Board Portal

Keep board requests decision-ready so your management team can respond and document the next step.

1. Define the outcome: state whether you need information, a recommendation, a proposal, a vote item, or execution of an approved decision.
2. Attach the context: include the relevant policy, prior decision, budget line, vendor information and meeting deadline.
3. Confirm authority and timing: identify the authorized board contact and the response or completion date.

Contact the management team. For time-sensitive property emergencies, call 850-304-0202. Submit routine items through the normal work-request or manager channel so they can be tracked.

Association Accounting explains reporting, assessments, payables, reconciliations, budgets and CPA-ready records, including audit support.

Review association accounting services

Start promptly: new directors have a 90-day filing deadline. Choose the requirements and certification class for your association type below.

After class: save your certificate and send it to the association’s records contact; condo directors must file with the secretary. Missing the required certification filing deadline results in suspension from board service until you comply. A service affidavit alone does not replace the required course.

Choose an approved certification class

These are initial board certification options. Select HOA or condominium education to match your association.

Becker & Poliakoff and Education Pathways are listed for both HOA and condo certification in DBPR’s approved provider list (PDF, revised August 24, 2026). Requirements and course links reviewed September 7, 2026.

No. A service affidavit does not replace the required approved board certification course. Residential condo directors must also provide the written certification about reading and upholding the governing documents and fulfilling their fiduciary duties.

See HOA and condo deadlines and approved classes · Open the service affidavit

Read the declaration / covenants, articles of incorporation, bylaws, amendments, rules, architectural guidelines, policies and plat maps. Then review the current budget, recent financial reports, minutes, insurance, active contracts and open legal or maintenance matters.

Find your community’s public documents · Open board records

1. Coordinate the date, location, agenda and required notice with management.
2. Send proposed decisions, estimates, contracts and handouts to management 3–4 days ahead so the board has time to review them.
3. Confirm the notice and participation requirements for the meeting and agenda; some matters require additional notice.
4. Arrive prepared to discuss and vote, then record motions, votes and follow-up work in the minutes.
5. Submit the approved minutes for the association’s records.

Schedule a meeting · Create minutes · Upload minutes

Use the HOA portal for the reports and records available to your board login, including financial statements, receivables, budget comparisons, minutes, contracts and communications. Public governing documents are on your community page.

Request access help if your board permissions or reports are missing. Access to individual records depends on the record and your role.

Open financials and records

Accounting enters the vendor invoice and payment details. The designated president or treasurer receives a notification, reviews the invoice and coding, and approves or rejects it. The myHomeSpot workflow routes approved invoices to a second approver before payment is issued by the bank.

Use the payables portal for approvals and the HOA portal for reporting. Contact accounting if you need approver access or have a question about an invoice.

Approve invoices · Bank signature card · Request invoice training

The board makes association decisions; management carries out authorized work under the management agreement. Base support includes registered-agent service, official records, basic accounting and member service. Additional services such as meetings, inspections, architectural administration and newsletters are handled according to the agreement.

myHomeSpot’s board point of contact is the association president. Coordinate board direction through that role and review the agreement for the scope of services.

Open officer handbooks · Management services

Use your community’s assigned board or architectural-committee email group and keep association correspondence organized. Confirm the correct address with management; do not guess it from the community name.

Put the community name and a clear topic in the subject line, such as “Stonebrook: Board meeting agenda.” Keep personal correspondence separate and retain association communications with the appropriate records. Use the portal directory and enabled communication tools to reach members.

Open the community directory · Get email-group help

For a repair, submit a maintenance request with the location, issue and supporting details. For a planned project, prepare a scope of work and request proposals so the board can compare responses.

Coordinate bid requirements, approvals, insurance, contracts and record retention with management before committing the association. Requirements can differ by association type and project.

Request maintenance · Request proposals · Read Bids and Contracts

Volunteer opportunities can include grounds, architectural review, covenant enforcement and fine committees. Define each committee’s authority and responsibilities with the board, governing documents and applicable requirements.

Architectural volunteers can use design-review training and the review workspace. Enforcement volunteers can use covenant training and the inspection tool. Fine Committee members can request guidance for their hearing role.

Volunteer for a committee · Browse committee training

Use Chapter 720 for Florida HOAs, Chapter 718 for condominiums, and Chapter 617 for nonprofit corporations where applicable. County ordinances are also in the resource library.

For a specific notice, vote, enforcement action or legal issue, confirm the requirements for your association and the matter with management or association counsel.

HOA statute · Condo statute · Nonprofit corporation statute

Direct owners to the community page for public governing documents and community information, and to the member portal for records available to their login. The reading library includes Community Matters and Community Rights.

Use the official-record request process for record inspections rather than publishing restricted records or personal information.

Community Matters · Community Rights · Request official records

Start with the online transition setup forms and use the transition plan to coordinate records, banking, contacts and open work when changing management. The library includes guides on choosing management, on-site managers, selecting an attorney and developer transition, plus the Moorehead Law engagement form.

Review terms and obtain the board’s authorization before signing any engagement on the association’s behalf.

View the management transition plan · Review the attorney engagement