Association Websites - Board Synergy Club - Century Village, West Palm Beach, Florida

Artificial Intelligence Generated Summary

The Board Synergy Club highlights the importance of condominium associations establishing and maintaining websites to enhance transparency and streamline record-keeping. Effective January 1, 2026, Florida law mandates that condominium associations with at least 25 units must provide a website for unit owners to access essential documents and records.

Key records to be made available on these websites include:

Governing documents
Meeting minutes
Financial records (e.g., invoices, receipts, expenditures)
Contracts
Permits
Board member certifications

While associations with fewer than 25 units are not legally required to create a website, it is recommended they consider doing so. Having a centralized online repository for association records can alleviate the administrative burden of responding to individual records requests and promote transparency between the board and unit owners.

Associations subject to the 2026 mandate are encouraged to begin planning promptly, as digitizing and organizing records can be time-consuming. Proactively establishing a website ensures compliance with upcoming legal requirements and facilitates efficient record management.

Posting Official Records on the Association’s Website and Electronic Meeting Posting and Retention Requirements (Jan26)

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Association Web Site Presentation **DRAFT** - Board Synergy Club (Apr25)

Web Sites - UCO Reporter Article (Nov24)

HB 1021 Association websites and Records requests - Seacrest Update (Aug24)

Effective January 1, 2026, Condominium Associations with a minimum of twenty-five (25) units will be required to have a website for Unit Owners to access numerous pieces of information and Association records. For many of the Associations in Century Village, you will not be held to this new requirement. But a consideration that you and your Board Member should have is that this website will help alleviate some of the demands of both Records keeping and Records requests.

The state will require that certain pieces of the Association records be kept on these websites for unit owners to access as they may need to.

These records include:

Governing Documents
Meeting Minutes
Association Financials including,

Invoices
Receipts
Expenditures

Contracts
Permits
Board Certifications

With many of the new penalties that the state has set forth in regard to not satisfying records requests, Board Members can take solace in the fact that these records being made available to all unit owners online allows for records request to effectively be automatically satisfied by directing a unit owner to access the website.

This is why for those Associations that are not required to create a website under the new legislation should strongly consider creating one regardless to remove the burden of needing to respond the various records requests which may take place at any time.

Boards will now be expected to organize records in an orderly manner to allow unit owners to inspect them. By simply collecting and organizing your records online via a website, Boards will be able to address new requirements in a single action and create more transparency between the Boards and unit owners.

If you are one of the many Associations in Century Village that will be required to set up a website under the amended legislation, you should strongly consider starting to plan, now as the process of scanning the required records may be time-consuming. And for those who will not be required to set up a website, you should still consider doing so to give yourself and future Boards the peace of mind of having a large portion of the Association Records backed up online.

What is my Florida Condo Association Required to Post on Its Website

https://www.floridacondoattorneys.com/what-is-my-florida-condo-association-required-to-post-on-its-website/

You may not know it but your Florida condominium association may be required to have a website containing a wealth of useful information for unit owners. In the age of technology and transparency, access for unit owners to everything from notices of board meetings to copies of budgets, bids, declarations, and financial reports should be only a few clicks away. Florida law now requires condo associations with 150 or more units to have a website and to post digital copies of official records on it.

As of January 1, 2019, condo association websites must post the following information:

Recorded declaration of each condo operated by the association, including any amendments
Recorded bylaws of the association, plus any amendments
Articles of incorporation of the association, or other documents creating the association, including any amendments
Rules of the association
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
List of bids received by the association within the past year (to be posted after bidding closes)
Summaries of bids (or complete copies of the bids) for materials, equipment, or services which exceed $500 must be maintained on the website for one year
Annual budget and any proposed budget to be considered at the annual meeting
Financial report and any monthly income or expense statement to be considered at a meeting
Certification of each director
All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated condominium association or any other entity in which an association director is also a director or officer and financially interested
Any contract or document regarding a conflict of interest or possible conflict of interest
Notice of any unit owner meeting and the agenda for the meeting (notice must be posted on the front page of the website no later than 14 days before the meeting), as well as any document to be considered or voted on by the owners or listed on the agenda (must be posted at least 7 days before the meeting)
Notice of any board meeting, the agenda, and any document required for the meeting

Importantly, posting on the website is not an "in lieu of" requirement; it is an "in addition to" requirement. In other words, just because the notice and agenda of a meeting is posted on the website does not do away with the requirements to mail/deliver the notice to members or to post the notice conspicuously at the association. So if you are not technologically inclined, you will continue to receive notice by mail. On the other hand, if your e-mail address is included in the association's official records, you will also receive electronic notice of any board or shareholder meetings.

Keep in mind that if any of the documents required to be posted on the website contain confidential or privileged information that should be protected from disclosure, the document will likely be redacted prior to posting.

It should be noted that the law makes clear that the failure of the association to post the required information is not "in and of itself sufficient to invalidate any action or decision of the association's board or its committees."

How to Ensure You Have Full Access to the Required Information

The website must contain a web portal or other protected electronic location that is only accessible to unit owners and association employees. However, unit owners must make a written request for a username and password to be able to access the portal. Upon request, the association must provide owners with a username and password.

How a Florida Condo Attorney Can Help

If you are involved in a dispute with your Condo or HOA and have reached a roadblock or you need assistance with next steps, we welcome you to contact us at (954) 966-4909. We serve the legal needs of individual condominium owners, home owners and cooperative owners in resolving disputes with their associations throughout Florida, including Broward, Dade and Palm Beach Counties, as well as Hollywood, Davie, Pembroke Pines, Hallandale, Sunny Isles, Aventura, Miami, North Miami, Brickell, Boca Raton, West Palm Beach, and Naples. We do not represent associations.

Please note that free case evaluation is by telephone and does not include legal advice. Office consults with legal advice are available on a flat fee basis.

Florida Statutes 718.111(12)(g), Effective January 1, 2019

(g)1. By January 1, 2019, an association managing a condominium with 150 or more units which does not contain timeshare units shall post digital copies of the documents specified in subparagraph 2. on its website or make such documents available through an application that can be downloaded on a mobile device.

a. The association’s website or application must be:

(I) An independent website, application, or web portal wholly owned and operated by the association; or

(II) A website, application, or web portal operated by a third-party provider with whom the association owns, leases, rents, or otherwise obtains the right to operate a web page, subpage, web portal, collection of subpages or web portals, or an application which is dedicated to the association’s activities and on which required notices, records, and documents may be posted or made available by the association.

b. The association’s website or application must be accessible through the Internet and must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to unit owners and employees of the association.

c. Upon a unit owner’s written request, the association must provide the unit owner with a username and password and access to the protected sections of the association’s website or application which contain any notices, records, or documents that must be electronically provided.

2. A current copy of the following documents must be posted in digital format on the association’s website or application:

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 to the articles of incorporation or other documents. The copy posted pursuant to this sub-subparagraph must be a copy of the articles of incorporation filed with the Department of State.

d. The rules of the association.

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. Summaries of bids for materials, equipment, or services which exceed $500 must be maintained on the website or application for 1 year. In lieu of summaries, complete copies of the bids may be posted.

f. The annual budget required by §718.112(2)(f) and any proposed budget to be considered at the annual meeting.

g. The financial report required by subsection (13) and any monthly income or expense statement to be considered at a meeting.

h. The certification of each director required by §718.112(2)(d)4.b.

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.

j. Any contract or document regarding a conflict of interest or possible conflict of interest as provided in §468.4335, §468.436(2)(b)6., and §718.3027(3).

k. The notice of any unit owner meeting and the agenda for the meeting, as required by §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 application, or on a separate subpage of the website or application labeled “Notices” which is conspicuously visible and linked from the front page. The association must also post on its website or application any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least 7 days before the meeting at which the document or the information within the document will be considered.

l. Notice of any board meeting, the agenda, and any other document required for the meeting as required by §718.112(2)(c), which must be posted no later than the date required for notice under §718.112(2)(c).

m. The inspection reports described in §553.899 and §718.301(4)(p) and any other inspection report relating to a structural or life safety inspection of condominium property.

n. The association’s most recent structural integrity reserve study, if applicable.

o. Copies of all building permits issued for ongoing or planned construction.

3. The association shall ensure that the information and records described in paragraph (c), which are not allowed to be accessible to unit owners, are not posted on the association’s website or application. If protected information or information restricted from being accessible to unit owners is included in documents that are required to be posted on the association’s website or application, the association shall ensure the information is redacted before posting the documents. Notwithstanding the foregoing, the association or its agent is not liable for disclosing information that is protected or restricted under this paragraph unless such disclosure was made with a knowing or intentional disregard of the protected or restricted nature of such information.

4. The failure of the association to post information required under subparagraph 2. is not in and of itself sufficient to invalidate any action or decision of the association’s board or its committees.

Florida Statutes 718.111(12)(g), Effective January 1, 2026

(g)1. An association managing a condominium with 25 or more units which does not contain timeshare units shall post digital copies of the documents specified in subparagraph 2. on its website or make such documents available through an application that can be downloaded on a mobile device.