting or billing cycle to encrypt data and demand ransom, maximizing pressure on the association to pay quickly.
DATA MINING FOR EXTORTION
Once inside a system, AI can sift through stolen files to identify compromising or sensitive information about residents or board decisions. Cybercriminals may then use this data to blackmail individuals or
the association, threatening to leak the information unless payment is made.
FINAL THOUGHTS
As AI becomes more sophisticated, so do the threats facing community associations. The same technologies that improve efficiency and communication can also be weaponized by those seeking to exploit digital vulnerabilities. To stay ahead, community associations must not only follow best practices in data management and cybersecurity but also recognize the growing role AI plays in cybercrime.
Regular training, proactive audits, legal consultation, and up-to-date software are essential components of a strong cybersecurity posture. As threats evolve, so too must our defenses. n
Florida Condominium Association
Website Requirements Expand to Smaller Communities and Include More Records
BY LAURA MANNING-HUDSON
Changes to the laws governing condominium association websites enacted in this year’s legislative session as well as in 2024 expand the requirements to include smaller communities and additional records. The changes serve to continue the growth and use of condominium websites, which should provide many communities with a highly effective tool to communicate with their members and fulfill their official records disclosure requirements.
Photo by iStockphoto.com/mapo
Last year the Florida legislature amended the state’s laws to require condominium associations with 25 or more units to have a website by January 1, 2026. The current law only requires associations with 150 or more units to maintain a website, so this change will greatly expand the number of condominium communities that must have a site starting next year.
As part of the many changes enacted under the far-reaching House Bill 913 during this year’s session that will go into effect on July 1 upon its approval by Gov. DeSantis, who has said he plans to sign it into law soon, associations with required websites will now also be required to post approved meeting minutes and hyperlinks to video recordings of all meetings from the preceding 12 months. These and other records required for inclusion on websites must be posted within 30 days of their receipt or creation.
Florida homeowners’ associations with 100 or more parcels have also been required to maintain a website as of the start of 2025.
The state laws call for all required association websites to maintain a section that is dedicated exclusively to their unit owners and employees and is inaccessible to the general public. For condominium associations these password-protected sections must include, among other things, the recorded declaration of condominium and bylaws along with any amendments, the articles of incorporation filed with the state, and the association’s rules and regula-
LAURA MANNING-HUDSON, MANAGING SHAREHOLDER, SIEGFRIED RIVERA
Laura Manning-Hudson is the managing shareholder of the West Palm Beach office of the law firm of Siegfried Rivera. She is board certified as an expert in community association law by the Florida Bar and is one of the firm’s most prolific contributors to its Newsroom blog at www.SiegfriedRivera.com/blog. The firm also maintains offices in Miami-Dade and Broward counties, and its 51 attorneys focus on real estate, community association, construction, and insurance law. For more information visit www.SiegfriedRivera.com, email LManning@SiegfriedRivera.com, or call 800-737-1390.
tions. They must also feature a list of all executory contracts or documents to which the association is a party or under which the association or unit owners have an obligation; a list of the bids for materials, equipment, or services received by the association within the past year; summaries of bids for materials, equipment, or services which exceed $500 that were received from vendors during the past year; and the current annual budget, proposed budget, year-end financial reports, and monthly income or expense statements to be considered at a meeting.
Florida law permits condominium associations to direct owners to their website to fulfill records requests in lieu of physical inspections. While building and maintaining these websites can consume a fair amount of time and resources, their use in response to owners’ requests to inspect official records can make them very cost-effective and beneficial.
Florida condominium associations that are now contending with a heightened level of scrutiny from their members over proposed budget increases should make effective use of their websites, which can help to make a significant impact in mitigating and addressing owners’ concerns. Posting documentation and information that supports budgetary increases helps to foster trust and credibility with the membership.
Given the heightened level of questioning that many Florida condominium boards are experiencing from association members over necessary increases to budgets and assessments, transparency and disclosure are becoming more essential than ever to maintaining community harmony and avoiding baseless dissent. Making effective use of community websites can be a very meaningful and important step towards averting and addressing owners’ concerns.
Siegfried Rivera’s South Florida community association attorneys write about important matters for associations in our Newsroom blog at www.SiegfriedRivera.com/blog and our Miami Herald column, which appears every two weeks on Sundays, and we encourage association directors, members, and property managers to visit www.siegfriedri vera.com/contact/#newsletter and subscribe to our newsletter to receive our future articles. n
BY MICHAEL J. GELFAND, ESQ.
I Contracts: There Is Still No “Free Lunch”!
t was supposed to be simple and easy. Save the association money. Help balance the budget.
“Everyone does it! Stop fretting!” So, you convinced yourself that this should not be remarkable or risky. Everyone just has to be quiet about it….
What was the secret? Hiring a contractor who does not have required state and local construction licenses. Without a license, there cannot be a building permit…another expense saved?
Better yet, you also heard whispered about that unlicensed contractors
Photo by iStockphoto.com/AaronAmat
cannot enforce their work contracts. You thought you would never see the contractor in court! This was icing on the cake!
Whoa! Hold on for a moment. Did “they” remind you that in fact many have found out the hard way that shortcuts have a way of catching up with you, especially on construction projects because of lien rights?
Seeking to avoid 20/20 hindsight, hopefully most readers will be jumping up and shouting “STOP!” Florida licensed community association managers will recall that if they do not follow the law, then they risk being set up for participating in a violation of the law, which means for them a potential license violation as well as liability for what goes wrong.
There are lots of problems with this scenario. To start, regardless of what one thinks of building code inspections, frequently the inspections do uncover code violations—violations which your association will receive if the contractor has no license.
On a very practical level, also consider asking why a
MICHAEL J. GELFAND, ESQ., SENIOR PARTNER, GELFAND & ARPE, P.A.
Michael J. Gelfand, Esq., the senior partner of Gelfand & Arpe, P.A., emphasizes a community association law practice, counseling associations and owners how to set legitimate goals and effectively achieve those goals. Gelfand is a dual Florida Bar board-certified lawyer in condominium and planned development law and in real estate law, a certified circuit and county civil court mediator, a homeowners’ association mediator, an arbitrator, and parliamentarian. He is a past chair of the Real Property Division of the Florida Bar’s Real Property, Probate & Trust Law Section, and a Fellow of the American College of Real Estate Lawyers. Contact him at ga@gelfandarpe.com or 561-655-6224.
supposed contractor does not have a license. Think about it. Frequently there is an issue relating to lack of competency or problematic past performance. All this may substantially add to the risk of your project.
From a legal standpoint, let us disabuse Florida community associations from any belief that they can “get away with it” by just refusing to pay their unlicensed contractor.
Do you really think that after the work is complete you can withhold payment and claim that the contract is unenforceable? While a Florida law might apply, the law’s application may depend on what type of work has been performed.
A Florida appellate court recently ruled that a construction contract was not unenforceable just because the contractor did not have a state license. In Palm Beach Resurfacing, Inc. v. Floyd, 50 Fla. L. Weekly D 194 (Fla. 4th DCA, January 15, 2025), the facts indicated that a contractor entered into a contract with a homeowner to complete pool-area resurfacing. Because the homeowner refused to pay upon completion of the work, the contractor recorded a claim of lien and then filed a lawsuit to collect payment from the homeowner.
The homeowner argued that the claims were barred because the
contractor was not properly licensed under County codes. The trial court agreed, ruling that the contract was unenforceable and granted summary judgment for the homeowner, in essence finding that the owner did not have to pay the contractor.
The Florida appellate court disagreed and reversed the decision of the trial court. The appellate court looked beyond the fact that the contractor did not have a state license. Why? Because the state law upon which the owner relied only applied to work where a state license was required. Though the contractor also admitted not having a county license, that state law did not require a county license.
The appellate court explained that Section 489.105(3), Fla. Stat. (2018), defines a “contractor” as a person who makes repairs, alterations, remodeling, or improvements to a building or structure. Apparently the work undertaken by the contractor did not fall under that definition; thus, no state license was required. As a further implication, the owner could not avoid payment on that basis.
Under Florida law, when a contract is entered into for work that requires a license, if the contractor is not licensed, the contract may be unenforceable. Here, the appellate court concluded that a state license was not required for the type of work performed by the contractor. Because a state license was not required, this same statute could not be used to find that the contract was unenforceable.
The lesson to be taken from this case is to not assume just because you hired an unlicensed contractor to perform work that you can refuse to pay the contractor if you are unsatisfied with the job he or she has done. n
THE APPELLATE COURT CONCLUDED THAT A STATE LICENSE WAS NOT REQUIRED FOR THE TYPE OF WORK PERFORMED BY THE CONTRACTOR.
BECAUSE A STATE LICENSE WAS NOT REQUIRED, THIS SAME STATUTE COULD NOT BE USED TO FIND THAT THE CONTRACT WAS UNENFORCEABLE.
Community Community
Florida Community Association Professionals’ (FCAP) training is offered on two levels. Level one consists of courses meeting Florida’s continuing education requirements for CAMs, and level two is the Florida Advanced CAM Studies (FACS) course. For further information about the more than 31 online continuing education classes available or to pursue the Certified Florida Community Association Manager (CFCAM) designation, please visit www.fcapgroup.com/membership/education-training/ .
SAFETY AND SECURITY IN COMMUNITY ASSOCIATIONS
By Marcy Kravit, CMCA, AMS, PCAM, CFCAM, CSM
Senior Director of Community Association Relations-Developing Markets
Hotwire Communications
Ensuring the safety and security of a community is essential to protecting residents’ well-being and maintaining property value. A secure environment minimizes threats from crime, theft, vandalism, and safety hazards. In community associations a proactive security strategy—one that combines advanced technology with effective access controls—creates a safer, more resilient neighborhood.
THE ROLE OF TECHNOLOGY IN COMMUNITY SECURITY
Modern security relies on integrated technology to enhance protection and response capabilities. Hotwire Communications provides tailored security solutions for community associations, offering complete surveillance systems that connect multiple cameras to a centralized monitoring hub. This setup allows security personnel to oversee entry points, common areas, parking lots, and building exteriors in real time. These systems are especially valuable in large communities, requiring constant vigilance.
Security isn’t just about monitoring; it’s about accessibility. Remote access for authorized personnel enables faster incident response and more efficient crime prevention.
KEY SECURITY ELEMENTS FOR COMMUNITY ASSOCIATIONS
• Video Surveillance—Visible cameras deter crime while recorded footage provides valuable evidence when needed. Modern cameras feature high-definition resolution, night vision, motion detection, and cloud storage for 24/7 monitoring, even in low-light conditions. Strategically placed cameras in high-traffic areas, entry points, parking garages, and common areas enhance security coverage.
• Access Control—Restricting access prevents unauthorized individuals from entering secure areas. Traditional key cards and fobs are
being replaced by mobile-based systems that integrate with surveillance for added protection. Hotwire Communications offers advanced access control systems, allowing residents and guests to manage access via their smartphones, eliminating the risk of lost or stolen fobs.
• Alarm Systems and Fire Safety— Security extends beyond crime prevention to protect residents from fires or natural disasters. Regularly testing fire alarms, sprinkler systems, and emergency exits ensures preparedness. Communities should also implement clear emergency response protocols and safety drills to reinforce readiness.
• Mobile Integration and Remote Monitoring—Security personnel and residents access video feeds, control access points, and receive alerts in real time through mobile apps. Hotwire Communications offers security systems that allow seamless smartphone access, improving convenience while maintaining strong security.
MANAGING VISITORS AND PREVENTING UNAUTHORIZED ACCESS
The rise of deliveries and service visits has increased foot traffic in communities, creating new security challenges. Unauthorized visitors may bypass traditional security measures, compromising the safety of the community.
Marcy L. Kravit
Robust visitor management systems help verify the identity of visitors before granting access. Hotwire Communications seamlessly integrates visitor management with security cameras and access control to document and monitor all entries. Features like preregistered guest lists and scheduled deliveries further reduce the likelihood of unauthorized access.
In high-traffic areas, adding elevator access controls and in-elevator cameras can significantly enhance security. While this may seem like an expensive solution, financing options are available to support implementation.
THE IMPORTANCE OF PROACTIVE SECURITY
A strong security strategy follows the principles of deter, detect, delay, and deny. Visible deterrents such as cameras and security personnel discourage criminal activity. However, if an incident does occur, fast detection and response systems must be in place.
Regularly auditing access control and security protocols helps identify vulnerabilities and ensure ongoing protection. Preventive measures like strict guest access policies make it more difficult for criminals to enter the community.
CUSTOMIZING SECURITY PLANS FOR EACH COMMUNITY
Every community has unique security needs, requiring a tailored approach. Partnering with security experts, property managers, and local law enforcement helps assess risks and implement comprehensive solutions. A well-established security plan should cover the following:
• Access control
• Fire safety and emergency preparedness
• Visitor management
• Surveillance coverage and monitoring
It should also include unique characteristics of the property, such as layout, size, and resident demographics, to ensure security measures are both effective and sustainable.
ADVANCEMENTS IN SECURITY TECHNOLOGY
Security technology is rapidly evolving, offering communities better tools to enhance safety. Today’s advancements include the following:
• Smart cameras—Features like facial recognition, voice control, and motion analytics improve detection and response capabilities.
• Mobile-based access control—Biometric authentication, such as facial recognition or fingerprint scanning, adds another layer of security.
• AI-powered security systems—Advanced analytics help to identify threats faster and reduce false alarms.
A COMPREHENSIVE APPROACH TO COMMUNITY SAFETY
Protecting a community requires a proactive, technology-driven security plan that integrates surveillance, access control, alarm systems, and mobile accessibility. Providers like Hotwire Communications provide innovative solutions tailored to community associations, ensuring comprehensive protection.
By staying ahead of emerging security threats and continually refining safety measures, communities can safeguard their residents, enhance property value, and create a secure living environment for years to come.
BECAUSE YOU ASKED
By Betsy Barbieux, CAM, CFCAM, CMCA
Betsy, Your article about "Voluntary Compliance" (in the May issue of FLCAJ) is very pertinent. I agree that our entire society is based on voluntary compliance. When people hound me about rule infractions, I have told them for years that our system is set up on voluntary compliance. When they push back on this assertion, I ask how the police do with enforcing speeding. They always say, “not well.” From there, I explain the police’s authority and ask them if they think we have the same kind of authority. They always say, “no.” I then explain I only know of two ways to get an adult human being to do something they don’t want to do: physical force (me grabbing them by the scruff of their neck, which is really not an option) or a court order. Short of that, we can ask, cajole, explain, and beg for compliance. If that does not work, you need to understand how much it costs to get a court order. They always want to know how I can be so understanding and continue trying to get people to comply. I quickly explain there is no other option.
I call this entire concept the social contract. You are correct. It has developed over centuries. Unfortunately, I see it breaking down daily. People drive like idiots at this point. Theft is rampant. Rudeness and impatience
Betsy Barbieux
with society has all but taken over. When they say the U.S. has no culture, our culture was built on that social contract, which is very Christian in nature. You yield to the collective. You help your neighbors and family. You obey laws, mores, and norms out of a sense of collective society without needing fear of arrest or punishment to do what is right.
The associations we manage are the front line of this issue. The things I started seeing 10 years ago in associations are now commonplace in open society. The only reason my community is not worse is because of our older population that still believes you obey rules because they are rules. That being said, they generally would not need the rules as they would conduct themselves well to start with. Where I disagree with you is in who laws and rules are made for. They are not made for the people who are going to follow them anyway…They are made for those who are not going to follow them anyway by the rest in an attempt to try and live peacefully.
- Tyler L. Brown, PCAM
Betsy,
I want to pay you my highest compliments on two incredibly well-done days. But first let me provide some background on which my comments are founded.
I’ve spent 55 years making a living in the real estate world, 28 of which have been spent in property management, at least for a portion of my time. From the mid-90s until semi-retiring in 2022, I owned and operated a real estate school specializing exclusively in real property appraisal.
I was a member of and taught for most of the national professional appraisal organizations. I had a joint venture with St. Petersburg College teaching my prelicensing and continuing education appraisal courses, and I headed the appraisal education department for them. I also taught for the largest national appraisal continuing education school.
Back in the 90s I authored—and for many years had—the only course approved by Florida for real estate instructors CE on how to teach adults. I also conducted the auditions for new instructor applicants for the largest national appraisal school.
I’ve authored over 50 appraisal courses (both live and online) that I either taught via my school or sold to national schools. For about a decade I spent 125 to 150 days a year teaching on the road in 28 states.
I was selected by the Secretary of HUD to co-author the HUD/FHA National Appraiser Roster Exam. And I was a subject matter expert for the Appraiser Qualifications Board’s national Uniform Standards of Professional Appraisal Practice instructor certification exam.
Enough tooting my horn...I just wanted you to know this comes from someone who has some idea of what adult education is like.
Now to toot your horn.
Thank you, thank you, thank you for an extremely well done two days. You definitely have the skills needed to teach and train adults.
Working experience and a high level of knowledge in all aspects of what is being taught is essential to gaining the classroom’s respect, and you excelled in both.
Your presentation style and demeanor are very natural, pleasant, and effective. You “demonstrated” your professional accomplishments and credentials without trying to “tell” us how great you are.
I found no deficiencies in your class. I enjoyed the experience. You impressed me and my fellow classmates, but I think probably the most important result was that we learned.
Thank you. I hope to someday have the opportunity to spend another day or two learning with you.
- SV
FCAP SPOTLIGHT ON SOUTHERN CHUTE
Changing of the Guard
For the last 24 years since October 2001, Southern Chute has been providing trash chute maintenance services to south and southwest Florida under the direction of the Ribner family.
We started the company based on our commitment to provide excellent customer service and a very positive work environment for our employees, with an emphasis on their being a part of our family and enjoying a healthy balance between work and personal time.
From our very humble beginnings in a converted garage in Davie, to owning our own building and opening a second location in Fort Myers, the last 24 years have been ones of growth and change—even of pivoting! We managed to grow when the housing market collapsed in the earlier 2000s. We continued to work through the pandemic. We were there to help with restoration and rebuilding when hurricanes tore through Collier and Lee Counties. When we realized that trash chutes have a finite life, we developed the methodology to remove an existing chute and replace it with a new chute, which is much more complicated than installing a chute in new construction when there are no existing walls, pipes, etc. As this had
The company was started in Quebec by a Greek immigrant displaced by World War II, Costa Salonikidis, who wanted to build a good life for his family.
never been done in Florida before, we continue to educate building officials as well as our customers on why the chute ages out, ways to extend the life of your chute. and how to replace it when the time comes.
Originally started by brothers Sandy and Chet Ribner, with Chet’s wife Joanna as the office manager, we had a change in leadership in 2016. When Chet passed away, Joanna took over as president and we continued on, making sure his legacy was honored in our standards of work.
The only constant in life is change--and now it is time for Sandy and Joanna to move on to retirement. When we decided that retirement was coming, we worked with a very reputable and knowledgeable business broker to find the right buyer for Southern Chute—a company that would appreciate and honor our foundation of family and, more than anything, would appreciate and integrate our amazing employees! It took a while, but fate intervened and brought the right buyer to us!
CBSFM (CBS Facility
Maintenance Inc.) is a Canadian-based facility management company offering a full spectrum of integrated services to clients across North America. Headquartered in Dorval, Quebec, with additional operations in the United States, CBSFM supports a wide range of sectors including commercial, industrial, institutional, and office environments.
The company provides customized solutions that include janitorial and sanitation services, plant and building maintenance, project and construction management, quality assurance programs, administrative support, and professional engineering and architectural services. CBSFM is also recognized for its focus on sustainability, employing environmentally responsible practices and products that align with the ISSA CIMS Green Building certification standards.
With a mission to deliver reliable, efficient, and high-quality facility services, CBSFM combines innovation, strategic planning, and hands-on management to ensure the ongoing performance and value of the properties it maintains.
So much was right about the “marriage” of CBSFM and Southern Chute. The quality of CBSFM’s projects, their work ethic, and the fact that they are family owned and operated—it all made sense!
The company was started in Quebec by a Greek immigrant displaced by World War II, Costa Salonikidis, who wanted to build a good life for his family. Starting out as a humble office cleaner, he soon realized that having three sons—Kirk, Peter, and George—meant he would need a bigger business! As each son joined his father (Peter in 1993, George in 1995, and Kirk in 1999), they brought new ideas with them. The company expanded into landscaping, building maintenance, and many other areas that they hope to bring to Florida’s massive high-rise and HOA markets! Probably the best business decision the CBSFM owners ever made was bringing Kirk’s wife, Tania Vani, into the business in 2019. An accomplished lawyer, Tania runs the HR department for the entire U.S. and Canadian enterprise as well as serving as legal counsel—not to mention raising Sofia and Alessio, the next generation of Southern Chute and CBS!
For our long-time customers, you will still hear the same voices and see the same faces that you know: PJ, Barry, Will, Jodi, Liz, Gail, and Dalina are all still with Southern Chute. As the company grows in Florida, there will be new faces and voices all invested in excellence and value and family. As the “birth mother” of Southern Chute, I am so excited to see this new chapter of growth and expansion and innovation. I can now sit back and enjoy being the proud grandmother!
Southern Chute has offices in Fort Lauderdale and Fort Myers. You can also buy UL-rated parts on our website at www.trashchuteparts.com . In addition to trash chute cleaning and maintenance, we offer repairs, odor control, and dryer vent cleaning. For additional information, visit www. southernchute.com or call 954-914-2775. n
Reader's Choice Award Spotlights
Editor’s Note: FLCAJ would like to congratulate these four outstanding 2025 Readers’ Choice Awards winners! (For a full list of 2025 RCA winners, please read the March 2025 issue or visit www.fcapgroup.com/flcaj/readers-choice/
Blue Stream Fiber
Diamond Level Winner—Technology and Communications (Winner 2025 and two previous RCA wins)
We’re honored to be recognized as a Diamond Level Readers’ Choice Award winner! Being nominated for the third consecutive year is incredible, and the support from readers we serve every day means the world to us. At Blue Stream Fiber we put our customers first in everything we do, and we’re excited to continue providing exceptional service to communities across Florida.
For over 46 years Blue Stream Fiber has proudly called Florida home, delivering cutting-edge fiber internet to neighborhoods across the state. Our 10-gig capable network powers Total Home Managed WiFi, award-winning TV, and reliable phone service for HOAs, condominiums, and neighborhoods. What sets us apart? Our focus on reliability, seamless installations, and creating tailored solutions for every community we serve. More than a
provider, we’re a true partner for the associations we work with, guiding them every step of the way and ensuring they’re always supported.
From our roots in Coral Springs, Blue Stream Fiber has grown to serve over 385,000 customers throughout Florida. Along the way we’ve earned numerous awards, including the 2023 BIG Innovation Award from the Business Intelligence Group, recognition as one of the 10 Most Innovative Telecom Solution Companies to Watch by CIO Insight, the #1 Fastest Cable Provider by BroadbandNOW, and a spot as a Top Workplace by the Sun Sentinel for multiple consecutive years. These accolades reflect our team’s unwavering commitment to delivering outstanding service and cutting-edge technology to Florida’s communities.
Want to learn more about our fiber infrastructure and find out if your community qualifies for fiber at our cost? Call us at 888-960-2855 or visit www. bluestreamfiber.com/bulk. We’d love to help your community stay connected with the best in fiber technology.
Founded in 1953, Campbell Property Management is South Florida’s highest-rated community association management company and one of the largest and most experienced, locally owned property management companies in South Florida. With seven fully staffed offices and more than 1,100 full-time employees, Campbell serves more than 450 associations in Miami-Dade, Broward, Palm Beach, Martin, and Port St. Lucie Counties. Their management services include administration, finances, accounting, maintenance and janitorial, valet and concierge, lifestyle director, gate access, human resources development, community websites, information technology, and landscape maintenance.
Although very similar in purpose, every board has its own unique goals and objectives, so there is no one-sizefits-all solution. Campbell’s experienced team invests the time and energy necessary to truly understand the needs of the community and board. They pride themselves on being responsive and providing customized solutions for their clients. They make a promise to the boards they serve: that Campbell will help them accomplish their goals and achieve the peace of mind they are seeking. Campbell guarantees satisfaction by giving their clients the right to cancel for any reason, at any time. The associations they serve have rewarded their performance with long-standing relationships, which have been proven by their market-leading 98 percent renewal rate.
For more information on Campbell Property Management, call 954-427-8770, email sales@campbellproperty.com, or visit www.CampbellPropertyManagement.com.
Expert Reserve Services Inc.
Diamond Level Winner—Financial Services
(Winner 2025 and six previous RCA wins)
Expert Reserve Services is a Florida-based, family-owned and -operated business.
We have been proudly serving the needs of condominium and homeowners’ associations since 2002 from our main office in Daytona Beach as well as our satellite offices throughout Florida. Expert is experienced in conducting reserve studies, structural integrity reserve studies, milestone inspections, and replacement cost valuations (insurance appraisals).
Anastasia Kolodzik heads our reserve study division. She holds the prestigious PRA designation from the Association of Reserve Analysts, as well as an RS from the Community Associations Institute, and is also a Florida licensed community association manager. Her book, Truth and Myth About Reserve Studies , is a guide for CAMs and board members in understanding how reserve accounts and reserve studies work. Anastasia is also a State of Florida certified continuing education provider.
Our replacement valuations are conducted and supervised by Dave Kolodzik. Dave has extensive experience in conducting insurance appraisals in Florida for more than 20 years. He is certified by Marshall & Swift as a replacement valuation specialist. As an insurance adjuster, Dave attained the designation of PPIA (Professional Property Insurance Adjuster).
Expert Reserve Services offers the personalized customer service you deserve. We take our time to explain reports and studies in a way that can be understood. Fair—Honest—Professional. Please check out our website for complete information about us. Call us and experience the Expert way!
For more information on Expert Reserve Services, call 866-480-8236 or visit www.expertreserveservices.com.
Celebrating 26 years of award-winning service, Leland Management is the industry-leading, full-service association management firm specializing in managing Florida condominium and homeowner associations. With 12 offices statewide, we are proud to partner with more than 400 associations exclusively in the state of Florida.
Our team of professionals takes great pride in delivering the best-quality service to the communities we serve. We have over 100 licensed community association managers who average more than seven years of experience, and many carry
advanced professional designations. To bring it all together, we have honed an effective system for sharing this expertise both within the company and in our communities.
Our superior accounting strategies, dedication to lifestyle, and always-local resident support call center are just a few of the standards you can expect from a partnership with Leland, but we don’t just talk the talk. Evidence of Leland’s walk can be seen in consistently being named Central Florida’s Top Workplace and the Orlando Business Journal’s Best Place to Work by our team year after year.
Although we are large enough to have all the resources necessary to meet the needs of any association, Leland remains a local, family-owned and -managed firm to better meet the individual needs of each community. We understand that building solid, lasting relationships is of utmost importance to delivering the best quality of service and the continued success of our company.
For more information, call 888-255-8577 or visit www.LelandManagement.com n
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Central Avenue, Suite 800 Saint Petersburg, Florida 33701 727-290-2578 jjaram@devinandco.com devinandco.com
Pridemore • www.acrisure.com/southeast
Herbie Wiles Insurance Agency 400 N. Ponce de Leon Boulevard St. Augustine, Florida 32084 800-997-1961 www.herbiewiles.com
Insuring over 100 FL condo associations and HOAs.
Rick Carroll Insurance 2160 NE Dixie Highway Jensen Beach, Florida 34958 800-290-3181 or 772-334-3181 www.rickcarroll.com
The Turner Insurance Advisor Group 2121 NE Coachman Road Clearwater, Florida 33765 www.turnergroupfl.com
INSURANCE VALUATIONS
Expert Reserve Services Inc. 433 Silver Beach Ave., Suite 104 Daytona Beach, FL 32118 866-480-8236 www.expertreserveservices.com
Covering Florida's Insurance Valuation Needs
ADJUSTERS
Hunter Claims LLC 4613 N. Clark Avenue Tampa, Florida 33614 813-774-7634 www.hunterclaims.com
Facilities Advisors 5401 South Kirkman Road, Suite 310 Orlando, Florida 32819 877-304-6700
Jilsa Management 2005 Vista Parkway, Suite 211 West Palm Beach, FL 33411 561-544-1122 www.jilsamanagement.com
KW PROPERTY MANAGEMENT & CONSULTING, LLC 8200 NW 33rd Street, Suite 300 Miami, Florida 33122 305-476-9188 www.kwproperty management.com A Professional and Independent Approach to Management.
fcapgroup.com/nl-sd
Services, Inc. 5455 A1A South St. Augustine, Florida 32080
904-461-9708
www.maymgt.com
877-869-9700
www.QualifiedProperty.com
5523 W. Cypress Street, Suite 102 Tampa, Florida 33607 866-403-1588
www.RealManage.com Serving Orlando and Tampa Communities.
Outdated emergency systems leave your community vulnerable—we're here with solutions. Kings III delivers cutting-edge technology with options that meets evolving elevator codes with two-way messaging and video capabilities. Our turnkey cellular technology eliminates unreliable landlines and simplifies compliance. Beyond equipment, we provide 24/7 monitoring by trained professionals who ensure every resident feels secure. Reduce risk, minimize liability, and enhance safety with emergency communications designed for today's challenges—and tomorrow's.
