Starting January 1, 2025, nearly every Florida homeowners association (HOA) and condominium association will be subject to updated transparency and digital access requirements under Florida House Bill 1203 (HB1203).

This legislation significantly expands digital recordkeeping mandates and introduces a new legal obligation for associations to create secure online portals or websites where members can access core documents and association information.

This blog outlines what’s changing, how it affects your community, and how ManageCasa helps you comply in 3 easy steps.

What is HB1203 & Its Significance

Signed into law in 2024, HB1203 builds upon previous Florida statutes, such as Florida Statute §718.111(12)(g) for condos and §720.303(5) for HOAs. Prior to this update, only condominium associations with 150 or more units were required to maintain a website with digital records access. HB1203 removes that threshold and makes digital access the standard, regardless of association size.

Key Provisions of HB1203:

• Applies to all HOAs and condo associations, not just those with 150+ units
• Requires a website or mobile app accessible to members
• Mandates secure, login-protected owner access to official records
• Requires that records remain accessible for at least one year
• Allows for fines and disciplinary actions against non-compliant boards

According to the Florida Department of Business and Professional Regulation (DBPR), over 48,500 condominium associations and 35,000 HOAs operate in Florida. With the new law, tens of thousands of these associations must update their technology and workflows to comply.

Now that you understand the significance of the HB1203 law, it’s equally important to recognize why transparency is crucial for these associations. Being transparent ensures compliance with the law and fosters trust and accountability among residents and stakeholders, strengthening the community.

Essential Documents for Public Access as Mandated by HB1203

To meet the requirements, associations must publish and maintain digital access to “official records,” which include:

• Governing documents: Articles of incorporation, bylaws, declarations, covenants, amendments
• Financial records: Annual budgets, monthly financial statements, assessments, and audits
• Meeting documentation: Notices, minutes, and agendas of board and member meetings
• Insurance policies: Including flood and liability insurance coverage
• Contracts and bids: For any agreements or services affecting the community
• Rules and regulations: Such as election procedures, and board certifications

These documents must be updated regularly and made available to all members, not the public, through secure credentials. However, know you have rights if your association denies sharing the information mentioned above. As a unit owner, the governing board must provide access to these records within a reasonable time frame. Failing to do so could lead to more than just a simple inconvenience.

Legal Risks of Non-Compliance

Non-compliance with HB1203 can expose your association to a variety of legal and financial consequences, including:

• Fines and enforcement actions from the DBPR
• Increased liability during legal disputes or financial audits
• Loss of member trust and potential lawsuits for failure to disclose records
• Delays in real estate transactions, as buyers request digital access to association documents

In brief, non-compliance is not just a technical oversight; it’s a governance risk that can undermine the integrity of your association and its relationships with members and stakeholders. Nonetheless, ensuring compliance doesn’t have to be complicated. Here’s how you can do it in a few clicks with ManageCasa!

Effortlessly Comply with HB1203 in 3 Simple Steps Using ManageCasa

Modernizing your HOA or condo’s digital infrastructure might sound daunting, but ManageCasa makes the process seamless and intuitive. Here’s how:

Step 1. Get Your Free Trial

Get started with no obligation. Our platform is tailored for community associations and includes built-in tools to meet HB1203 requirements. You’ll get immediate access to secure file sharing, resident communication tools, and cloud-based records management.

Step 2. Start Managing Your HOA 100% Online

Eliminate paper trails and disjointed systems. With ManageCasa, you can:

• Upload governing documents and financial reports
  
  
• Automate board meeting notices and owner notifications
  
  
• Enable resident access via desktop or mobile
  
  
• Assign user permissions and maintain privacy controls
  
  

This transition helps you comply, saves time, reduces admin work, and creates a more professional experience for owners.

Step 3. Automatically Meet HB1203 Requirements

Our platform is developed to help you stay compliant by default. Our secure owner portal satisfies the digital access requirement and automatically maintains a record retention system for at least one year. You’ll meet the law’s letter—and spirit—without manual upkeep.

Why Associations Are Embracing Digital Transformation

Studies highlight a shift toward digital-first governance:

• As discussed above, Florida is home to over 49,000 community associations, including more than 27,500 condominium associations. With millions of residents relying on digital communication, associations increasingly adopt technology to enhance transparency and streamline operations.
• Manual recordkeeping is time-consuming and prone to errors. Studies indicate that professionals spend an average of 18 minutes locating each document. By transitioning to digital systems, associations can reduce administrative burdens and improve efficiency.
• Embracing digital transformation ensures compliance with evolving regulations and fosters a more connected and engaged community.

By adopting a comprehensive, HOA-specific platform like ManageCasa, you’re not just checking a box for compliance but upgrading your association’s operations.

Don’t Wait Until the Deadline!

The clock is ticking with the January 1, 2025, deadline fast approaching. Associations that take action now can avoid the last-minute rush and potential penalties. If your board hasn’t yet addressed HB1203 compliance, now is the perfect time to prioritize it.

ManageCasa supports your journey, from smooth digital onboarding to ongoing success. Here’s how!

ManageCasa: Your Complete HOA & COA Management Solution

ManageCasa’s all-in-one platform is a gift that keeps on giving. When you partner with us, you’re not just ensuring compliance with Florida’s HB1203; you’re gaining access to a comprehensive solution that can transform your HOA or COA. Whether you’re a community association member or manager, our platform simplifies and enhances your operations.

From streamlining long-term budgeting to automating owner communication and tracking compliance, we take the complexity out of managing community associations. With ManageCasa, you’ll stay organized, transparent, and compliant while optimizing your day-to-day activities.

Here’s why ManageCasa is the ideal partner for you:

• Streamlined Administration
• Financial Tools
• Maintenance and Operations
• Communication Channels
• Reporting and Analytics
• Compliance and Legal Support
• Crisis and Emergency Management

Take Action Now: Simplify compliance with Florida’s new HOA website law. Get started, schedule a FREE DEMO today!