Florida Statute §718.111(12) specifies exactly which documents your condo association must post online. The list is longer than most boards realize — and missing even one category creates compliance exposure that any unit owner can act on immediately.
The following documents must be publicly accessible — any visitor to the website can view them without a password. Declaration of Condominium in its current form including all amendments. Articles of Incorporation. Bylaws and any amendments. Current rules and regulations. Current year adopted budget. Insurance certificate showing current coverage. Board member names and contact information. All notices of meetings posted at least 48 hours in advance.
The following documents must be in the secure owner portal accessible only to unit owners with verified credentials. Detailed financial statements and the most recent audit or review. Meeting minutes in full detail including financial discussions. All contracts the association is a party to including management agreements. Bids received for work over the threshold specified in the association's governing documents. Any document the board votes to make available only to unit owners.
An association that has a website but is missing required documents is still non-compliant. Meeting minutes that were not posted within 7 days of preparation are a violation. A budget that was not posted within 30 days of adoption is a violation. Each missing document category represents a separate violation that can be cited in a DBPR complaint. Associations in Manatee County and Sarasota County where unit owner awareness of compliance law is increasing should treat document currency as a monthly operational task.
All required documents carry equal weight under Florida Statute §718.111(12). However, meeting minutes and financial statements are the documents unit owners most frequently request. Associations that post all other documents but fail to maintain current minutes and financials remain in violation and face the same DBPR complaint exposure as those with no website at all.
Florida Statute §718.111(12) requires meeting minutes to be posted within 7 days of the meeting or within 7 days of the minutes being prepared, whichever occurs first. This is a tight deadline that requires a defined process — boards should designate someone responsible for posting immediately after each meeting.
Contracts the association is party to are generally required to be available to unit owners through the password-protected portal. However, the statute provides exceptions for certain sensitive contracts. Consult your association attorney for guidance on specific contracts — but when in doubt, err toward inclusion in the password-protected portal rather than exclusion.
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