By Rafael Aquino

Published July 17, 2019  


 In today's day and age, there isn't a reason for Board members not to attend meetings unless they genuinely do not understand the role they signed up for.  The Board has a responsibility to its members to continue taking the necessary steps to manage the association, no excuse.  One way to avoid the pitfall of not having Board members present at meetings is as simple as prescheduling your meetings for the entire year. Most documents state what specific day or time of day a meeting must occur.  However, if your documents don’t have that language, I strongly urge that you preschedule all your board meetings for the entire year.  The meeting schedule can be voted on at a board meeting by all board members.  Not only does it reflect a level of professionalism to the membership, but it shows the seriousness of these meetings. Further, a vote should also be taken on the medium that will be used for members that are out of town and unable to attend.  Some of the common platforms used for this are:


1.    Conference Call – offers a free call-in number which can be used by board members that are away during the summer or out of town. You can also purchase a small Polycom, and it will allow for the individuals that called in to be heard by the membership.


2.    Video Conferencing – Microsoft offers several options which may be already available to you if you have an onsite office with Microsoft products.  Skype or Teams by Microsoft is an excellent option for video conferencing.  If you have a TV & Camera in your clubhouse, you can set it up in a way that the board members can call in and see what is going at the meeting and also be seen by the rest of the membership.


The options for calling in or doing a video conference are limitless.  I wouldn’t be surprised to see in a few years more associations doing video conference from the luxury of their own homes.   

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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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