By Rafael Aquino

Published May 8, 2024  


In today's digital age, the role of technology in managing condominium associations has become undeniably vital. As the owner of a management company, I've observed firsthand the transformative impact a well-maintained website can have on both the efficiency of operations and the satisfaction of unit owners. As highlighted byEric on Monday's blog, the recent amendments to Florida Statute 718.111(12) underscore the importance of keeping association records organized, accessible, and digitally available.


The introduction of a legal framework that allows associations to direct unit owners to a website or mobile application for record access is a game changer. This not only streamlines the process but also significantly reduces the physical traffic and potential disputes in the office. It is a step forward in modernizing how associations operate, ensuring transparency and ease of access, which are critical to maintaining trust within the community.


As maintenance fees begin to climb, which is often inevitable to accommodate rising costs and mandatory reserves for specific condos, there is typically a corresponding increase in scrutiny from unit owners. They are more likely to request detailed records to understand where their money is going. Having a robust, up-to-date website where all records are meticulously organized and readily available fulfills this need efficiently. This not only complies with the new statutes but also empowers owners by providing them immediate access to important documents.


From building permits and accounting records to educational certificates of board members, making these documents accessible online prevents the previous frustrations associated with manual searches through physical files. It negates the "fishing expedition" approach, a common complaint among unit owners for years. 


Moreover, ensuring that your association's website is regularly updated serves as a proactive measure to maintain compliance and transparency. It facilitates a smoother operation, where information is just a few clicks away, thereby enhancing owner satisfaction and engagement. 


In conclusion, the shift towards digital accessibility of association records isn't just about compliance—it's about moving forward in a digital-first world where efficiency, transparency, and accessibility are not just preferred but expected. For any association, investing in a dynamic website isn't an option; it's necessary to meet its community's evolving demands and ensure a seamless, transparent, and effective management process.

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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 www.ManagedByAffinity.com 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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