The purpose of this Roundup article is to clarify which condominium association official records must be posted to the association’s website. This is due to the January 1, 2026, requirement set out in §718.111(12)(g), Florida Statutes, which requires that all condominium associations with 25 or more units that do not contain timeshare units have a password-protected website (or downloadable through an app on a mobile device) upon which to post certain official records. This article will also address a few distinctions as compared to the website and posting requirements for a homeowners’ association governed under Chapter 720, Florida Statutes.
The general requirements for condominium associations are as follows:
- Where—Post on an independent website or web portal wholly owned and operated by the association; OR a website or web portal operated by a third-party provider with whom the association owns, leases, rents, or otherwise obtains the right to operate a web page, subpage, web portal, or collection of subpages or web portals dedicated to the association’s activities and on which required notices, records, and documents may be posted by the association. It must be accessible through the internet and must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to unit owners and employees of the association and accessible by a username and password.
- Password protected—Upon a unit owner’s written request, the association must provide the unit owner with a username and password and access to the protected sections of the association’s website that contain any notices, records, or documents that must be electronically provided.
- Failure to post—The failure to post the required documents on the website does not, in and of itself, invalidate any action or decision of the association.
- Estoppel Certificate requests—On the website, each association must designate a person or entity with a street or email address for receipt of a request for an estoppel certificate issued pursuant to §718.116(8), Florida Statutes
- Protected information—The association must ensure that the information and records that are not accessible to unit owners are not posted on the association’s website (meaning confidential and protected information). If protected information is included in documents that are required to be posted on the association’s website or application, the association must ensure the information is redacted (i.e., “blacked-out”) before posting the documents. Importantly, there is no liability for disclosing information that is protected or restricted unless such disclosures were made with a knowing or intentional disregard of the protected or restricted nature of such information.
Copies of recordings of condominium association board, member, and committee meetings have to be maintained by the association and posted on its website for the time listed below:
- Pursuant to §718.112(2)(c)(1), Florida Statutes, “If the [board or committee] meeting is conducted via video conference, it must be recorded, and such recording must be maintained as an official record of the association and posted to the website for at least twelve (12) months.”
- However, while the recording can be removed from the website after 12 months, the electronic recordings of ALL meetings which were not reduced to written and approved minutes must be stored permanently with the official records of the association. Alternatively, if there are approved minutes for a meeting held by video conference, the recordings must be maintained for at least one year after the date the recording is posted to the website.
The following CURRENT documents MUST be posted to the condominium association website (or downloadable through the app) as follows:
- The recorded declaration of condominium of each condominium operated by the association and any and all amendments thereto
- The recorded bylaws of the association and any and all amendments thereto
- The articles of incorporation, as filed with the Department of State, or other documents creating the association, and all amendments thereto
- The rules of the association
- The approved minutes of all board meetings held over the preceding 12 months
- The video recording, or a hyperlink to the video recording, for all meetings of the association, the board of administration, any committee, and the unit owners which are conducted by video conference over the preceding 12 months
- A list of all executory contracts (meaning an executed contract) and documents to which the association is a party or under which the association or the unit owners have an obligation or responsibility and, after bidding for the related materials, equipment, or services has closed, a list of bids received by the association within the past year. Summaries of bids for materials, equipment, or services which exceed $500 must be maintained on the website or application for one year. In lieu of summaries, complete copies of the bids may be posted.
- The annual budget and any proposed budget to be considered at the annual meeting
- The financial report and any proposed financial report(s) to be considered at a meeting
- The certification of each director
- All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated condominium association or any other entity in which an association director is also a director or officer and financially interested.
- Any contract or document regarding a conflict of interest or possible conflict of interest
- The notice of any unit owner meeting and the agenda for the meeting no later than 14 days before the meeting. The notice must be posted in plain view on the front page of the website or application, or on a separate subpage of the website or application labeled “Notices” which is conspicuously visible and linked from the front page. The association must also post on its website or application any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least seven days before the meeting in which the document, or the information within the document, will be considered.
- Notice of any board meeting, the agenda, and any other document required for the meeting, which must be posted no later than the date required for the notice.
- All inspection reports related to the structural integrity or life safety inspection of the condominium property.
- The association’s most recent structural integrity reserve study (SIRS)
- Copies of all building permits issued for ongoing or planned construction
- A copy of all affidavits required by Chapter 718, Florida Statutes
The following additional important information must be posted in regard to condominium association board and member meetings:
- Board meetings—Additionally, a digital copy of the board meeting notice, agenda, and any other documents required for the meeting must be posted on the website no later than the date required for notice (i.e., depending on the type of board meeting, for 48 continuous hours, or 14 days before the meeting).
- Member meetings—The association must post on the website a digital copy of member meeting notices and agendas in plain view on the front page of the website, or on a separate subpage of the website labeled “Notices” which is conspicuously visible and linked from the front page at least 14 days before the meeting. The association must also post on its website any document to be considered and voted on by the unit owners during the meeting or any document listed on the agenda at least seven (7) days before the meeting.
The following are distinctions as relevant to homeowners’ associations governed under Chapter 720 of the Florida Statutes:
- Interestingly, the website posting requirements set out in the Homeowners’ Association Act, Chapter 720, Florida Statutes, are not nearly as well developed as those set out in Chapter 718, Florida Statutes. As of January 1, 2025, a homeowners’ association that has 100 or more parcels must post certain documents on its website or make them available through an app that can be downloaded on a mobile device. As to which documents must be posted to the homeowners’ association website, the requirements are generally the same, with some key differences not addressed herein due to space limitations, and there is no guidance provided as to how long the electronic recordings of the various meetings must be maintained. In addition, there is no requirement to post the electronic recordings of the various association meetings on the association’s website, either. Because the Homeowners’ Association Act does not address how long electronic meetings must be maintained, it is a good idea to work with the association’s legal counsel to adopt rules and regulations governing such retention policies.
- A key distinction between condominium and homeowners’ associations is that the condominium association is required to provide a checklist of all documents provided and not provided to the requesting member in response to the official request while the homeowners’ association does not have a similar checklist requirement.
If you have additional questions regarding your association’s website and posting requirements, please reach out to the association’s attorney.