Describe the facts.
Give dates, the exact location, what you observed, and whether it is continuing. Separate what you know from what you suspect.
Immediate danger, fire, or a medical emergency? Call 911. For an active leak or urgent building damage, use your association’s emergency contact promptly. Community security is an additional contact: 561-686-0961.
01 · Find the right starting point
What kind of problem are you having?
For building-specific matters, your association’s manager or board is usually the best first conversation. Village services and recreation have their own contacts. Choose the closest topic below.
Start with the association for a building-specific concern. The topic table below lists the other main contact routes.
You do not need to know the legal answer before asking for help. If you are unsure, describe the issue and ask who should review it.
These are practical starting points. Urgent damage, safety concerns, or legal deadlines may need immediate professional help.
Your suggested starting point
Start with your association’s property manager or board.
Describe what happened and ask who is responsible for reviewing it. A short, factual request is enough to begin.
- What to include
- Give your association name, unit number, location, dates, and the result you are asking for. Add a photo if it helps.
- What to do next
- Ask for the correct contact, the next step, and an expected response date. If you are redirected, keep the name and contact details.
See all topics and starting contacts
| Your concern | Start here |
|---|---|
| A leak, building repair, or maintenance problem | Contact the association’s manager or maintenance contact. |
| Noise, a neighbor, parking, or use of common areas | Start with the manager or board for building-rule concerns. |
| A violation notice, fine, or disagreement about a rule | Contact the person named in the notice and your association. |
| An assessment, payment, account balance, or charge | Start with the manager or association’s accounting contact. |
| Association records, meetings, elections, or board procedures | Start with the association’s designated records or board contact. |
| My manager or board has not replied | Follow up in writing with the manager and association board. |
| Gates, vehicle barcodes, visitor passes, or Village buses | Contact UCO for these Village service questions. |
| Resident IDs, clubhouse, pools, classes, or recreation | Contact WPRF staff for recreation and resident ID questions. |
| TV, internet, electricity, or another service provider | Start with the provider’s support or outage-reporting channel. |
| An emergency, immediate danger, or urgent safety concern | For immediate danger, fire, or a medical emergency, call 911. |
| Not sure yet | Start with your association’s property manager or board. |
02 · Find a real person
“I don’t even know who my manager or board is.”
Start with the information closest to your own building. Your association may use a manager, a management company, or direct board contacts.
Look in these places.
- Your building noticeboard and recent meeting notices.
- Your assessment statement, welcome packet, or closing documents.
- Your association’s website or recent owner correspondence.
- A board member or neighbor who can point you to the current contact.
Ask one specific question.
“Who is the current contact for [maintenance / accounting / records], and how should I submit my request?”
If you still cannot identify the board, Sunbiz corporate filings may help you find listed officers or directors. Filings reflect the information submitted at that time; verify current roles.
Search the association’s corporate name on Sunbiz ↗03 · Make the issue easy to understand
A clear request is easier to act on.
You can report a problem without writing a legal argument. Focus on what happened, how it affects you, and what you are asking the recipient to do.
Ask for an action.
Request an inspection, an explanation, a correction, or review of a decision. State the outcome you want in a sentence.
Agree on the next step.
Ask who is handling the issue, what happens next, and when you should expect an update. Save a copy of your request.
Formal requests need care. A routine email may not meet the requirements for an official-records request or another formal procedure. Use the applicable instructions and get guidance when deadlines or rights are involved.
04 · If it is still unresolved
Follow up with a record and a purpose.
Confirm it reached the right contact.
Ask for acknowledgement, a ticket number if used, and an expected update date. The first step may be investigation rather than an immediate fix.
Follow up when the expected update is missed.
Refer to the original message and state what remains unresolved. Ask for the current status and next action. Explain promptly if the situation has become more urgent.
Request board review for an association issue.
If the manager cannot resolve it, send the board a concise timeline with the relevant documents. Ask whether the issue needs a board decision and how it can be considered through the association’s process.
Choose outside help that fits the problem.
The next route may be education, a regulatory complaint, or your own attorney. A disagreement about a result does not by itself tell you which route applies. For urgent conditions or legal deadlines, obtain appropriate help promptly.
05 · Help beyond the first contact
When you need more guidance.
Bring your request, the response, the relevant documents, and a short timeline. Ask the organization whether your issue is within its role before assuming it can resolve the dispute.
Village services & resident assistance
UCO · United Civic Organization
Contact UCO for vehicle barcodes, gate passes, transportation questions, and assistance forms for unresolved community cable issues. Ask which service desk or coordinator can help.
Phone: 561-683-9189
Email: admin@unitedcivic.org
Office: 2102 West Drive
West Palm Beach, FL 33417
Recreation & resident ID assistance
WPRF · West Palm Recreational Facilities
Contact WPRF for resident ID cards, clubhouse facilities, pools, classes, theater, and other recreation concerns. Ask the staff office to connect you with the appropriate department or supervisor.
Phone: 561-640-3120
Office: Main Clubhouse
Understand the process
Condominium Ombudsman
A neutral state resource for education about condominium rights and responsibilities and help with communication. The office offers appointments to discuss concerns and possible next steps.
Visit the Ombudsman’s office page ↗Possible condominium-law violations
DBPR condominium complaints
DBPR publishes complaint categories and supporting-document checklists. Review them to see whether your concern fits its authority and how to submit the appropriate information.
Review DBPR complaint guidance ↗Manager licensing concerns
Community association manager complaints
Possible CAM licensing or professional-conduct violations have a separate DBPR complaint route. A service complaint can also be raised with the association board; describe the conduct and provide evidence.
Find the appropriate DBPR complaint route ↗Advice about your own situation
An independent Florida attorney
Ask for condominium-law experience. Obtain advice promptly for serious property damage, collection or lien notices, hearing deadlines, or court papers. An attorney can assess available remedies and any required dispute-resolution steps.
Florida Bar lawyer referral information ↗Board Synergy’s role
Board Synergy provides education to help owners and boards understand issues, prepare better questions, and find useful resources. Decisions and case-specific remedies belong with the responsible association, service provider, agency, or professional. This guide offers general information; it does not determine responsibility or provide individual legal advice.
Village service contacts
The right office for community services.
UCO
Access & Village services
Vehicle barcodes, gate passes, transportation feedback, and assistance forms for unresolved community cable issues.
561-683-9189 · 2102 West Drive
UCO Forms & Resources ↗WPRF
Resident IDs & recreation
Resident ID cards, clubhouse facilities, pools, classes, and recreation questions. Ask staff for the coordinator responsible for the issue.
Call WPRF staff →A useful first goal: know who is handling your concern, what the next action is, and when you should hear back.
Sources & further reading
Prepared for Century Village West Palm Beach unit owners. Official resource pages checked October 17, 2026. Confirm current procedures with the relevant organization.
Protect your next step and any formal deadline
Board Synergy recommended practice Keep a one-page timeline with the event, notice received, contact attempts, response, promised action, and next follow-up date. Save the original notice and relevant attachments. If the condition becomes urgent, use the emergency route rather than waiting for a routine reply.
- Records: use the association’s formal records-request instructions and identify the records clearly.
- A fine, lien, collection demand, or court paper: read the stated dates and obtain prompt independent advice; ordinary correspondence may not preserve rights.
- A disability-related request: identify the rule or service adjustment needed and use a private accommodation channel.
- UCO or WPRF: identify the specific service and office. Their assistance does not replace the association’s own decision or professional review.
Ask an outside agency whether the issue falls within its jurisdiction and what supporting records it needs. A DBPR service, licensing, or condominium complaint is not interchangeable with a court claim or a fair-housing complaint. Do not assume an informal request or complaint pauses another deadline.
Connected Board Synergy guides
- Who manages what?
- Phone numbers
- Official records inspections
- Fair housing act
- Legal advice
- Working with your UCO quadrant vice-president
Independent educational guidance. Applicable law, governing documents, contracts, and operator procedures have different sources of authority. The checklists are recommended practices, not decisions on an individual dispute.