Urgent matter? Call 911 for an immediate emergency. For a legal demand or potential claim, go directly to Procedure 7; for an urgent building issue, use your association’s established emergency-maintenance channel. A calendar review is not a reason to delay.
Use the handbook as a working system
Read an article to understand an issue. Use a procedure to carry out the work. Use a form to document what happened. Put the next obligation on the calendar. This handbook connects those four layers for Century Village West Palm Beach association boards.
It is a reusable operating framework, not a claim that every association has adopted these procedures. Each board should have its manager and appropriate professionals adapt it to its buildings, governing documents, contracts, and current law.
Board Synergy recommended practice Set up your copy: name a handbook custodian and board reviewer; record your association, fiscal year, annual meeting date, and revision date. Adopt operational practices through the appropriate board process. A handbook does not amend a declaration or replace an official application.
Use this handbook for repeatable work and completion evidence. The companion pages help you orient a new director, assign responsibilities, or explore a subject in more depth.
The calendar supplies a planning rhythm. Enter your association’s actual trigger dates, verified deadlines, responsible person, and completion evidence in the deadline register.
Identify the authority for every instruction
Label
How to use it
Florida law
Check the applicable statute, rule, exceptions, and current deadline. The linked source—not this summary—controls.
Governing-document requirement
Find the actual declaration, articles, bylaws, or amendment clause. Requirements differ by association; do not infer a clause from another building’s practice.
UCO procedure
Follow UCO’s current administrative instructions. A local procedure does not automatically become Florida law.
Contractual duty
Read the applicable signed agreement or insurance policy, including notice channels, authority, and deadlines.
Board Synergy recommended practice
A suggested workflow or control. It becomes an association practice only through the appropriate authorization; it is not itself law.
Federal tax and 55+ housing rules are identified expressly as federal requirements in the deadline register. They must not be mislabeled as Florida law. DBPR portal instructions implement reporting duties; the recommended internal controls remain separately labeled.
Do not use UCO’s training outline as a universal legal checklist. Verify each item’s source and applicability. Likewise, COOCVE’s manual is an educational reference for Century Village East, not authority for West Palm Beach procedures.
Ten procedures for everyday board work
Suggested leads are assignments to adapt, not grants of authority. Each source label applies to its own step. Store evidence in controlled association records and put outstanding tasks on the calendar.
01. Election, appointment, and handover
Trigger: Any change in board, officer, manager, or authorized userSuggested lead: Secretary + manager
Governing-document requirement Confirm the actual officer-selection and delegation provisions; distinguish a director seat from an officer or account-signatory role.
Board Synergy recommended practice Record the change, transfer open actions and association property, test incoming access, and revoke obsolete privileges without deleting official records.
UCO procedure Update the Delegate, Officer & CERT Contact Form after the annual meeting and delegate/officer changes. Submit the printed, sealed form in person through a board member. Update management-company information when applicable.
Florida law Check the director certification and education requirements under §718.112(2)(d)5.b and current filing obligations. Put each person’s actual due date in the register.
Board Synergy recommended practice Verify DBPR reporting, Sunbiz details, banking, insurer, attorney, website, email recovery, and emergency contacts separately. Confirm acceptance, not merely that a request was sent.
02. Meetings, decisions, and action follow-through
Trigger: A decision or scheduled meetingSuggested lead: Secretary + chair
Board Synergy recommended practice Prepare the issue, options, cost, authority, proposed motion, and supporting material before scheduling action.
Florida law Use the correct notice and participation requirements for the meeting type under §718.112. Board meetings, budget meetings, special assessments, and elections do not all share one notice rule. Follow current video-conference requirements where used.
Governing-document requirement Verify the association’s applicable quorum, voting, officer, and notice provisions alongside law. Do not conduct a vote through an informal email exchange.
Board Synergy recommended practice At the meeting, record attendance, quorum, motions, votes, conflicts, and assignments. If no quorum is available, record the situation and promptly arrange the next proper step; do not assume it satisfies a required quarterly meeting.
Board Synergy recommended practice Retain notice evidence and minutes, assign every approved action an owner and due date, and check completion at the next appropriate review.
Completion evidence: Notice package, proof of delivery/posting, minutes, votes, and action register.
Board Synergy recommended practice Review bank statements, reconciliations, receivables, payables, actual-to-budget results, and reserve movements. Investigate exceptions; keep approval and reconciliation roles separate where practicable.
Contractual duty Check renewals, price changes, termination windows, and committed projects against the actual agreements before projecting next year’s costs.
Florida law Apply current §718.112 budget, reserve, and SIRS requirements. Arrange qualified professional review of applicability and funding; do not use an old manual’s dollar thresholds or waiver language as a current rule.
Florida law Schedule the required proposed-budget notice and adoption timing. Arrange the applicable year-end financial report and owner delivery under §718.111(13).
Board Synergy recommended practice Retain the assumptions, reserve schedules, notices, adopted budget, reporting engagement, and completion confirmations. Ask the tax preparer to confirm federal and any applicable Florida tax filings separately.
Completion evidence: Reviewed financial packet, adopted budget and reserve plan, reporting schedule, and filing confirmations.
Trigger: Incoming records request or information changeSuggested lead: Records custodian + manager
Board Synergy recommended practice Maintain separate owner-roster, resident, emergency-contact, and age-verification records. Track verification dates and restrict sensitive information.
Florida law Log written records requests immediately; apply §718.111(12) access, response-checklist, privacy, and retention requirements. Do not substitute a social directory for the required roster.
Board Synergy recommended practice Route legal questions about exemptions or uncertain requests to counsel without allowing the review to silently miss a deadline. Preserve an accurate record of the response.
Florida law For associations covered by §718.111(12)(g), maintain the required website or app records, access controls, and posting deadlines; remove protected information before publication.
Board Synergy recommended practice Keep electronic-notice consent distinct from directory consent. Review public contacts, owner guidance, and backup recovery after any management transition.
Completion evidence: Updated category records, request/response log and statutory checklist, reviewed publication, and backup record.
05. Applications, approval documentation, and orientation
Trigger: Sale, rental, occupant request, or extensionSuggested lead: Application coordinator + authorized board
Governing-document requirement Check the declaration’s transfer, lease, occupancy, and approval provisions before establishing criteria or promising an approval.
UCO procedure Use the current UCO package and board-signature/submission route. Distinguish investigation authorization from the association’s final decision.
Board Synergy recommended practice Track completeness, applicable deadlines, decision, and approved dates. Obtain counsel’s advice on denials, accommodation requests, disputed authority, or screening concerns.
UCO procedure Confirm the applicable Certificate of Approval (COA) handoff with UCO. The Request for Occupancy form does not itself issue a WPRF ID.
Board Synergy recommended practice Confirm WPRF ID requirements directly, then coordinate gate/vehicle arrangements, keys, parking, and a welcome packet. Calendar expiration or extension separately.
Completion evidence: Controlled application file, written decision, applicable COA, orientation handoff, and renewal date.
Trigger: Reported defect or proposed workSuggested lead: Manager + designated project lead
Board Synergy recommended practice Identify the exact failed component and urgency; address immediate hazards through authorized emergency arrangements while documenting what is known.
Governing-document requirement Read the declaration, plans, and amendments before assigning maintenance, expense, or alteration responsibility. Do not decide solely from location or exclusive use.
Board Synergy recommended practice Separate maintenance from an improvement or change in rights. Verify licensing for the actual work, insurance with the appropriate source, permits, scope, price, inspections, and proposed closeout evidence.
Florida law Check applicable maintenance, bidding, alteration, and approval requirements, including §718.113 and §718.3026. Obtain project-specific advice rather than assuming a permit replaces association approval.
Contractual duty Use the executed agreement’s payment, change-order, insurance, warranty, and completion terms. Confirm satisfactory work and required closeout before authorizing the payment required at that stage.
Board Synergy recommended practice Log the actual receipt date, delivery method, documents, and any stated deadline. Preserve relevant emails, messages, photographs, minutes, contracts, and other records; stop relevant routine deletion.
Contractual duty Promptly contact the agent/carrier and satisfy the policy’s actual reporting method, recipient, timing, consent, defense, and cooperation requirements. Contacting the agent alone may not complete required carrier notice.
Board Synergy recommended practice Send the demand promptly to association counsel to identify response deadlines and next steps. Do not assume an insurance report answers a lawsuit or extends a court deadline.
Contractual duty Follow policy-specific directions before agreeing to a settlement, defense engagement, admission, or expenditure requiring carrier consent.
Board Synergy recommended practice Obtain reporting acknowledgment, track the claim reference and next action, and preserve privileged and protected material appropriately.
Trigger: Question involving UCO or WPRFSuggested lead: Board-designated contact
Board Synergy recommended practice Identify the issue, association authority, requested outcome, prior contacts, and appropriately shareable evidence before seeking help.
Board Synergy recommended practice Confirm the association’s current UCO quadrant VP and use that relationship for orientation and routing. Keep the association’s delegate role distinct from the VP’s role.
UCO procedure Follow current UCO forms and submission requirements for the specific service; verify that the request was processed.
Board Synergy recommended practice Route recreation and ID matters to WPRF. Use counsel for legal interpretation and the manager for contracted work. Record who will act next and when to follow up.
Trigger: Persistent arrears or apparently abandoned unitSuggested lead: Manager + association counsel
Board Synergy recommended practice Reconcile the ledger and collect relevant ownership, collection, occupancy, and condition information securely. Do not treat apparent abandonment as permission to take possession.
Governing-document requirement Check assessment and collection provisions with counsel alongside applicable notice, lien, foreclosure, bankruptcy, and fair-housing law.
Board Synergy recommended practice Ask WPRF/current administrator for written program availability, eligibility, referral route, participants, costs, proceeds, reporting, and exit terms. Current terms remain to be obtained; historical examples are not an offer.
Board Synergy recommended practice Have the association’s own attorney compare lawful alternatives and review authority and proposed terms before a commitment.
Contractual duty Only after an agreement is authorized and executed, track the actual contractual milestones and obligations. No present program funding, recovery, or timeline is assumed.
Completion evidence: Reconciled account, legal review, current written offer if available, authorization, agreement, and monitoring log.
Trigger: Before storm season, incident, or annual reviewSuggested lead: Manager + emergency contact / backup
Board Synergy recommended practice Confirm after-hours dispatch, resident emergency contacts, authorized access, vendor availability, shutoff information, and backup access to essential records. Keep sensitive access details controlled.
Contractual duty Review emergency-service and insurance arrangements for actual limits, notice requirements, and costs.
Florida law Confirm applicable structural, life-safety, fire, elevator, inspection, and reporting obligations with qualified professionals and the authority having jurisdiction. A two-story building and a taller building need not have identical duties.
Board Synergy recommended practice After an incident, document conditions and authorized response, coordinate claims and repairs, and update procedures from lessons learned. Review this handbook after law, policy, manager, or major system changes.
Completion evidence: Current emergency contact plan, inspection register, incident record, and dated handbook review.
Board Synergy recommended practice The month-by-month schedule is a planning example for a January–December fiscal year. Move budget and year-end work for a different fiscal year. Elections, policy renewals, inspections, and education follow their own dates. This rhythm never extends a legal or contractual deadline.
Month
Recommended focus
Procedure / evidence
January
Confirm the year’s assignments, filing dates, renewal dates, and access. Begin year-end accounting and tax preparation.
P1, P3 · deadline register
February
Review owner communications, notice consents, record categories, and unresolved corrections.
P4 · category-record review
March
Review Q1 finances, open actions, and the financial-report engagement/completion status.
P2, P3 · reviewed packet
April
Confirm Sunbiz filing before May 1; check the tax preparer’s actual filing/payment due date.
P3 · filed confirmations
May
Review storm readiness, emergency contacts, dispatch arrangements, and backup records.
P10 · readiness record
June
Review Q2 operations and inspection findings; confirm repairs and hurricane preparations.
P2, P6, P10 · action register
July
Review contract renewals, service performance, insurance preparation, and major-project status.
P3, P6, P7 · contract / renewal register
August
Collect next-year estimates, reserve inputs, and professional recommendations.
P3 · budget assumptions
September
Review Q3 finances and draft next year’s operating and reserve plan.
P2, P3 · draft budget
October
Plan the budget meeting and verify notice lead times; prepare any seasonal resident updates.
P3, P4 · notice schedule
November
Complete the timely budget process; check year-end commitments and insurance renewal progress.
P3, P7 · adoption and renewal evidence
December
Review Q4 actions, approved next-year funding, tax/accounting records, and the next annual election schedule.
P2, P3 · annual closeout / handover
Board Synergy recommended practice Monthly baseline: review finances, delinquency trends, open repairs, claims, records requests, applications, upcoming notices, contract renewals, and website updates. A monthly review does not require creating an extra board meeting each month; use the appropriate authorized process for any decision.
Florida law Quarterly board meetings: residential condominium associations with more than 10 units must meet at least once each quarter, with owner-question opportunities on agendas at least four times each year (§718.112(2)(c)). Schedule early enough to recover from a cancellation or missing quorum.
Deadline register: law, events, and contracts
These entries identify key timing rules and triggers; they are not an exhaustive compliance calendar. Resolve applicability and calculate actual dates before relying on them. Use Worksheet F3 to assign a responsible person and completion evidence.
Source
Trigger
Timing / action
Suggested lead / evidence
Florida law
Election cycle
Standard statutory residential election: first notice at least 60 days before; candidate intent at least 40 days; candidate sheet at least 35 days; second notice 14–34 days before. Verify applicable exceptions and current delivery rules.
Secretary / manager Election notices, eligibility review, ballot records
Florida law
New director / annual education
Check the written certification and approved educational certificate within the statutory pre-election/post-election window; track annual continuing education separately. Verify eligibility and each actual date under §718.112(2)(d)5.b.
Secretary Certificates and individual education tracker
Florida law
Ordinary board meeting
Generally post the specific agenda at least 48 continuous hours beforehand; special subjects and circumstances have different notice requirements.
Secretary Notice and posting/delivery evidence
Florida law
Budget meeting / fiscal year
Give proposed-budget notice and copy at least 14 days before the meeting; adopt the annual budget at least 14 days before the fiscal year begins. Check any additional applicable procedure.
Within 90 days after fiscal year-end, or the bylaw date, complete or contract for preparation. Deliver report/availability notice within 21 days of completion/receipt, no later than 180 days after fiscal year-end or other bylaw date; see §718.111(13).
Make accessible records available within 10 working days after written request; use the statutory checklist and privacy review. This is not a suggested response target.
Records custodian Receipt date, response checklist, inspection evidence
Florida law
Sunbiz annual report
File each year in the January 1–May 1 filing period. Confirm the association’s entity record and current official instructions.
Secretary / manager Filed report and receipt
Florida law
DBPR information
DBPR specifies annual Association Information and Building and Assessment Information submissions; update Association Information within 30 days of changes. Confirm the current reporting period and applicable annual due date.
Authorized reporting user Submitted summaries and confirmations
UCO procedure
After annual meeting / representation changes
Update UCO representation and officer/CERT records through the current form and in-person, sealed submission procedure.
Board representative Accepted form / acknowledgment
Contractual duty
Policy / contract dates
Enter each actual expiration, renewal, cancellation, notice, reporting, and termination deadline from the relevant agreement or policy.
Contract or claims lead Agreement clause and proof of notice
Board Synergy recommended practice
Inspections and building-specific obligations
Create an inspection register with the engineer, manager, and local authority; enter each applicable legal deadline and its source. Do not use one universal inspection date for all buildings.
Manager / project lead Professional reports, permits, reporting proof
Federal tax requirement
Tax year-end
If using Form 1120-H, generally the 15th day of the fourth month after year-end; special rules, extensions, and holidays can affect filing. The tax preparer must confirm eligibility, form choice, payment, and actual due date.
Tax preparer / treasurer Return, acceptance, payment and any extension
Federal 55+ requirement
Age-verification cycle
Update qualifying occupancy information at least every two years under 24 CFR §100.307. Maintain appropriate supporting evidence and the required inspection summary; track changes between cycles.
Age-verification custodian Survey evidence, summary and next review date
Official timing sources: §718.112; §718.111; Sunbiz; DBPR; IRS; 24 CFR §100.307. Checked October 16, 2026. Use current notices and professional advice for association-specific dates.
Official forms: use the current version
UCO procedure UCO Forms & Resources is the source for the Delegate, Officer & CERT Contact Form, Association Management Company Update Form, POD authorization, purchase application, rental/occupant application, and Request for Occupancy. Follow each form’s own signatures, seal, supporting records, and delivery requirements; they are not interchangeable.
Florida law DBPR reporting portal and guides provide the official account, Association Information, Building and Assessment Information, and other applicable submission routes. Use the correct managing-entity record. Do not treat a local worksheet as a filed report.
Board Synergy recommended practice Before using any form: check version, purpose, source, required signers, attachments, delivery, deadline, and how acceptance is confirmed. Ask counsel to review proposed association legal forms, screening criteria, consents, voting materials, or enforcement notices.
Six reusable working forms
Board Synergy recommended practice Print or copy these blank worksheets for internal use. They do not submit information, store entries, or replace official forms. Keep completed copies in appropriate association records, subject to privacy and inspection rules.
F1 · Contact and access handover
Use after an election, appointment, manager change, or departure. Record system ownership and approval references; never put passwords, recovery codes, bank numbers, or sensitive access locations in this worksheet.
Organization / system
Authorized role / contact
Change requested
Tested / confirmed
Pending action
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
F2 · Decision and action register
One row per issue or approved action. Include the exact source clause or delegated authority and identify whether an approval is pending; an entry is not approval.
Issue / action
Source label + clause
Decision / date
Responsible person / due
Evidence / status
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
F3 · Association deadline register
Start from the deadline table, then calculate actual dates with the responsible professional. Enter legal and contractual deadlines separately from internal preparation targets.
Obligation / trigger
Source + reference
Actual due date
Preparation target / lead
Completed / proof
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
F4 · Records-request control sheet
Internal tracking only. Prepare the separate statutory response checklist identifying records made available and those not made available; do not substitute this worksheet for it.
Request / receipt date
Scope / assigned custodian
10-working-day due date
Privacy review / response
Checklist / access evidence
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
F5 · Work and alteration review
Identify the component, classification, maintenance duty, payer, and approval authority separately. This worksheet is not a permit, contract, or approval to start work.
Record operational facts only; keep privileged legal advice and sensitive supporting records in controlled files. Contact counsel and satisfy the actual policy reporting instructions promptly.
Received / method
Demand / incident reference
Policy notice route / deadline
Sent / acknowledgment
Counsel / next response due
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
________________
What still needs to become association-specific
Contacts and access: complete F1 with provider requirements, current authorizations, backup arrangements, and tested recovery.
Quadrant VP: confirm the current assignment and agreed routing/follow-up process.
DBPR: identify the authorized user, reviewer, submission dates, and recovery/relinking process.
Claims: turn each actual policy’s reporting terms into a private contact and deadline sheet.
Asset Recovery: obtain current written terms from WPRF/current administrator and association-counsel review before creating a participation procedure.
Board Synergy recommended practice For broader coverage, prepare or confirm association-approved procedures for election administration, budget/reserve preparation, statutory records responses, fair and lawful application review, enforcement/accommodations, emergency response, and project closeout. Linked educational articles explain the topics; they do not establish that a board has adopted a procedure.
How COOCVE’s manual informed this handbook
The COOCVE Manual for Condo Boards consulted is marked revised December 8, 2025, despite older revision wording in its search listing. Its broad coverage informed the handbook’s review of governance, money, owner communication, insurance, applications, contractors, property changes, forms, and support resources.
This handbook supplies an original workflow layer: trigger, assigned lead, source-labeled steps, completion evidence, linked reading, worksheet, and calendar. It adapts community routing to UCO and WPRF. COOCVE/CVE forms, fees, services, phone numbers, and Deerfield Beach permit instructions are not presented as West Palm Beach requirements.
Use the manual for educational comparison, then verify current law and your own documents. Do not carry older thresholds, reporting deadlines, or generalized legal conclusions into a new procedure without checking them.
Board Synergy recommended practice Maintain one identified working edition with an assigned custodian and backup. Keep confidential contact lists, account recovery details, claims material, and resident records in the association’s controlled records system; this public handbook should link to procedures without exposing those records.
Maintain a revision record. Record the procedure changed, reason, source and date checked, reviewer, approval where needed, and effective date. Distinguish an editorial correction from a change to an adopted procedure.
Review after a relevant change. Check affected instructions when officers, management, contracts, policies, insurance, governing documents, or agency systems change. Resolve uncertainty with the responsible professional before relying on a deadline or assigning a legal duty.
Confirm links and forms. Test article links, open official forms from the issuing organization, and replace obsolete working copies. Record unresolved gaps with an owner and follow-up date.
Hand off the work, not just the file. Transfer the current edition, open action log, deadline register, evidence locations, and approved procedures. Review account access using Procedure 1 and record the incoming custodian’s acknowledgment.
24 CFR §100.307 — age-verification procedures for 55+ housing.
Association-specific sources to insert: current recorded declaration and amendments; articles and bylaws; adopted policies; management and vendor agreements; insurance policies; inspection reports; professional advice and approvals.
Board Synergy recommended practice Review at least annually and after a change in law, documents, contract, insurance, manager, or reporting system. Record the revision, reviewer, effective date, and affected procedure. Retire superseded working copies while preserving records that must be retained.
Navigation and companion-guide update · October 17, 2026. Original deadline/source review: October 16, 2026. Independent Board Synergy educational handbook for Century Village West Palm Beach; no COOCVE, UCO, WPRF, or government endorsement is implied. Not an exhaustive legal compliance schedule. Board Synergy article links use the existing HTML filenames and should be hosted in the same directory as this page.