CAM Basics

By Betsy Barbieux, CAM, CFCAM, CMCA / Published May 2024

You spend most of your day on the telephone answering emails; walking the property to check on maintenance, irrigation leaks, roofing repairs, cracks in sidewalks, elevator issues, and fire inspections; reviewing insurance proposals; dealing with complaints about the unsatisfactory mowing and tree-trimming; and serving walk-ins wanting copies made or a paper notarized. None of these tasks have anything to do with CAM work, which means you may have forgotten the real CAM tasks you learned in the prelicensing class.

     Here are some of the CAM basics you need to remember.

• Section 469.431(2), Florida Statutes, requires a CAM license if you are performing among other duties any one of these tasks, and if the association(s) served contains more than 10 units or if the association(s) budget is more than $100,000.
  • controlling or disbursing funds
  • preparing budgets or other financial documents
  • assisting in the noticing or conduct of meetings
  • determining the number of days for notices
  • determining amounts due
  • collecting amounts due
  • calculating the votes required for a quorum or to approve an amendment
  • completing forms created by statute or by state agency
  • drafting meeting notices and agendas
  • calculating and preparing certificates of assessment or estoppels
  • responding to requests for certificates of assessment or estoppels
  • coordinating or performing maintenance
• Section 468.432(2), Florida Statutes, requires management companies to have a CAB license in addition to the CAM license.
• When an association terminates your management or employment agreement, Rule 61E14-2.001(3), F.A.C., requires you to return the official records within 10 business days.
• The $4 fee per unit charged to every condominium and cooperative association must be a line item on the budget per sections 718.501(2)(a) and 719.501(2)(a), Florida Statutes.
• Remember the terms “big vote” and “little vote” for membership voting? The key concept to look for is language that indicates “people present” equals little vote, or language that indicates “total, all, entire membership” equals big vote.
• Membership meeting notices with detailed agendas must be mailed, hand delivered (signature required), or electronically transmitted to all members 14 days prior to the meeting AND posted on the property. The delivery and posting of the notices are verified by the affidavit of mailing, which is kept with the minutes of that membership meeting.
• A quorum is the minimum number of people who must be present in person or by proxy to call the meeting to order. This number may not be the same as the number of people in person or proxy who are attending the meeting.
• Limited proxy is a confusing title for this document. It is very misleading and should have been titled “written vote of owner.” Using this form to vote is required for certain agenda items in a condominium and cooperative membership meeting, and it must be dated and signed by the owner with the unit number noted. These forms/votes are not secret and can be processed before the meeting to save time.
• Condominium and cooperative elections are required to happen at the same time as the annual membership meeting but are two entirely different processes. They are not dependent on each other. Elections can go forward even if there is no quorum at the annual membership meeting.
• These elections must follow the statutory timeframes, so don’t forget your 60-, 40-, 35-, and 14-day deadlines. Election ballots are secret and use a two-envelope system. The affidavit of mailing is not required.
• Be sure your new board members have certified within 90 days of election by either taking an approved class or self-certifying.
• Board meetings must have a 48-hour posted notice with an agenda that specifically identifies the discussion items. Board meetings are open to the owners, and they may make comments or statements (but not Q&A). The meeting is a business meeting, not an informational meeting for the owners.
• Board budget meetings require a 14-day written notice be sent to all owners, and it must be posted. Be sure to include the reserve schedule with all its calculations. The same meeting notice is true if the board is meeting to change rules that would affect the use of the owners’ units, change the insurance deductible, or impose nonemergency special assessments. HOA board members must provide a 14-day notice and agenda to members when addressing a petitioned item forced onto the board’s agenda.
• Drafts of minutes and approved minutes are official records and available to owners.
• Board meetings to discuss personnel (not vendors) are not open to the owners. Neither are meetings with the attorney. Minutes are not available to owners.
• Official records must be made available to owners within 10 business days of a request. Access does not mean you must provide copies or email them to the owners.
• Condominium and cooperative budgets must be approved at least 14 days prior to the start of the fiscal year.
• Owners must receive written notice of any changes in delivery methods for assessment invoices at least 30 days before such a change. The owner must affirmatively acknowledge the change. This affirmation will become part of the official records.
• An association may not collect attorney fees related to a past due assessment unless a written 30-day notice of late assessment to the unit owner is sent using the statutory form. The sending of this notice is verified by an affidavit of mailing.
• Within 120 days after the fiscal year end, deliver to the owners a copy of the year-end financials or send an email or postcard that they are available at no charge.
• Sections 718.116, 719.108, and 720.30851, Florida Statutes, provide statutory estoppel forms and have detailed requirements for delivery timeframes and fees.
• According to sections 718.3026, 719.3026, and 720.3055, Florida Statutes, there is no minimum number of bids required, and there is no requirement that the association must accept the lowest bid. If the first bid you receive is over five percent of the association’s annual budget including reserves (10 percent for an HOA), then you need a second bid. There are certain services that do not require bids, and bids are not required in case of an emergency or if there is only one vendor in your county.
• There are specific exemptions for regulation of flags, clotheslines, solar panels, religious objects, and electric charging or natural gas fueling stations.
• Use the statutory process for imposing fines and suspensions and the appointment of a fine/appeals committee in sections 718.303(3), 719.303(3), and 720.305(2).

     With recent legislative changes, there will be even more to know; but hopefully, this refresher on CAM basics has been helpful to you.

Betsy Barbieux, CAM, CFCAM, CMCA

Owner, Florida CAM Schools

     Betsy Barbieux, CAM, CFCAM, CMCA, guides managers, board members, and service providers in handling daily operations of their communities while dealing with different communication styles, difficult personalities, and conflict. Effective communication and efficient management are her goals. Since 1999 Betsy has educated thousands of managers, directors, and service providers. She is your trainer for life! Betsy is the author of Boardmanship, a columnist in the Florida Community Association Journal, and a former member of the Regulatory Council for Community Association Managers. Subscribe to CAM Matters^TM at www.youtube.com/c/cammatters. For more information, contact Betsy@FloridaCAMSchools.com, call 352-326-8365, or visit www.FloridaCAMSchools.com.