Florida community association education. Reviewed November 4, 2026. General information, not legal advice.
Three responsibilities in one section
Florida section 718.111 covers several core condominium-association duties. For a Northwest Florida board, records, insurance and annual financial reporting deserve separate procedures even though they appear in the same section. A well-organized document portal helps, but it does not determine insurance adequacy or complete the financial report.
The statute recognizes a fiduciary relationship between officers and directors and the unit owners. Practical administration therefore begins with reliable documents: current contracts and insurance policies, accurate accounting records, governing documents, minutes and the building reports that belong in the official records.
Respond to requests with a complete process
Condominium owners and authorized representatives have statutory inspection rights. A renter has narrower rights, including specified governing documents and inspection reports, rather than unrestricted access to the owner's full records rights. The association may adopt reasonable inspection procedures but may not require an owner to explain why the records are wanted.
The general access period is 10 working days after a written request. The response must include a checklist identifying records made available and records not made available. Keep that checklist as required. A response saying that documents exist is not equivalent to making the requested accessible records available.
Screen privileged and protected categories before release. Maintain different permissions for public pages, owner access and staff workspaces. An online-document requirement does not authorize publishing private information to everyone. Where records are already posted, confirm that the requester can actually reach the correct material rather than sending a generic homepage link.
Treat insurance and reporting as distinct reviews
Keep current policies, endorsements and renewal dates in the records inventory. Have the insurance professional and counsel review statutory coverage duties and document-based allocation of responsibilities. Avoid describing the master policy as covering every owner improvement or every type of loss. Specific exclusions, deductibles and responsibilities require the actual policy and statutory analysis.
Annual financial reporting uses statutory revenue tiers: cash receipts and expenditures below $150,000; compiled statements from $150,000 to below $300,000; reviewed statements from $300,000 to below $500,000; and audited statements at $500,000 or more, subject to applicable statutory provisions. A proposed change in reporting level needs its own analysis and approval process. Monthly bookkeeping does not automatically satisfy the year-end requirement.
Board checklist
Name a records custodian and backup; track written requests by receipt date; use the inspection checklist; verify portal permissions; and retain insurance renewal materials. Calendar the fiscal-year reporting and owner-delivery requirements with the accountant. Review record retention by category rather than assuming every item has the same life. Obtain legal advice before withholding disputed material or using a reporting exception, and document the reason for the final decision.