The Soto Law Office, PA

Call Us: 321-972-2279

Kim Soto Facebook Kim Soto Linkedin Kim Soto Instagram Kim Soto Twitter

Why Condominium Associations Should Establish an On-Site and Online Official Records Access Policy

Attorney, Kimberly Soto, provides aggressive legal representation in Orlando, Altamonte Springs, Orange County, Seminole County, and throughout Central Florida.

December 1, 2017 | Kimberly Soto, Esq.


 

Florida condominium associations are required to maintain a voluminous amount of official records under Florida Statutes 718.111(12) and must provide unit owners with the right to view and make copies of various documents under Florida Statute 718.111(12)(b) and 718.111(12)(c).

 

In a blog written by the Florida Condominium Association Advisors, it suggests that if a condominium association's official records are primarily available in hard copy and frequently requested by unit owners, it should scan and make its documents available online via the web. Therefore, it is prudent for condominium associations to create an on-site and online official records access policy which sets forth reasonable guidelines and rules regarding the frequency, time, location, notice and manner of record inspection requests made by a unit owner.

 

Florida Statutes 718.111(12) requires condominium associations to maintain the following records, if applicable, as official records of the association for at least 7 years:

 

“1.  A copy of the plans, permits, warranties, and other items provided by the developer pursuant to s. 718.301(4).

2.  A photocopy of the recorded declaration of condominium of each condominium operated by the association and each amendment to each declaration.

3.  A photocopy of the recorded bylaws of the association and each amendment to the bylaws.

4.  A certified copy of the articles of incorporation of the association, or other documents creating the association, and each amendment thereto.

5.  A copy of the current rules of the association.

6.  A book or books that contain the minutes of all meetings of the association, the board of administration, and the unit owners, which minutes must be retained for at least 7 years.

7.  A current roster of all unit owners and their mailing addresses, unit identifications, voting certifications, and, if known, telephone numbers. The association shall also maintain the electronic mailing addresses and facsimile numbers of unit owners consenting to receive notice by electronic transmission. The electronic mailing addresses and facsimile numbers are not accessible to unit owners if consent to receive notice by electronic transmission is not provided in accordance with sub-subparagraph (c)3.e. However, the association is not liable for an inadvertent disclosure of the electronic mail address or facsimile number for receiving electronic transmission of notices.

8.  All current insurance policies of the association and condominiums operated by the association.

9.  A current copy of any management agreement, lease, or other contract to which the association is a party or under which the association or the unit owners have an obligation or responsibility.

10. Bills of sale or transfer for all property owned by the association.

11.  Accounting records for the association and separate accounting records for each condominium that the association operates. . .

12. Ballots, sign-in sheets, voting proxies, and all other papers relating to voting by unit owners, which must be maintained for 1 year from the date of the election, vote, or meeting to which the document relates, notwithstanding paragraph (b).

13. All rental records if the association is acting as agent for the rental of condominium units.

14. A copy of the current question and answer sheet as described in s. 718.504.

15. All other written records of the association not specifically included in the foregoing which are related to the operation of the association.

16. A copy of the inspection report as described in s. 718.301(4)(p).

17. Bids for materials, equipment, or services.”

 

The association must respond to a unit owner’s request for official records within five business days after the board, or its designee, receives a written request from a unit owner and may opt to comply as follows:

Florida Statutes 718.111(12)(c)1. directs the association to make all official records available for inspection at all reasonable times to each association member or their authorized representative.  A renter of an owner’s unit only has a right to inspect and copy the association’s bylaws and rules.

 

PENALTIES FOR NON-COMPLIANCE.  If an association fails to provide the records within ten (10) working days after receipt of a written request, the presumption is that the association willfully failed to comply with Florida Statutes 718.111(12).  This non-compliance entitles a unit owner to actual or minimum damages of “$50 per calendar day for up to 10 days, beginning on the 11th working day after receipt of the written request.” Additionally, if a unit owner files an enforcement action and prevails against the condominium association, the unit owner is entitled to “recover reasonable attorney fees from the person in control of the records who, directly or indirectly, knowingly denied access to the records.”

 

NON-ACCESSIBLE DOCUMENTS. The following documents are protected and should not be made available to unit owners:

Since the Florida Statutes allows condominium associations to create reasonable rules surrounding access to its official records, it should establish a policy that ensures it processes each unit owner's document request consistently.

 

If you are a Central Florida community association manager or community association management company in need of legal advice, feel free to contact Kimberly Soto, Esq. at The Soto Law Office, P.A. for a free 15-minute consultation.

 

Articles by Lawyer, Kimberly M. Soto

Kimberly M. Soto, ESQ.

Kimberly M. Soto is the Owner and Managing Attorney of The Soto Law Office, P.A.

Ms. Soto is a member of the Florida Bar Association and Orange County Bar Association, including their Young Lawyers Sections.

Ms. Soto was awarded her Juris Doctor Degree from The George Washington University Law School.

Ms. Soto was awarded her Bachelor of Arts Degree in International Relations from the honors program at Rollins College, and graduated Magna cum laude.

Ms. Soto is also a member of the Central Florida Association for Women Lawyers, the Florida Association for Women Lawyers, and the Citrus Club.

Read the Full Biography of Attorney, Kimberly M. Soto.

Kimberly M Soto - Attorney at Law

Attorney, Kimberly M. Soto

Serving Brevard, Lake, Orange, Osceola, Seminole, and Volusia Counties

Divorce and Family Law, Civil Litigation, Estate Planning, Business Contract, and Real Estate Law Attorney in the Orlando and Central Florida Area, including Orange County Florida, Orlando, Maitland, Apopka, Winter Park, Alafaya, Bay Lake, Belle Isle, Bithlo, Christmas, Doctor Phillips, Eatonville, Edgewood, Fairway Shores, Goldenrod, Gotha, Hunter's Creek, Lake Buena Vista, Lockhart, Meadow Woods, Oakland, Ocoee, Orlovista, Pine Castle, Pine Hills, Southchase, South Apopka, Taft, Tangerine, Union Park, Wedgefield, Williamsburg, Windermere, Winter Garden, Zellwood, Seminole County Florida, Sanford, Longwood, Altamonte Springs, Casselberry, Forest City, Geneva, Goldenrod, Heathrow, Lake Mary, Lake Monroe, Oviedo, Wekiva Springs, Winter Springs, Osceola County Florida, Kissimmee, St. Cloud, Campbell, Celebration, Champions Gate, Deer Park, Four Corners, Harmony, Intercession City, Kenansville, Narc oossee, Poinciana, Reunion, Yeehaw Junction, Brevard County, Volusia County, Lake County, and surrounding Central Florida Areas.

Florida Bar Disclaimer: The information contained on this website presents general information about our firm and is not and should not be used as legal advice. Before acting on any of the materials presented on this website, we advise you to seek legal counsel regarding your own unique situation. Using this website does not create an attorney-client relationship between the user and The Soto Law Office, P.A. or any of its lawyers and you.

The hiring of a lawyer is an important decision that should not be based solely upon advertisements. Before you decide, ask us to send you free written information about our qualifications and experience.

© Copyright 2016. All Rights Reserved. The Soto Law Office, P.A.

Website Design: Tiger Prey