Florida HB 913: What HOA Boards Need to Know About Meeting Minutes

Florida's House Bill 913, signed by Governor DeSantis on June 23, 2025, is the most significant overhaul of community association law in the state in years. Effective July 1, 2025, HB 913 changes how condo and HOA boards handle meeting minutes, virtual meetings, and official records.

If you sit on a Florida board or manage a community association, here's what you need to know.

What HB 913 Changed

HB 913 amends multiple chapters of Florida Statutes: Chapter 718 (Condominiums), Chapter 720 (Homeowners' Associations), Chapter 719 (Cooperatives), and Chapter 468 (Community Association Manager regulation). The changes affect almost every association in the state.

The biggest changes for meeting minutes fall into four categories.

1. Approved Minutes Must Be Posted Online

This is the headline change. Associations must now post approved meeting minutes on a secure website or downloadable mobile app within 30 days of approval.

The posted records must include approved minutes from at least the past 12 months of board meetings. This isn't just board meeting minutes — it applies to all official records the statute requires, including committee meeting minutes.

2. Virtual Meetings Must Be Recorded

If your board holds meetings by video conference (Zoom, Teams, Google Meet), HB 913 now requires that those meetings be recorded.

• Audio and video recordings of virtual board meetings must be maintained as official records
• Recordings must be retained for at least 1 year after being posted to the association's website
• Recordings must be posted within the same 30-day window as approved minutes

There's also a physical location requirement: even for virtual meetings, there must be a physical location within 15 miles where unit owners can attend in person.

3. Stronger Penalties for Non-Compliance

HB 913 significantly tightened the consequences for associations that don't comply with records requirements.

The existing penalty structure under F.S. 720.303 still applies:

• $500 per day (capped at $5,000) for failure to provide records access within 10 business days of a request
• The Department of Business and Professional Regulation (DBPR) can audit associations and take enforcement action
• Community association managers face up to 60 days imprisonment and $500 fines for knowing violations
• Managers whose licenses are revoked cannot work in the industry for 10 years

4. Community Association Manager Requirements

HB 913 also tightened rules around who manages your association:

• Boards must contract only with licensed community association managers (CAMs)
• Boards must verify licensure before contracting
• If a manager's license is suspended or revoked, the board must terminate immediately

This matters for meeting minutes because your CAM is often the person responsible for preparing and distributing them. If your manager isn't properly licensed, the board could face additional liability.

What Must Be in Your Meeting Minutes

Florida law has always required meeting minutes. HB 913 didn't change what goes in them — it changed how they're stored, posted, and enforced. Here's what Florida boards must document:

• Date, time, and location of the meeting
• Directors present and absent
• Quorum confirmation
• All motions, including who made and seconded them
• Vote outcomes — individual director votes or abstentions on each matter
• Executive session entry and exit times, with reason for closure
• Owner comment period (if applicable)

Under F.S. 720.303, HOA minutes must be retained for at least 7 years. Video recordings of virtual meetings must be kept for at least 1 year after posting.

How to Comply: A Board Checklist

1. Set up a secure website or app — If you don't have one, start now. The January 2026 deadline for 25+ unit associations is already here.
2. Record all virtual meetings — Enable recording on Zoom, Teams, or your platform of choice. Store recordings as official records.
3. Approve minutes promptly — You can't post what isn't approved. Get minutes approved at the next regular meeting.
4. Post within 30 days of approval — Set a calendar reminder. Don't let this slip.
5. Keep records for the required period — 7 years for minutes, 1 year for virtual meeting recordings.
6. Verify your CAM's license — Check with the DBPR before your next contract renewal.

Where Boards Get Stuck

The biggest compliance bottleneck isn't the posting — it's the minutes themselves. Boards that rely on a volunteer secretary or an already-stretched property manager often find that minutes are:

• Weeks or months behind
• Missing individual vote counts
• Not in a format suitable for public posting
• Incomplete or inconsistent from meeting to meeting

You can't post compliant minutes to your website if they aren't written yet. That's where professional minute-taking comes in.

How FirstMotion Helps Florida Boards

FirstMotion joins your board meetings virtually and delivers parliamentary-format, HB 913-compliant minutes within 24 hours. Every set includes individual director votes, executive session documentation, and a polished Word document ready for approval and posting.

At $35 per meeting with no contracts, it's less than one hour of a board member's volunteer time — and eliminates the compliance headache entirely.

For more details on Florida-specific requirements and how we help, visit our Florida HOA meeting minutes service page.