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The Role of Property Managers in Condo Board Compliance

July 16, 2025

CAM & Property Management

The Role of Property Managers in Condo Board Compliance

Table of Contents

Why CAMs Are Essential to Modern Condo Governance

Community Association Managers (CAMs) are often the first line of defense against noncompliance in Florida’s increasingly regulated condo environment.

While condo boards bear ultimate legal responsibility, CAMs are usually the ones:

  • Drafting meeting notices
  • Posting minutes to portals
  • Recording virtual sessions
  • Responding to document requests

That means a CAM’s effectiveness — or lack thereof — directly impacts your board’s legal exposure.

“The CAM profession is licensed because of the trust placed in them to manage legal deadlines, official records, and unit-owner communications.”
— Florida CAM Licensing Overview, DBPR

Key Compliance Tasks Typically Handled by CAMs

✅ Meeting Notice Distribution

CAMs are typically responsible for:

  • Posting physical notice in community spaces
  • Sending electronic notices to owners
  • Confirming delivery and timing compliance (48-hour rules)

✅ Minutes and Recording Uploads

After meetings, CAMs are often the ones:

  • Finalizing approved minutes for publishing
  • Uploading documents to the compliance portal
  • Ensuring that recordings (if any) are paired with correct meetings

✅ Maintaining Official Records

Florida requires a 12-month public archive of:

  • Meeting minutes
  • Notices
  • Virtual session recordings

Well-organized CAMs use tools to maintain this in real time.

“Records must be accessible to owners within 10 business days, and failure to do so is a common cause of DBPR complaint filings.”
— Florida Statute § 718.111(12)

Where CAM Responsibility Ends — and Board Liability Begins

It’s critical to understand: a CAM can make a mistake — but your board pays the price.

Boards are still responsible for:

  • Reviewing and approving minutes
  • Verifying portal accuracy
  • Ensuring statutes are followed

If a CAM fails to:

  • Post minutes within 30 days
  • Upload a virtual meeting recording
  • Deliver meeting notices correctly

…the DBPR may still fine or sanction the board, not the manager.

How to Support CAMs With the Right Tools

✅ Use Software With Audit Trails

Relying on email or shared folders creates gaps. Use tools that:

  • Timestamp every file upload
  • Log who posted what, and when
  • Flag compliance deadlines

📣 Know a CAM who needs better compliance tools?
👉 Refer a Management Company or CAM →

✅ Document Roles Clearly

Include a compliance clause in your CAM agreement. Define:

  • Who uploads what
  • Who reviews files
  • How the board confirms legal obligations are met

✅ Schedule Reviews and Spot Checks

Each board meeting should include a compliance recap:

  • What was uploaded since the last meeting
  • Upcoming deadlines
  • Any technical failures or gaps

✅ Offer Training on New Laws

HB 913 is just the beginning. Ensure your CAM is familiar with:

  • Florida Statute 718
  • DBPR complaint procedures
  • Reserve funding rules and SIRS timelines

Final Thoughts

Your CAM can be your board’s greatest asset — or your biggest liability. Don’t assume compliance is “handled” without oversight or documentation.

Empower your CAM with clear expectations, modern tools, and regular board review — and you’ll eliminate most risks before they even start.

👉 Schedule a Demo →
Show your CAM how CondoDataHost automates minutes posting, video archiving, and statute deadlines — and gives your board full visibility.

Strong CAMs build strong boards. Make compliance a team effort.