Self-Managed Condos: Staying Compliant Without a CAM Firm
Florida’s condominium associations are facing a turning point. With the passage of House Bill 913 (HB 913), the expectations for recordkeeping, transparency, and owner communication have grown significantly. This is especially challenging for small and medium-sized associations that are self-managed — meaning they operate without a licensed Community Association Manager (CAM) firm.
Historically, many self-managed condos have relied on volunteer board members or part-time administrative help to run day-to-day operations. While this setup can reduce costs and encourage community participation, it also introduces risk. Legal and procedural mistakes are more likely when there’s no professional management layer in place.
HB 913 makes it clear that ignorance is no longer an excuse. The law introduces stricter documentation timelines, access requirements, and meeting transparency. For example:
- Boards must maintain digital or public kiosk access to certain records
- Meeting minutes and audio/video recordings must be preserved and accessible
- Owner notification policies must be auditable and trackable
What Does This Mean for a Small Board Made Up of Residents?
Without a CAM firm to handle compliance, the board itself is personally responsible for meeting deadlines, retaining documents, and defending its practices.
Solution / Strategy
The good news is that you don’t need a CAM firm to stay compliant — but you do need a structured, repeatable strategy. Here’s how Florida’s self-managed condos can successfully operate under HB 913 while minimizing liability:
1. Understand What the Law Requires
Start by reviewing a summarized version of HB 913 and any Florida DBPR (Department of Business and Professional Regulation) guidance that accompanies it. Focus on:
- Document posting requirements (either online or via lobby kiosk)
- Timelines for document retention (e.g., meeting minutes for 7 years)
- Access obligations to owners
- Requirements for announcing meetings, votes, and special assessments
If your board doesn’t fully understand what’s required, that’s the first risk to mitigate.
2. Create a Centralized, Digital System
Scattered documents lead to confusion and missed deadlines. Set up a centralized digital system where:
- Documents are uploaded once and accessible from any device
- Internal logs are automatically time-stamped
- Sensitive items are marked private (e.g., legal correspondence or personnel issues)
Tools like CondoDataHost are specifically designed for compliance — not property management. They help you meet the spirit and the letter of HB 913 without the overhead of full CAM systems.
3. Implement a Compliance Calendar
Treat compliance like any other critical deadline. Build a recurring calendar with reminders for:
- Quarterly financial reviews
- Annual meeting notices
- Board meeting minute approvals and uploads
- Certification timelines for new board members
Many violations are simply the result of missed timelines — something a shared board calendar can easily prevent.
4. Appoint a Compliance Lead (Even Informally)
Designate one board member or volunteer as the “compliance officer.” This doesn’t need to be a legal role — but someone should be in charge of:
- Uploading documents
- Checking for new requirements
- Tracking owner requests for information
This reduces finger-pointing and creates accountability.
5. Keep an Internal Board Log
Your condo association is a corporation. Like any corporation, your board should keep an internal accountability log that records:
- Meeting attendance
- Major decisions
- Owner complaints or requests
- Any board votes or disciplinary actions
This log is not for public posting, but it protects the board by showing you acted in good faith and followed procedures.
6. Onboard New Board Members with a Compliance Guide
Turnover is common in small associations. When a new board is elected, make sure they’re not starting from scratch. Create a simple “onboarding packet” with:
- A summary of HB 913 requirements
- Login access to your compliance platform
- Copies of past board minutes
- Contact info for your attorney or service providers
Doing this ensures continuity and reduces risk from knowledge gaps.
Tools / Templates / Resources
To help you execute this strategy, we’ve assembled a Self-Managed Condo Compliance Toolkit — a downloadable package of practical resources tailored for smaller boards.
This kit includes:
- ✅ A printable HB 913 compliance checklist
- ✅ A digital document retention matrix (what to keep and for how long)
- ✅ A sample owner-access policy
- ✅ A board action log template
- ✅ A new board member onboarding worksheet
Each of these tools is designed for real-world use — no fluff, no CAM firm required.
Final Thoughts
Self-managed condominiums in Florida are not exempt from HB 913. In fact, they’re often at greater risk because they lack built-in safeguards like paid CAM staff or legal oversight.
But that doesn’t mean you’re powerless. By implementing lightweight systems, creating clear internal policies, and using modern tools like CondoDataHost, your board can operate confidently — without sacrificing control or blowing the budget.
Remember: compliance is not about bureaucracy — it’s about protecting your board, your neighbors, and your property values.
Don’t wait until a complaint or DBPR audit forces your hand. Take action now, and make compliance a competitive advantage — not a liability.