By Rafael Aquino

Published May 10, 2023  


When a community association is turned over, several critical components must be provided to ensure the smooth running of the community. From contact information for sub-contractors to engineering reports, building plans, and manuals, it's essential to have all the necessary documentation to ensure the proper maintenance of the building and its assets.


Building plans and As-Builts are essential components for a new community association. These plans and drawings show the layout of the building, including the location of utilities, electrical lines, and water pipes. They are crucial for the maintenance and repair of the building, as they provide accurate information on the location of electrical, plumbing, and HVAC systems. Building plans and As-Builts are essential for renovations, modifications, and inspections, as they help ensure that any changes made to the building comply with local building codes and regulations.


Manuals for all assets that belong to the association should also be included. These manuals provide instructions on properly using, maintaining, and repairing the assets. Having these manuals readily available ensures that the assets are properly maintained, which helps prolong their lifespan and reduces the need for costly repairs or replacements.


Engineering reports are another critical component of a community association. These reports will provide the useful life for each element, the final conditions of the building upon turnover, and other technical information about the association.


The association's records should include all contracts executed, including contracts with sub-contractors, vendors, and service providers. Having all contracts on file ensures that the association members know their obligations and responsibilities under each contract. It also helps prevent any disputes that may arise if there is a disagreement about the terms of the contract.


Finally, the association needs to have a copy of when the Temporary Certificate of Occupancy (TCO) and Certificate of Occupancy (CO) were issued for the building. These documents certify that the building complies with all local building codes and regulations and is safe for occupancy.


Obtaining all these items can be time-consuming and challenging. Still, they are critical for the smooth operation of the association and the proper maintenance of the building and its assets. Further, by having this information should you need to take action against the developer, you will be better prepared for any potential claim. While getting all these documents may present a challenge, it is essential to recognize their significance and value to the community association.

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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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