This guide has been assembled to help you understand the requirements of the statutes of the State of Florida.
This guide reflects our best understanding of the act. It is not intended to serve as legal advice and is not guaranteed to be free of errors or omissions. We always recommend that you also consider the advice of your licensed community association manager (LCAM) and association council.
Scroll down to begin.
The state of Florida has different requirements for different classifications of associations. Just because your community is a high-rise doesn't mean it is a condominium; and just because your community is a collection of freestanding houses doesn't mean it is a Homeowners Association (HOA).
You will find your chapter applicability in your governing documents, typically in the Articles of Incorporation. If you're unable to find this information, check with your association council or licensed community association manager (LCAM).
Show requirements specific to your association...
Chapter 718 Condominium (COA)
Chapter 719 Cooperative (Co-Op)
Chapter 720 Homeowners Association (HOA)
Show a comparison of requirements...
For Condominium (718), Cooperatives (719), and Homeowners Associations (720)
Now scroll down to continue to the requirements and details.
Below is a comparison chart showing content requirements for Condominiums, Cooperatives, and Homeowner Associations.
Websites are required for Condominium Associations governed under FS 718 with 150-units or more, which will reduce to 25-units or more effective January 1, 2026. Homeowner Associations goverened under FS 720 with 100-parcels or more, will also be required to have a website by January 1, 2025.
ApplicabilityIf your association is not required to have a website, but you do, the state has a few requirements. |
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|---|---|---|---|---|---|---|---|---|---|
| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Minimum number of Units/Parcels where the association is required to have a website | 150+ units (since Jan 1, 2019) 25+ units (effective Jan 1, 2026) |
Optional | 100+ parcels (effective Jan 1, 2025) |
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Estoppel Certificate Contact Information |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Text designating a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate.
|
Required | Required | Required | ||||||
Governing Documents and Rules |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Governing Documents and Amendments
(Declaration, Articles of Incorporation, Bylaws, Exhibits and Amendments) |
Required | Optional | Required | ||||||
|
Rules & Regulations and Adopted Policies
(Currently approved and draft to be voted on) |
Required | Optional | Required | ||||||
|
Record Retention Policy
(For both physical and website, including time period for retention) |
Optional | Optional | Required | ||||||
Financials |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Annual Budget
(Current approved fiscal year and draft fiscal year when sent to owners.) |
Required | Optional | Required | ||||||
|
Monthly Income and Expense Statement
|
Required | Optional | Required | ||||||
|
Financial Report
(Annual report, then the audited report when available) |
Required | Optional | Required | ||||||
|
Structural integrity reserve study (SIRS)
|
Required | Optional | Optional | ||||||
Contracts, Bids, Inspection Reports, and Permits |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Contract Summary
|
Required | Optional | Required | ||||||
|
Bid Summaries
(For materials, equipment, or services which exceed $500) |
Required | Optional | Required | ||||||
|
Inspection Reports
|
Required | Optional | Optional | ||||||
|
Building Permits
|
Required | Optional | Optional | ||||||
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Milestone Inspection Reports and Summaries
|
Required | Required | Optional | ||||||
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Insurance Policies
|
Optional | Optional | Required | ||||||
Board Certifications and Disclosures |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Board Member Certifications
|
Required | Optional | Required | ||||||
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Contracts or Transactions between the association and a director
|
Required | Optional | Required | ||||||
|
Contracts or documents regarding a conflict of interest
|
Required | Optional | Required | ||||||
Meeting Notices and Agendas |
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| Item | Condo (718) | Co-Op (719) | HOA (720) | ||||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Notice and Agenda for UNIT OWNER meeting
And any items being voted on by the unit owners at the meeting (including Elections, Budget Ratification, and Special Meetings) |
Required | Optional | Required | ||||||
|
Notice and Agenda for any BOARD Meeting
(including closed/executive session meetings) |
Required | Optional | Required | ||||||
|
Notices of Meetings and Agendas for associations with Digital Signage / Community Channel
|
Required | Required | Required | ||||||
Now scroll down to continue to the requirements and details.
The state of Florida requires that Condominium Associations governed under FS 718 with 25-units or more to have a website and to timely maintain certain minimum content for it.
If you have fewer than 25-units, you are not required to have a website. HOWEVER, if you do, there are a few minimum requirements. These requirements show as "All COAs" on the "Applies To" column below.
Below is a snapshot of the requirements. You can click on the individual requirements in the first/left column of the table to jump to details on that requirement. Click here for the full legal text.
Note: The original website requirement law passed in 2017. In that law, the unit threshold was set at 150-units or more. In 2024 the law was amended to lower the threshold to 25-units or more, and three additional reporting items were added. For associations with 150-units or more, these requirements are effective immediately. For associations with 25-149 units, these requirements do not take effect until January 1, 2026 – however, for associations in this range who do have websites, we recommend compliance with this list as soon as it is feasible.
*Minimum Retention requirements shown below apply only to retention on your association website.
Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes.
Click on the individual requirements in the first/left column of the table to jump to details on that requirement.
Estoppel Certificate Contact Information |
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|---|---|---|---|---|---|---|---|---|---|
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Text designating a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate.
|
All COAs | Immediate | Property Management Contact entry | Text in Comments field | Always required | ||||
Governing Documents and Rules |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Governing Documents and Amendments
(Declaration, Articles of Incorporation, Bylaws, Exhibits and Amendments) |
25+ units | Immediate | Governing Documents (folder) | Retain all, or only since the last restatement | |||||
|
Rules & Regulations and Adopted Policies
(Currently approved and draft to be voted on) |
25+ units | Immediate | Rules and Policies (folder) | Retain only the most current | |||||
Financials |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Annual Budget
(Current approved fiscal year and draft fiscal year when sent to owners.) |
25+ units | Draft: When sent to owners for review Approved: When approved |
Budgets (folder) | Retain only the active year | |||||
|
Monthly Income and Expense Statement
|
25+ units | Once available | Monthly Financial Statements (folder) | Retain only the most current month | |||||
|
Financial Report
(Annual report, then the audited report when available) |
25+ units | Once available | Audits and Annual Statements (folder) | Retain only the most recent year | |||||
|
Structural integrity reserve study (SIRS)
|
25+ units | Once available | Reserve Studies (folder) | Retain only the most current site survey | |||||
Contracts, Bids, Inspection Reports, and Permits |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Contract Summary
|
25+ units | Immediate | In a table in Contract Summary (custom module) | Table List | Retain only the active | ||||
|
Bid Summaries
(For materials, equipment, or services which exceed $500) |
25+ units | Before Board or Owner vote | Each bid summary should be saved as a PDF and uploaded to the Bid Summaries custom module. | 1-Year | |||||
|
Inspection Reports
NEW in 2024 |
25+ units | Once available | Inspection Reports (folder) | Retain only the active | |||||
|
Building Permits
NEW in 2024 |
25+ units | Once available | Building Permits (folder) | Retain only the active | |||||
|
Milestone Inspection Reports and Summaries
NEW in 2024 |
25+ units | Within 45-days of receipt | Inspection Reports (folder) | Retain only the active | |||||
Board Certifications and Disclosures |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Board Member Certifications
|
25+ units | Once available | Board Member Certifications (folder) and initial certification should be linked to the director's informational entry in the Board & Staff control panel. | As long as the director is on the board, or until any listed document expiration | |||||
|
Contracts or Transactions between the association and a director
|
25+ units | Immediate | Disclosures (folder) | Retain only active board members or active contracts | |||||
|
Contracts or documents regarding a conflict of interest
|
25+ units | Immediate | Disclosures (folder) | Retain only active board members | |||||
Meeting Notices and Agendas |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Notice and Agenda for UNIT OWNER meeting
And any items being voted on by the unit owners at the meeting (including Elections, Budget Ratification, and Special Meetings) |
25+ units | Minimum: 14-days prior Recommended: Same time as physical mailing to owners |
Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you send the physical mailing through the meeting date. | Retain until the end of the meeting | |||||
|
Notice and Agenda for any BOARD Meeting
(including closed/executive session meetings) |
25+ units | Same time as physical posting | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you post the notice on property through the meeting date. | Retain until the end of the meeting | |||||
|
Notices of Meetings and Agendas for associations with Digital Signage / Community Channel
|
All COAs | Same time as physical mailing or physical posting | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | Text in Newsboard Banner / Article | Retain until the end of the meeting | ||||
Optional Recommended Materials |
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| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Meeting Minutes
(Board and Owner Meetings) |
All COAs | Once available | Meeting Minutes folder | Owners Meeting Drafts: Until approved Board Meeting Drafts: No retention required Approved: No retention required |
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|
Current Questions and Answer Sheet
(a.k.a. FL FAQ Document) |
All COAs | In the first quarter of every year | Rules, Policies, and Legal (Navigation Column location) | 1-Year | |||||
1
From 718.116 (8) in the act:
Each association shall designate on its website a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate issued pursuant to this section.
Estoppel Certificate Contact Information should be added to your Property Management Contact entry (found in the Property Management Contact control panel) in the Comments and Supplemental Content field.
This information accessed by clicking the "Contact Property Management" link on the home/login page, the "More Information" link inside the Property Management container of the Navigation Column, and within the Utilities & Local Links modules.
| Details: | |||||
| Format | Text in Comments field | ||||
| When | Immediate | ||||
| Placement | Property Management Contact entry | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Always required | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
3
From 718.111 (12) (g) (2) a.-c. in the act:
a. The recorded declaration of condominium of each condominium operated by the association and each amendment to each declaration.
b. The recorded bylaws of the association and each amendment to the bylaws.
c. The articles of incorporation of the association, or other documents creating the association, and each amendment thereto. The copy posted pursuant to this sub-subparagraph must be a copy of the articles of incorporation filed with the Department of State.
Governing Documents, which include your Declaration, Bylaws, Articles of Incorporation, Survey and Plans, and Exhibits, along with any amendments, must be uploaded to your website.
Upload as separate documents in PDF format. For example, Bylaws should be in a separate document from the Articles of Incorporation.
If the documents are scanned and you have access to Adobe Acrobat, you should optimize and run optical character recognition. This will reduce the size of the document for faster downloads for users. OCR makes the document searchable, and also accessible to those with visual impairments.
If your governing documents are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
Note: Renters now have access to all governing documents, and rules and regulations. While it is unclear whether these documents must be made available to Renters on websites with renter functionality, we recommend it to be safe. Plus, it models good communication and transparency to them.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Governing Documents (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain all, or only since the last restatement | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
4
From 718.111 (12) (g) (2) d. in the act:
The rules of the association.
Rules and Regulations (sometimes called House Rules) are the rules established by the board and ratified by the association.
Policies are adopted by the board on matters such as collections, pet approval procedures, and board of directors code of conduct.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Rules and Policies (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
5
From 718.111 (12) (g) (2) f. in the act:
The annual budget required by s. 718.112(2)(f) and any proposed budget to be considered at the annual meeting.
The association's Annual Budget should be uploaded when it is sent to the owners for review. Once approved, the draft version should be replaced with the approved version.
Tip: Remember to name your documents "Budget YYYY Approved", NOT "Approved Budget YYYY".
| Details: | |||||
| Format | |||||
| When | Draft: When sent to owners for review Approved: When approved |
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| Placement | Budgets (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the active year | ||||
| Recommended Retention | 3-years | ||||
| Maximum Retention* | 5-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
6
From 718.111 (12) (g) (2) g. in the act:
...any monthly income or expense statement to be considered at a meeting.
Your Monthly Income and Expense Statement is typically prepared by management, or the treasurer in board-managed associations.
You are only required to post the most current month(s) statement(s) that are being reviewed and approved at a meeting (typically a Board meeting).
Note: Income and Expense Statements should not be retained past the current fiscal year. The information contained in them will be replaced by your Financial Statement for that fiscal year. Retaining older copies may present your owners with incorrect data since corrected during the financial review/audit process, and the extra documents will clutter your folders.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Monthly Financial Statements (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current month | ||||
| Recommended Retention | Fiscal Year to Date | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
7
From 718.111 (12) (g) (2) g. in the act:
g. The financial report required by subsection (13)
Your Financial Report is typically prepared by management, or the treasurer in board-managed associations, and then (depending on state established thresholds) audited by a CPA.
FYI: What constitutes a Financial Report, and requirements for an independent audit, is determined by the state of Florida.
More information can be found in this link to FS 718.111, subsection 13.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Audits and Annual Statements (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the most recent year | ||||
| Recommended Retention | 3-years | ||||
| Maximum Retention* | 5-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
8
From 718.111 (12) (g) (2) n. in the act:
n. The association's most recent structural integrity reserve study, if applicable.
At minimum, a Structural Integrity Reserve Study must be completed every 10-years for an association that is three stories or higher. You may also have traditional Reserve Studies that should also be uploaded to the website.
If your reserve study documents are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
FYI: A Structural Integrity Reserve Study (SIRS) differs from a traditional reserve study as it contains only structural components like the roof and plumbing, and doesn't include non-structural components like HVAC and Interior Renovations. Further, SIRS are legally required to be conducted by licensed engineers, registered architects, reserve specialists, or professional reserve analysts.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Reserve Studies (folder) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current site survey | ||||
| Recommended Retention | 3-studies | ||||
| Maximum Retention* | 5-studies | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
9
From 718.111 (12) (g) (2) e. in the act:
e. A list of all executory contracts or 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.
When the law was originally passed in 2017, associations were required to upload all contracts. In 2018 the law was amended to require only a Contract Summary.
A contract summary is a table list of your contracts. The table columns should include the category, name of the company, and a quick description of their services.
Tip: Use a Custom Module to make a contract summary that is easily editable.
Here is a link to a help article on how to use a Custom Module to build a contract summary.
Note: The Contract Summary custom module template was added at activation for any client community that began service after April 1, 2024.
| Details: | |||||
| Format | Table List | ||||
| When | Immediate | ||||
| Placement | In a table in Contract Summary (custom module) | ||||
| Permissions: | |||||
|
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| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | Retain only the active and any contracts for items under warranty | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
10
From 718.111 (12) (g) (2) e. in the act:
...Summaries of bids for materials, equipment, or services which exceed $500 must be maintained on the website for 1 year. In lieu of summaries, complete copies of the bids may be posted.
Anytime you have a project exceeding $500 you need to create a bid summary.
The bid summary itself is easy to assemble. It consists of a Custom Module providing a legal disclaimer on the subject, followed by a collection of bid summary documents. Each bid summary document must be retained for 1-year.
Here is a link to a help article on how to use a Custom Module to build a contract summary.
Here is a link to a sample bid summary document.
Note: The Bid Summaries custom module template was added at activation for any client community that began service after April 1, 2024.
| Details: | |||||
| Format | |||||
| When | Before Board or Owner vote | ||||
| Placement | Each bid summary should be saved as a PDF and uploaded to the Bid Summaries custom module. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | 1-Year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
11
From 718.111 (12) (g) (2) m. in the act:
m. The inspection reports described in ss. 553.899 and 718.301(4)(p) and any other inspection report relating to a structural or life safety inspection of condominium property.
If your association is required to have a Milestone Inspection you are required to upload the inspection report and summary to the website.
If your milestone inspection report and summary are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Inspection Reports (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | 2-years | ||||
| Maximum Retention* | 3-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
12
From 718.111 (12) (g) (2) o. in the act:
o. Copies of all building permits issued for ongoing or planned construction.
Building Permits must be uploaded to the website for any project requiring them.
Note: We do not believe building permits issued for unit renovations/remodels need to be uploaded to the website. We do recommend that they be uploaded if the permit involves structural or major plumbing changes.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Building Permits (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | 2-years | ||||
| Maximum Retention* | 3-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
13
From 718.111 (12) (g) (2) h. in the act:
h. The certification of each director required by s. 718.112(2)(d)4.b.
New board members elected on or after July 1, 2024 are required to attend orientation classes within 90-days of their appointment, and now also attend annual continuing education courses. Board members elected before July 1, 2024 must complete these classes by June 30, 2025. At the end of each a certificate is issued. The previously acceptable attestation document is no longer valid.
All certifications for the active board should be uploaded to the website. The initial orientation certificate should be linked to the board member's entry in the Board & Staff control panel.
Tip: Remember to remove certifications of directors no longer on the board.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Board Member Certifications (folder) and initial certification should be linked to the director's informational entry in the Board & Staff control panel. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | As long as the director is on the board, or until any listed document expiration | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
14
From 718.111 (12) (g) (2) i. in the act:
i. 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.
All of the Contracts and Transactions where a board member has a vested interest in another organization that the association is working with must be disclosed to the association.
Tip: If you are unsure how to comply with this part of the act, contact your association council for guidance on preparing the document(s). You can then upload them according to this guide.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Disclosures (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only active board members or active contracts | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
15
From 718.111 (12) (g) (2) j. in the act:
j. Any contract or document regarding a conflict of interest or possible conflict of interest as provided in ss. 468.436(2)(b)6. and 718.3027(3).
Any Contract or Document regarding a (possible) conflict of interest must be disclosed to the association.
Tip: If you are unsure how to comply with this part of the act, contact your association council for guidance on preparing the document(s). You can then upload them according to this guide.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Disclosures (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only active board members | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
16
From 718.111 (12) (g) (2) k. in the act:
k. The notice of any unit owner meeting and the agenda for the meeting, as required by s. 718.112(2)(d)3., no later than 14 days before the meeting. The notice must be posted 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. The association must also post on its website any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least 7 days before the meeting at which the document or the information within the document will be considered.
Meeting Notices and Agendas must be uploaded to the website at the same time it is mailed/delivered to the unit owners.
Any items the owners are reviewing and/or voting on must also be included. This is the same information you are also mailing/delivering to the owner, so the entire information packet may be uploaded to the website as a single document.
The date, time, and location of the meeting along with the above information should also be added to the Calendar and a Newsboard Article tagged with a Meeting Flag.
FYI: CondoSites interprets the non-industry term "Front Page" used in the Act, along with other supporting language, to refer to the first interior page of the website post-login, and not the Public/Login page.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | |||||
| When | Minimum: 14-days prior Recommended: Same time as physical mailing to owners |
||||
| Placement | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you send the physical mailing through the meeting date. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Retain until after the Meeting Minutes are published | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
17
From 718.111 (12) (g) (2) l. in the act:
l. Any board meeting, the agenda, and any document listed on the agenda, as required by 718.112 (2) (c), must be posted no later than the date required for said notice....
Meeting Notices and Agendas for Board Meetings must be uploaded to the website at the same time it is physically posted in the community.
If any document is mentioned on the agenda, it must also be uploaded to the website, and may be included as part of the notice/agenda document.
The date, time, and location of the meeting along with the above information should also be added to the Calendar and a Newsboard Article tagged with a Meeting Flag or the Newsboard Banner.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | |||||
| When | Same time as physical posting | ||||
| Placement | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you post the notice on property through the meeting date. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Retain until after the Meeting Minutes are published | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
20
From 718.112 (2) (c) 1. in the act:
...In lieu of or in addition to the physical posting of the notice on the condominium property, the association may, by reasonable rule, adopt a procedure for conspicuously posting and repeatedly broadcasting the notice and the agenda on a closed-circuit cable television system serving the condominium association. However, if broadcast notice is used in lieu of a notice physically posted on condominium property, the notice and agenda must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required under this section. If broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda...
If your association adopts a rule or procedure to post Notices of Meetings to your CondoSites Digital Information Display (digital signage) or integrated community channel, you will need to use the Newsboard Banner and/or a Newsboard Article to notice the date, time, and location of the meeting. If you use a Newsboard Article to notice your meeting and the agenda is too long to fit on the display carousel slide, you should refer viewers to the website for the information.
A calendar event should also be created for the event including the date, time, and location of the meeting, plus a link to the agenda document.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | Text in Newsboard Banner / Article | ||||
| When | Same time as physical mailing or physical posting | ||||
| Placement | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Remove after the meeting | ||||
| Maximum Retention* | Remove before notice of the next meeting | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
22
From 718.111 (1)(a) in the act:
...Within 45 days after receiving a phase one or phase two milestone inspection report from the architect or engineer who performed the inspection, the association must distribute a copy of the inspector-prepared summary of the inspection report to each unit owner, regardless of the findings or recommendations in the report, by United States mail or personal delivery at the mailing address, property address, or any other address of the owner provided to fulfill the association's notice requirements under this chapter and by electronic transmission to the e-mail address or facsimile number provided to fulfill the association's notice requirements to unit owners who previously consented to receive notice by electronic transmission; must post a copy of the inspector-prepared summary in a conspicuous place on the cooperative property; and must publish the full report and inspector-prepared summary on the association's website, if the association is required to have a website.
If your association is required to have a Milestone Inspection you should upload the inspection report and summary to the website.
If your milestone inspection report(s) are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
| Details: | |||||
| Format | |||||
| When | Within 45-days of receipt | ||||
| Placement | Inspection Reports (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | 2-years | ||||
| Maximum Retention* | 3-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
24
From 718.112(2)(d)3. in the act:
The association must also post on its website any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least 7 days before the meeting at which the document or the information within the document will be considered.
The state only requires that unapproved draft Meeting Minutes from a meeting of the owners (not a board meeting) be posted to the website so that the owners may review the document in advance of their vote. The draft minutes in question would be included in the meeting packet mailed to the owners and also posted to the website, so it is not necessary to upload the draft minutes separately from the packet.
Unapproved Meeting Minutes from a board meeting should NOT be uploaded to the site!
Approved Meeting Minutes from an open session of the board may be uploaded to the site. This is optional.
Meeting Minutes from a closed (executive session) of the board should not be uploaded to the site, or if they are, the permissions should be set for board access only.
FYI: Though uploading approved Meeting Minutes from open board meetings and owner meetings is optional, we highly recommend it for transparency to your owners. Additionally, all of our associations across the country do so.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Meeting Minutes folder | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Owners Meeting Drafts: Until approved Board Meeting Drafts: No retention required Approved: No retention required |
||||
| Recommended Retention | Drafts: Until approved Approved: 3-Years |
||||
| Maximum Retention* | Drafts: Until approved Approved: 5-Years |
||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
25
From 718.504 in the act:
This page shall, in readable language, inform prospective purchasers regarding their voting rights and unit use restrictions, including restrictions on the leasing of a unit; shall indicate whether and in what amount the unit owners or the association is obligated to pay rent or land use fees for recreational or other commonly used facilities; shall contain a statement identifying that amount of assessment which, pursuant to the budget, would be levied upon each unit type, exclusive of any special assessments, and which shall further identify the basis upon which assessments are levied, whether monthly, quarterly, or otherwise; shall state and identify any court cases in which the association is currently a party of record in which the association may face liability in excess of $100,000; and which shall further state whether membership in a recreational facilities association is mandatory, and if so, shall identify the fees currently charged per unit type.
Among the list of the official records of the association is the Current Questions and Answer Sheet (a.k.a. the FL FAQ document). It is a standardized list of questions written by the state and answered by each community. This document is assembled by your management company or Licensed Community Association Manager (LCAM). The document on the website should be uploaded again as the information changes, or in the first quarter of each year at minimum. The old document should always be deleted from the website when uploading a new version.
This is NOT to be confused with the FAQ module in CondoSites which is a module designed to display commonly asked questions from the owners and residents regarding items such as "What day is trash day", "are there any restrictions on pets?", "how do I reserve the clubhouse?", etc.
FYI: We have heard arguments on both sides as to whether or not this document is required to be uploaded to the website. While we believe it is optional, it is also very easy to upload it to ensure compliance to be on the safe side.
This document is also very helpful to make available to your Realtor user group as an excellent piece of transparency on the association's health.
| Details: | |||||
| Format | |||||
| When | In the first quarter of every year | ||||
| Placement | Rules, Policies, and Legal (Navigation Column location) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | 1-Year | ||||
| Recommended Retention | 1-Year | ||||
| Maximum Retention* | 1-Year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
Now scroll down to continue to the requirements and details.
The state of Florida does not require your association to have a website at this time.
HOWEVER, if you do, there are a few minimum requirements. These requirements show as "All" on the "Applies To" column below.
*Minimum Retention requirements shown below apply only to retention on your association website.
Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes.
Click on the individual requirements in the first/left column of the table to jump to details on that requirement.
Estoppel Certificate Contact Information |
|||||||||
|---|---|---|---|---|---|---|---|---|---|
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Text designating a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate.
|
ALL Co-Ops |
Immediate | Property Management Contact entry | Text in Comments field | Always required | ||||
Meeting Notices and Agendas |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Notices of Meetings and Agendas for associations with Digital Signage / Community Channel
|
ALL Co-Ops |
Same time as physical mailing or physical posting | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | Text in Newsboard Banner / Article | Retain until after the meeting | ||||
Contracts, Bids, Inspection Reports, and Permits |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Milestone Inspection Reports and Summaries
|
ALL Co-Ops |
Within 45-days of receipt | Inspection Reports (folder) | Retain only the active | |||||
2
From 719.108 (6); and 720.30851 in the act:
Each association shall designate on its website a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate issued pursuant to this section.
Estoppel Certificate Contact Information should be added to your Property Management Contact entry (found in the Property Management Contact control panel) in the Comments and Supplemental Content field.
This information accessed by clicking the "Contact Property Management" link on the home/login page, the "More Information" link inside the Property Management container of the Navigation Column, and within the Utilities & Local Links modules.
| Details: | |||||
| Format | Text in Comments field | ||||
| When | Immediate | ||||
| Placement | Property Management Contact entry | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Always required | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
21
From 719.106 (1) (c); in the act:
...In lieu of or in addition to the physical posting of the notice on the condominium property, the association may, by reasonable rule, adopt a procedure for conspicuously posting and repeatedly broadcasting the notice and the agenda on a closed-circuit cable television system serving the condominium association. However, if broadcast notice is used in lieu of a notice physically posted on condominium property, the notice and agenda must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required under this section. If broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda...
If your association adopts a rule or procedure to post Notices of Meetings to your CondoSites Digital Information Display (digital signage) or integrated community channel, you will need to use the Newsboard Banner and/or a Newsboard Article to notice the date, time, and location of the meeting. If you use a Newsboard Article to notice your meeting and the agenda is too long to fit on the display carousel slide, you should refer viewers to the website for the information.
A calendar event should also be created for the event including the date, time, and location of the meeting, plus a link to the agenda document.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | Text in Newsboard Banner / Article | ||||
| When | Same time as physical mailing or physical posting | ||||
| Placement | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until after the meeting | ||||
| Recommended Retention | Remove after the meeting | ||||
| Maximum Retention* | Remove before notice of the next meeting | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
23
From 719.106 (1) (l) in the act:
...Within 45 days after receiving a phase one or phase two milestone inspection report from the architect or engineer who performed the inspection, the association must distribute a copy of the inspector-prepared summary of the inspection report to each unit owner, regardless of the findings or recommendations in the report, by United States mail or personal delivery at the mailing address, property address, or any other address of the owner provided to fulfill the association's notice requirements under this chapter and by electronic transmission to the e-mail address or facsimile number provided to fulfill the association's notice requirements to unit owners who previously consented to receive notice by electronic transmission; must post a copy of the inspector-prepared summary in a conspicuous place on the cooperative property; and must publish the full report and inspector-prepared summary on the association's website, if the association is required to have a website.
If your association is required to have a Milestone Inspection you should upload the inspection report and summary to the website.
If your milestone inspection report(s) are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
Note: Language in statutes 719 note that the requirement to publish the reports and summaries to the website, is only if the association is required to have a website. This is identical language in 718. While this is likely a typo or advance language in anticipation of 719 associations being required to have a website in the future, we still recommend posting these documents to be safe. Plus, it models good communication and transparency to your owners.
| Details: | |||||
| Format | |||||
| When | Within 45-days of receipt | ||||
| Placement | Inspection Reports (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | 2-years | ||||
| Maximum Retention* | 3-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
Now scroll down to continue to the requirements and details.
The state of Florida requires that Homeowner Associations governed under FS 720 with 100-parcels or more to have a website by January 1, 2025, and to timely maintain certain minimum content for it.
If you have fewer than 100-parcels, you are not required to have a website. HOWEVER, if you do, there are a few minimum requirements. These requirements show as "All HOAs" on the "Applies To" column below.
Below is a snapshot of the requirements. You can click on the individual requirements in the first/left column of the table to jump to details on that requirement. Click here for the full legal text.
*Minimum Retention requirements shown below apply only to retention on your association website.
Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes.
Click on the individual requirements in the first/left column of the table to jump to details on that requirement.
Estoppel Certificate Contact Information |
|||||||||
|---|---|---|---|---|---|---|---|---|---|
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Text designating a person or entity with a street or e-mail address for receipt of a request for an Estoppel certificate.
|
All HOAs | Immediate | Property Management Contact entry | Text in Comments field | Always required | ||||
Governing Documents and Rules |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Governing Documents and Amendments
(Declaration, Articles of Incorporation, Bylaws, Exhibits and Amendments) |
100+ Parcels | Immediate | Governing Documents (folder) | Retain all, or only since the last restatement | |||||
|
Rules & Regulations and Adopted Policies
(Currently approved and draft to be voted on) |
100+ Parcels | Immediate | Rules and Policies (folder) | Retain only the most current | |||||
|
Record Retention Policy
(For both physical and website, including time period for retention) |
100+ Parcels | Immediate | Rules and Policies (folder) | Retain only the most current | |||||
Financials |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Annual Budget
(Current approved fiscal year and draft fiscal year when sent to owners.) |
100+ Parcels | Draft: When sent to owners for review Approved: When approved |
Budgets (folder) | Retain only the active year | |||||
|
Monthly Income and Expense Statement
|
100+ Parcels | Once available | Monthly Financial Statements (folder) | Retain only the most current month | |||||
|
Financial Report
(Annual report, then the audited report when available) |
100+ Parcels | Once available | Audits and Annual Statements (folder) | Retain only the most recent year | |||||
Contracts, Bids, Inspection Reports, and Permits |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Contract Summary
|
100+ Parcels | Immediate | In a table in Contract Summary (custom module) | Table List | Retain only the active | ||||
|
Bid Summaries
(For materials, equipment, or services which exceed $500) |
100+ Parcels | Before Board or Owner vote | Each bid summary should be saved as a PDF and uploaded to the Bid Summaries custom module. | 1-Year | |||||
|
Insurance Policies
|
100+ Parcels | Immediate | Insurance (folder) | Retain only the current | |||||
Board Certifications and Disclosures |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Board Member Certifications
|
100+ Parcels | Once available | Board Member Certifications (folder) and initial certification should be linked to the director's informational entry in the Board & Staff control panel. | As long as the director is on the board, or until any listed document expiration | |||||
|
Contracts or Transactions between the association and a director
|
100+ Parcels | Immediate | Disclosures (folder) | Retain only active board members or active contracts | |||||
|
Contracts or documents regarding a conflict of interest
|
100+ Parcels | Immediate | Disclosures (folder) | Retain only active board members | |||||
Meeting Notices and Agendas |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Notice and Agenda for UNIT OWNER meeting
And any items being voted on by the unit owners at the meeting (including Elections, Budget Ratification, and Special Meetings) |
100+ Parcels | Minimum: 14-days prior Recommended: Same time as physical mailing to owners |
Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you send the physical mailing through the meeting date. | Retain until the end of the meeting | |||||
|
Notice and Agenda for any BOARD Meeting
(including closed/executive session meetings) |
100+ Parcels | Same time as physical posting | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you post the notice on property through the meeting date. | Retain until the end of the meeting | |||||
|
Notices of Meetings and Agendas for associations with Digital Signage / Community Channel
|
All HOAs | Same time as physical mailing or physical posting | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | Text in Newsboard Banner / Article | Retain until the end of the meeting | ||||
Optional Recommended Materials |
|||||||||
| Item | Applies To | When | Placement | Format | Minimum Retention* | ||||
| Rotate your mobile device 90° to view additional columns of information in the table below. | |||||||||
|
Meeting Minutes
(Board and Owner Meetings) |
All HOAs | Once available | Meeting Minutes folder | Owners Meeting Drafts: Until approved Board Meeting Drafts: No retention required Approved: No retention required |
|||||
26
From 720.30851 in the act:
Each association shall designate on its website a person or entity with a street or e-mail address for receipt of a request for an estoppel certificate issued pursuant to this section.
Estoppel Certificate Contact Information sh...
| Details: | |||||
| Format | Text in Comments field | ||||
| When | Immediate | ||||
| Placement | Property Management Contact entry | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Always required | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
27
From 720.303 (4 (b) (1) a.-c. in the act:
The articles of incorporation of the association and each amendment thereto.
The bylaws of the association and each amendment thereto.
The declaration of covenants and a copy of each amendment thereto.
Governing Documents, which include your Declaration, Bylaws, Articles of Incorporation, Survey and Plans, and Exhibits, along with any amendments, must be uploaded to your website.
Upload as separate documents in PDF format. For example, Bylaws should be in a separate document from the Articles of Incorporation.
If the documents are scanned and you have access to Adobe Acrobat, you should optimize and run optical character recognition. This will reduce the size of the document for faster downloads for users. OCR makes the document searchable, and also accessible to those with visual impairments.
If your governing documents are too large for you to upload to the website, you may email them to your CondoSites Relationship Manager for manual upload.
Note: Renters now have access to all governing documents, and rules and regulations. While it is unclear whether these documents must be made available to Renters on websites with renter functionality, we recommend it to be safe. Plus, it models good communication and transparency to them.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Governing Documents (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain all, or only since the last restatement | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
28
From 720.303 (4 (b) (1) d. in the act:
The current rules of the association.
Rules and Regulations (sometimes called House Rules) are the rules established by the board and ratified by the association.
Policies are adopted by the board on matters such as collections, pet approval procedures, and board of directors code of conduct.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Rules and Policies (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
29
From 720.303 (4 )(c) in the act:
The association shall adopt written rules governing the method or policy by which the official records of the association are to be retained and the time period such records must be retained pursuant to paragraph (a). Such information must be made available to the parcel owners through the association's website or application.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Rules and Policies (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
30
From 720.303 (4 (b) (1) f. in the act:
The annual budget required by subsection (6) and any proposed budget to be considered at the annual meeting.
The association's Annual Budget should be uploaded when it is sent to the owners for review. Once approved, the draft version should be replaced with the approved version.
Tip: Remember to name your documents "Budget YYYY Approved", NOT "Approved Budget YYYY".
| Details: | |||||
| Format | |||||
| When | Draft: When sent to owners for review Approved: When approved |
||||
| Placement | Budgets (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active year | ||||
| Recommended Retention | 3-years | ||||
| Maximum Retention* | 5-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
31
From 720.303 (4 (b) (1) g. in the act:
The financial report required by subsection (7) and any monthly income or expense statement to be considered at a meeting.
Your Monthly Income and Expense Statement is typically prepared by management, or the treasurer in board-managed associations.
You are only required to post the most current month(s) statement(s) that are being reviewed and approved at a meeting (typically a Board meeting).
Note: Income and Expense Statements should not be retained past the current fiscal year. The information contained in them will be replaced by your Financial Statement for that fiscal year. Retaining older copies may present your owners with incorrect data since corrected during the financial review/audit process, and the extra documents will clutter your folders.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Monthly Financial Statements (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the most current month | ||||
| Recommended Retention | Fiscal Year to Date | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
32
From 720.303 (4 (b) (1) g. in the act:
The financial report required by subsection (7) and any monthly income or expense statement to be considered at a meeting.
Your Financial Report is typically prepared by management, or the treasurer in board-managed associations, and then (depending on state established thresholds) audited by a CPA.
FYI: What constitutes a Financial Report, and requirements for an independent audit, is determined by the state of Florida.
More information can be found in this link to FS 718.111, subsection 13.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Audits and Annual Statements (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the most recent year | ||||
| Recommended Retention | 3-years | ||||
| Maximum Retention* | 5-years | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
33
From 720.303 (4 (b) (1) e. in the act:
A list of all current executory contracts or documents to which the association is a party or under which the association or the parcel 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.
A contract summary is a table list of your contracts. The table columns should include the category, name of the company, and a quick description of their services.
Tip: Use a Custom Module to make a contract summary that is easily editable.
Here is a link to a help article on how to use a Custom Module to build a contract summary.
Note: The Contract Summary custom module template was added at activation for any client community that began service after April 1, 2024.
| Details: | |||||
| Format | Table List | ||||
| When | Immediate | ||||
| Placement | In a table in Contract Summary (custom module) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the active | ||||
| Recommended Retention | Retain only the active and any contracts for items under warranty | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
34
From 720.303 (4 (b) (1) . in the act:
A list of all current executory contracts or documents to which the association is a party or under which the association or the parcel 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.
Anytime you have a project exceeding $500 you need to create a bid summary.
The bid summary itself is easy to assemble. It consists of a Custom Module providing a legal disclaimer on the subject, followed by a collection of bid summary documents. Each bid summary document must be retained for 1-year.
Here is a link to a help article on how to use a Custom Module to build a contract summary.
Here is a link to a sample bid summary document.
Note: The Bid Summaries custom module template was added at activation for any client community that began service after April 1, 2024.
| Details: | |||||
| Format | |||||
| When | Before Board or Owner vote | ||||
| Placement | Each bid summary should be saved as a PDF and uploaded to the Bid Summaries custom module. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | 1-Year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
35
From 720.303 (4) (b) (1) h. in the act:
The association's current insurance policies.
All of the current insurance policies for the association need to be uploaded. We believe this includes the declaration, binder, and certificate.
Old policies and their materials should be removed once expired, so that only the most current and active policies are shown.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Insurance (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only the current | ||||
| Recommended Retention | Retain only the active policy documents and certificates. Old and expired items should be deleted | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
36
From 720.303 (4 (b) (1) i. in the act:
The certification of each director as required by s. 720.3033(1)(a).
New board members are required to attend orientation classes within 90-days of their appointment, and now also attend annual continuing education courses. At the end of each a certificate is issued. All certifications for the active board should be uploaded to the website. The initial orientation certificate should be linked to the board member's entry in the Board & Staff control panel.
Tip: Remember to remove certifications of directors no longer on the board.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Board Member Certifications (folder) and initial certification should be linked to the director's informational entry in the Board & Staff control panel. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | As long as the director is on the board, or until any listed document expiration | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
37
From 720.303 (4 (b) (1) j. in the act:
All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated homeowners' association or any other entity in which a director of an association is also a director or an officer and has a financial interest.
All of the Contracts and Transactions where a board member has a vested interest in another organization that the association is working with must be disclosed to the association.
Tip: If you are unsure how to comply with this part of the act, contact your association council for guidance on preparing the document(s). You can then upload them according to this guide.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Disclosures (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only active board members or active contracts | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
38
From 720.303 (4 (b) (1) k. in the act:
Any contract or document regarding a conflict of interest or possible conflict of interest as provided in ss. 468.436(2)(b)6. and 720.3033(2).
Any Contract or Document regarding a (possible) conflict of interest must be disclosed to the association.
Tip: If you are unsure how to comply with this part of the act, contact your association council for guidance on preparing the document(s). You can then upload them according to this guide.
| Details: | |||||
| Format | |||||
| When | Immediate | ||||
| Placement | Disclosures (folder) | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain only active board members | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
39
From 720.303 (4 (b) (1) l. in the act:
Notice of any scheduled meeting of members and the agenda for the meeting, as required by s. 720.306, at least 14 days before such meeting. The notice must be posted in plain view on the homepage 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 homepage. The association shall also post on its website or application any document to be considered and voted on by the members during the meeting or any document listed on the meeting agenda at least 7 days before the meeting at which such document or information within the document will be considered.
Meeting Notices and Agendas must be uploaded to the website at the same time it is mailed/delivered to the unit owners.
Any items the owners are reviewing and/or voting on must also be included. This is the same information you are also mailing/delivering to the owner, so the entire information packet may be uploaded to the website as a single document.
The date, time, and location of the meeting along with the above information should also be added to the Calendar and a Newsboard Article tagged with a Meeting Flag.
FYI: CondoSites interprets the non-industry term "Front Page" used in the Act, along with other supporting language, to refer to the first interior page of the website post-login, and not the Public/Login page.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | |||||
| When | Minimum: 14-days prior Recommended: Same time as physical mailing to owners |
||||
| Placement | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you send the physical mailing through the meeting date. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Retain until after the Meeting Minutes are published | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
40
From 720.303 (4 (b) (1) m. in the act:
Notice of any board meeting, the agenda, and any other document required for such meeting as required by subsection (3), which must be posted on the website or application no later than the date required for notice under subsection (3).
Meeting Notices and Agendas for Board Meetings must be uploaded to the website at the same time it is physically posted in the community.
If any document is mentioned on the agenda, it must also be uploaded to the website, and may be included as part of the notice/agenda document.
The date, time, and location of the meeting along with the above information should also be added to the Calendar and a Newsboard Article tagged with a Meeting Flag or the Newsboard Banner.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | |||||
| When | Same time as physical posting | ||||
| Placement | Agendas and Notices of Meetings (folder), and create a Newsboard Article to display from the time you post the notice on property through the meeting date. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Retain until after the Meeting Minutes are published | ||||
| Maximum Retention* | 1-year | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
41
From 720.306 (5) in the act:
...In lieu of or in addition to the physical posting of the notice on the condominium property, the association may, by reasonable rule, adopt a procedure for conspicuously posting and repeatedly broadcasting the notice and the agenda on a closed-circuit cable television system serving the condominium association. However, if broadcast notice is used in lieu of a notice physically posted on condominium property, the notice and agenda must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required under this section. If broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda...
If your association adopts a rule or procedure to post Notices of Meetings to your CondoSites Digital Information Display (digital signage) or integrated community channel, you will need to use the Newsboard Banner and/or a Newsboard Article to notice the date, time, and location of the meeting. If you use a Newsboard Article to notice your meeting and the agenda is too long to fit on the display carousel slide, you should refer viewers to the website for the information.
A calendar event should also be created for the event including the date, time, and location of the meeting, plus a link to the agenda document.
Tip: The notice and agenda document does not need to be retained on the website past the meeting date. We recommend retaining the document until the meeting minutes are available, or for up to one-year, whichever is less.
| Details: | |||||
| Format | Text in Newsboard Banner / Article | ||||
| When | Same time as physical mailing or physical posting | ||||
| Placement | A short Newsboard Article should be created for membership meetings, and use of the Newsboard Banner for board of directors meetings. | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Retain until the end of the meeting | ||||
| Recommended Retention | Remove after the meeting | ||||
| Maximum Retention* | Remove before notice of the next meeting | ||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||
43
There is no legal requirement for this item. Below are our recommendations only.
The state only requires that unapproved draft Meeting Minutes from a meeting of the owners (not a board meeting) be posted to the website so that the owners may review the document in advance of their vote. The draft minutes in question would be included in the meeting packet mailed to the owners and also posted to the website, so it is not necessary to upload the draft minutes separately from the packet.
Unapproved Meeting Minutes from a board meeting should NOT be uploaded to the site!
Approved Meeting Minutes from an open session of the board may be uploaded to the site. This is optional.
Meeting Minutes from a closed (executive session) of the board should not be uploaded to the site, or if they are, the permissions should be set for board access only.
FYI: Though uploading approved Meeting Minutes from open board meetings and owner meetings is optional, we highly recommend it for transparency to your owners. Additionally, all of our associations across the country do so.
| Details: | |||||
| Format | |||||
| When | Once available | ||||
| Placement | Meeting Minutes folder | ||||
| Permissions: | |||||
|
|||||
| Retention Requirements: | |||||
| Minimum Retention | Owners Meeting Drafts: Until approved Board Meeting Drafts: No retention required Approved: No retention required |
||||
| Recommended Retention | Drafts: Until approved Approved: 3-Years |
||||
| Maximum Retention* | Drafts: Until approved Approved: 5-Years |
||||
| *Minimum Retention requirements shown above apply only to retention on your association website. Physical retention requirements of association records will differ, and are defined by your governing documents and Florida Statutes. | |||||