Florida Condo Meeting Minutes Requirements in 2026
A complete, verified guide to what your condo association must do under current Florida law — including requirements most boards don't know about yet.
The Website Mandate: 25+ Units
Under HB 1021 (signed June 2024), the threshold for mandatory association websites dropped dramatically. As of January 1, 2026, any association managing a condominium with 25 or more units must post digital copies of official records on a website or through a downloadable mobile application. Previously, this only applied to associations with 150 or more units.
If your association has 25+ units and doesn't have a website with records posted yet, you are currently out of compliance.
Source: HB 1021 — §718.111(12)(g)
The 30-Day Posting Rule
HB 913 (signed June 2025, effective July 1, 2025) added a specific timeline: associations must update their website within 30 days of any change to required records. This means approved meeting minutes must be posted within 30 days. The law also requires the last 12 months of approved board minutes to be maintained on the website.
Source: HB 913 — §718.111(12)(g)
The Record Inspection Checklist (Most Boards Are Missing This)
This is one of the most important changes from HB 1021 — and one that most volunteer boards have never heard of.
When any unit owner submits a written request to inspect records, the association must simultaneously provide a checklist that identifies every record made available for inspection AND every record that was NOT made available. This checklist must be retained for 7 years. Delivering it creates what the law calls a "rebuttable presumption" that the association complied with the request.
Why this matters: If you provide the checklist, you have legal protection. If you don't, you're exposed. It's that simple. And if you fail to provide records within 10 business days of a written request, there's a legal presumption that you willfully failed to comply.
Source: HB 1021 — §718.111(12)(c)(1)(b)
Quarterly Meetings with Mandatory Owner Q&A
HB 1021 requires residential associations with more than 10 units to hold board meetings at least once per quarter. Each quarterly meeting agenda must include an opportunity for members to ask questions about construction and repair projects, current revenues and expenditures, and other issues affecting the condominium.
This is not optional. It's not something the board chair can shut down or skip. It is a statutory right for unit owners.
Source: HB 1021 — §718.112(2)(d)
Director Education Is Now Mandatory
Directors can no longer just sign a written certification form saying they've read the governing documents. Under HB 1021, every director must complete at least 4 hours of educational instruction covering elections, financial literacy, recordkeeping, enforcement, notice requirements, milestone inspections, and structural integrity reserve studies.
Directors elected or appointed before July 1, 2024 were required to complete this by June 30, 2025. New directors must complete it within 90 days of election or appointment. The educational certificate is valid for 7 years, and directors must complete 1 additional hour of continuing education each year thereafter.
Source: HB 1021 — §718.112(2)(d)4.b.
Video Conference Meetings
HB 913 officially authorizes condo associations to conduct board meetings, budget meetings, and unit member meetings by video conference. However, there are important requirements: meetings must be recorded and the recording maintained as an official record. Meeting notices must include a hyperlink and call-in number, as well as identify a physical location where owners may attend in person. The physical location must be within 15 miles of the condo or within the same county.
Board members appearing by video conference may vote, but their presence may not count toward a quorum.
Source: HB 913 — §718.112(2)(d)
Criminal Penalties for Non-Compliance
This is the part that gets board presidents' attention. HB 1021 added real criminal penalties to the Florida Condominium Act:
Third-Degree Felony: Willfully and knowingly refusing to release or produce association records with the intent to avoid detection, arrest, or punishment for a crime. The person must be removed from office.
First-Degree Misdemeanor: Knowingly or intentionally defacing or destroying required accounting records, or failing to create or maintain required accounting records, with intent to cause harm. Subject to civil penalty and removal from office.
Second-Degree Misdemeanor: Knowingly, willfully, and repeatedly (2+ violations within 12 months) violating requirements for owner inspection and copying of official records. Must be removed from office.
Additionally, if an owner requests records and the association fails to provide them within 10 business days, the association may face fines up to $50 per day under §718.111(12).
Source: HB 1021 — §718.111(12)(c)(2)-(4)
Expanded Official Records
HB 1021 significantly expanded the list of records associations must maintain. The official records now expressly include all invoices, transaction receipts, deposit slips that substantiate any receipt or expenditure, all building permits, and board member educational certificates. Records must be maintained in an organized manner that facilitates inspection by unit owners. If records are lost, destroyed, or otherwise unavailable, the association has an affirmative obligation to make a good-faith effort to obtain and recover them.
Source: HB 1021 — §718.111(12)(a)-(b)
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