New Laws for COA Meetings
As of July 1, 2025, Florida passed major legislation (HB 913) requiring Condominium Associations (COAs) using Zoom to record all virtual meetings, post them on their website, and retain them for one year. These new rules aimed at increasing transparency now require that, if using video conferencing, the meeting must provide a link, call-in number, and a physical location for in-person attendance.
Key Aspects of the History of FL State Zoom Meetings for COA
- COVID-19 Era (Approx. 2020-2024): Zoom and similar video conferencing platforms (e.g., Teams) were widely adopted by condo boards for safety reasons, but specific statutory procedures for virtual-only or hybrid meetings were unclear during this time.
- Pre-2025 Regulations: While virtual participation was allowed, the rules surrounding the recording and publishing of these meetings were not as strict as those passed in the 2025 legislative session.
- HB 913 (Effective July 1, 2025): The Florida Legislature passed new laws to standardize virtual meetings.
- Mandatory Recordings: Any video conference meeting (real-time audio and video) must be recorded and treated as an official record of the association.
- Notice Requirements: Meeting notices must now explicitly include a hyperlink to the Zoom meeting and a call-in telephone number.
- Physical Presence Required: A physical location must still be provided where unit owners can attend in person.
- Website Posting: Recordings must be posted on the association’s website, and for associations with 25 or more units (starting January 1, 2026), these requirements are enforced more rigorously. The Orlando Law Group +6
Key Requirements Summary
- Recording Access: Recordings of meetings held by video conference must be available on the association’s website within 30 days of the meeting and maintained for at least 12 months.
- Member Participation: Owners attending via Zoom have the same rights to participate and voice opinions as in-person attendees.
- Quorum Participation: Directors and members can participate in meetings remotely, which is recognized as “in-person” participation, provided the audio/visual equipment ensures they can be heard by others.
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