Today I asked Claude to provide a guideline a Southeast Florida based condominium with 52 units, a pool, and social room, board of directors could use in comparing management companies. I randomly selected three management companies for this illustration.

MANAGEMENT COMPANY SELECTION CHECKLIST

For Board Use — 52-Unit Condominium Association (Pool & Social Room) | Southeast Florida

Candidates Evaluated: Campbell Property Management • GRS Community Management • MG Property Management

Prepared August 27, 2026 | Research current as of late August 2026 — verify all licensing and rating data independently before a final vote.

How to Use This Checklist

This packet provides the board with a structured way to compare Campbell Property Management, GRS Community Management, and MG Property Management and to conduct a fair, documented selection process. Work through the sections in order: (1) review the researched snapshot of each firm, (2) complete the due-diligence steps before interviews, (3) score each finalist on the same criteria using the matrix, (4) ask each firm the same reference-check questions, (5) watch for red flags, and (6) record the board’s final decision and vote. Bring this document to the interview and reference-check calls so every candidate is measured against the same yardstick.

A. Company Snapshot (Researched Profile)

The following is based on each company’s own website, Better Business Bureau (BBB) profiles, aggregated online reviews (Birdseye/Google), and Florida licensing/complaint records available online as of August 2026. This is a starting point for the board’s own verification — not a substitute for it.

Criterion	Campbell Property Mgmt	GRS Community Mgmt	MG Property Mgmt
Headquarters	Deerfield Beach, FL	Miami Lakes, FL (branch in Lake Worth)	Fort Lauderdale, FL
Primary service area	South Florida (Broward, Palm Beach, Miami-Dade)	Broward & Miami-Dade Counties	Broward County (Ft. Lauderdale, Pompano Beach, Oakland Park)
Years serving FL communities	Cites 70+ years combined firm experience	Serving the industry since 1996 (~30 yrs)	Tenure not published; BBB file opened 2016
Portfolio size / typical association	Large multi-community portfolio (size not published)	~3,275 units across 33 condo/co-op associations; typical association ~60 units — close to your size	Smaller, more localized portfolio; size not published
State CAM/CAB license	Licensed CAM firm (verify current status with DBPR)	Active Class C Community Assoc. Business license #CAB3631, renewed through 9/30/2027; 8 active CAMs on staff	Licensed CAM firm (verify current status with DBPR)
Disciplinary history found	None found in this research	One company-level DBPR complaint, closed 2018; one staff CAM (not primary) had a 2018 disciplinary order	None found in this research
BBB rating/accreditation	3.5 / 5 (33 reviews); not BBB-accredited	Not confirmed in this research — verify directly	A+ letter grade; not BBB-accredited (file opened 2016)
Aggregated review rating	~4.7 / 5 (4,700+ reviews on Birdseye)	~4.2–4.6 / 5 across ~300–3,400 reviews (sources vary)	~3.9 / 5 (149 reviews); at least one detailed complaint about responsiveness on health/safety issues
Technology/owner portal	Proprietary back-office tech; emphasizes reducing admin burden on staff	CINC Systems (owner portal) + GVault (paperless docs/invoice approval)	Online forms access; vendor referral network (“I’ve Got a Guy”)
Stated differentiators	Dedicated on-site managers; “600-point” transition program (~45-day onboarding); strong local vendor/attorney network	In-house accounting & maintenance/janitorial staff; long tenure with small-to-mid-size condos	Personalized, smaller-company service model; community giving program

Sources reviewed: company websites (campbellpropertymanagement.com, grsmgt.com, mg-mgt.com), BBB profiles, Birdseye/Yelp aggregated reviews, and CompareHOAManagers.com license lookup. Ratings and review counts change; re-check current figures before voting.

B. Pre-Interview Due Diligence — Action Items

Complete these steps for all three candidates before scoring them. Assign each item to a specific board member with a deadline.

Licensing & Regulatory Standing

• Verify each firm’s Community Association Management (CAM) firm license and each assigned manager’s individual CAM license at myfloridalicense.com (DBPR); confirm status is “Current, Active.”
• Search DBPR’s disciplinary database for any open or past complaints against the firm or the specific manager who would be assigned to your building.
• Confirm the manager who will actually be assigned to your 52-unit building (not just the salesperson) and how many other associations that manager currently handles.
• Request proof of current continuing-education compliance for the assigned CAM.

Contract, Fees & Insurance

• Request a written proposal with full fee breakdown: base management fee, admin/postage fees, transition/setup fee, special-project or construction-management fee (%), after-hours emergency fee, and any fees for board packages/mailings.
• Request a sample management contract and have the board’s attorney review termination rights, notice period, automatic-renewal terms, and indemnification language before signing.
• Confirm statutory notice is included in the contract regarding compliance with Chapter 468, Part VIII, Florida Statutes professional standards.
• Request certificates of insurance: general liability, errors & omissions, and fidelity/crime (employee dishonesty) bond covering association funds — confirm bond amount meets or exceeds statutory minimum (typically 3 months’ assessments plus reserve balance).
• Ask who holds custody of association funds, whether operating and reserve accounts are kept separate, and confirm no debit cards are issued against those accounts (required by current Florida law).

Experience Fit for Your Building

• Confirm direct experience managing similar-size (40–75 unit) condominiums with a pool and social/clubhouse room, including permitting, staffing, and vendor relationships for those amenities.
• Ask about experience coordinating Milestone Inspections and Structural Integrity Reserve Studies (SIRS) and supporting boards through reserve fully-funding requirements.
• Ask which financial reporting tier applies to your association’s revenue (compiled, reviewed, or audited statements) and confirm the firm can produce it and coordinate with your CPA.
• Ask about after-hours/emergency response coverage for pool and building emergencies, and how quickly a manager or maintenance contact responds nights/weekends.

References & Verification

• Request at least 3 current client references from similar-sized associations, including at least one the firm has served for 3+ years, and one gained/lost within the last 12 months.
• Contact references directly (do not rely on the firm’s own testimonials) using the questions in Section D.
• If feasible, visit or drive by a property currently managed by each finalist to observe common-area upkeep.
• Read recent (last 6–12 months) BBB and Google/Birdseye reviews directly rather than relying solely on this summary, since ratings change.

C. Side-by-Side Scoring Matrix

Have each board member score every finalist independently (1 = poor, 5 = excellent) on the same criteria, then average or discuss as a group. Use interview notes, reference-check answers, and Section A/B findings to inform scores.

Criterion	Campbell	GRS	MG
Licensing / disciplinary record clean & verified	☐ 1  ☐ 2  ☐ 3 ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Relevant experience with similar-size condos + amenities	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Financial reporting quality & transparency	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Reserve study / Milestone Inspection support experience	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Responsiveness during proposal process	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Assigned manager’s availability & workload (other properties)	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
On-site staffing / coverage plan for pool & social room	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Technology / owner portal usability	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Vendor network & emergency maintenance response	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Transition plan clarity & timeline	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Fee structure — value & transparency (not just lowest price)	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Reference check results	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Contract terms (termination, renewal, indemnification)	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Insurance & fidelity bond adequacy	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
Overall board comfort / cultural fit	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5	☐ 1  ☐ 2  ☐ 3  ☐ 4  ☐ 5
TOTAL	_______ / 75	_______ / 75	_______ / 75

D. Reference Check Questions

Ask each reference the same questions for a fair comparison. Take notes and attach them to this packet.

• How long has this company managed your association, and how many units/similar amenities (pool, social room) does it have?
• How responsive is the assigned manager to emails, calls, and after-hours emergencies?
• Have you experienced turnover in your assigned manager? If so, how was the transition handled?
• How clear and timely are the monthly financial reports? Have there been any accounting errors or discrepancies?
• Has the company helped you through a Milestone Inspection, SIRS, or major reserve project? How did that go?
• Are fees and invoices transparent, or have there been unexpected charges?
• How does the company handle vendor bidding, contractor oversight, and quality control for common areas?
• Would you rehire this company today? Why or why not?
• Is there anything you wish you had asked before signing with them?

D-1. Interview Questions for Each Finalist

• Who specifically will be our on-site/assigned manager, and how many other communities do they currently manage?
• What does your transition plan and timeline look like if we switch from our current arrangement?
• How do you staff supervise pool maintenance/permitting and social room bookings or rentals?
• Describe your process for board meeting preparation, minutes, and record-keeping.
• What is included in the base management fee versus billed separately?
• How do you support the board on reserve funding, SIRS compliance, and milestone inspection deadlines?
• What is your escalation process if the board is dissatisfied with the assigned manager?

E. Red Flags to Watch For

• Reluctance to provide the name of the specific manager who will be assigned to your building.
• No current, verifiable CAM/CAB license, or an unresolved disciplinary complaint involving the assigned manager.
• Vague or evasive answers about fee structure, especially “pass-through” or special project fees.
• No experience with SIRS/Milestone Inspection requirements under current Florida condo safety law.
• Cannot produce sample financial statements or explain your association’s required reporting tier.
• References that are hard to reach, or only testimonials curated by the company itself.
• High or unexplained manager turnover reported by references.
• Pressure to sign quickly, long automatic-renewal terms, or unfavorable termination clauses in the contract.
• Pattern of recent negative reviews describing unresponsiveness on safety or maintenance issues.

F. Board Decision Record

Complete this section at the meeting where the board makes its final decision and attach it to the official minutes.

Meeting date: _______________________________________________

Board members present: _______________________________________________

Management company selected: _______________________________________________

Motion made by: _______________________________________________

Motion seconded by: _______________________________________________

Vote tally (For / Against / Abstain): _______________________________________________

Anticipated contract start date: _______________________________________________

Board attorney reviewed contract? (Y/N, date): _______________________________________________

Notes/conditions of approval:

Disclaimer: This checklist was prepared from publicly available company websites, BBB profiles, and aggregated online reviews as of August 2026, and is intended as a decision-support tool, not legal or professional advice. Ratings, license status, and disciplinary records change — the board should independently verify current licensing at myfloridalicense.com and consult association counsel before signing any management contract.