Serving on a Condominium Owners’ Association (COA) board is more than attending meetings and voting on community issues. Board members are responsible for managing finances, maintaining shared property, enforcing governing documents, and making sure the association complies with Florida law.
Recent legislative changes—especially after the Surfside tragedy—have added new requirements for condominium boards related to building safety, inspections, and reserve funding.
Whether you’re a new board member or have served for years, understanding these rules can help your board operate smoothly and avoid unnecessary disputes.
Here are 10 important things every Florida condominium board member should know.
1. Board Meetings Have Strict Rules
Condominium board meetings cannot be informal or spontaneous.
For associations with more than 10 units, the board must meet at least once each quarter. Meetings must also follow specific rules, including:
- 48 hours’ posted notice
- A clear meeting agenda
- An opportunity for owners to ask questions about agenda items
Unit owners also have the right to record board meetings, and board members cannot vote by email. Official votes must take place during properly noticed meetings.
2. Know What Counts as a “Common Element”
One of the most important concepts in condominium law is the definition of common elements.
In simple terms, these are the parts of the condominium property that are not part of an individual unit.
Common elements can include things like:
- Structural components of the building
- Shared utility systems
- Wiring, plumbing, and ducts serving multiple units
- Areas used by all residents
Understanding what qualifies as a common element helps determine who is responsible for maintenance, repairs, and funding those repairs.
3. Associations Can Enter Distressed or Abandoned Units
In certain situations, the association has the right to enter a unit.
This can happen when access is necessary for:
- Maintenance of common elements
- Repairs affecting other units
- Emergency situations
Florida law also allows boards to enter abandoned units under specific circumstances, such as when the unit appears unoccupied for an extended period and the owner cannot be located.
Except in emergencies, the association generally must provide two days’ notice before entering the unit. Costs associated with necessary repairs may be charged back to the unit owner as an assessment.
4. Records Requests Must Be Handled Carefully
Condominium associations must maintain official records, and owners often have the right to request access to them.
When responding to an official records request, associations may charge a reasonable fee, generally not exceeding $150 plus copying costs and certain attorney’s fees.
To avoid confusion or disputes, many associations provide:
- A list of the records made available
- Identification of any records that were not provided
Clear documentation helps demonstrate that the association responded appropriately to the request.
5. Many Associations Must Maintain a Website
Florida law now requires many condominium associations to maintain an official website or secure online portal.
Condominium associations with 25 or more units must provide an online location where owners can access required documents, such as:
- Governing documents
- Budgets and financial reports
- Contracts and insurance policies
- Meeting notices and minutes
These websites must include a protected section accessible only to unit owners and association staff.
6. Structural Integrity Reserve Studies (SIRS) Are Now Required
Florida law now requires many condominium associations to complete a Structural Integrity Reserve Study (SIRS).
A SIRS evaluates major structural components of the building and determines how much money the association should be setting aside for future repairs and replacements.
For many associations, the initial SIRS was required to be completed by December 31, 2025. If your association has not yet completed this study, it should be addressed as soon as possible to ensure compliance.
A SIRS must include:
- Identification of structural reserve components
- An estimate of remaining useful life
- A funding plan designed to keep reserve balances above zero
Associations may also be required to sign an affidavit acknowledging receipt of the completed study
7. Milestone Inspections Are the Next Major Deadline
Another major requirement affecting many condominium associations is the milestone inspection.
These inspections apply to condominium and cooperative buildings that:
- Are three or more stories in height, and
- Are intended for human habitation
Milestone inspections evaluate the structural integrity and safety of the building and help identify potential structural issues before they become serious hazards.
For many associations, the milestone inspection must be completed by December 31, 2026.
After the inspection is completed, the association must:
- Provide a summary of the inspection report to unit owners within 45 days
- Post the summary in a conspicuous location on the property
- Publish the summary on the association website if one is required
Many associations choose to coordinate milestone inspections and reserve planning together to ensure their financial planning reflects the building’s structural condition.
8. Reserve Funding Rules Have Changed
Recent legislative updates have significantly changed how associations handle reserves.
Some key updates include:
- The threshold for reserve items increased to $25,000
- Associations may use alternative funding methods in certain situations
- Reserve funds can be invested in bank accounts or certificates of deposit without owner approval
Reserve funding is a major responsibility for condominium boards, and understanding these rules is essential for long-term financial planning.
9. Electronic Voting Is Allowed — But Not Automatic
Condominium associations may allow electronic voting, but boards must first follow certain procedures.
Typically this includes:
- Adopting a board resolution authorizing electronic voting
- Using a secure vendor with authentication procedures
If 25% of the voting interests petition the board, the board must adopt a resolution allowing electronic voting.
Owners who vote electronically count toward quorum requirements, which can help associations conduct business more efficiently.
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10. Financial Reporting Requirements Vary by Revenue
Florida law requires condominium associations to prepare annual financial reports, and the type of report required depends on the association’s revenue.
Financial reports must generally be completed within 180 days after the end of the fiscal year.
Depending on revenue levels, the association may need to provide:
- A report of cash receipts and expenditures
- A compiled financial statement
- A reviewed financial statement
- A full audit
Owners may vote to reduce the level of reporting if the statute allows it.
Serving on a Condominium Board Comes With Real Responsibility
Condominium law in Florida has changed significantly in recent years. Board members who stay informed about these requirements can help their associations remain compliant while protecting the long-term financial and structural health of their community.
If your association board has questions about compliance, inspections, reserves, or governance, speaking with an experienced condominium attorney can help clarify your responsibilities and reduce risk.
Last Updated on March 26, 2026 by The Orlando Law Group
