By Rafael Aquino

Published January 29, 2020  

The topic of leaving a key with management or the Board is a very sticky one; however, it doesn't have to be.  As mentioned in many other posts, when you purchase a condo, you agree to the contractual obligations within those association docs/statutes, and leaving a key with management/board is an obligation.

While I can understand the concerns, residents must also understand management positions for needing such keys. Below I will provide just a couple of examples as to why a key would be necessary:

Fire Alarm / Fire Sprinkler Inspections - Each year, your association must conduct an annual inspection of the fire system, and part of that inspection requires fire alarms to be checked within each unit.  These systems are put in place to protect your safety and those around you. 

Water Leak Inspections - Depending on the age of a building, maintenance should be conducting, semi-annual, or quarterly water leak inspections of toilets and faucets. When we have access to all the units, buildings can save MONEY because of these routine checks.

Hurricane Prep - During the summer season, most people are either up north or on vacation with family.  Access is needed to move balcony furniture inside, close shutters, etc.

Leaks between units - A common problem in condos is determining a major or minor leak affecting other unit owners or the common area.  When these leaks are ignored, it can create an unnecessary expense in the future.

Major Flood (pipe burst, fire sprinkler burst, etc.) - Time is of the essence during these catastrophic events. Not having access can mean the difference between having a few units flood and having a few dozen units flood.

As I'm sure you noticed, not having the keys for these and other instances cost the association time and money. Management has to spend unnecessary time trying to coordinate with those that didn't leave keys and potentially having to hire a locksmith to open those doors.  The charge for such locksmith does get billed back to the owner; however, when you have a large number of doors to open, which in turn creates frustrating calls between owners and management, it creates an environment that isn't efficient or healthy. 

I'm curious to hear from our readers... do you have keys to all your units?  If not, what's the percentage of units you have keys for? Are you doing anything to increase that number?

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As the Co-Founder and CEO of Affinity Management Services, Rafael P. Aquino leads his team to redefine excellence. They serve community   associations   efficiently

and effectively with dedication and passion. Rafael’s energy and positive spirit is the foundation of Affinity Management Services’ company culture, which instills enthusiasm and excitement when providing expert advice to its board members and relieving the day-to-day burdens of running a community association.


Since 2007, Rafael has developed a work culture that values responsive and high-quality services. He has led his team by following a proactive vs reactive philosophy. The same approach Rafael instills in the day to day operations of each association. Today, Affinity Management Services maintains its success and benefits as a result of the foundation Rafael has built and continues to foster by providing educational seminars, continuing education classes for association managers and board members alike.

Rafael and his team help condominium and homeowners’ associations save money and improve their communities. His calm, personable, and service-oriented nature helps him to establish strong relationships with ease. Rafael is known as a sincere and honest leader who looks out for the best interests of his clients and communities, and he strongly advocates for their needs. His role requires coordination and communication, as such he takes logical and intelligent steps to approach challenges head-on.

As a graduate of Florida International University’s electrical engineering program and a licensed community association manager, Rafael’s education and skills equip him with unique insights to tackle complex problems through critical thinking. He understands how each component within a system works together in order to effectively arrive at solutions, techniques, and conclusions. Therefore, as he manages the multiple challenges of running a community association management company, he understands how each property is its own unique system and tailors’ specific services to assure that all their needs are met.

For more information about Rafael P. Aquino and Affinity Management Services please visit or call 1-800-977-6279

Doral Office: 8200 NW 41st ST

Suite 200

Doral, FL 33166

Broward Office: 150 S Pine Island RD Suite 300

Plantation, FL 33324

O: 800-977-6279 ● F: 305-325-4053

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