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TIME TO REVIEW YOUR PLAN…
By
Rafael Aquino
Published March 17, 2021
A
regular progress review of the association’s management plan is
always a good idea. While there is a great deal that can be covered
during this process, the basic idea is to determine if the things
that should be getting done are getting done and identifying any
additional items that may present as a threat/risk to the
association. During this time of the year the following are items
that should have been already completed or are in progress:
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Approved Budget: Properly
draft a copy of the approved budget labeled as “Approved” and
signed by the Board.
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Meeting Records: The
Annual/Budget meetings and all regular Board meetings for the
2020 year must be properly archived. This includes ALL notices,
agendas, minutes, voting certificates, proxies, ballots, mailing
affidavits, etc.
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Website Updates: If
your community website updates it with all required items. This
includes (among other things): meeting agendas, minutes, basic
financial reports, vendor contracts, etc.
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Annual Permits: Ensure
you have followed up with all governmental agencies and complied
with all filing/inspections/payment for licenses and permits
pool, elevator, condo division, dept of state, all fire safety
systems (backflow, sprinklers, alarms, extinguishers), etc.
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Meetings: Set
the schedule for association board and committee meetings for
the entire year.
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Vendor Contracts: Accurately
and completely research all property vendors to ensure you have
a copy of the service agreement.
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Contract Sheet: Complete
the Vendor Contracts sheet inaccurately and completely to
include all vendors that service the association with or without
a contract. Also, include the filing/inspections/payment for
licenses and permits pool, elevator, condo division, dept of
state, fire safety systems (backflow, sprinklers, alarms,
extinguishers. Lastly, this sheet should also include each
policy and its expiration.
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Videos: Coordinate
with the service provider to conduct a recorded training on
operating each component such as a generator, pool equipment,
gates, elevator, water shut off.
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State Annual Report:
File the annual report with the State of Florida Sunbiz website
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CPA Report:
Ensure that the CPA Report & Tax Filing is completed in a timely
basis
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Insurance Review: Work
directly with the association’s qualified/licensed insurance
agent to conduct a physical risk assessment, policy coverage
review, and ensure there is an updated property appraisal.
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Hurricane Prep:
Please do not wait until June to start your preparations for
hurricane season. There are some things you can get done now:
have a contact sheet with all key contacts, storm drains cleaned
out, elevator emergency operations video/procedure, tree
trimming, generator maintenance/testing/fueling, basic supplies
on inventory.
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Major Projects List:
What is the association doing about its known major projects,
are they actually being worked on, is there funding and a plan
in place?
A regular progress review on management operations is critical to
ensure an alignment of the board’s vision for the association and
what management is actually doing or plans on doing. Working as a
team and close partners will guarantee that all issues or potential
issues can be addressed before becoming an actual problem.
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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
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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
www.ManagedByAffinity.com or call 1-800-977-6279
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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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