How a community project can move through UCO—and how unit owners and their association’s delegates can stay involved along the way.
UCO’s members are unit owners. Its Delegate Assembly is its board of directors. Delegates represent their associations and owe good-faith duties to their association and the wider community. Bylaws, Articles II–IV ↓
Committee recommendations normally proceed through the Officers Committee, Executive Board, and Delegate Assembly. This is a guide to that route, not a promise that every idea must receive a vote or follow identical steps. Article IX ↓
Start with a short written proposal. Explain who is affected, what should improve, and why UCO is the appropriate organization. Identify alternatives—including maintaining the current arrangement—and any likely cost or ongoing maintenance.
Discuss the idea with your association’s delegate and board. For an individual building matter, start with your association; recreation proposals may require WPRF involvement.
Send your written proposal to UCO and request acknowledgment, a responsible contact, and the appropriate review path. Ask whether a subject committee should develop it first, what information is needed, and how to track its status. Keep a copy.
Do not assume an informal conversation, a comment at a meeting, or a website comment has placed a project on a formal agenda.
The relevant committee can examine scope, feasibility, service impacts, and options. For spending proposals, ask how bids, funding, contract review, and professional input will be handled. UCO publicly describes vendor bids moving from the appropriate committee through Officers and Executive Board review to the Assembly. UCO explanation ↓
Owner action: Submit useful evidence, ask focused questions, and follow the published meeting schedule. Confirm the applicable participation arrangements.
This is a formal review stage in the committee-recommendation route. Ask for the recommendation, unresolved questions, and next step. Do not describe an exploratory review as final project approval.
Owner action: Ask your delegate to follow the issue early, rather than waiting for the final Assembly package.
The Executive Board reviews matters moving forward. Obtain the actual motion, recommendation, and any changes. Ask what is being requested next: further study, funding, contract authorization, or approval of a defined project.
Owner action: Compare the version under review with the original proposal. Changes in price, scope, or timing deserve a fresh conversation.
Before the Assembly vote, delegates should share a plain-English summary, invite feedback, and discuss the proposal through an appropriate association process. Make clear how views were gathered; silence is not evidence of unanimous support.
Check the actual agenda and supporting package. UCO currently says Assembly materials are posted on the Wednesday before the meeting. Read the current package →
Owners may attend and speak on agenda items before the vote, subject to meeting rules. The published bylaws set a 117-delegate quorum; ordinary decisions generally require a majority present when voting, with exceptions. Article V ↓
Practical questions: Is this the final wording? Is the cost clear? Are conditions attached? Has enough information been supplied? Ask the chair about the appropriate procedure for amendments, further review, or postponement.
Delegates should tell owners the result, their own vote, the reasons for it, and any conditions. For an approved project, identify the implementation contact, authorized budget, milestones, and reporting arrangements. Track material changes through the required authorization process.
If the proposal is returned for more work or not approved, ask what concerns need to be addressed before a revised proposal is considered.
| Before | During | After |
|---|---|---|
| Read the proposal. Seek owners’ views. Ask about total costs, funding, alternatives, and risks. | Attend prepared. Raise unresolved concerns. Exercise informed judgment and vote through the proper process. | Explain the outcome and vote. Share the reasons. Follow progress and bring significant changes back to owners. |
These communication practices are Board Synergy recommendations. This page does not establish a legally binding instruction-vote system or replace a delegate’s duties.
Verify that your association’s delegate and alternate information is current. UCO’s Delegate, Officer & CERT Contact Form is used to authorize Assembly voting; follow the current submission instructions.
Ask exactly what each vote accomplishes. A request to study an idea should state its limits. Funding, entering a contract, and implementing a project may involve different authorizations.
When the Assembly lacks a quorum, certain Executive Board motions can become effective, except matters reserved to Assembly approval. Delegate attendance matters. Articles V and VII ↓
Budgeted operations, emergency measures, bylaw amendments, and matters controlled by separate agreements require their own authority checks. The Advisory Committee is not an automatic first stop for every project. Ask UCO which provisions govern your specific proposal.
UCO: 561-683-9189 · 2102 West Drive, West Palm Beach, FL 33417.
Reviewed October 15, 2026, using the bylaws UCO currently posts as its 2020 amended version. Confirm later amendments, meeting rules, agenda procedures, and project-specific authority with UCO. This independent Board Synergy educational guide is not an official UCO policy. Practical suggestions are labeled separately from the published governance overview.