By Rafael Aquino

Published March 17, 2021  


A regular progress review of the association’s management plan is always a good idea. While there is a great deal that can be covered during this process, the basic idea is to determine if the things that should be getting done are getting done and identifying any additional items that may present as a threat/risk to the association. During this time of the year the following are items that should have been already completed or are in progress:


  1. Approved Budget: Properly draft a copy of the approved budget labeled as “Approved” and signed by the Board. 

  2. Meeting Records: The Annual/Budget meetings and all regular Board meetings for the 2020 year must be properly archived. This includes ALL notices, agendas, minutes, voting certificates, proxies, ballots, mailing affidavits, etc. 

  3. Website Updates: If your community website updates it with all required items. This includes (among other things): meeting agendas, minutes, basic financial reports, vendor contracts, etc. 

  4. Annual Permits: Ensure you have followed up with all governmental agencies and complied with all filing/inspections/payment for licenses and permits pool, elevator, condo division, dept of state, all fire safety systems (backflow, sprinklers, alarms, extinguishers), etc. 

  5. Meetings: Set the schedule for association board and committee meetings for the entire year.

  6. Vendor Contracts: Accurately and completely research all property vendors to ensure you have a copy of the service agreement.

  7. Contract Sheet: Complete the Vendor Contracts sheet inaccurately and completely to include all vendors that service the association with or without a contract. Also, include the filing/inspections/payment for licenses and permits pool, elevator, condo division, dept of state, fire safety systems (backflow, sprinklers, alarms, extinguishers. Lastly, this sheet should also include each policy and its expiration. 

  8. Videos: Coordinate with the service provider to conduct a recorded training on operating each component such as a generator, pool equipment, gates, elevator, water shut off. 

  9. State Annual Report: File the annual report with the State of Florida Sunbiz website 

  10. CPA Report: Ensure that the CPA Report & Tax Filing is completed in a timely basis 

  11. Insurance Review: Work directly with the association’s qualified/licensed insurance agent to conduct a physical risk assessment, policy coverage review, and ensure there is an updated property appraisal. 

  12. Hurricane Prep: Please do not wait until June to start your preparations for hurricane season. There are some things you can get done now: have a contact sheet with all key contacts, storm drains cleaned out, elevator emergency operations video/procedure, tree trimming, generator maintenance/testing/fueling, basic supplies on inventory. 

  13. Major Projects List: What is the association doing about its known major projects, are they actually being worked on, is there funding and a plan in place?

 A regular progress review on management operations is critical to ensure an alignment of the board’s vision for the association and what management is actually doing or plans on doing. Working as a team and close partners will guarantee that all issues or potential issues can be addressed before becoming an actual problem.

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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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