RESTRICTED AREA

Password-Protected Section

Florida law requires a secure, owner-only area for official records that must be accessible through login credentials.

This section must include:

Governing Documents - Declaration of Condominium (and all amendments), Bylaws, Articles of Incorporation, and Rules and Regulations

Financial Information - Current Budget and Financial Reports, Proposed Budgets, and Summary of bids (for contracts > $500)

Contracts - All current management or service contracts

Meeting Materials - Board Meeting Notices, Agendas, and Approved minutes from meetings (at least 12 months)

Other Required Records - Structural Integrity Inspection Reports and Reserve Studies (when applicable)

Other Official Records - Lists of bids received and related information

House Bill 913 expands and clarifies the list of documents that must be maintained as official records by condominium associations, with an emphasis on transparency and timely digital access.

Under the amended Florida Statutes §718.111(12)(a)(6), associations are now required to treat video recordings of all meetings conducted by video conference as official records. These recordings must be retained for at least one (1) year from the date they are posted, in accordance with the existing requirements under §718.11 l(12)(g).

Section 718.103(33), Florida Statutes, defines the term “video conference” to mean “a real-time audio and video-based meeting.” The statute defines video conference as a real-time audio and video-based meeting, not those with only one or the other. Condo Five has set as policy of doing voice only zoom meetings so we will not be required to maintain the recordings as official records.

In addition to video recordings, the statute now explicitly includes the following as official records:

Bank statements and ledgers, and Copies of all affidavits received or created by the association. For associations required to maintain a website, any official record must be posted online or made available for download within 30 days of the association either receiving or creating the record.