Board Meetings

My Condo Association Board of Director Meetings

Following are links to download Board Meeting Notices/Agendas and Minutes:

Date

Place

Notice/Agenda

Minutes
1/13/21 Grumpy Grouper Banquet Room
2/10/21 Grumpy Grouper Banquet Room
3/17/21 Grumpy Grouper Banquet Room
4/14/21 Grumpy Grouper Banquet Room

Importance

Regular (preferably monthly) Board Meetings are essential to any well-run condominium association. They bring unit owners together to receive information regarding management decisions and actions, and they provide a forum for questions and discussion.

Robert's Rules of Order are used by most associations to assure that Board Meetings run smoothly and follow proper rules of procedure.

Board Meeting Attendance, Speaking & Recording

Per Florida Statute 718.112(2)(c),  Meetings of the board of administration at which a quorum of the members is present are open to all unit owners. Members of the board of administration may use e-mail as a means of communication but may not cast a vote on an association matter via e-mail. A unit owner may tape record or videotape the meetings. The right to attend such meetings includes the right to speak at such meetings with reference to all designated agenda items.  The association may adopt written reasonable rules governing the frequency, duration, and manner of unit owner statements.

Board Member Voting

  • Quorum - A majority (3 members) of the full board of administration constitutes a quorum. Absent members cannot be counted for purposes of establishing a quorum unless attending by telephone.
  • Majority Vote - A majority of the quorum has the authority to act for the full board on all matters, unless some extraordinary majority is required by the Association bylaws for a particular item of business.
  • Voting - Each board member present at a meeting is presumed to have assented (voted "yes") to actions taken at the meeting unless he or she votes against the action (votes "No") or abstains from voting because of a conflict of interest. Directors may not vote by proxy or by secret ballot at board meetings, except that officers may be elected by secret ballot. A vote or abstention for each member present shall be recorded in the minutes. Members of the board who are not present at the meeting in any way are not counted in the vote unless they elect to join the results of the meeting by signing the minutes to concur with the actions taken.
  • Abstaining from Voting - Corporate law does not provide for a member of the board to abstain on reasons of general principle, but only when a conflict of interest actually exists. The nature of the conflict and the reason for abstaining must be disclosed and recorded in the meeting minutes.

Closed Board Meetings

Notwithstanding any other law, the requirement that board meetings be open to the unit owners does not apply to:

  • Meetings between the board and the association’s attorney, with respect to proposed or pending litigation, if the meeting is held for the purpose of seeking or rendering legal advice; or
  • Board meetings held for the purpose of discussing personnel matters.

Board Meeting Notices

The Following Florida Statutes govern Condominium Association Board Meeting Notices:

    • Adequate notice of all board meetings, which must specifically identify all agenda items, must be posted conspicuously on the condominium property at least 48 continuous hours before the meeting except in an emergency.
    • If 20 percent of the voting interests petition the board to address an item of business, the board, within 60 days after receipt of the petition, shall place the item on the agenda at its next regular board meeting or at a special meeting called for that purpose.
    • An item not included on the notice may be taken up on an emergency basis by a vote of at least a majority plus one of the board members. Such emergency action must be noticed and ratified at the next regular board meeting.
    • Written notice of a meeting at which a nonemergency special assessment or an amendment to rules regarding unit use will be considered must be mailed, delivered, or electronically transmitted to the unit owners and posted conspicuously on the condominium property at least 14 days before the meeting. Evidence of compliance with this 14-day notice requirement must be made by an affidavit executed by the person providing the notice and filed with the official records of the association.
    • Notice of any meeting in which regular or special assessments against unit owners are to be considered must specifically state that assessments will be considered and provide the estimated cost and description of the purposes for such assessments.
    • Upon notice to the unit owners, the board shall, by duly adopted rule, designate a specific location on the condominium property where all notices of board meetings must be posted. If there is no condominium property where notices can be posted, notices shall be mailed, delivered, or electronically transmitted to each unit owner at least 14 days before the meeting.
    • In lieu of or in addition to the physical posting of the notice on the condominium property, the association may, by reasonable rule, adopt a procedure for conspicuously posting and repeatedly broadcasting the notice and the agenda on a closed-circuit cable television system serving the condominium association. However, if broadcast notice is used in lieu of a notice physically posted on condominium property, the notice and agenda must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required under this section. If broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda.
    • In addition to any of the authorized means of providing notice of a meeting of the board, the association may, by rule, adopt a procedure for conspicuously posting the meeting notice and the agenda on a website serving the condominium association for at least the minimum period of time for which a notice of a meeting is also required to be physically posted on the condominium property. Any rule adopted shall, in addition to other matters, include a requirement that the association send an electronic notice in the same manner as a notice for a meeting of the members, which must include a hyperlink to the website where the notice is posted, to unit owners whose e-mail addresses are included in the association’s official records.