THE BOSS CONDO FAQ's
Welcome to Your “One-Stop Shop” for
Condo Questions & Answers !
Clear Answers. No Legalese. No Guesswork.
You Asked. We Delivered. (No Returns Necessary.)
If there is one thing I’ve learned from our owners and board members, it’s that “condo life” often comes with more questions than a toddler on a road trip. Navigating the rules of the road shouldn’t feel like you’re reading a map in a storm.
Because clarity is a luxury you deserve, I’m launching a dedicated Q&A forum right here on this page. Consider this your official “one-stop shop” for answers—no more digging through old emails or guessing at bylaws. As the questions roll in, the answers will go up.
Think of it as your community cheat sheet, minus the detention.
Let’s be honest: navigating Florida’s Condo Statutes (especially the 2024–2026 updates) can feel a bit like trying to assemble IKEA furniture in the dark. Between Statute 718.111 (the “Business” of the condo) and Statute 718.112 (the “Rules” of the road), there is a lot of fine print to digest. I’ve heard from many of you that finding straight answers is the biggest hurdle to enjoying condo life.
You asked – We delivered.
This page is now your official Q&A Forum. Think of it as the community “cheat sheet.” Whether you’re curious about our new website requirements, structural reserves, or who really pays for that leaky water heater, you’ll find the answers here.
How it Works:
The Archives: Below, you’ll find an evolving list of the most frequent questions regarding Florida Law and our Association.
Your Turn: Have a question that isn’t answered yet? [Submit it here].
The Update: We’ll post the answer right here for everyone to see. No more hunting through old meeting minutes or “he-said, she-said” in the lobby.
We will continue to add new questions regularly, so hit me up on the Contact Us page or click the SUBMIT link in yellow above and we’ll get it added Likity-Split!
We’re taking the mystery out of the statutes so we can get back to the best part of living here: actually living here.
Quick Legal Disclaimer for Those Who Don’t like to Play Nice…
Disclaimer: All information contained on this website or blog is for informational purposes only, and should not be interpreted as legal advice. The owner of this website is not an attorney, does not give legal advice, nor does he claim to be an attorney. The owner of this website does not assume any responsibility or liability for any omissions or errors in the information provided. The recipient of any information provided on this website or blog is free to acccept or reject any of the information provided at any time. The owner disclaims any and all warranties, including implied warranties, regarding the accuracy and reliability of the information contained therein. All information contained on this website or blog may be used for other purposes without the owner’s consent.
Access & Inspection (8)
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.
0
0
Yes, an authorized representative of a unit owner has the same inspection rights as the owner.
0
0
No. The association may not charge for the personnel time required for the inspection.
0
0
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.
0
0
The records must be made available to a unit owner within 10 working days after receipt of a written request.
0
0
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.
0
0
What is the penalty if an association willfully fails to provide records within the 10-day window?
The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).
0
0
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.
0
0
Association Records (45)
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.
0
0
Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.
0
0
No. Any medical records of unit owners or residents are strictly confidential.
0
0
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.
0
0
Yes. You generally cannot access attorney-client privileged info, personnel records of employees, or the personal medical information of other owners.
0
0
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.
0
0
Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).
0
0
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.
0
0
Yes, an authorized representative of a unit owner has the same inspection rights as the owner.
0
0
No. The association may not charge for the personnel time required for the inspection.
0
0
Non-material errors generally do not invalidate a properly promulgated amendment.
0
0
Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.
0
0
Generally no; they require a vote of the unit owners unless the bylaws specifically grant the board that power.
0
0
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.
0
0
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.
0
0
Yes, the association must be a Florida not-for-profit corporation.
0
0
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.
0
0
Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.
0
0
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!
0
0
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.
0
0
The records must be made available to a unit owner within 10 working days after receipt of a written request.
0
0
These are permanent records and must be kept from the inception of the association.
0
0
Financial and accounting records must be maintained for at least 7 years.
0
0
Minutes must be kept permanently. Most other records (like tax returns and contracts) have a 7-year retention rule.
0
0
New text must be underlined, and deleted text must be stricken through.
0
0
No. This information is considered protected and must be redacted from records before inspection.
0
0
Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.
0
0
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.
0
0
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.
0
0
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.
0
0
There is a “good faith” obligation to recover them. Knowingly destroying accounting records to hide evidence is now a criminal offense in Florida.
0
0
It is not valid until it is recorded in the public records of Palm Beach County..
0
0
Capitalized and bolded text at least as large as the surrounding text (minimum 10pt).
0
0
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).
0
0
If you make a written request to inspect records, the Association must make them available within 10 working days.
0
0
Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.
0
0
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.
0
0
What is the penalty if an association willfully fails to provide records within the 10-day window?
The association may be liable for actual damages or statutory damages of $50 per calendar day (up to 10 days, totaling $500).
0
0
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.
0
0
If the bylaws are silent, they may be amended by a vote of two-thirds of the voting interests.
0
0
Florida law recently underwent significant changes regarding transparency and digital access. Whether your association is legally required to maintain a website depends primarily on its size and type.
Condominiums: Mandatory for associations with 25 or more units
These websites must include a “protected” section that is inaccessible to the general public and only open to unit owners and employees of the association.
The requirements for an association website act as a digital “official records” library. Florida law (Statutes 718 and 720) dictates that while many records must be maintained for 7 years, only specific subsets must be posted to the website for owner access. 📁
Critical Exceptions (What CANNOT be posted) 🔒
To protect privacy and legal strategy, the following records are strictly excluded from the website even if they are “official records”:
-
Attorney-Client Privilege: Any documents related to ongoing or potential litigation ⚖️.
-
Personnel Records: Social security numbers, medical records, or payroll info for employees 🚫.
-
Owner Privacy: Personal emails and phone numbers (unless the owner specifically consented to their use for official notice) 👤.
-
Unit/Parcel Details: Unit owner credit card numbers or sensitive financial account data.
Here is a breakdown of the core records required for the digital portal:
Digital Record Requirements 📋
| Record Type | Maintenance Duration | Website Requirement |
| Governing Documents (Declaration, Bylaws, Articles) | Permanent | Current version and all amendments 📜 |
| Meeting Notices & Agendas | 7 Years | Posted at least 14 days before the meeting 🗓️ |
| Minutes (Board and Member Meetings) | 7 Years | Posted after approval ✍️ |
| Annual Budget & Financials | 7 Years | Proposed budgets and final financial reports 💰 |
| Executory Contracts/Bids | 7 Years (Bids: 1 year) | Any contract currently in effect or under bid 🏗️ |
| Director & Officer Info | Current | Certification forms and contact details 📞 |
0
0
A copy of all current insurance policies (or certificates) must be kept.
0
0
The primary Florida Statutes governing the requirement for associations to maintain official records on a website or mobile application are found in Chapter 718 (The Condominium Act) and Chapter 720 (The Homeowners’ Association Act).
Below is the specific legal framework and the URLs to the official 2025 Florida Statutes:
I. Condominium Associations (Chapter 718)
As of January 1, 2026, all condominium associations with 25 or more units (excluding timeshares) are required to maintain a website or mobile application containing specific official records.
Statute Section: Section 718.111(12)(g), Florida Statutes
Key Requirements:
The website must be password-protected and inaccessible to the general public.
The association must provide unit owners with a username and password upon request.
Mandatory Documents Include:
The recorded Declaration of Condominium and all amendments.
The Articles of Incorporation and Bylaws.
Current Rules and Regulations.
Management agreements and any other contracts to which the association is a party.
The annual budget and any proposed budgets.
Financial reports and the most recent financial statement.
Board meeting notices and agendas (posted at least 48 hours in advance).
Member meeting notices and agendas (posted at least 14 days in advance).
III. Comparison & Analogies
To better understand the scope of these requirements, consider the following analogies:
The “Digital File Cabinet” Analogy:
Just as a physical office must keep records in a locked cabinet accessible to authorized personnel, the statute mandates a “Digital File Cabinet.” The website serves as the cabinet, and the password-protected portal acts as the lock, ensuring that while transparency is maintained for owners, private association business remains shielded from the general public.
The “Notice Board” Analogy:
Posting an agenda on the website is legally equivalent to pinning a physical notice to a community bulletin board. The statute simply modernizes this requirement to ensure that “notice” is truly accessible to owners who may not be physically present at the property.
0
0
At a minimum, they must be recorded as exhibits to the declaration in the public records of Palm Beach County. They should also be maintained by the Association. Each owner should also have a copy.
0
0
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.
0
0
Board Meetings (1)
Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.
0
0
Governing Documents (8)
Non-material errors generally do not invalidate a properly promulgated amendment.
0
0
Generally no; they require a vote of the unit owners unless the bylaws specifically grant the board that power.
0
0
Yes, the association must be a Florida not-for-profit corporation.
0
0
New text must be underlined, and deleted text must be stricken through.
0
0
It is not valid until it is recorded in the public records of Palm Beach County..
0
0
Capitalized and bolded text at least as large as the surrounding text (minimum 10pt).
0
0
If the bylaws are silent, they may be amended by a vote of two-thirds of the voting interests.
0
0
At a minimum, they must be recorded as exhibits to the declaration in the public records of Palm Beach County. They should also be maintained by the Association. Each owner should also have a copy.
0
0
Privacy & Exemptions (6)
No. Any medical records of unit owners or residents are strictly confidential.
0
0
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.
0
0
Yes. Meetings may be closed only to discuss personnel matters or to meet with the association’s attorney regarding proposed or pending litigation.
0
0
Generally, no. Personnel records—including health, insurance, and disciplinary records—are confidential (except for written employment agreements or salary info).
0
0
Only if the owner has consented in writing to receive notices by email. If they haven’t consented, their email address is private.
0
0
No. This information is considered protected and must be redacted from records before inspection.
0
0
Records Retention (8)
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.
0
0
Yes. Summaries of bids for materials, equipment, or services must be maintained for 1 year.
0
0
Yes, a certified copy of the permits, plans, and specifications used in the construction or improvement of the condominium must be maintained.
0
0
These are permanent records and must be kept from the inception of the association.
0
0
Financial and accounting records must be maintained for at least 7 years.
0
0
Yes. It must include names, unit identifications, mailing addresses, and, if provided by the owner to receive notice, email addresses and fax numbers.
0
0
Minutes of all meetings of the Association, the Board of Administration, and the unit owners must be kept for at least 7 years.
0
0
A copy of all current insurance policies (or certificates) must be kept.
0
0
Website (2)
Florida law recently underwent significant changes regarding transparency and digital access. Whether your association is legally required to maintain a website depends primarily on its size and type.
Condominiums: Mandatory for associations with 25 or more units
These websites must include a “protected” section that is inaccessible to the general public and only open to unit owners and employees of the association.
The requirements for an association website act as a digital “official records” library. Florida law (Statutes 718 and 720) dictates that while many records must be maintained for 7 years, only specific subsets must be posted to the website for owner access. 📁
Critical Exceptions (What CANNOT be posted) 🔒
To protect privacy and legal strategy, the following records are strictly excluded from the website even if they are “official records”:
-
Attorney-Client Privilege: Any documents related to ongoing or potential litigation ⚖️.
-
Personnel Records: Social security numbers, medical records, or payroll info for employees 🚫.
-
Owner Privacy: Personal emails and phone numbers (unless the owner specifically consented to their use for official notice) 👤.
-
Unit/Parcel Details: Unit owner credit card numbers or sensitive financial account data.
Here is a breakdown of the core records required for the digital portal:
Digital Record Requirements 📋
| Record Type | Maintenance Duration | Website Requirement |
| Governing Documents (Declaration, Bylaws, Articles) | Permanent | Current version and all amendments 📜 |
| Meeting Notices & Agendas | 7 Years | Posted at least 14 days before the meeting 🗓️ |
| Minutes (Board and Member Meetings) | 7 Years | Posted after approval ✍️ |
| Annual Budget & Financials | 7 Years | Proposed budgets and final financial reports 💰 |
| Executory Contracts/Bids | 7 Years (Bids: 1 year) | Any contract currently in effect or under bid 🏗️ |
| Director & Officer Info | Current | Certification forms and contact details 📞 |
0
0
The primary Florida Statutes governing the requirement for associations to maintain official records on a website or mobile application are found in Chapter 718 (The Condominium Act) and Chapter 720 (The Homeowners’ Association Act).
Below is the specific legal framework and the URLs to the official 2025 Florida Statutes:
I. Condominium Associations (Chapter 718)
As of January 1, 2026, all condominium associations with 25 or more units (excluding timeshares) are required to maintain a website or mobile application containing specific official records.
Statute Section: Section 718.111(12)(g), Florida Statutes
Key Requirements:
The website must be password-protected and inaccessible to the general public.
The association must provide unit owners with a username and password upon request.
Mandatory Documents Include:
The recorded Declaration of Condominium and all amendments.
The Articles of Incorporation and Bylaws.
Current Rules and Regulations.
Management agreements and any other contracts to which the association is a party.
The annual budget and any proposed budgets.
Financial reports and the most recent financial statement.
Board meeting notices and agendas (posted at least 48 hours in advance).
Member meeting notices and agendas (posted at least 14 days in advance).
III. Comparison & Analogies
To better understand the scope of these requirements, consider the following analogies:
The “Digital File Cabinet” Analogy:
Just as a physical office must keep records in a locked cabinet accessible to authorized personnel, the statute mandates a “Digital File Cabinet.” The website serves as the cabinet, and the password-protected portal acts as the lock, ensuring that while transparency is maintained for owners, private association business remains shielded from the general public.
The “Notice Board” Analogy:
Posting an agenda on the website is legally equivalent to pinning a physical notice to a community bulletin board. The statute simply modernizes this requirement to ensure that “notice” is truly accessible to owners who may not be physically present at the property.
0
0
Disclaimer: All information contained on this website or blog is for informational purposes only, and should not be interpreted as legal advice. The owner of this website is not an attorney, does not give legal advice, nor does he claim to be an attorney. The owner of this website does not assume any responsibility or liability for any omissions or errors in the information provided. The recipient of any information provided on this website or blog is free to acccept or reject any of the information provided at any time. The owner disclaims any and all warranties, including implied warranties, regarding the accuracy and reliability of the information contained therein. All information contained on this website or blog may be used for other purposes without the owner’s consent.