THE BOSS CONDO FAQ's

Yes. Unit owners have the right to use a portable device (like a phone or tablet) to scan or take photographs of the records at no charge.

Yes, an authorized representative of a unit owner has the same inspection rights as the owner.

No. The association may not charge for the personnel time required for the inspection.

Official records must be made available for inspection within 10 working days after the board or its designee receives a written request. Failure to comply creates a rebuttable presumption that the association willfully failed to comply, potentially entitling the owner to damages.

The records must be made available to a unit owner within 10 working days after receipt of a written request.

Associations with 25 or more units are required to post digital copies of specific official records (like the declaration and annual budget) on a secure website or app.

The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).

They must be maintained within the state of Florida and be available for inspection within 45 miles of the condominium property or within the county where the condominium is located.

Yes. Ballots, sign in sheets, boating proxies, and all other papers relating to boating by unit owners must be maintained for 1 year from the date of the election or vote.

Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.

No. Any medical records of unit owners or residents are strictly confidential.

No. Records prepared by an association attorney (or at their direction) that reflect “mental impressions” or strategy regarding litigation are exempt until the litigation is concluded.

Yes. You generally cannot access attorney-client privileged info, personnel records of employees, or the personal medical information of other owners.

Only if the unit owner has consented in writing to receive notices by electronic transmission. If an owner has not consented, their email address is protected and must be redacted before the roster is shared with third parties or other unit owners.

Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).

Yes. Unit owners have the right to use a portable device (like a phone or tablet) to scan or take photographs of the records at no charge.

Yes, an authorized representative of a unit owner has the same inspection rights as the owner.

No. The association may not charge for the personnel time required for the inspection.

Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.

Yes. You have the right to use a portable device (phone, tablet, scanner) to make copies for free. The Association can only charge you if they are the ones making the copies.

They can charge for copies (at a reasonable rate), but they cannot charge you just to look at them. You also have the right to use your phone to “scan” records for free.

Yes. When an association produces records for inspection, they must simultaneously provide the requestor with a checklist identifying all records provided and specifically noting any requested records that were not provided.

Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.

Since 2025, the law requires the Association to provide you with a checklist of what records were provided and what was missing when you make a formal request. in addition, they have to make a good faith effort to try to locate missing records and notate that effort on the checklist. It’s a great “paper trail” for both sides!

Official records must be made available for inspection within 10 working days after the board or its designee receives a written request. Failure to comply creates a rebuttable presumption that the association willfully failed to comply, potentially entitling the owner to damages.

The records must be made available to a unit owner within 10 working days after receipt of a written request.

These are permanent records and must be kept from the inception of the association.

Financial and accounting records must be maintained for at least 7 years.

Minutes must be kept permanently. Most other records (like tax returns and contracts) have a 7-year retention rule.

No. This information is considered protected and must be redacted from records before inspection.

Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.

Associations with 25 or more units are required to post digital copies of specific official records (like the declaration and annual budget) on a secure website or app.

If the association fails to provide records within 10 working days, a unit owner may be entitled to actual damages or minimum damages. Minimum damages are $50 per calendar day for up to 10 days, starting on the 11th working day.

The board has a “good faith” legal obligation to recover or obtain those records if they are lost or destroyed. Intentionally destroying or defacing accounting records is now a criminal offense under Florida law.

There is a “good faith” obligation to recover them. Knowingly destroying accounting records to hide evidence is now a criminal offense in Florida.

If you submit a written request to inspect records, the Association must provide access within 10 working days. If they fail, you could be entitled to $50 per day in damages (up to $500).

If you make a written request to inspect records, the Association must make them available within 10 working days.

Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.

If a director willfully refuses to release records to hide a crime, it’s a felony. Florida has gotten very serious about transparency in 2026.

The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).

When a unit owner files a written inquiry by certified mail, the board must respond in writing within 30 days of receipt. The response must either give a substantive answer, notify the owner that a legal opinion has been requested, or notify the owner that advice has been requested from the Division of Condominiums.

A copy of all current insurance policies (or certificates) must be kept.

By January 1, 2026, associations with 25 units or more are required to have a website or mobile app where digital copies of bylaws, budgets, and SIRS reports are posted.

They must be maintained within the state of Florida and be available for inspection within 45 miles of the condominium property or within the county where the condominium is located.

Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.

No. Any medical records of unit owners or residents are strictly confidential.

No. Records prepared by an association attorney (or at their direction) that reflect “mental impressions” or strategy regarding litigation are exempt until the litigation is concluded.

Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.

Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).

Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.

No. This information is considered protected and must be redacted from records before inspection.

Yes. Ballots, sign in sheets, boating proxies, and all other papers relating to boating by unit owners must be maintained for 1 year from the date of the election or vote.

Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.

Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.

These are permanent records and must be kept from the inception of the association.

Financial and accounting records must be maintained for at least 7 years.

Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.

Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.

A copy of all current insurance policies (or certificates) must be kept.