Today, I asked Claude to provide a guideline that a Florida-based condominium board of directors can use to communicate effectively with residents. And to create a checklist for handy reference.

Frequency: quarterly board meetings minimum (required by law for condos over 10 units), monthly newsletters, quarterly financial updates, and 24-hour turnaround on emergency notices.

What to share: meeting notices/minutes, financial reports and budgets, maintenance and capital project status, structural inspection results, rule changes, and emergency/hurricane prep.

Involvement: dedicated Q&A time at every meeting (owners have this right under Florida law), standing committees, surveys before big decisions, a resident portal or suggestion box, and an annual town hall.

The document also covers Florida-specific compliance points worth knowing: 48-hour meeting notice (14 days for special assessments/rule changes), 10-working-day turnaround on records requests, and the new website/portal requirement for associations with 25+ units effective January 1, 2026.

Sources:

• Florida’s 25-Unit Condo Website Law
• Florida HOA & Condo Website Requirements 2026
• Best Practices for HOA and Condo Board Communication in Florida
• Chapter 718 Section 112 – Florida Statutes
• Chapter 718 Section 111 – Florida Statutes

Resident Communication Plan & Board Checklist

For Florida Condominium Association Boards of Directors

Prepared August 2026

1. Communication Frequency

Communication	Recommended Cadence
Board meetings	At least quarterly — required by Florida law for condos with more than 10 units (F.S. 718.112). Many boards meet monthly.
Meeting notice & agenda	Posted at least 48 continuous hours before regular meetings; 14 days before meetings on special assessments or rules affecting unit use.
Community newsletter / e-blast	Monthly, or biweekly during hurricane season or active projects.
Financial updates	Quarterly summary; full annual budget presented at the budget meeting.
Annual meeting & elections	Once per year, per the bylaws and F.S. 718.112.
Emergency / urgent notices	Within 24 hours of the triggering event (storm prep, water/power outage, safety issue).
Website/portal record updates	Within 30 days of a document being created or received, once the 25-unit website rule applies (see Section 4).

2. What to Share

Governance & meetings

• Meeting notices, agendas, and minutes (draft and approved)
• Board and committee vacancies, election notices and candidate information
• Rule and policy changes, with the reasoning behind them

Financial

• Quarterly financial reports (income/expense, delinquencies in aggregate)
• Annual budget and any proposed special assessments, well before the vote
• Reserve study status and funding plan

Property & safety

• Maintenance schedules and capital project timelines
• Milestone/structural integrity inspection (SIRS) results and any required repairs
• Insurance renewal status and major coverage changes
• Hurricane/emergency preparedness plans and storm updates

Community life

• Vendor and contractor work affecting residents (noise, access, parking)
• Social events, committee opportunities, and volunteer needs
• How to submit a records request or raise a concern

3. Encouraging Resident Involvement

• Reserve time for owner questions on agenda items at every board meeting — Florida law gives owners this right (F.S. 718.112).
• Form standing committees (landscaping, social, budget/finance, architectural review) open to volunteers.
• Run short surveys before major decisions (budget priorities, amenity changes, vendor selection).
• Offer a resident portal or suggestion box for ongoing, two-way input outside of meetings.
• Host an annual town hall separate from the formal annual meeting, focused on Q&A.
• Recognize volunteers publicly in the newsletter to sustain participation.
• Provide multiple channels (email, mail, website/portal, posted notices) so no resident is excluded by preference or access.

4. Florida Compliance Notes

Requirement	Statute / Detail
Board meeting notice	Posted on the property at least 48 hours in advance, agenda included (F.S. 718.112(2)(c)).
Special assessment / rule-change notice	Mailed/delivered/electronically transmitted and posted at least 14 days in advance.
Owner right to speak	Owners must be permitted to speak on all agenda items at board and unit-owner meetings.
Official records access	Must be made available for inspection within 10 working days of a written request (F.S. 718.111(12)); noncompliance can trigger statutory damages.
Association website/portal	Associations with 25+ units must maintain a secure owner website/app and post required records, generally within 30 days of receipt/creation, effective January 1, 2026 (F.S. 718.111).
Quarterly board meetings	Required for condominiums with more than 10 units.

Statutory requirements change; confirm current obligations with the association’s attorney or the DBPR Division of Condominiums before finalizing policy.

Board Checklist: Staying On Course

Every board meeting

☐  Agenda posted 48+ hours in advance (14 days if assessment/rule change)

☐  Minutes from prior meeting reviewed and approved

☐  Financial snapshot shared with owners

☐  Time allotted for owner questions on agenda items

☐  Action items from last meeting followed up

Monthly

☐  Newsletter or e-blast sent with project, financial, and event updates

☐  Website/portal records updated (within 30 days of new documents)

☐  Maintenance and vendor schedule communicated to residents

☐  Committee check-ins held

Quarterly

☐  Formal board meeting held (statutory minimum)

☐  Quarterly financial report distributed

☐  Reserve study/capital project status reviewed with owners

☐  Resident feedback reviewed (survey results, suggestion box, portal input)

Annually

☐  Annual meeting and elections held per bylaws

☐  Annual budget presented and adopted with advance notice

☐  Communication policy reviewed and updated

☐  Insurance coverage and reserve funding reviewed

☐  Emergency/hurricane preparedness plan reviewed before storm season

☐  Town hall or open forum held for owner Q&A

Ongoing / as needed

☐  Records requests answered within 10 working days

☐  Emergency notices sent within 24 hours of the triggering event

☐  New owners onboarded with governing documents and communication channels

☐  Volunteers and committee members recognized publicly