Understanding the New Requirements for Florida Condominium Associations
Starting in 2025, new rules under Florida Statute 718 define how condominium associations must handle video conference meetings — including what needs to be recorded, posted, and retained. These updates apply only to condominiums, not to HOAs governed under Statute 720.
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If your board holds meetings via Zoom, Microsoft Teams, or any other video platform, here’s what you need to know to stay compliant.
What Must Be Recorded
When your board meets by video, the session must be recorded. The meeting notice also needs to:
- Clearly state that the meeting will be held via video.
- Include the join link, phone number, and a physical location for owners who prefer to attend in person.
For unit-owner meetings, including annual meetings:
- These can be held in person or by video.
- If held by video, a quorum of the board must be physically present at the listed location.
- The meeting must be recorded.
Committee meetings held by video conference also fall under these requirements whenever the committee takes final action or makes budget recommendations.
What Has to Be Posted Online — and Who It Applies To
Who: All condominium associations that manage 25 or more units (non-timeshare).
What: Within the owners-only portal, maintain a rolling 12 months of:
- Approved board meeting minutes, and
- The video recording (or a hyperlink to it) for all video-conference meetings of the board, unit owners, and committees.
When: Post the required materials within 30 days after they are created or received.
How Long Recordings Must Be Kept
Recordings of video meetings are now considered official records. Once the minutes are approved, the recording must be retained for at least one year after the date it was posted online or in the association’s app.
Sensitive or Closed Sessions
Some meetings are exempt from public access — for example, those involving pending litigation or personnel matters. If such meetings are recorded, work with your attorney to ensure confidentiality and proper handling of the files.
Quick Compliance Checklist
- Set your video platform to record before the meeting.
- Include the video link, phone number, and physical address in the meeting notice.
- Save the file with a clear name (e.g., 2025-05-10_BoardMeeting.mp4).
- Post the video or a secure link in the owners’ portal within 30 days.
- Keep the recording for one year after minutes are approved.
Why It Matters
These changes are part of a wider effort to improve transparency and record-keeping in Florida condominiums. By staying ahead of these requirements, boards and managers can build trust, avoid penalties, and make information more accessible to owners.