Contracts
Why Property Managers Should Handle All Contracts
A Florida condominium association should have the property manager—not the volunteer board—handle all contracts because Florida law (specifically Florida Statute 718.3025) imposes strict requirements on any contract for maintenance or management services. Professional managers are trained to meet these requirements, protect the association from liability, and prevent conflicts of interest.
A property manager should handle contracts because Florida law requires detailed, compliant, transparent contracts—and managers know how to draft, negotiate, and enforce them correctly, reducing legal and financial risk for the association.
Under 718.3025, any contract for maintenance or management services must: (1) Specify services and responsibilities in detail, (2) List reimbursable costs clearly, (3) Define service frequency (how often each duty is performed), (4) State minimum staffing levels for the association, (5) Disclose financial interests held by developers or board members, and (6) Exclude any obligations not written directly into the contract, which become legally unenforceable. These are technical requirements that volunteer boards rarely have the expertise—or time—to manage correctly.
Florida’s contract laws for condominium associations are strict, detailed, and unforgiving. Property managers are trained to meet these requirements, while volunteer boards are not. Letting managers handle contracts keeps the association compliant, reduces liability, and ensures professional oversight of every vendor relationship.
Major Reasons Property Managers Should Control the Contract Process
- Professional compliance — Managers understand statutory requirements and ensure contracts meet every legal element so they remain enforceable.
- Risk reduction — Boards that negotiate contracts themselves risk violating disclosure rules or signing unenforceable agreements.
- Vendor oversight — Managers negotiate terms, verify performance standards, and ensure vendors meet contractual obligations.
- Continuity — Boards change; managers provide consistent contract administration year after year.
- Conflict‑of‑interest protection — Managers help ensure board members do not inadvertently violate disclosure rules under 718.3025.
- Operational efficiency — Managers coordinate all vendor relationships, making contract management part of a unified operational system.
Condominium Association Contract Handling Policy Example
Florida Condominium Association Financial Controls Policy
UCO Reporter Legal Articles
See Also
2024 Florida Statutes (Including 2025C) (The Florida Senate)