Regulatory Requirements for CAMs and HOA Boards
Your Legal and Fiduciary Responsibility — Organized, Tracked, and Ready.
Jump to requirements matrix ↓Failure to maintain required documentation can result in regulatory penalties, owner litigation, lender issues, and loss of professional standing.
For CAM Firms
600–1,000+ Documents Required
to satisfy a 20-association portfolio
CAMs are professionally and legally responsible for maintaining current documentation across every association they manage. Missing or outdated records expose CAM firms to professional liability, owner complaints, failed audits, and loss of management contracts.
Without an organized system, tracking what's current, what's missing, and what's changed across dozens of associations is a full-time job on top of your actual work — and the consequences of falling behind are not just operational. They are legal.
One organized place for every document your association is required to maintain.
For HOA Boards
HOA's Complex Requirements
determine what your association must document
HOA board members are volunteers who accepted legal fiduciary responsibilities when they joined the board. Failure to maintain required documentation is not just an administrative oversight — it can result in owner lawsuits, regulatory fines, difficulty obtaining financing or insurance, and personal liability for board members.
Your board is responsible for records you may not even know exist. Requirements change as Florida legislation and local ordinances evolve. What was sufficient last year may not be sufficient today.
CondoSteward applies your building's jurisdiction profile and flags items that appear to be missing.
Seven Requirements. Hundreds of Documents.
Are you Audit Ready?
Track Every Required Posting — Across Every Association
Required items, posting status, and last-updated dates — organized by association.
Key Reference Milestones
Important: Dates and requirements shown are for general reference only.
Always confirm with qualified legal counsel and local officials.
Building Age 25 Years
Coastal buildings may reach Milestone threshold
Building Age 30 Years
Inland buildings may reach Milestone threshold
SIRS Required
3+ story buildings must obtain and fund reserve study
Posting Deadline
Annual updates required for governed associations
Inspection Report
Phase 1 and Phase 2 reports maintained on file
Building Age 25 Years
Coastal buildings may reach Milestone threshold
Building Age 30 Years
Inland buildings may reach Milestone threshold
SIRS Required
3+ story buildings must obtain and fund reserve study
Posting Deadline
Annual updates required for governed associations
Inspection Report
Phase 1 and Phase 2 reports maintained on file
Your Documentation Requirements Depend on Multiple Variables
Building Age and Height
Determines Milestone Inspection and SIRS thresholds
County and City Location
Different programs, portals, and requirements per jurisdiction
Number of Units and Revenue
Determines posting, reporting, and records obligations
Active Regulatory Programs
State and local requirements that change over time
Requirements can change as legislation evolves.
How CondoSteward Supports Regulatory Readiness
Tracks What's On File
For each building, see which regulatory documents are on file, which are missing, and which are in review — across your entire portfolio.
Flags Missing Items Early
Missing SIRS reports, inspection documents, or posting evidence are flagged before they become urgent — giving your team time to act.
Produces Organized Packets
When a reviewer, lender, or local official needs documentation, generate an indexed, timestamped packet from files already on file.
Built to satisfy Florida's extensive regulatory requirements — extensible to condominium associations everywhere.
Built for the Hardest Case First
Florida has among the most complex condominium regulatory environments in the country — combining statewide SIRS and Milestone Inspection requirements, county-level programs, city-specific portals, and online posting obligations that vary by association size. We built CondoSteward to handle all of it.
The same platform — jurisdiction profiles, document vault, packet builder, posting checklists, and audit trail — works for condominium associations in any state. Florida's regulatory content is fully built out. Adding another state means configuring the right jurisdiction profiles, not rebuilding the platform.
Florida-First
Full regulatory content built out for Florida counties and cities — SIRS, Milestone, posting requirements, and more.
Platform-Agnostic
The core workflow — vault, packets, checklists, audit trail — applies to condominium associations in any state.
Extensible by Design
New states are added by configuring jurisdiction profiles — not by rebuilding the platform from scratch.
Reference timelines only. Jurisdiction profile content should always be confirmed with qualified legal counsel and local officials.
State-by-State Documentation Requirements
Florida, Washington, New Jersey, and New York. Additional states coming soon.
Reference only — professional review required for all regulatory determinations. Citations reflect general statutory frameworks as of early 2026 and may not capture local amendments or recent legislative changes. Always verify with qualified legal counsel.
| Requirement | FL | WA | NJ | NY |
|---|---|---|---|---|
| Structural | ||||
| Milestone / structural inspection | ✓FL §553.899 | ○ | ✓P.L.2023, c.92 | ~NYC LL11 / FISP |
| Structural Integrity Reserve Study (SIRS) | ✓FL §718.112(2)(g) | ✓RCW 64.34.382 / 64.90.550 | ✓P.L.2023, c.92 | ○ |
| 3 more requirements in this category | ||||
| Financial | ||||
| Annual budget | ✓FL §718.112(2)(f) | ✓RCW 64.34.372 | ✓NJSA 46:8B-14 | ✓ |
| Audited / reviewed financials | ~FL §718.111(13) | ~RCW 64.34.372 | ~ | ✓ |
| 3 more requirements in this category | ||||
| Governing Documents | ||||
| Declaration of condominium | ✓FL §718.104 | ✓RCW 64.34.220 | ✓NJSA 46:8B-9 | ✓ |
| Bylaws | ✓FL §718.112 | ✓RCW 64.34.304 | ✓ | ✓ |
| 3 more requirements in this category | ||||
| Insurance | ||||
| Property / hazard insurance | ✓FL §718.111(11) | ✓RCW 64.34.352 | ✓ | ✓ |
| General liability | ✓ | ✓ | ✓ | ✓ |
| 3 more requirements in this category | ||||
| Meeting Records | ||||
| Board meeting minutes | ✓FL §718.111(12) | ✓RCW 64.34.372 | ✓ | ✓ |
| Annual / membership meeting minutes | ✓FL §718.112(2) | ✓ | ✓ | ✓ |
| 3 more requirements in this category | ||||
| Posting / Disclosure | ||||
| Website / app posting | ~FL §718.111(12)(g) | — | — | ~ |
| Official records access | ✓FL §718.111(12) | ✓RCW 64.34.372 | ✓NJSA 46:8B-14 | ✓NY RPL §339-w |
| 3 more requirements in this category | ||||
| Operations | ||||
| Management agreement on file | ✓FL §718.111(12) | ✓ | ✓ | ✓ |
| CAM / manager license | ✓FL §468.431 | — | — | ~NY RPW Article 12-A |
| 4 more requirements in this category | ||||
See the Complete Requirements Matrix Inside CondoSteward
The full matrix — covering all 36 requirements across FL, WA, NJ, and NY — is available inside the CondoSteward platform. Schedule a demo to see the complete picture for all your associations.
Schedule a DemoLast reviewed: April 2026. Data reflects general statutory frameworks. Local ordinances, building-specific triggers, and recent legislative changes may apply. Professional legal review required. To report a regulatory update, contact support@condosteward.com.
Ready to see CondoSteward in action?
Schedule a demo with our team to see how organized records, reusable packets, and portfolio-wide visibility can transform your workflow.
This information provides a general orientation to condominium regulatory requirements and does not constitute legal advice. Important: Dates and requirements shown are for general reference only. Always confirm with qualified legal counsel and local officials. Requirements vary by jurisdiction, building age, and specific circumstances. Professional review is always required.