We manage coastal condominium associations from our Venice office, serving Sarasota County since 1978. CPA-supervised accounting, milestone inspection coordination, and the kind of capital project leadership that keeps insurance carriers writing the policy.
Three operational realities have changed the standard of care for condominium boards in Florida. Hire a manager who reads the engineering report, not just the budget.
Florida SB-4D made milestone inspections and Structural Integrity Reserve Studies non-negotiable for buildings three stories and up. Boards need a manager who reads the SIRS, schedules the inspections, and translates the findings into a multi-year capital plan.
The Sarasota County coast is full of buildings now in their fourth or fifth decade. Concrete restoration, balcony rebuilds, seawall replacement, roof recoats: these aren't "someday" line items anymore. They're the calendar.
Carriers want documentation: roof age, wind mitigation, water intrusion history, board-approved capital plans. Bad records mean non-renewal. Good records keep the building insurable.
Every Keys-Caldwell condo client is run through the same four-chamber model. Below is what that looks like translated into the specific deliverables a coastal condo board should expect: meetings, money, maintenance, and member service.
Your dedicated association manager runs the operating cadence of the building: board meetings, owner relations, the documents.
CPA-supervised accounting on a national platform supporting 500+ associations, with daily reconciliation and stoplight risk grading.
In-house maintenance coordination for the day-to-day, plus capital project management for everything that requires an engineer.
Owners reach a real person: front-desk, after hours, weekends. Boards hear about issues before they escalate, not after.
Most condo management firms hand boards a vendor list and walk away. We act as the owner's representative, managing the bid, coordinating the engineer, and keeping the schedule honest.
TPO, modified bitumen, tile. Recoat, partial replace, full tear-off: bid, supervise, close out.
Spalling repair, post-tension cable replacement, balcony rebuilds, structural concrete.
Coastal-specific work. Marine engineers, county permitting, scope and contingency.
Florida SB-4D coordination: engineer selection, SIRS report integration, capital plan response.
Building-wide repaint cycles. Substrate prep, color selection, owner-coordination logistics.
Elevators, chillers, pump rooms. Long-lead-item planning, parts contracts, end-of-life replacement.
Resurfacing, code compliance, deck rebuilds, equipment-room overhauls.
Lobby, hallway, and amenity refurbishments. Kept on a documented capital schedule, not a whim.
Our reserve-study continuum is built so a board can start at the right level of rigor for where they are, and graduate up as the building, the regulator, or the carrier demands more. No firm in the region has more reserve-study fluency than Keys-Caldwell.
Keys-Caldwell has been in Venice since 1978, through three ownership eras, the same plain-spoken culture, and now national-level expertise behind every association manager.
Annette Caldwell opens Keys-Caldwell on Indian Hills Boulevard in Venice, a locally owned firm built on plain talk and reliable follow-through.
Jim Kraut takes the helm and leads Keys-Caldwell into a fully-licensed, multi-discipline operation. The firm becomes one of the region's most recognized association management firms, with contracts measured in decades, not years.
James Bradley acquires the firm. Lauren Wilson leads operations. The relationship-driven culture stays, paired with modern systems, CPA-level accounting, and national capital-project expertise.
If your board is considering a change, these are the questions that come up most often. If yours isn't here, send us a note; we'd rather answer the real one than the obvious one.
Every Keys-Caldwell contract is priced on a custom man-hour estimate, not a tier. We don't have "silver / gold / platinum" packages; we have your scope, your meeting cadence, your reporting needs. The product is time and expertise.
Boards co-build the scope with us during the proposal phase. Anything outside that scope (large special projects, owner-by-owner enforcement actions) is billed transparently at a documented rate. No buffet, no surprise add-ons.
Yes - every association has a single named manager who attends every meeting, owns the documents, and is the board's first call. They are backed by the firm's accounting, property services, and client services teams, but the relationship is with one person. That person doesn't change unless they leave the firm.
We coordinate the entire process: engineer selection, scheduling, owner communications, integrating the Structural Integrity Reserve Study findings into the capital plan, and presenting a board-ready response within 30 days of the report. We've handled milestone inspections for buildings up and down the coast. This is operational territory for us, not a one-off.
Most boards transition in 60 – 90 days. Phase one is records transfer and accounting setup (typically 30 days). Phase two is operational handover: vendor introductions, document review, board-policy alignment. Phase three is the first full management cycle with monthly board packets, where boards usually feel the difference within the first two reports.
Of course. We'll provide three references: one similar in unit count, one similar in age and capital horizon, and one we'd consider a hard case. Boards should hear how a firm performs when things are difficult, not just when they're easy.
Owners get a Vantaca portal for payments, maintenance requests, ARC applications, and documents. Behind that portal is a real client-services team: front-desk, after hours, weekends. The portal is for convenience; the team is for everything else.
Your association is a one-of-one situation: building stock, board priorities, capital horizon, vendor relationships, the works. The proposal we send back reflects that. Tell us where you are; we'll come back within five business days.
We'll review your current scope, your reserve position, and your building's capital horizon. The call is consultative, not a pitch. Boards leave with a clearer picture of what they should expect from their management firm, whether that's us or someone else.
