By Rafael Aquino

Published January 22, 2020  


Since we are in the midst of Annual / Election season below, I’ve provided the timeline for such process. Please note, these dates apply to condominium associations for those that live in HOA’s you’ll need to check your docs. 


60 Days Before: 

The first notice of election is sent to the unit owners announcing the date, time, and place of the election meeting. It also provides the candidacy cut-off date, the candidate information sheet submission cut-off date, and instructions for completion of the information sheet. This notice will also include the meeting agenda and where to mail your candidacy information. 


40 Days Before

This date is the cut-off date for submitting your candidacy. Those wishing to appear on the ballot must submit their request by personal delivery, post (certified mail return receipt requested), email, or fax. Confirmation of receipt before the cut-off date is required. 


35 Days Before:  

The cut-off date for submitting your information sheet for inclusion on the ballot. You are allowed a one-sided 8.5”x11“. The Association may not alter or edit your information sheet. 


34 To 14 days before: 

The second notice sent to the unit owners. This notice contains the ballot, the candidate information sheets, and the inner and outer envelopes. Candidates’ names appear in alphabetical order. The inner and outer envelopes are for returning the completed ballots and ensuring voter confidentiality. Voters write the unit number and sign the outer envelope, then insert the unmarked inner envelope (containing the ballot). Voters may deliver the ballot to the Association by post or by hand, or they may bring it to the election meeting. 


Things to keep in mind:   

- The election is valid as long as 20% of the eligible voters cast their votes. If voter turnout is less than 20%, the current Board “rolls over.”


- When do you need a voting certificate? When a unit is owned by more than one person or by a corporation.


- Suspension of voting rights requires a meeting. If the Board has not held a meeting to suspend a unit owner or member’s voting rights formally, the individual in question must be allowed to vote.


  • Within 90 days after being elected or appointed to the board, each newly elected or appointed Director shall either:


  1. Certify in writing to the Secretary of the Association that he or she has read the Association’s declaration of condominium, articles of incorporation, bylaws, and current written policies; that he or she will work to uphold such documents and policies to the best of his or her ability; and that he or she will faithfully discharge his or her fiduciary responsibility to the Association’s members. (THIS IS A FOOLISH AND INEFFECTUAL AFFIDAVIT THAT DOESN’T EVEN REQUIRE NEW DIRECTORS TO DEMONSTRATE AWARENESS OF 718).


  1. The newly elected or appointed Director may submit a certificate of satisfactory completion of the educational curriculum administered by a division-approved condominium education provider. (BEST WAY TO GO!)

HTML Comment Box is loading comments...




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

Sign up for Email Updates
For Email Newsletters you can trust