Florida Law · Meetings & Procedure · Updated for HB 913 (2025)

Virtual and Electronic Board Meetings in Florida: Rules and Requirements

Florida law has been deliberately built to support virtual board meetings, hybrid attendance, and online member voting — with specific procedural rules at each layer. Get the on-property posting right, the electronic delivery consent right, and the electronic-voting consent right, and you have a powerful set of tools. Get any of them wrong and the framework collapses.

By the CIC-SC Editorial Team Updated May 10, 2026 Reading time: ~10 minutes Audience: Florida Condominium & HOA Boards, Secretaries, Managers

The Florida Framework: Three Statutes That Work Together

Florida law’s approach to virtual and electronic meetings is built on three intersecting statutory provisions for condominium associations under Chapter 718 (with parallel provisions in Chapter 720 for HOAs):

§ 718.112(2)(b)–(c) — the general board-meeting framework, including open-meeting requirements, the 48-hour conspicuous posting rule, and the categories of meetings that require additional 14-day mailed notice.
§ 718.128 — the electronic-voting framework, permitting member votes through an internet-based voting system after specific consent and board-resolution procedures.
HB 913 (2025) — the “Condo Law 3.0” refinements (effective July 1, 2025) that expanded electronic delivery of association notices, online records access for larger associations, and integration with the broader transparency framework.

The result is a coherent system: meetings can be virtual or hybrid, voting can be electronic, and notices can be delivered electronically — provided the consent, posting, and resolution requirements are observed. The Florida framework is more prescriptive than Texas’s but offers more tools when the prescriptions are followed.

Florida law treats remote and electronic governance as legitimate — provided the specific procedural triggers for each are observed.

Board Meetings: The 48-Hour Posting Rule

Every board meeting where a quorum is present must be open to all unit owners, with two narrow exceptions (personnel matters and meetings with the association’s attorney concerning proposed or pending litigation). Notice of every board meeting must be posted in a conspicuous location on the condominium property at least 48 continuous hours in advance, with the agenda listed.

The 48-hour posting requirement applies whether the meeting is in person, virtual, or hybrid. The posting is on the property — not on a website, not in an email, not via the community app. The physical posting is the statutorily required notice, and electronic distribution supplements but does not replace it.

Beyond the on-property posting, additional notice requirements apply to specific categories of meetings:

14-day mailed/delivered/electronically transmitted notice — required for meetings where assessments will be considered or where rules regarding unit use will be amended (§ 718.112(2)(c)).
Proof of notice — must be filed with the association’s records, typically as an affidavit signed by the secretary or manager.
Quarterly meeting requirement — residential condominium associations with more than 10 units must hold board meetings at least quarterly, with at least four meetings per year including time for owner questions.

Virtual and Hybrid Board Meetings

Florida statute permits board meetings to be held in person, by telephone, by video conference, or in hybrid format. The general standard is that the meeting must remain open to unit owners and that members must be able to participate. The on-property posting requirement is unchanged regardless of format.

For a virtual or hybrid board meeting, the notice should include:

Date and time of the meeting, with time zone.
Format (e.g., “This meeting will be held by Zoom video conference” or “This meeting will be held in hybrid format, with in-person attendance at the clubhouse and remote attendance by Zoom”).
Physical location of the in-person component (if any).
Connection instructions for remote participation: the video-conference link, meeting ID, password, and dial-in number.
Agenda — specific topics the board will consider.
For meetings requiring 14-day notice (assessments, rule changes affecting use), the notice content must satisfy the additional statutory requirements.

The notice is then both posted on the property (mandatory) and distributed electronically to unit owners who have consented to electronic delivery (best practice and increasingly common under post-HB 913 framework).

Executive Session in Florida: A Tighter Frame Than Texas

Florida’s executive-session framework is narrower than Texas’s. Under § 718.112(2)(c), board meetings are open to all unit owners except for two specific exceptions:

Discussions about personnel matters.
Meetings with the association’s attorney concerning proposed or pending litigation.

Notably absent from the Florida list: general contract negotiations, generalized enforcement discussions, and some other topics that Texas treats as executive-session-eligible under § 209.0051. Florida boards should consult counsel before closing a virtual meeting for any reason other than personnel or litigation-related attorney communications. Closing a meeting for an unauthorized topic is a procedural defect.

In a virtual environment, the executive-session mechanics are straightforward: the host moves remote member-attendees to a waiting room (or ends the public session and starts a director-only session), the board deliberates privately, and the public session resumes for any open-session vote. The minutes should reflect the time of adjournment, the general (non-confidential) topic, and the time of return.

Electronic Voting Under § 718.128

Florida’s electronic-voting framework is one of the most specific in the country. An association may conduct member elections and other unit-owner votes through an internet-based online voting system — but only after a structured consent and resolution process.

Step 1: Board Adopts a Resolution

The board must adopt a resolution authorizing online voting. The resolution must:

Provide that unit owners receive notice of the opportunity to vote through an online voting system.
Establish reasonable procedures and deadlines for unit owners to consent to online voting.
Establish reasonable procedures and deadlines for unit owners to opt out of online voting after giving consent.

Step 2: 14-Day Notice of the Resolution Meeting

Written notice of the meeting at which the resolution will be considered must be mailed, delivered, or electronically transmitted to unit owners and posted conspicuously on the condominium property at least 14 days before the meeting.

Step 3: Unit Owner Consent

An association may conduct online elections only for unit owners who have consented, electronically or in writing, to online voting. Consent is durable: once given, it remains in effect for all subsequent elections unless the unit owner opts out under the procedures the board has adopted.

Step 4: Honor the Consent

If the board has authorized online voting and an owner has consented, the board must honor the request to vote electronically at all subsequent elections (subject to the opt-out procedure). Selective use of online voting — offering it in some elections but not others — is not contemplated by the statute and creates a vulnerability.

Step 5: Security and Anonymity

The voting system must meet technical requirements that authenticate the voter, secure the ballot, transmit the ballot for tabulation, and (for elections that require it) preserve ballot secrecy. The DBPR has published guidance and certain technical requirements applicable to online voting platforms.

From the Fundamentals of Association Management: Electronic voting is a powerful tool for Florida condominium associations — particularly those with significant snowbird populations or absentee owners. The consent framework is durable; once an owner opts in, future elections become substantially easier. The investment in setting it up correctly is concentrated in the first cycle.

Electronic Delivery of Notices: Expanded Under HB 913 (2025)

HB 913 expanded the framework for electronic delivery of association notices and records. Key features:

Unit owners may consent to receive association notices, statements, and documents electronically rather than by mail.
Online records access for associations with 25 or more units (and increasingly broader thresholds under HB 913) is more strongly required.
Some statutorily required notices that previously had to be mailed may now be electronically transmitted to consenting owners.

The 48-hour conspicuous posting on property remains mandatory regardless of electronic-delivery consent. Electronic distribution supplements but does not replace the physical posting.

The 14-Day Mailed-Notice Categories

Several specific categories of meetings require 14-day mailed (or electronically delivered, if the owner has consented) notice beyond the standard 48-hour on-property posting:

Meeting Type	Notice Requirement
Meeting where annual budget is adopted	14-day mailed/delivered/electronically transmitted notice with proposed budget
Meeting to adopt rules regarding unit use	14-day mailed/delivered/electronically transmitted notice
Meeting to consider levying special assessments	14-day mailed/delivered/electronically transmitted notice; meeting notice must specifically state that assessments will be considered
Annual meeting / election meeting	Specific timing under § 718.112(2)(d): first notice, 40-day candidate window, 35-day candidate-information-sheet window, 14-34 day second notice with ballot package

Annual Meeting and Election Procedure in a Virtual Format

The election procedure under § 718.112(2)(d) — written ballot or voting machine, no proxies, the 40/35/14-34-day timeline — can be conducted in a virtual or hybrid format if specific conditions are met:

If conducted by online voting under § 718.128, the consent framework above must be in place and only consenting owners may vote electronically.
Owners who have not consented to online voting must still have the opportunity to vote by written ballot through the mailed/delivered ballot package.
The annual meeting itself may be conducted in hybrid or virtual format; tabulation may occur with both in-person and remote-attending owner observers.
The election monitor (if appointed by DBPR) operates regardless of format.

Common Procedural Failures — and How to Avoid Them

Pitfall 1: Skipping the on-property 48-hour posting. Electronic distribution alone is not sufficient. The conspicuous physical posting on condominium property is mandatory.

Pitfall 2: Closing a virtual meeting for an unauthorized topic. Florida’s executive-session framework is narrow: personnel matters and attorney-litigation discussions. Closing for general contract negotiations or generalized enforcement is procedurally problematic.

Pitfall 3: Implementing electronic voting without the § 718.128 resolution. Online voting requires a board resolution adopted at a properly noticed meeting. Skipping the resolution invalidates the electronic-voting framework.

Pitfall 4: Assuming consent to electronic notice equals consent to electronic voting. They are separate consents. An owner who has agreed to receive notices electronically has not, by that fact, agreed to vote electronically. The § 718.128 consent must be obtained separately.

Pitfall 5: Mixing 48-hour posted notice with 14-day mailed notice. The 48-hour posting is the baseline; for assessment, rule-change, and election meetings, the additional 14-day mailing is also required. Both must be done.

Pitfall 6: Selective application of online voting. Once the board has adopted online voting and an owner has consented, the right is durable across elections. Offering it in some cycles and not others creates a vulnerability.

Pitfall 7: Hybrid meeting with poor remote-attendee access. If remote attendees cannot hear, see, or follow the discussion, the meeting is functionally closed to them — even if the technical setup is in place.

The Quarterly Meeting Requirement (More Than 10 Units)

Residential condominium associations with more than 10 units must hold board meetings at least quarterly, with at least four of those meetings each year including time for owner questions (§ 718.112(2)(b)). The quarterly requirement applies whether the meetings are in person, virtual, or hybrid. The owner-question component is statutory; it should be explicitly included in the agenda and made available to remote attendees on the same terms as in-person attendees.

Florida HOAs Under Chapter 720

Florida HOAs governed by Chapter 720 operate under a parallel framework with somewhat different specifics:

§ 720.303(2) — Board meetings must be open to all members; notice must be posted in a conspicuous place at least 48 hours in advance.
§ 720.306 — Member meetings; voting procedures; notice requirements.
Electronic delivery — permitted with owner consent under the general framework.
Electronic voting — permitted under § 720.317 (similar in structure to § 718.128 but with HOA-specific provisions).

Frequently Asked Questions

Do we have to provide a dial-in option, or can we require video?: Best practice is to provide both. Some owners do not have access to video; the dial-in option ensures the meeting is genuinely accessible. Requiring video can create accessibility challenges and may produce procedural defects under the open-meeting framework.
Can owners participate in the discussion during a virtual meeting?: Florida residential condominium associations with more than 10 units must include time for owner questions at four meetings per year. Beyond that statutory requirement, member participation in board meetings is typically through a designated owner-forum period. Whatever the in-person practice, remote attendees should have the same access on the same terms.
Can directors vote remotely?: Yes. Directors who participate in the meeting by phone or video and can hear the discussion may vote during the meeting. Voting by text or email outside the meeting is not a valid substitute.
What platform should we use for electronic voting?: The statute does not mandate a specific platform. The platform must authenticate the voter, secure the ballot, transmit it for tabulation, and (where required) preserve secrecy. Several vendors specialize in Florida condominium electronic voting; engage one familiar with § 718.128 specifically.
Can we record virtual board meetings?: Yes, generally. Notice attendees at the start that the meeting is being recorded. The minutes remain the authoritative record; the recording supports later questions. Treat any executive-session segments with appropriate confidentiality.
Does the DBPR election monitor work in a virtual environment?: Yes. The election monitor’s duties can be performed in a hybrid or virtual environment. Boards anticipating contested elections should consider requesting monitoring proactively regardless of format.

Key Takeaways

Florida board meetings can be virtual, telephonic, or hybrid — provided the 48-hour conspicuous on-property posting and the open-meeting framework are observed.
Electronic notice delivery is permitted with unit-owner consent under § 718.112 and HB 913 (2025). Electronic delivery supplements but does not replace the physical posting.
Florida’s executive-session framework is narrow: personnel matters and attorney-litigation communications only.
Online voting under § 718.128 requires a board resolution, 14-day notice of the resolution meeting, and unit-owner consent. Once consented, owners’ rights are durable across elections.
Electronic-notice consent and electronic-voting consent are separate. The board must obtain each through its own consent process.
Meetings considering assessments, rule changes affecting use, or election matters require 14-day mailed/delivered/electronic notice beyond the standard 48-hour posting.
Residential condominium associations with more than 10 units must hold quarterly meetings, with at least four per year including owner-question periods.
Florida HOAs under Chapter 720 operate under a parallel framework with specific differences; consult Chapter 720 and the bylaws for HOA-specific rules.

Disclaimer. This article is published by the Common Interest Community Standards Council for educational and informational purposes only. It is not legal advice and does not establish an attorney-client relationship. Boards and managers should consult their association’s attorney about the application of any statute, governing-document provision, or meeting-format decision to their specific circumstances.