Failure to post mandated governance records digitally can result in administrative penalties from the Florida Department of Business and Professional Regulation (DBPR). Working with experienced
condo association management ensures your association stays fully compliant with evolving statutory digital disclosure laws.
What the law actually says
Florida Statute 718.111, as amended, now applies to any condo association with 25 or more units, but the practical impact is greatest for larger communities. The law requires that associations establish and maintain a secure website or portal, accessible only to unit owners and authorized association employees. Owners must be provided with username and password access to required records online. Once a document or notice is received or created, it generally must be posted within 30 days. Meeting notices, agendas, and related materials have additional pre-meeting timing requirements.
What must be posted? The definitive list
The law spells out a broad list of records that must be made available on the association’s secure website or app. Here’s what your board needs to have online:
- Recorded Declaration of Condominium and all amendments
- Articles of Incorporation and amendments
- Bylaws and amendments
- Rules and regulations of the association
- Notices and agendas for upcoming unit owner and board meetings (posted in accordance with statutory advance timing requirements)
- Any documents to be considered at meetings (at least 7 days before the meeting)
- Approved minutes of all board meetings over the preceding 12 months
- Video recordings or links to recordings of meetings conducted via electronic means for the past year
- The annual budget and any proposed budget
- Financial reports and monthly statements to be considered at meetings
- A list of all executory contracts or documents to which the association is a party
- Summaries of bids received in the past year for materials, equipment, or services
- Inspector-prepared structural integrity and life safety inspection reports
- The most recent structural integrity reserve study (SIRS), if applicable
- Copies of all building permits issued for ongoing or planned construction
- Affidavits required under Chapter 718
- Contact information for board members and property managers is commonly included for transparency, though the statute focuses on official records. Associations should consult counsel to determine if additional postings are advisable.
Timing and compliance: When and how to post
The law is clear about timing. Most documents must be posted within 30 days of receipt or creation. Meeting materials have their own advance posting requirements — notices and agendas for unit owner meetings must be posted at least 14 days before the meeting, and documents to be considered at meetings at least 7 days in advance. Boards should inventory all required documents, ensure current records are uploaded, and establish internal processes for posting new notices and records promptly.
Access and security: Who gets in, and how?
The website or portal must include a protected electronic location accessible only to unit owners and authorized association employees. Owners should receive unique login credentials. This isn’t just a best practice — it’s a statutory requirement. Boards must also coordinate with counsel and management to confirm that protected or sensitive data is restricted or redacted as needed.
What happens if you don’t comply?
Noncompliance isn’t just a technicality. Failing to meet the website requirements can lead to owner complaints, litigation, and statutory violations. The Department of Business and Professional Regulation (DBPR) has the authority to investigate and enforce compliance. Boards that ignore the law risk fines, reputational damage, and even personal liability in some cases.
Practical steps for your board
- Inventory all required documents and notices.
- Upload current records to the website or portal.
- Set up a process for posting new documents within the required timeframes.
- Work with your management company and legal counsel to ensure compliance and data protection.
- Train board members and staff on the new requirements and procedures.
- Communicate with owners about how to access the portal and what they’ll find there.
- Consider periodic audits of your website content to ensure ongoing compliance, especially after board transitions or major document updates.
