Complying with Florida HOA and condo website requirements

This article is for informational purposes only and does not constitute legal advice. We encourage you to seek legal advice as needed from an attorney.

Recent Florida legislative updates—most notably HB 1203, HB 59, and HB 1021—have introduced new requirements for HOAs and condos to make specific records available digitally. These changes are now incorporated into the Florida Statutes, specifically Chapter 718 and Chapter 720.

Under these statutes, HOAs with 100 or more parcels were required to have a website or mobile-friendly platform in place by January 1, 2025, and condominium associations with 25 or more units will need to have one by January 1, 2026, where required notices, records, and documents are readily accessible to residents.

At HOA Express, we serve numerous communities in Florida, as well as all 50 U.S. states. Our platform not only provides features that facilitate compliance but also offers an intuitive, mobile-friendly interface trusted by communities statewide. In this article, we’ll outline how our platform supports Florida associations in meeting the new statutory requirements!

Governing documents

Florida law requires associations to post several governing documents online, including the following:

• Articles of incorporation
• Declaration (CC&Rs) and all amendments
• Bylaws and all amendments
• Rules and covenants
• Policies adopted by the community

You can upload all of these to your HOA Express website using our “Documents“ page type, which is designed to group several files together on a single page. You can rename, reorder, and replace files on this page at any time, making it easy to keep this information up to date. An example of what this could look like is provided below:

Meeting notices, agendas, and minutes

In addition to these governing documents, Florida law also requires HOAs and condos to provide digital access to important meeting-related documents. This includes:

• Notices and agendas for upcoming owner and board meetings
• Documents scheduled for review or discussion at meetings
• Approved minutes from board meetings

HOA Express’s folders and subfolders feature makes it easy to organize these materials by topic and year. For instance, you can create a “Community Documents” folder with subfolders for meeting notices, agendas, and minutes, then add “Documents” pages for each year.

This structure streamlines file management, ensuring that residents can quickly find what they need without having to contact board members for this information. Here is how this could look:

Financial reporting

Other documentation that Florida statutes require to be made available digitally is financial documents. Those are listed below:

• Annual budget
• Proposed budget
• Financial reports
• Income and expense statements
• Audits or annual financial reviews (if available)
• Tax returns (if available)

We recommend organizing these documents in clearly labeled folders, subfolders, and pages, following the structure showcased previously. This helps residents quickly locate key financial information, promotes transparency, and fosters trust within your community!

Administrative and planning records

In addition to the above documentation, HOAs and condos are also required to make key administrative and planning records accessible online. Those include:

• Executory contracts and bids (current or pending agreements and proposals)
• Board member certifications and disclosures
• Reserve studies (if applicable)
• Inspection or safety-related reports (if applicable)

Protected content

Florida statutes specify that while some association records can be made available to the public, other information needs to be protected and accessible only to residents. HOA Express makes it simple to comply with these requirements through our page restrictions feature, allowing you to password-protect sensitive pages and control who can view specific content. All protected pages display a padlock icon for clarity and peace of mind.

Each community can determine which documents are public and which are protected. For instance, you may choose to keep governing documents publicly visible while restricting access to financials, contracts, meeting documents, and administrative records to registered and approved residents only.

Additionally, HOA Express employs many security measures to ensure your community’s data is secure (learn more here). This way, only authorized residents can access protected information, helping you meet compliance requirements and giving your community confidence in the security of your data!

Wrapping up

Florida’s new digital-access requirements don’t have to be a challenge. HOA Express provides an intuitive, user friendly interface to help your HOA or condo stay compliant, organized, and connected. Additionally, our platform offers a range of features to help streamline communication, promote involvement, and more, all at an affordable price.

Start for free, no credit card needed, and see how our platform can help your community! Our world-class customer success team is available to help provide guidance along the way, including migrating existing websites and hosting 1:1 personalized onboarding, so you can feel confident using our platform.