Board Meetings
Responsibilities for Board Meetings
A Florida condominium association’s board and its property manager share responsibility for board meetings, but their duties are not the same. Florida Statute 718.112(2) sets the procedural requirements for condominium board meetings, and both the board and the manager play defined roles in ensuring compliance.
The board is responsible for governance decisions, compliance, and meeting conduct, while the property manager is responsible for administration, logistics, record‑keeping, and operational support that ensures meetings meet Florida Statute 718 requirements.
Florida law places legal responsibility for board meetings on the board, but the property manager handles nearly all operational and procedural tasks that ensure those meetings comply with Florida Statute 718.
The board governs.
The manager executes.
Property Manager Responsibilities (Operational & Statutory Support)
These duties are not optional—Florida Statute 718 requires proper meeting procedure, and managers are the professionals who execute the operational side.
- Posting statutory notices — Post 48‑hour meeting notices in a conspicuous place and send electronic notices for associations with 100+ units.
- Preparing agendas — Draft agendas with the board president and ensure items comply with statutory voting rules.
- Compiling board packets — Provide financials, vendor proposals, contracts, violation logs, and reports for board review.
- Meeting logistics — Arrange location, seating, audio/video, sign‑in sheets, and owner comment procedures.
- Minutes drafting — Take minutes, record motions and votes, and prepare official records under 718.111(12).
- Record maintenance — Maintain meeting minutes, notices, agendas, and supporting documents as part of the official records.
- Vendor and operational reporting — Present updates on maintenance, violations, projects, insurance, and financials.
- Compliance assistance — Ensure meeting procedures follow Florida Statute 718 (notice, access, minutes, voting).
- Owner communication — Send meeting notices, answer owner questions, and manage communication channels.
- Technology management — Manage electronic voting systems, virtual meeting platforms, and digital records when used.
Board Responsibilities (Florida Statute 718.112)
- Meeting compliance — Ensure meetings follow statutory rules: 48‑hour posting, open to owners, proper agendas, and quarterly minimum meetings for condos with >10 units.
- Quorum establishment — A majority of directors must be present to conduct business. Directors cannot vote by proxy.
- Decision‑making — The board deliberates and votes on association business: budgets, contracts, policies, enforcement actions, and maintenance decisions.
- Agenda control — The board sets the agenda; only items on the agenda may be voted on.
- Owner participation period — Florida condos must allow time for owner questions at board meetings.
- Record accuracy — Ensure minutes accurately reflect motions, votes, and actions.
- Compliance oversight — The board is ultimately responsible for ensuring meetings comply with procedural aspects of Florida law (quorum, voting, notices, records).
- Conflict‑of‑interest disclosures — Board members must disclose conflicts under 718.111 and 718.3027.