Serving on a Homeowners’ Association (HOA) board of directors comes with real responsibility. Board members help manage community finances, enforce governing documents, oversee vendors, and make decisions that affect every homeowner in the neighborhood.
Florida law also places specific legal requirements on HOA boards, particularly when it comes to meetings, records, contracts, and collection procedures.
Whether you are newly elected or have served for years, understanding these rules can help your board operate more effectively and avoid unnecessary legal issues.
Below are 10 important rules every Florida HOA board member should know.
1. Board Members Must Complete Required Education
Florida law requires HOA board members to complete education or certification training after being elected or appointed.
Board members must either submit a written certification confirming they have read the governing documents and understand their responsibilities or complete an approved educational course.
The certification or educational certificate is valid for four years.
Continuing education requirements depend on the size of the association:
- Associations with more than 2,500 parcels: 8 hours of continuing education
- Associations with fewer than 2,500 parcels: 4 hours of continuing education
A board member who fails to submit the required certification may be suspended from the board until the requirement is satisfied.
2. Not Everyone Is Eligible to Serve on the Board
Florida law limits who can serve on an HOA board.
A person is not eligible to serve as a director if they:
- Are more than 90 days delinquent in paying a monetary obligation to the association, or
- Have been convicted of a felony within the past five years
These statutory requirements are the primary reasons a homeowner may be disqualified from serving on the board.
3. Board Meetings Must Be Open to Owners
Most HOA board meetings must be open to members of the association.
There are limited exceptions, including meetings involving:
- Discussions with the association’s attorney, or
- Personnel matters
Owners also have the right to participate in board meetings regarding agenda items, although associations may adopt reasonable rules governing the frequency, duration, and manner of participation.
4. Owners Have the Right to Record Meetings
Homeowners may audio or video record board meetings and membership meetings.
Associations may adopt reasonable rules to ensure recordings do not interfere with the meeting. For example, recording devices should not disrupt the meeting or distract participants.
This transparency requirement helps ensure association decisions are conducted openly and fairly.
5. Electronic Voting Requires Proper Setup
Electronic voting can help associations increase participation and achieve quorum during elections or membership votes.
Before implementing electronic voting, the association must:
- Adopt a board resolution authorizing electronic voting
- Select a secure electronic voting vendor
- Update meeting notices and proxy procedures if necessary
Collecting email addresses from homeowners can also help streamline communication and voting processes.
6. Associations Must Maintain Official Records
HOAs must maintain certain official records for at least seven years, unless otherwise specified.
These records may include:
- Governing documents
- Meeting minutes
- Financial records
- Contracts and vendor agreements
- Ballots and voting records
Failure to maintain or properly provide access to official records can create legal problems for the association.
Florida law also states that a director, board member, association, or community association manager who knowingly and repeatedly fails to comply with official records requirements with intent to cause harm may commit a second-degree misdemeanor.
Because of this, many associations adopt a formal records request policy.
7. Large Contracts Usually Require Competitive Bids
When an association enters into a contract that exceeds 10% of the association’s total annual budget, Florida law generally requires the association to obtain competitive bids.
However, several types of contracts are not subject to the competitive bidding requirement, including contracts with:
- Attorneys
- Accountants
- Architects
- Engineers
- Community Association Managers
- Landscape services
Competitive bidding is also not required if the vendor is the only available provider within the county serving the association.
Even when competitive bidding is not required, boards should still conduct due diligence before entering into major contracts.
8. Changing Management Companies Requires Planning
Switching community management companies can be a complex process.
Before making a change, boards should:
- Review the current management contract
- Understand termination provisions and notice requirements
- Allow sufficient time for the transition of records and responsibilities
Many associations use a Request for Proposal (RFP) process when selecting a new management company.
Boards should also plan for 90 to 120 days to ensure a smooth transition and confirm that all community records are transferred properly.
9. HOA Collection Procedures Must Follow Strict Notice Requirements
Florida law requires HOA boards to follow specific procedures when collecting unpaid assessments.
Before an association can charge attorney’s fees related to a delinquent assessment, it must first send a written notice of late assessment giving the owner an opportunity to pay the amount owed.
Before recording a lien, the association must provide 45 days’ notice of its intent to record the lien.
After recording the lien, the association must provide another 45-day notice before filing a foreclosure action.
These notices must be sent by certified or registered mail as well as first-class mail to both the owner’s mailing address and the property address.
If proper notice is not provided, the association may lose the ability to recover attorney’s fees or costs.
10. HOAs Cannot Regulate What Cannot Be Seen
Florida law limits an HOA’s ability to regulate certain items located on a homeowner’s property.
Under Florida Statute 720.3045, associations generally cannot prohibit owners from installing or storing items that are not visible from the front of the parcel or from an adjacent parcel.
Examples may include:
- Artificial turf
- Boats
- Recreational vehicles
- Flags
Understanding this limitation can help HOA boards avoid enforcement actions that may conflict with state law.
Serving on an HOA Board Comes With Real Responsibility
HOA board members play an important role in managing their communities and ensuring that associations operate in accordance with Florida law.
Understanding these rules can help board members avoid disputes, improve transparency, and make informed decisions that benefit the entire community.
If your HOA board has questions about governance, compliance, or disputes within your association, speaking with an experienced association attorney can help clarify your responsibilities and protect your community.
Last Updated on March 26, 2026 by The Orlando Law Group
