As communities move through the year, condominium association boards should remember an important governance requirement: board meetings must be held at least once each quarter. This requirement, introduced through recent updates to the Florida House Bill 913, is intended to promote transparency and ensure that association business is addressed on a regular basis.
For boards, these quarterly meetings provide an opportunity to review finances, discuss maintenance issues, address owner concerns, and keep the community informed about decisions that impact the association.
The good news is that complying with the quarterly meeting requirement has become more flexible. Florida law now expressly allows condominium board meetings to be held by video conference. This means boards can conduct meetings remotely while still allowing owners to observe and participate. Board members who attend virtually may discuss and vote on matters before the board, making virtual meetings a practical option for busy boards or communities with seasonal residents.
However, there are a few key requirements to keep in mind when conducting a virtual meeting:
- The meeting notice must include a hyperlink or instructions for owners to join the meeting online.
- The notice must also list the physical meeting location where owners may attend in person.
- The virtual meeting must be recorded, and the recording must be kept as part of the association’s official records for at least one year.
Since boards are required to meet at least quarterly, associations should review their meeting calendars to ensure they remain in compliance throughout the year. Incorporating virtual meeting options can make scheduling easier while still providing owners with meaningful access to board discussions and decisions.
If your association has questions about meeting requirements or other recent updates to Florida condominium law, our firm is happy to help guide you through these changes and ensure your governance practices remain compliant.
