Florida CS/HB 1237, approved by both the House and Senate contains provisions that require all associations, including condominiums to have a community website for all residents to be able to login to a secure portal to access documentation, financial reports, insurance policy paperwork and any information pertaining to the board or association management.
In addition, all residents have to be supplied a secure login to this community website and all meetings and notices pertaining to upcoming meetings and agendas to be held by the board and community. The association or community website portal helps the community to access community and board documents, meeting information, minutes and notices within a secure web platform, accessible via your computer, tablet, cell phone or other mobile device.
The community website is a great way for the community management to communicate with residents and reduce expenses because the system does the majority of the work. Associations will find it easier to manage its communication and documents with this online service because a manager now posts up the documents once and all residents will be view and download the documents online, instead of sending out mass emails, sending out mail to each resident, or posting notices on a cork board or bulletin board, or even having to have every resident come into the office for this information.
Florida CS/HB 1237 Bill states that communities are required to have a website containing:
- Recorded declaration with amendments;
- Recorded bylaws with amendments;
- Articles of incorporation with amendments and current rules;
- Management contracts, leases or other contracts where the association is a party of which unit owners have obligations;
- Bid summaries for materials, equipment or services;
- Adopted annual budget and any proposed annual meeting budget;
- Year-end financial reports required by statute;
- Each director’s self-certification or evidence of participation in a Division approved educational program;
- Contracts or transactions between association and any director, officer, corporation, firm or any other entity in which an association director is financially interested;
- Conflict of interest disclosures; and
- Notices and agendas for membership and board meetings.
ConnectLuxe™ provides condo, HOA and townhouse management companies the ability to connect with their residents and provide concierge services at an affordable cost. ConnectLuxe™ provides residents the ability to reserve amenities available, connect with the management, update their contact information, review and download meeting notes, rules & regulations and search for approved experts and businesses within the community 24/7 using their computer, tablet or cell phone.
Below is the actual text re-posted bill from Senate/House Bill CS/HB 1237:
- By July 1, 2018, an association with 150 or more units which does not manage timeshare units shall post digital copies of the documents specified in subparagraph 2. on its website.
- The association’s website must be:
- An independent website or web portal wholly owned and operated by the association; or
- A website or web portal operated by a third party provider with whom the association owns, leases, rents, or otherwise obtains the right to operate a web page, subpage, web portal, or collection of subpages or web portals dedicated to the association’s activities and on which required notices, records, and documents may be posted by the association.
- The association’s website must be accessible through the Internet and must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to unit owners and employees of the association.
- Upon a unit owner’s written request, the association must provide the unit owner with a username and password and access to the protected sections of the association’s website that contain any notices, records, or documents that must be electronically provided.
- The association’s website must be:
- A current copy of the following documents must be posted in digital format on the association’s website:
- The recorded declaration of condominium of each condominium operated by the association and each amendment to each declaration.
- The recorded bylaws of the association and each amendment to the bylaws.
- The articles of incorporation of the association, or other documents creating the association, and each amendment thereto. The copy posted pursuant to this subparagraph must be a copy of the articles of incorporation filed with the Department of State.
- The rules of the association.
- Any management agreement, lease, or other contract to which the association is a party or under which the association or the unit owners have an obligation or responsibility. Summaries of bids for materials, equipment, or services must be maintained on the website for 1 year.
- The annual budget required by s. 718.112(2)(f) and any proposed budget to be considered at the annual meeting.
- The financial report required by subsection (13) and any proposed financial report to be considered at a meeting.
- The certification of each director required by s. 503 718.112(2)(d)4.b.
- All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated condominium association or any other entity in which an association director is also a director or officer and financially interested.
- Any contract or document regarding a conflict of interest or possible conflict of interest as provided in s. 468.436(2) and 718.3026(3).
- The notice of any unit owner meeting and the agenda for the meeting, as required by s. 718.112(2)(d)3., no later than 14 days before the meeting. The notice must be posted in plain view on the front page of the website, or on a separate subpage of the website labeled “Notices” which is conspicuously visible and linked from the front page. The association must also post on its website any document to be considered and voted on by the owners during the meeting or any document listed on the agenda at least 7 days before the meeting at which the document or the information within the document will be considered.
- Notice of any board meeting, the agenda, and any other document required for the meeting as required by s. 718.112(2)(c), which must be posted no later than the date required for notice pursuant to s. 718.112(2)(c).
- The association shall ensure that the information and records described in paragraph (c), which are not permitted to be accessible to unit owners, are not posted on the association’s website. If protected information or information restricted from being accessible to unit owners is included in documents that are required to be posted on the association’s website, the association shall ensure the information is redacted before posting the documents online.
Click Here to view the full Florida Senate Bill CS/HB 1237 online; scroll down to Line 367, page 15 for the above information.