Annual Unit Owner Meeting

Property Manager's Responsibilities for the Annual Unit Owner Meeting

A Florida condominium’s annual meeting of the members is one of the most regulated events under Florida Statute 718, and both the board of directors and the property manager (CAM) have distinct, complementary responsibilities. Here is a clear, structured breakdown of who does what, grounded in Florida law and best‑practice governance.

The board is responsible for the legal and governance requirements of the annual meeting (notice, agenda, elections, quorum, minutes, statutory compliance).

The property manager is responsible for the administrative and operational execution (mailings, posting notices, logistics, ballots, sign‑in, vendor coordination, recordkeeping support).

A Florida condominium should treat the annual meeting as a shared responsibility:

The board ensures legal compliance and governance integrity.
The property manager ensures flawless administrative execution.

This division protects the association from election challenges, statutory violations, and operational chaos.

Property Manager Responsibilities (Administrative & Operational)

hese responsibilities come from the manager’s role in supporting statutory compliance and executing board directives.

Preparing and sending notices — CAMs prepare and mail/deliver the annual meeting notice and agenda within the statutory 14–60‑day window. They also post notices on property and on the association website when required.
Managing election materials — CAMs assemble and mail candidate information sheets, ballots, inner/outer envelopes, and instructions.
Owner roster & sign‑in — CAMs manage the sign‑in table, verify eligible voters, track proxies, and prepare the certified roster.
Logistics & setup — CAMs arrange the meeting room, seating, audio, video, registration tables, ballot boxes, and vendor attendance (e.g., CPA, attorney).
Ballot handling support — CAMs assist the election committee with ballot verification and counting while maintaining neutrality.
Recordkeeping — CAMs maintain meeting packets, sign‑in sheets, proxies, ballots, minutes drafts, and statutory records
Owner communication — CAMs send reminders, answer owner questions, and distribute meeting materials.

Board Responsibilities (Legal & Governance)

Statutory compliance — The board must ensure the annual meeting follows Florida Statute 718.112, including proper notice (14–60 days), agenda accuracy, open meeting rules, and election procedures.
Setting the agenda — The board determines the business to be conducted, including elections, reports, and any member votes. Items not on the posted agenda cannot be acted upon.
Election oversight — The board ensures the election process complies with statutory requirements: candidate notices, ballot format, envelopes, and impartial counting.
Quorum verification — The board is responsible for confirming quorum through proxies and in‑person attendance.
Presenting reports — The board must present financial, maintenance, and project status reports to owners.
Conducting the meeting — The board president chairs the meeting, recognizes speakers, manages owner comment periods, and ensures orderly procedure.
Recordkeeping approval — The board ensures minutes are taken and later approved as official records.

UCO Reporter Legal Articles

What happens if there is no quorum at the annual meeting?

Election Documents - DBPR

The board of directors for your condominium association must be elected by the process prescribed in Chapter 718, Florida Statutes, and Rule 61B-23.0021, Florida Administrative Code, unless your association has 10 or fewer units and has adopted an alternate election procedure in its bylaws. This brochure summarizes the process prescribed by the statutes and rules.

Election Brochures

Condominium Election Brochure - English

Condominium Election Brochure - Spanish

Election Flowchart

Condominium Election Flowchart - English

Condominium Election Flowchart - Spanish

Election Checklist

Condominium Election Checklist - English

Condominium Election Checklist - Spanish

Proxies

General Information on Proxies - English

General Information on Proxies - Spanish