Condominium Board Meeting Checklist: What Chapter 718 Requires Before, During and After the Meeting

Jason Hamilton Mikes, JD, MBA
Founder & Managing Shareholder

• Checklist
• Published September 26, 2026
• Reviewed by Jason Hamilton Mikes, JD, MBA, September 26, 2026
• Florida Statutes as of July 1, 2026
• Applies to: Condominiums

Chapter 718 is more prescriptive about board meetings than either of the other two chapters. It tells you how long the notice must sit on the wall, what the agenda must say, what a special assessment notice must contain, when a meeting may be closed, and what the notice must carry if the meeting is on video. This checklist works through one condominium board meeting against those requirements.

If you want the version that covers condominiums, cooperatives and HOAs side by side, use the general board meeting checklist. This one stays inside Chapter 718 and goes deeper. Read it with your bylaws open: the documents may require a longer notice period or an additional method of delivery, and where they do, the documents control.

Before the notice goes out

• Confirm the board is meeting at least once each quarter.This applies to a residential condominium association of more than 10 units. Fewer than a quarterly cadence is a statutory violation even if nothing needed deciding.§ 718.112(2)(c)
• Check whether this is one of the four meetings each year whose agenda must include an opportunity for members to ask questions of the board.This is separate from the right to speak on designated agenda items. Four times a year the agenda itself has to carry an open question period.§ 718.112(2)(c)
• Confirm the board has adopted, by duly adopted rule and on notice to the unit owners, the specific location on the condominium property where all board meeting notices are posted.Posting in a place the board never formally designated is a common and entirely avoidable defect.§ 718.112(2)(c)2.
• Check whether any owner petition is pending that obliges the board to agenda an item.A petition by 20 percent of the voting interests obliges the board to place the item on the agenda at its next regular board meeting or at a special meeting called for that purpose, within 60 days after receipt.§ 718.112(2)(c)1.
• Identify every agenda item that triggers the 14-day notice track rather than the 48-hour track.Nonemergency special assessments and amendments to rules regarding unit use — § 718.112(2)(c)1.

Posting the notice: the 48-hour rule and its exceptions

• Draft the notice so that it specifically identifies all agenda items, not categories of business."Old business" and "new business" identify nothing. The statute uses the words "specifically identify all agenda items."§ 718.112(2)(c)1.
• Post the notice conspicuously on the condominium property at least 48 continuous hours before the meeting.Continuous means it stays up. A notice posted Friday and removed Saturday morning for a pressure-washing crew has not run 48 continuous hours.§ 718.112(2)(c)1.
• Confirm whether the emergency exception is genuinely being relied on, and record why.The 48-hour rule applies "except in an emergency." The statute does not define emergency for this purpose, so document the facts contemporaneously.§ 718.112(2)(c)1.
• If the association has no condominium property on which notices can be posted, mail, deliver or electronically transmit the notice to each unit owner at least 14 days before the meeting.This is the substitute for posting, and it moves an ordinary board meeting onto a 14-day clock. Boards in associations with no common posting location are routinely caught by this.§ 718.112(2)(c)2.
• If the association uses closed-circuit cable broadcast in lieu of physical posting, confirm the notice and agenda are broadcast at least four times every broadcast hour of each day that a posted notice would otherwise be required.The broadcast must also run long enough for an average reader to read and comprehend the whole notice and agenda.§ 718.112(2)(c)2.
• If the association posts notices on its website by rule, confirm the rule also requires an electronic notice, containing a hyperlink to the posted notice, to owners whose e-mail addresses are in the official records.Website posting is an addition to the authorized means of notice, and the rule authorizing it has to carry the e-mail requirement. Photograph the posted notice with a date stamp, or have the person who posted it sign a short affidavit, and keep it with the meeting file.§ 718.112(2)(c)2.

The 14-day notice items

• For a nonemergency special assessment or an amendment to rules regarding unit use, mail, deliver or electronically transmit the notice to the unit owners and post it conspicuously on the condominium property at least 14 days before the meeting.Both steps are required. Posting alone does not satisfy it, and mailing alone does not either.§ 718.112(2)(c)1.
• Have the person who provided the 14-day notice execute an affidavit of compliance and file it with the official records.This affidavit is expressly required by the statute. It is the single most useful piece of paper the association will have if the assessment is later challenged.§ 718.112(2)(c)1.
• Confirm the notice specifically states that assessments will be considered, and provides the estimated cost and a description of the purposes for the assessment.A notice that says the board will "discuss funding" states neither the cost nor the purpose. Both must appear.§ 718.112(2)(c)3.
• Where an agenda item relates to approval of a contract for goods or services, provide a copy of the contract with the notice.The contract must also be made available for inspection and copying on written request, or made available on the association website or downloadable application.§ 718.112(2)(c)3.
• Confirm which owners have consented to electronic notice and that the consent is on file.Chapter 718 requires the owner's consent for electronic transmission but does not say the consent must be in writing. Chapter 720 does say so. Take it in writing either way.
• If the expenditure crosses the competitive bidding threshold, assemble the bids before the notice goes out.The condominium threshold is 5 percent of the total annual budget including reserves. Separately, a manager soliciting bids for the association must obtain multiple bids for any purchase over $2,500, and a violation makes the management contract voidable with no termination fee.§ 718.3026(1); § 468.4335

Video conference meetings

• If the board meeting will be conducted by video conference, confirm the notice states that fact.§ 718.112(2)(c)1.
• Confirm the notice carries all three items: a hyperlink, a conference telephone number, and the address of the physical location where owners can attend in person.A link alone is not compliant notice. So is a link plus a dial-in number without a physical address. All three are listed in the statute.§ 718.112(2)(c)1.
• Record the meeting, and keep the recording as an official record of the association.The statute requires a video-conference board meeting to be recorded. Once there are approved minutes for that meeting, the recording must be kept for at least 1 year after the date the video recording is posted.§ 718.112(2)(c)1.; § 718.111(12)(a)6.
• Before relying on remote participation for a quorum or a vote, confirm the subparagraph with counsel.A board or committee member participating by telephone, real-time videoconferencing or similar real-time electronic or video communication counts toward a quorum and may vote as if physically present. The subparagraph numbering for that rule is flagged in the verification list below.
• Do not treat a written note from an absent director as a vote.A board or committee member may submit in writing agreement or disagreement with action taken at a meeting the member did not attend. It is recorded. It does not count toward the quorum and it is not a vote.§ 718.112(2)(b)4.
• If this is a unit owner meeting rather than a board meeting, confirm a quorum of the board will be physically present at the physical location.For a unit owner meeting held by video conference, including the annual meeting, a quorum of the board must be physically present where owners can attend.§ 718.112(2)(d)2.

Committee meetings

• Determine whether the committee will take final action on behalf of the board or make a recommendation to the board regarding the association budget.If either is true, the committee meeting follows the board meeting notice rules in full.§ 718.112(2)(c)4.
• For every other committee, check the bylaws before deciding the meeting is exempt.Committees that do neither of those things are still subject to this section unless the bylaws exempt them. Silence in the bylaws means the meeting is open and noticed.§ 718.112(2)(c)4.
• Notice and post committee meetings that are covered exactly as you would a board meeting, including the specific identification of agenda items, and keep the committee minutes as official records.Minutes of any committee are on the list of records the association must keep, alongside board and unit owner meeting minutes.§ 718.112(2)(c)1., 4.; § 718.111(12)(a)6.

At the meeting

• Confirm a quorum of the board and record who is present and how each director appeared.In person, by telephone, by video. The minutes should show the method, not just the name.
• Record on the minutes that the notice was posted, and when, and that any 14-day notice was mailed and the affidavit filed.This one line is what answers a challenge two years later.
• Allow owners to speak on all designated agenda items, and to ask questions about the status of construction or repair projects and the status of revenues and expenditures during the current fiscal year.The question right is broader than boards expect. It reaches construction status and the current year's revenues and expenditures, not just agenda items.§ 718.112(2)(c)
• Apply only written reasonable rules to owner statements, adopted in advance, governing frequency, duration and manner.The association may adopt such rules. Rules invented at the table are not rules.§ 718.112(2)(c)
• Let any owner who wishes to tape record or videotape the meeting do so, subject to the Division's rules on recording.The right is statutory. The Division adopts reasonable rules governing tape recording and videotaping, and the association may not simply forbid it.§ 718.112(2)(c)
• Do not take a vote by e-mail, before or during the meeting.Directors may use e-mail as a means of communication but may not cast a vote on an association matter by e-mail. A poll of directors by e-mail followed by a rubber stamp at the meeting is the practice this was written to stop.§ 718.112(2)(c)
• Before adding any item not on the notice, confirm the vote to add it carries at least a majority plus one of the board members.Not a majority. A majority plus one. On a five-member board that is four.§ 718.112(2)(c)1.
• Calendar the ratification of any emergency item for the next regular board meeting, and notice it.The emergency action must be both noticed and ratified at the next regular board meeting. Skipping the ratification leaves the action exposed.§ 718.112(2)(c)1.
• For each motion, record the mover, the second, and the vote or abstention of each director present.§ 718.111(1)(b)
• Where a director has a conflict, record the disclosure, the recusal and the vote of the remaining directors.§ 718.3027; § 617.0832

Closed sessions

• Confirm the closed session fits one of the two grounds: a meeting between the board or a committee and the association's attorney with respect to proposed or pending litigation, held for the purpose of seeking or rendering legal advice, or a board meeting held for the purpose of discussing personnel matters.There is no general executive session in Chapter 718. Contract negotiations, delinquency discussions and owner complaints are not grounds.§ 718.112(2)(c) — subparagraph numbering flagged below
• Confirm counsel is actually present for a litigation session.The litigation ground is a meeting between the board or committee and the association's attorney. Directors discussing the lawsuit among themselves without counsel do not come within it.
• State the ground for closing on the record before the session begins, and note who remained in the room.
• Take no vote in the closed session, and reconvene in the open meeting to act.The statute exempts the meeting from the open-meeting requirement. It does not create a separate power to decide in private, and the vote still has to appear in the minutes.
• Circulate counsel's memorandum only to directors, marked privileged.Forwarding it to an owner, or reading it into an open session, can waive the privilege for everyone.

Records to retain after the meeting

• File the minutes of the board meeting, any committee meeting, and any unit owner meeting in the association's minute book or electronic records.Minutes are among the records that must be permanently maintained from the inception of the association, not merely kept for 7 years.§ 718.111(12)(a)6.; § 718.111(12)(b)
• Keep the notice, the posting photograph or affidavit, the agenda, the 14-day affidavit and the sign-in sheet with the minutes.These are not on the permanent list, so the 7-year rule applies to them. Keeping them with the minutes is the simplest way to be sure they survive.§ 718.111(12)(b)
• Post the notice, agenda and approved minutes to the association website or downloadable application if the association operates a condominium with 25 or more units and no timeshare units.Posting is due within 30 days after the association receives or creates the record.§ 718.111(12)(g)
• Calendar anything the board deferred so it lands on a later agenda rather than disappearing, and diary the 10 working day deadline for any records request that arrives in the meantime.Failure to provide access to official records within 10 working days after receipt of a written request creates a rebuttable presumption that the association willfully failed to comply.§ 718.111(12)(c)

Contact Hamilton Mikes

Hamilton Mikes reviews condominium meeting notices, agendas and minute practices for Southwest Florida boards and managers, and advises on closed sessions, emergency action and the records that support a board vote. Call 239-594-7227 or visit our Corporate Governance page.