One firm, four practice areas.
Most management firms wear all four hats off one person's calendar. We split them - community management, accounting, capital projects, and client services - into separate teams with their own leads. Boards get specialists who actually have time, not a single overloaded manager juggling everything.
The four practice areas.
Coastal mid-rise and high-rise governance. SB-4D milestone inspection coordination, structural reserve studies, and the document discipline a chapter-718 board needs to stay out of court.
Single-family, villa, and master-planned community governance. CDD/master/sub-association layered structures, deed-restriction enforcement that holds up, and architectural-review process that owners can actually live with.
CPA-supervised reporting under Ande Duda. Daily reconciliation, monthly packets that read like books rather than printouts, and reserve oversight that flags shortfalls before the board has a number to deliver.
In-house reserve studies and SIRS milestone reserve analyses. Component schedules built from the actual building, funding plans the board can defend, and updates kept current - not on a five-year refresh cycle.
Site walk, records read, custom man-hour scope. Built from what we actually saw.
How a Keys-Caldwell engagement gets built.
Every contract starts from a man-hour estimate that matches the actual community - building count, meeting cadence, capital project load, owner profile. Boards co-build the scope. We don't sell tiers, and we don't quote per-door.
See pricing & scope →Twenty minutes on the phone with the principal. Building count, statute exposure (chapter 718 vs 720), what's open right now - milestone, SIRS, reserve under-funding, vendor problems, owner litigation. We tell you whether we're the right fit before either side spends an hour on a proposal.
Director walks the property, reads the documents, and sits in on a board meeting if you'll have us. We learn the operating reality - the elevator that breaks every quarter, the seawall the previous board kept deferring, the owner who emails every Tuesday. The proposal is built from what we actually saw, not from a template.
We write a scope from the man-hours the work actually takes. Manager time, accounting time, client-services coverage, capital-project oversight. The number is justified line by line - boards see exactly what they're buying. No buffet tiers, no à-la-carte trapdoors.
One number, in writing, with the assumptions behind it spelled out. Boards review with counsel if they want; we'll walk through it on a second call. If the scope changes after onboarding - building count, statute exposure, capital load - the fee changes in writing too. No surprise invoices, ever.
Records transfer, vendor introductions, owner notifications, and the first board meeting on our calendar - typically within thirty days of contract signing. Your manager, accountant, and client-services lead are all named in the engagement letter. You know who to call from day one.
What we don't do.
Knowing what a firm declines to take on is as useful as knowing what they cover. We are not a one-stop shop, and that is intentional.
- Legal counsel.We coordinate with your association attorney and we know which firms specialize in chapter 718, 720, and condo-act amendments. We do not give legal opinions ourselves, ever.
- Insurance brokerage.We work with the broker the board chooses and we coordinate claims, but we do not place coverage. Boards interested in independent insurance review can ask us for referrals to firms that specialize in coastal condo placement.
- Construction or trade work in-house.reserve-study continuum identifies what needs replacement and when. Property Services scopes, bids, and runs the project. The actual roof or balcony repair is performed by licensed trade contractors - not by Keys-Caldwell employees.
- Rental management or short-term-lease oversight.We are an association management firm. Owner-tenant lease management, vacation-rental booking, and short-term-rental compliance are not in scope. Several Sarasota firms do this well; we will refer.
Ready to see what a Keys-Caldwell scope looks like?
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.