Shopping for a home or condo in West Palm Beach and seeing HOA, COA, and POA in every listing? You are not alone. The alphabet soup can hide real differences that affect how you live, what you pay, and how your closing unfolds. In this guide, you will learn what each association type means in Florida, the documents to review, approval timelines and fees to expect, and the due diligence steps that help you avoid surprises. Let’s dive in.
HOA, COA, and POA basics in Palm Beach County
Understanding the structure helps you plan for ownership costs and rules.
What each term means in Florida
- Condominium Association (COA). A COA governs a condominium. You own your unit. You also share ownership of common elements like hallways, roofs, elevators, and amenities. Florida’s Chapter 718 sets many of the rules for condos.
- Homeowners’ Association (HOA). An HOA governs a subdivision or planned community. You own your lot or townhome and follow recorded covenants. Florida’s Chapter 720 covers most HOAs.
- Property Owners’ Association (POA). POA is a flexible term. It often functions like an HOA or serves as a master association over several sub-communities. A POA’s powers come from its recorded documents and the statute it falls under.
Who governs what
- Condos follow a declaration of condominium, bylaws, and rules. Chapter 718 outlines voting, reserves, special assessments, and more.
- HOAs and many POAs follow recorded covenants, bylaws, and rules under Chapter 720. The details vary by community.
- In Palm Beach County, most associations use professional management, which can speed up processing but also means set fee schedules.
Ownership model and maintenance
- Condos share building systems and structure. That can mean tighter rules and more frequent capital projects.
- HOAs center on the home and lot. Common areas may be limited to roads, gates, lakes, or a clubhouse. Big building repairs are less common, but amenity projects can still be costly.
- In master-planned areas, a POA may handle amenities and roads for several neighborhoods. You might pay dues to both a sub-association and a master association.
Documents you should review first
Early access to the right paperwork is the best way to manage risk and set expectations.
Core recorded documents
- Declaration. Declaration of Condominium for condos, or Declaration of Covenants and Restrictions for HOAs and POAs. This defines use restrictions, assessment powers, and amendment rules.
- Bylaws and articles of incorporation. Board structure, elections, quorum, and meeting procedures.
- Plat maps and legal descriptions. For HOAs and POAs, these show lot lines, easements, and common areas.
Operational and financial documents
- Current budget and recent financials. Operating health, dues allocation, and cash on hand.
- Reserve study and funding policy. Whether long-term repairs are financed or likely to trigger special assessments.
- Board meeting minutes for 12 to 24 months. Planned projects, disputes, and maintenance history.
- Pending litigation disclosures. Lawsuits can signal future costs or risks.
- Insurance certificates. Master policy details and hurricane deductibles. Know what you must insure as an owner.
Transaction-specific documents
- Estoppel certificate. Confirms dues status, special assessments, and liens. Lenders and closing agents require this. Order early.
- Resale package. Rules, disclosures, and forms needed for the transfer. Condos often provide standardized packages.
Why this matters
- Budget and reserves shape your risk of special assessments.
- Minutes and litigation reveal upcoming costs and governance health.
- Insurance sets your out-of-pocket exposure, especially for wind and hurricane events.
- Estoppel is essential for closing and should be requested as soon as you are under contract.
Approvals, timelines, and fees to expect
Each association has its own process. Plan ahead so your closing stays on track.
What typically requires approval
- Buyer or member transfer applications
- Lease or tenant registrations and renewals
- Architectural or exterior changes
- Pet registration, parking permits, boat or RV storage
Typical timelines in the West Palm Beach area
- Estoppel and resale package. Often a few business days to 2 to 3 weeks. Expedited service may be available for a surcharge.
- Board approval for sales. Commonly 15 to 30 days. Some take up to 45 days if interviews or background checks are required.
- Lease approvals. Often 14 to 60 days. Some associations require ownership for a set period before leasing.
- Architectural requests. About 14 to 60 days, depending on committee schedules and whether city or county permits are involved.
Common fees you may encounter
- Estoppel or resale certificate fee
- Transfer or administrative processing fee at closing
- Application fees for buyer or tenant screening
- Move-in or move-out deposits and elevator scheduling fees
- Capital contributions or one-time fees in master communities
- Ongoing monthly, quarterly, or annual dues, plus any special assessments
Use restrictions that affect daily life
Reading the rules early helps you avoid friction later.
- Rentals and short-term rentals. Many condos and some HOAs limit leasing or set minimum lease terms, often 30, 60, or 90 days or longer. Check both the association’s rules and local ordinances in West Palm Beach and Palm Beach County.
- Pet policies. Associations can set size, number, and breed rules. Service animals and emotional support animals are protected by law.
- Exterior changes. Paint colors, hardscape, windows, shutters, and landscaping may need approval.
- Parking and storage. Rules may address assigned spaces, guest parking, and storage of boats or RVs.
- Hurricane requirements. Some communities require specific shutters or glazing. Confirm compliance and who maintains these items.
- Insurance and deductibles. Florida master policies often carry high wind deductibles. Make sure your personal policy fills gaps.
- Age-restricted housing. Some communities are 55+. Review eligibility and occupancy rules.
- Flood zones. Location and elevation can affect premiums and association exposure.
Condo vs HOA vs POA buyer experience
Each path has distinct due diligence and cost patterns.
Buying a condo (COA)
- Expect a formal resale package, an estoppel, and a lender condo questionnaire.
- Building-level projects like roof, concrete restoration, balconies, and elevators can drive assessments.
- Post-Surfside, reserve funding and structural reports are a priority. Ask for documentation of inspections and major repairs.
Buying in an HOA
- Architectural approvals matter more for single-family homes and fee-simple townhomes.
- Assessments often fund amenities and common-area projects rather than building systems.
- Rules can still be strict on rentals, vehicles, and exterior design, so review the guidelines in detail.
Dealing with a master POA
- Verify if you owe dues to both a sub-association and a master association.
- Confirm which entity insures and maintains what, from roads to clubhouses.
- Watch for capital contribution fees at transfer and how they are allocated between buyer and seller.
A practical due diligence checklist
Use this simple timeline to stay organized.
Before you make an offer
- Ask for the association name, management contact, and current dues.
- Confirm any known or pending special assessments.
- If possible, review summary rules on rentals, pets, and parking.
After contract is signed
- Order the estoppel and resale package immediately, and set realistic approval deadlines in the contract.
- Request the budget, reserve study, last 12 to 24 months of minutes, insurance certificates, and litigation disclosures.
- Confirm move-in rules, elevator reservations, and any deposits.
Before closing
- Reconfirm that no new assessments or violations were issued.
- Verify all transfer, application, and capital contribution fees, and who pays them.
- Ensure your insurance agent understands the master policy and hurricane deductibles.
Red flags to investigate
- Low reserves compared to obvious repair needs
- Frequent or large special assessments
- High delinquency rates among owners
- Open or frequent litigation
- Major projects planned without clear funding
- Management turnover or tense board minutes
- Unclear rental or pet rules if those are important to you
Key questions to ask
- Are any special assessments planned in the next 12 to 24 months?
- What is the current reserve balance and funding level?
- Are there open judgments or litigation against the association?
- What are the rental rules and minimum lease terms?
- What do regular dues include, and how often do they increase?
- How are violations handled, including fines?
Local notes for West Palm Beach buyers
- Professional management is common. Expect standard workflows and posted fee schedules. Smaller, self-managed buildings can be flexible but may process requests more slowly.
- Reserve funding and structural work are under closer scrutiny across South Florida. Ask about inspections, concrete restoration, balcony work, roof status, and seawalls where applicable.
- Short-term rental rules operate at both the association level and the city or county level. Check both sets of rules before you plan any rental activity.
- Hurricane exposure is real. Review master policy deductibles and confirm whether shutters or impact windows are required.
Ready for clarity and confidence?
If you want a smooth purchase with no surprises, pair smart due diligence with experienced guidance. With deep association experience and a legal background, Steve Rockoff helps you anticipate fees, approvals, and timelines so you can close with confidence on the right property and lifestyle fit. Schedule a Confidential Consultation.
FAQs
What is the difference between an HOA, COA, and POA in West Palm Beach?
- A COA governs condos under Chapter 718, an HOA governs planned communities under Chapter 720, and a POA often acts like an HOA or a master association over multiple neighborhoods based on its recorded documents.
How long does association approval take for a home purchase?
- Many boards process sales applications in 15 to 30 days, with some taking up to 45 days if interviews or extra screening are required.
What fees should I expect at closing in an HOA or condo?
- Common fees include estoppel, transfer or processing fees, application fees, possible capital contributions, and move-in deposits, plus ongoing dues and any special assessments.
Can I do short-term rentals in a West Palm Beach condo or HOA?
- Many associations restrict short-term rentals or set minimum lease terms, and you must also comply with any city or county licensing or zoning rules.
What documents should I review before buying into an association?
- Review the declaration, bylaws, budget, reserve study, minutes, insurance certificates, litigation disclosures, and the estoppel or resale package.
How do reserves and special assessments impact buyers?
- Strong reserves reduce the chance of surprise assessments, while low reserves and major planned projects can signal higher owner costs in the near term.
