In today's digital age, transparency and accessibility are essential for building trust within community associations. One of the most effective ways to achieve this is by maintaining an up-to-date website that includes all the required records. Whether governed by Chapter 718 (Condominium) or Chapter 720 (Homeowners Association) of the Florida Statutes, keeping accurate, accessible records online helps ensure compliance and fosters trust among residents.

Why Every Association Needs a Website

For many residents, the community association's website is the primary source of information. It's where they can access governing documents, meeting schedules, financial statements, contracts, and updates. A well-maintained website acts as a central repository for critical information, helping residents stay informed and engaged while reducing confusion and unnecessary questions.

Having an online presence is more than just fulfilling a statutory requirement—it improves communication and enhances the community experience. When residents can easily access information, irust ais built nd rhe potential for disputes. is reduced 

The Secretary's Role in Record Maintenance

Each board member must understand their responsibilities, especially in a self-managed community. The Secretary, in particular, plays a key role in ensuring the association maintains accurate and accessible records, including those required under Chapters 718 and 720.

The Secretary should regularly check that required records—such as bylaws, meeting minutes, budgets, and insurance policies—are available on the website and updated promptly. This diligence ensures the association remains compliant and promotes transparency with residents.

Professional Management and System Checks

Record maintenance often falls to the management team for associations with professional management. However, the board is still responsible for overseeing the process and ensuring compliance. Establishing checks and balances helps verify that records are kept current and accessible. Regular audits of the website can ensure that no important documents are missed, providing peace of mind for the board and transparency for the community.

Promoting Transparency in the Community

Transparency is key to building a cooperative community. When residents feel informed, they are more likely to participate and support board decisions. Providing easy access to records helps residents understand the reasoning behind decisions, reducing skepticism and mitigating conflicts. A transparent association also enhances its reputation, creating a welcoming environment for future residents.