Most condo boards in Rhode Island hire a manager for the same reasons: the volunteers are tired, the money needs a steady hand, and a big project is coming. The firms that answer the phone are not all built for that job. Some are leasing offices that also collect condo fees. Others are association managers who work for the board. The questions below sort one from the other.
Who will actually run our association?
Ask for the name of the person who will attend your board meetings, answer owner calls and prepare the monthly financials, and how many other associations that person carries. A good answer is specific. A vague one usually means your account will be passed around.
Do you manage associations like ours?
Size and type matter. A 30-unit residential building, a mixed-use condominium with storefronts, and a commercial condo park each need different things. Ask which associations of similar size and age the firm manages now, and whether you can speak with a board member at one of them.
How will our money be held and reported?
- Operating funds and reserves should be in the association's own accounts, never mixed with the manager's or another client's.
- The board should get a monthly report: income and expenses against budget, delinquencies, and the reserve balance.
- Ask who can sign checks and move money, and what needs a board member's approval.
Will you attend our meetings and handle the notices?
The Rhode Island Condominium Act requires at least one owners' meeting a year, with notice 10 to 60 days ahead that includes the agenda, and it sets a ratification process for every budget (§ 34-36.1-3.08, § 34-36.1-3.03). Your manager should own that calendar, attend board meetings, and prepare the agenda, financials and minutes.
How do you handle reserves and big projects?
Ask whether the firm coordinates reserve studies, how it builds reserve contributions into the budget, and how it bids a roof, masonry or elevator job. You want written scopes, several qualified bids the board can compare like with like, and someone overseeing the work until the final payment.
How fast are resale certificates?
When a unit sells, the association has 10 days from the owner's request to provide the resale certificate, and the fee is capped at $125 (§ 34-36.1-4.09). Late certificates expose the association to a civil penalty, so ask who prepares them and how long it usually takes.
What's in the fee, and what costs extra?
Get the scope in writing. Common extras include meetings beyond a set number, project supervision, resale certificates and collections work. A clear proposal lists them so there are no surprises in the first year.
How does the handoff work?
Changing managers should not fall on the board. Ask how the firm collects records, funds, keys and vendor contracts from the outgoing manager, and when the board will see the first monthly report.
A note on licensing
Rhode Island does not license condominium managers as of 2026; a bill to regulate management companies died in committee. That makes references, experience with similar associations, and the Community Associations Institute's credentials more important when you compare firms.
This guide is general information, not legal advice. Your association's declaration and bylaws may add their own requirements, and the statute can change; the linked sections on the Rhode Island General Assembly's site are the current text.