How to Select a Security Company for a non-gated Community. A practical guide for condominium and HOA boards.
Selecting a security company involves more than comparing hourly rates or added features. Boards should prioritize companies that offer visible patrols, thorough documentation, responsive supervision, and consistent rule enforcement. The best proposals clearly outline how the company will protect the property while complying with the association's governing documents, policies, and Florida law.
C. Kent
9/21/20264 min read
Start by comparing at least three proposals.
Boards should request and compare at least three written proposals. Most companies offer overnight service in eight-hour shifts, such as 10:00 p.m. to 6:00 a.m. or 11:00 p.m. to 7:00 a.m. This standardization helps ensure consistent staffing and allows for accurate cost comparisons.
While the hourly rate matters, it should not be the only deciding factor. Boards should review what is included, such as supervision, patrol software, incident reports, photographs, patrol vehicles or golf carts, relief coverage, holiday rates, and replacement coverage for absent guards.
Choose the right patrol model.
Large communities may require 24-hour coverage, while smaller condominiums and HOAs often use overnight patrols. For properties with one- to three-story buildings, a combination of walking and golf-cart patrols is often most effective. Walking enables thorough inspection of stairways, mailbox areas, pool areas, parking areas, and spaces between buildings, while a cart allows for more frequent coverage of the entire property.
A 'free' golf cart should be reviewed carefully, as its cost may be included in the hourly rate. The contract must specify ownership, who is responsible for charging or fueling, insurance coverage, repair timelines, and whether a replacement cart will be provided if needed. If the association owns the cart, clearly define maintenance and damage responsibilities.
Define the guard's responsibilities.
A detailed scope of work is essential. Beyond patrols, a security company may close and open pool gates, observe quiet hours, monitor mailbox areas, report maintenance issues, and document rule violations. The guard's responsibilities should remain distinct from the manager's and the board's.
The contract should state exactly what the guard must observe and report. Depending on the community's properly adopted rules, the patrol may document:
•vehicles parked in reverse where head-in parking is required
•vehicles without visible association decals or required visitor permits
•vehicles parked in assigned or reserved spaces without authorization
•commercial vehicles parked overnight where restricted
•expired license plates or cars damaged by accidents
•trash bags or prohibited items left outside units
•open or damaged mailbox compartments
•broken sprinklers, broken exterior lights, or other common-area problems
•access-control, noise, and quiet-hours concerns.
Reports should include the time, exact location, observation, actions taken, and, when appropriate, supporting photographs. Quality is more important than quantity; each image should be clear, relevant, time-stamped if possible, and linked to a specific report entry.
Make parking enforcement consistent.
Parking is a significant challenge in Florida communities with limited spaces, especially during the winter season. Security companies can assist by checking decals and visitor permits, identifying unauthorized vehicles, and documenting repeat violations. Guards should follow consistent written procedures for all residents and visitors.
Towing requires special care. The security company should not improvise or make towing decisions based on informal instructions. The association should have a written towing policy reviewed by its attorney, compliant signage, a clear authorization process, and records showing why each vehicle was towed. Florida law places specific conditions on nonconsensual towing from private property, so the contract should identify who can request a tow and what documentation must be completed before removing the vehicle.
Evaluate guards and supervision.
Common resident complaints include guards sleeping on duty, staying in one location, overusing the golf cart, failing to patrol regularly, or becoming too familiar with certain residents. These issues often indicate weak supervision or unclear orders.
The board should ask how the company verifies patrols. GPS checkpoints, electronic logs, supervisor visits, and time-stamped reports provide accountability. Proposals should also detail complaint-investigation procedures, response times, and guard-replacement policies.
Automatic guard rotation every three months is not always necessary. A reliable guard familiar with the property offers valuable continuity. The association should reserve the right to request a replacement if performance, professionalism, or relationships compromise impartial enforcement.
Pay close attention to communication.
A company's responsiveness is as important as guard performance. Prompt responses, issue resolution, and written follow-up are positive indicators. Boards should test responsiveness during bidding and consult references from similar communities before contracting.
Effective reports go beyond listing rule violations. They help boards and managers identify operational issues, such as broken lighting, damaged sprinklers, unsecured gates, exposed commercial signs, or open mailboxes. Timely communication enables prompt resolution before issues escalate.
Address theft risks in an open community.
A nongated community cannot eliminate all risks. Mail and vehicle theft may occur during or outside patrol hours. Security provides deterrence, observation, reporting, and prompt escalation, but cannot guarantee incidents will not occur.
In older condominiums, frequent patrols should include outdoor centralized mailboxes. Vary vehicle patrol timing and direction to reduce predictability. Guards should observe entrances and exits, and, when legally permitted and trained, may access designated security-camera views. Lighting, functional cameras, trimmed landscaping, secure mailboxes, and resident education should support patrol services.
For large HOAs, a marked patrol car or electric vehicle may be more effective than a golf cart, as it covers a wider area. The agreement should specify responsibilities for the vehicle, charging, insurance, maintenance, and replacement.
Verify licensing, insurance, and contract.
In Florida, private security agencies must hold a Class B agency license, and individual security officers must have a Class D license. For armed services, verify additional licensing and training. Boards should independently confirm active licenses, require current insurance certificates before service begins, and send the contract to the association attorney for review.
Questions to ask before signing:
•Is the agency properly licensed, and are all assigned guards individually licensed?
•What is included in the hourly rate, and what costs extra?
•How are patrols verified, and can the board review electronic patrol logs?
•Who supervises the guard, and how often will a field supervisor visit?
•How quickly will an absent or underperforming guard be replaced?
•Who owns, insures, maintains, and replaces the golf cart or patrol vehicle?
•What information and photographs will appear in daily reports?
•Who may authorize towing, and what documentation is required?
•Can the company provide references from similar nongated Florida communities?
Florida resources
Florida Department of Agriculture and Consumer Services: Private Security Licenses
Florida Statutes Chapter 493: Private Investigative, Private Security, and Repossession Services
Florida Statutes Section 715.07: Vehicles or vessels parked on private property; towing
Note: This article provides general information and is not legal advice. Association rules, governing documents, local ordinances, insurance requirements, and property conditions vary. Boards should consult qualified Florida counsel before adopting or changing enforcement and towing procedures.