Association Website
Responsibilities for Association Website
A Florida condominium association’s board of directors and its property manager share responsibility for the association’s website, but their duties are not equal. Florida Statute 718.111(12) makes the website a legal compliance system, and the board is ultimately accountable for compliance, while the property manager is responsible for day‑to‑day operation and posting.
Florida law makes the board legally responsible for the website, but the property manager operationally responsible for running it. The board must set policy, ensure compliance, and oversee the manager; the manager must maintain the site, post documents, manage access, and meet deadlines.
Board of Directors — Statutory Accountability & Oversight
The board is legally responsible for ensuring the association’s website complies with Florida Statute 718.111(12). Even if the property manager performs the work, the board remains liable for failures.
- Legal compliance oversight — The board must ensure the website meets all statutory requirements, including secure access, required records, and posting deadlines.
- Policy adoption — The board must adopt a formal policy assigning website duties, posting rules, and security standards.
- Contracting & vendor selection — The board chooses the website platform or approves the manager’s platform and ensures the association retains ownership of its data.
- Ensuring timely posting — The board must ensure meeting notices, agendas, minutes, budgets, and inspection reports are posted within statutory deadlines.
- Security & privacy governance — The board must ensure the site has password‑protected access for owners and that confidential records are not posted.
- Annual compliance review — The board must verify the website is accurate, updated, and compliant each year.
- Enforcement & accountability — The board must address failures by the manager or vendor and correct deficiencies promptly to avoid DBPR complaints.
Property Manager — Operational Control & Daily Compliance
The property manager is the Website Administrator responsible for maintaining the site, posting documents, and ensuring operational compliance.
- Website administration — Maintain the website or portal, manage updates, and ensure functionality.
- Document posting — Upload all required records: notices, agendas, minutes, budgets, financials, contracts, bids, inspection reports, and governing documents.
- Deadline compliance — Post meeting notices at least 7 days in advance, amendments within 30 days, and other records within statutory timeframes.
- Owner access management — Create, update, and deactivate owner logins; maintain secure password‑protected access.
- Record accuracy — Ensure documents posted are current, complete, and match official records.
- Vendor coordination — Upload inspection reports, contracts, bids, permits, and engineering documents as they are received.
- Compliance reporting — Provide the board with periodic compliance updates and notify them of any issues.
- Transition management — Maintain continuity during board changes or management transitions to prevent compliance lapses.
Why Property Managers Should Run the Association Website
For a Florida condo association the website is a legal compliance platform, not a hobby project. Property managers should operate it because they control the records, understand the deadlines, and can maintain secure, continuous, statute‑compliant posting.
Florida Condominium Association Website Management Policy Example
Florida Condominium Association Financial Controls Policy