Compliance Checklist: Mandatory Documents for Florida Condo Websites

As a Florida Condominium Association, transparency isn’t just important—it’s required. Keeping your owners informed is part of that commitment. One of the easiest ways to do that is through your website. Take a moment to check—does your Association site include the following documents?

To stay compliant and keep everyone in the loop, Associations should maintain current digital copies of:

Governing Documents

• Declaration of Condominium + all amendments
• Bylaws + amendments
• Articles of Incorporation (filed with the state) + amendments
• Association rules

Meeting Information (last 12 months)

• Approved board meeting minutes
• Video recordings (or links) of meetings held by video

Contracts & Bids

• List of all active contracts
• List of bids received in the past year
• Bid summaries for items over $500 (or full bids) — kept for 1 year

Financial Information

• Current annual budget + proposed budget
• Financial reports + monthly income/expense statements

Board & Governance

• Director certifications
• Contracts involving board members with financial interest
• Conflict of interest documents

Meeting Notices

• Unit owner meeting notices + agendas (posted at least 14 days before)
• Related documents (posted at least 7 days before)
• Board meeting notices, agendas, and required documents

Building & Safety

• Structural and safety inspection reports
• Most recent structural integrity reserve study
• Building permits for ongoing or planned work

Other Required Records

• Any required affidavits

Timing matters:

• Meeting notices: at least 14 days before
• Documents for meetings: at least 7 days before
• Most records: keep at least 1 year
• Effective 7-1-2026 -Board members eight year consecutive term limitation is implemented (Board service starting 7-1-2018 or later must adhere to this requirement) unless there is a two-thirds of all votes cast in election or not enough eligible candidates to fill the vacancies.

Bottom line:

Owners should be able to see how the association is run, how money is spent, and whether the building is safe, it likely must be posted and kept up to date.

Your Association website is not only a valuable resource, but also a key opportunity to keep homeowners informed, connected, and involved in your community.

Meet the Author

Renee Bowman

A University of Florida graduate and licensed 2-20 Agent, Renee brings over 35 years of insurance experience to our team. She is committed to delivering exceptional service and ensuring our clients receive the dedicated support they need.