By Rafael Aquino

Published May 22, 2024  


In today's fast-paced world, transparency within community associations is more crucial than ever. Florida requirements mandate condominium associations with 150 units or more to maintain a wealth of documents online. This creates a transparent community environment and significantly reduces the need for constant records requests. Leaving all pertinent association information accessible on a website is essential for fostering community trust and efficiency.


The Power of Online Accessibility

Maintaining an updated and comprehensive digital records repository is vital for any association. By making essential documents such as the declaration of condominium, bylaws, financial records, and meeting minutes readily available online, associations can ensure all members have easy and immediate access to crucial information. This openness helps build trust among residents, as they can see firsthand how their community is managed. Moreover, it eliminates the administrative burden of handling frequent records requests, allowing the association to operate more smoothly.


Challenges for Smaller Associations

While larger associations typically have the resources to manage digital records effectively, smaller to medium-sized associations might need help with this task. Many of these associations operate with limited or no staff and may struggle to keep up with the demands of digital transparency. Forming a committee dedicated to managing these records could be a viable solution for these communities. The board could consider appointing the association secretary to lead this committee, leveraging their role in managing official records.


Adapting to New Legislation

Recent legislative changes regarding records management, reserve funding, and maintenance milestones have placed additional pressure on associations. Smaller, self-managed communities often need professional support to stay on top of these regulations. Over the past three months, there has been a noticeable uptick in self-managed communities seeking professional management services. This shift indicates a growing recognition of the complexities involved in modern community management and the benefits of professional guidance.


Considering the transition to professional management, are you part of a smaller or self-managed association? With the increasing complexities of legislative compliance and its operational challenges, now may be the perfect time to explore professional management options. Our team is here to help guide you through this transition, ensuring your community meets all legal requirements and thrives under expert stewardship. Contact us today to discuss how we can assist your community in navigating these changes effectively.

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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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