CAM Employee Handbook & Policies

v 1.0 draft · April 2026 · review with HR / counsel before publishing

This is a starter framework. Each section below is a placeholder for the policy CAM will finalize. The structure mirrors industry standard handbooks and integrates with the Operations Manual where relevant. Replace placeholder text with CAM's approved wording before publishing.

Welcome & mission

Capital Association Management has been serving community associations since 2017. We embrace innovation and creative problem-solving while delivering strong leadership and guidance to help our clients navigate association operations with confidence. Our team is committed to collaboration, continuous improvement, and exceeding expectations to deliver meaningful value and results.

Code of Conduct

All CAM employees represent the company every time they interact with a board member, owner, vendor, or member of the public. Professional conduct includes:

Respectful, prompt communication (per the Phone & Email Etiquette section of the Operations Manual)
No solicitation, sale of competing services, or moonlighting that conflicts with CAM clients
Disclosure of any conflict of interest before it arises
Truthful, accurate documentation in all systems

Kickback Prohibition

Strictly prohibited. Officers, directors, and managers may not solicit or accept kickbacks. Violations may result in removal, monetary damages, and a third-degree felony under Florida law.

Exception: food under $25 per person at business meetings, or items received at trade fairs or educational events.

Time Off & PTO

[Policy placeholder — finalize PTO accrual rate, max balance, request process, blackout periods around budget season and annual meetings.]

Expense Reimbursement

[Policy placeholder — receipt requirements, mileage rate, allowable expenses, submission cadence. Integrates with the AMEX Card section below.]

AMEX Card Use

The company AMEX is for business association purchases only. All purchases must be sent to Office Admin with GL coding and details confirmed. See the AMEX & Amazon Purchasing Guidelines in the Operations Manual.

Personal use is strictly prohibited and grounds for termination
Receipts must be submitted within 5 business days
GL coding accompanies every receipt — Office Admin verifies

IT & Data Security

2FA required on Google Workspace, AppFolio, and Page-per-Page
Passwords stored only in the company password manager (or the per-community Master Password spreadsheet) — never as loose notes
Owner data, financial data, and governing documents are confidential — no copying to personal devices
Phishing reports go to it@cmgcam.com immediately
Lost or stolen device → IT informs within 1 hour for remote wipe

Anti-Harassment

[Policy placeholder — zero-tolerance harassment / discrimination policy. Reporting channel direct to HR plus anonymous option. Investigation timeline. No retaliation.]

Performance Reviews

[Policy placeholder — 90-day check-in for new hires. Annual reviews tied to fiscal year. Goals set jointly. Promotion criteria.]

Confidentiality

Owner data, board discussions, executive sessions, and association financial information are confidential. Disclosure outside the scope of your role is grounds for termination. Executive session notes per §718.111(12)(c) and §720.303(5)(c) remain confidential indefinitely.

[Policy placeholder — personal social use, mention of CAM clients, photos of properties, response to negative reviews.]

Acknowledgment

Each employee must read and sign acknowledgment of this Handbook within 30 days of hire and again annually. Signatures are tracked in the staff portal — leadership can see at-a-glance who is current.

Tracking: the staff portal stores each employee's read-and-sign timestamp. A reminder fires 30 days before annual renewal. If not signed within 7 days, the employee's supervisor is CC'd. After 14 days, HR is CC'd.