Florida Condominium Board Meetings: Notice, Voting, Budgets, and Vendor Contracts
Florida condominium boards exercise substantial authority over association operations, but their decisions must comply with meeting, notice, voting, and recordkeeping requirements. Understanding these rules helps directors conduct transparent meetings, adopt budgets, and approve contracts while respecting unit owners’ rights.
Who Makes Decisions for a Condominium Association?
A condominium association’s board generally manages association affairs, subject to authority reserved to unit owners by law or by the condominium documents. Individual directors ordinarily have equal voting rights, even when some also serve as president, secretary, or treasurer. The board should make substantive decisions at properly convened meetings rather than by informal exchanges. See §§ 718.111(1), 718.112(2), and 617.0801, Fla. Stat.
Voting, Quorum, and Meeting Minutes
Directors may communicate by email but may not cast votes on association matters by email. Directors may not vote by proxy or secret ballot at board meetings, except that officers may be elected by secret ballot. Minutes must record each director’s vote or abstention on each matter voted upon. See §§ 718.111(1)(b) and 718.112(2)(c), Fla. Stat.
Unless the condominium documents validly provide otherwise, a quorum ordinarily consists of a majority of the prescribed number of directors. For a five-seat board, three directors generally constitute a quorum, even if a seat is vacant. Directors participating through permitted real-time electronic means may count toward a quorum if applicable meeting requirements are satisfied. See §§ 617.0824 and 718.112(2)(b), Fla. Stat.
In-Person and Videoconference Meetings
A condominium board may meet in person or by videoconference. For a videoconference board meeting, the notice must identify the remote format and provide a participation hyperlink, conference telephone number, and address of a physical location where unit owners may attend. The meeting must be recorded, and the recording maintained as an official record. The applicable retention period depends on the specific statutory conditions; boards should not assume every recording may be destroyed after exactly 12 months. See §§ 718.112(2)(c) and 718.111(12), Fla. Stat.
A director may also participate through real-time telephone or electronic communication when the statutory audio-access requirements are met. The association should ensure that attendees can hear participating directors. See § 718.112(2)(b), Fla. Stat.
How Much Notice Is Required?
For most condominium board meetings, notice identifying all agenda items must be conspicuously posted on condominium property at least forty-eight (48) continuous hours before the meeting, except in an emergency. Different notice methods may apply when there is no condominium property on which to post notice. Electronic delivery is subject to applicable consent and statutory requirements. See § 718.112(2)(c), Fla. Stat.
A meeting considering a nonemergency special assessment or a change to rules governing unit use generally requires written notice delivered, mailed, or electronically transmitted to owners and conspicuously posted at least fourteen (14) days in advance. Evidence of compliance must be retained as required by statute. Emergency agenda additions are subject to separate voting and ratification requirements. See § 718.112(2)(c)1., Fla. Stat.
When a meeting agenda includes approval of a contract for goods or services, the association must comply with the statutory requirement to provide the proposed contract with the notice, subject to the governing statutory language and applicable exceptions. See § 718.112(2)(c)4., Fla. Stat.
Unit Owners’ Rights to Attend and Speak
Generally, unit owners may attend open board meetings and speak about designated agenda items, subject to reasonable written rules governing the frequency, duration, and manner of comments. At least four times annually, the agenda must offer members an opportunity to ask questions of the board. Residential condominium associations with more than 10 units must hold board meetings at least quarterly. See § 718.112(2)(c), Fla. Stat.
As a practical matter, boards considering significant contracts should ordinarily invite relevant owner comments before voting. This is a prudent meeting practice, although a particular administrative ruling should not be treated as a universal rule for every meeting. See Greenberg v. Association of Woodside Village East, Inc., DBPR Case No. 23-00-0616 (summary final order July 17, 2023).
Annual Budget Meetings
A condominium association must adopt an annual budget of estimated revenues and expenses. A budget helps establish anticipated assessment needs; it does not necessarily authorize every individual expenditure or require that each line item be spent exactly as projected. Budget meetings have separate advance-notice and proposed-budget distribution requirements, generally at least fourteen (14) days. See §§ 718.112(2)(e)–(f) and 718.115, Fla. Stat.
Vendor Contracts and Competitive Bidding
The board should approve material vendor contracts at duly noticed meetings. Under § 718.3026, Fla. Stat., competitive bids are generally required when the aggregate cost of qualifying materials, equipment, or services exceeds five percent (5%) of the association’s total annual budget, including reserves. The association need not select the lowest bidder.
The statute includes exceptions, including certain professional-service contracts, employee contracts, emergency needs, and sole-source circumstances. Small associations may qualify for a statutory opt-out. Boards should review the full statute and the condominium documents before assuming bidding is or is not required. Once approved and effective, valid association contractual obligations generally become common expenses; authorized officers may administer payment controls consistent with board policies. See §§ 718.3026 and 718.115, Fla. Stat.
Practical Takeaways
Before each meeting, confirm the correct notice period, prepare a specific agenda, attach required supporting documents, provide accessible participation options, and document all votes and abstentions. For budgets, assessments, contracts, and electronic meetings, check the additional rules applicable to that subject. Counsel can help boards implement compliant procedures and address unusual circumstances.
For guidance concerning Florida condominium board meetings, notice requirements, budgets, or vendor contracts, please contact Pope Mazzara & Menendez.
About the Author
Alexander J. Menendez is a founding partner at Pope Mazzara & Menendez, PLLC. He represents condominium and homeowners associations throughout Southwest Florida and regularly advises boards and community managers on governance, compliance, and enforcement matters.
Last updated October 2026.
Disclaimer: This article is provided for general informational purposes only and is not intended as legal advice. Associations should consult legal counsel regarding their specific circumstances.
