Florida Condominium Associations: What You Need to Know About the 2026 Website and Meeting Posting Requirements
Beginning January 1, 2026, many Florida condominium associations will be required to maintain a password-protected website and post specific official records online. These requirements stem from updates to Chapter 718 of the Florida Statutes and are designed to improve transparency and access for unit owners.
If your condominium association has 25 or more units (and does not include timeshare units), these new rules apply to you.
Below is a clear, practical breakdown of what associations need to know.
Who Must Have a Website?
Condominium associations with 25+ units must maintain a website (or mobile app platform) that:
- Is owned and operated by the association or through a third-party provider.
- Includes a secure, password-protected section.
- Is accessible only to unit owners and association employees via username and password.
If a unit owner submits a written request for access, the association must provide login credentials.
Importantly, failing to post a required document does not automatically invalidate an association decision, but compliance is still mandatory.
What Must Be Posted on the Website?
The law requires posting of current governing documents and operational materials, including:
- Declaration of Condominium and all amendments
- Bylaws and amendments
- Articles of Incorporation
- Association rules
- Approved board meeting minutes from the past 12 months
- Annual budget and proposed budgets
- Financial reports and proposed financial reports
- Director certifications
- Contracts where directors may have a financial interest
- Conflict of interest documents
- Executed contracts and bids received within the past year
- Structural inspection reports
- The most recent Structural Integrity Reserve Study (SIRS)
- Building permits for ongoing or planned construction
- Required Chapter 718 affidavits
Associations must also designate on the website a person or entity (with a mailing or email address) to receive estoppel certificate requests.
Meeting Notice & Posting Requirements
The posting requirements for meetings are strict and time-sensitive.
Board Meetings
- Notices, agendas, and required documents must be posted online by the same deadline required for physical notice (often 48 hours or 14 days, depending on the meeting type).
Unit Owner Meetings
- Notice and agenda must be posted at least 14 days before the meeting.
- Any document that will be voted on must be posted at least 7 days before the meeting.
- Meeting notices must appear prominently on the website’s homepage or under a clearly labeled “Notices” section.
Video Conference Meeting Recordings
If a board or committee meeting is conducted via video conference:
- The meeting must be recorded.
- The recording must be posted online for at least 12 months.
- If written minutes are approved, the recording must still be retained for at least one year after posting.
- If no approved minutes exist, the recording must be permanently maintained as part of the official records.
Protecting Confidential Information
Associations must be careful not to post confidential or protected information. If protected content appears within a required document, it must be properly redacted before posting.
The law provides that associations are not liable for accidental disclosure unless it was made knowingly or with intentional disregard.
What About Homeowners’ Associations (HOAs)?
The rules for HOAs under Chapter 720 are different.
- HOAs with 100 or more parcels must maintain a website as of January 1, 2025.
- Posting requirements are less detailed than condominium requirements.
- There is no clear statutory guidance on how long meeting recordings must be retained.
- HOAs are not required to post meeting recordings.
- Condominium associations must provide a checklist when responding to official record requests. HOAs do not have this requirement.
Because the statute leaves gaps for HOAs, it is advisable to adopt formal policies regarding electronic meeting recordings and record retention.
Why This Matters
These website requirements significantly increase transparency obligations for condominium associations. They also create new administrative responsibilities and potential compliance pitfalls.
Associations should:
- Confirm whether they meet the 25-unit threshold for condominiums or 100 parcel threshold for HOAs.
- Evaluate their current website platform.
- Establish internal procedures for posting and redacting documents.
- Review meeting recording and retention practices.
- Consult legal counsel to ensure full statutory compliance.
If your association needs assistance reviewing its website compliance, drafting retention policies, or navigating these new requirements, our team at Strang Tryson, PLLC is here to help.
