Virtual Meetings

It’s Meeting Time Again
All of our community associations function through meetings—whether they are membership
meetings, board meetings, or committee meetings.
Back in 2020, when COVID changed the way we gathered, boards and managers began
exploring alternatives to traditional in-person meetings. Virtual meetings quickly became an
option, and Florida’s corporate law already allowed for them. Soon after, legislation was
introduced to formally recognize virtual meetings in the community association world.
Today, virtual meetings are a regular part of association life. Let’s take a closer look at what the
statutes now require.

 

Condominiums
Legislation passed in 2025 added detailed requirements for virtual meetings in condominiums.

 

Definition of Video Conference
“Video conference” means a real-time meeting where two or more people in different locations
can see and hear each other using video-enabled and audio-enabled devices.

Key Requirements

•  Meeting notices must include a hyperlink and a call-in number so unit owners can attend
  virtually.
• A physical location must also be provided so unit owners may attend in person.
• All video conference meetings must be recorded, and the recording must be kept as an
  official record of the association.

 

Membership Meetings

• The annual meeting of unit owners must be held at the location specified in the bylaws. If
  the bylaws are silent, the meeting must be held within 15 miles of the condominium or
  within the same county. (This rule does not apply to timeshare condominiums.)
• Unit owner meetings may be conducted in person or by video conference.
• If conducted by video conference, a quorum of the board must be physically present at
  the designated physical location.
• All video conference meetings must be recorded and kept as an official record.
• Owners may vote electronically as provided in s. 718.128, F.S.

 

Board Meetings

• Notices must clearly state that the meeting will be held by video conference.
• The notice must include a hyperlink, call-in number, and the address of the physical
  location where owners can attend in person.
• As with membership meetings, recordings must be made and maintained as official
  records.

 

Cooperatives
The cooperative statutes do not specifically mention virtual meetings. However, most
cooperatives are organized as not-for-profit corporations under Chapter 617, F.S. That statute
authorizes remote meetings for both members and directors.

 

For Members (s. 617.0721, F.S.)

• Members and proxy holders may participate remotely if the board authorizes it.
• The cooperative must use reasonable methods to verify that participants are entitled to
  vote.
• Remote participants must be able to hear, read, or communicate during the meeting in
  real time.
• Participation records must be kept as part of the official corporate records.

 

For Boards (s. 617.0820, F.S.)

• Board meetings may be held anywhere, including by remote communication.
• Directors participating remotely are considered present in person if they can all hear one
  another.

 

Homeowners’ Associations
Like cooperatives, most HOAs are organized under Chapter 617, F.S. and therefore may also
hold virtual meetings using the same provisions described above.

 

Final Thoughts
Virtual meetings are no longer a temporary solution—they are now a permanent, legally
recognized way for community associations to conduct business. These laws ensure that owners
have clear access, whether in person or online, while also requiring associations to maintain
accurate official records.
I hope this provides clarity as your association prepares for its next meeting.
Take care and be safe,
Fred Gray