Can You Request HOA Meeting Recordings? Your Rights Under HB 913

Can't attend a board meeting? Under Florida's new HB 913 law, you may be able to access recordings of video conference meetings. Here's everything you need to know about your rights to meeting recordings and how to request them.

Your Right to Meeting Recordings

Under HB 913, which took effect July 1, 2025, video conference board meetings must be recorded, and those recordings become official records of the association. This means:

• Recordings must be kept as official records
• You have the right to request and access these recordings
• Recordings must be maintained according to record retention requirements

This is a significant change that gives owners much better access to what happened in meetings they couldn't attend.

When Recordings Are Required

Recordings are required when:

• Meetings are held via video conference - Zoom, Teams, or other video platforms
• Board meetings - Regular and special board meetings
• Any official board business - Not just annual meetings

Note: In-person meetings don't require recordings, though some associations may choose to record them anyway.

What Recordings Include

Meeting recordings should capture:

• All discussions and deliberations
• Board member comments and questions
• Votes and decisions
• Owner comments (if owners are allowed to speak)
• Presentations or reports

However, recordings typically don't include:

• Executive sessions (private portions of meetings)
• Break periods
• Technical difficulties or interruptions

How to Request a Recording

Requesting a meeting recording is similar to requesting other official records:

Step 1: Identify the Meeting

Be specific about which meeting you want:

• Date of the meeting
• Type of meeting (regular board meeting, special meeting, etc.)
• Any specific topics discussed (if you know them)

Step 2: Submit a Written Request

Send a written request to your association. You can use this template:

Step 3: Wait for Response

Your association has 10 business days to respond. They should:

• Provide access to the recording
• Schedule a time for you to view it
• Explain if the recording isn't available (and why)

Step 4: Access the Recording

Recordings may be provided via:

• Email link to online storage
• USB drive or other physical media
• Online portal access
• In-person viewing at the association office

Fees for Recordings

Your association may charge reasonable fees for:

• Physical media - Cost of USB drive or DVD
• Staff time - If preparing the recording requires significant time
• Online storage - If using a paid service to share recordings

However, fees should be reasonable and not used to discourage requests. If fees seem excessive, ask for an itemized breakdown.

What If a Recording Doesn't Exist?

There are legitimate reasons why a recording might not be available:

• Meeting was in-person - Only video conference meetings require recordings
• Technical failure - Recording equipment malfunctioned
• Executive session - Private portions aren't recorded
• Meeting predates HB 913 - Recordings weren't required before July 1, 2025

However, if your association regularly holds video conference meetings without recording them (after July 1, 2025), that's a violation of HB 913.

Using Recordings Effectively

Once you have a recording, here's how to make the most of it:

1. Take Notes

While watching, take notes on:

• Key decisions made
• Votes and how board members voted
• Important discussions
• Questions you want to ask

2. Compare to Minutes

Review the approved meeting minutes and compare them to the recording:

• Are minutes accurate and complete?
• Do they reflect what was actually discussed?
• Are important details missing?

3. Follow Up on Questions

If the recording raises questions:

• Contact the board with specific questions
• Request additional information if needed
• Attend the next meeting to discuss concerns

Limitations and Exceptions

There are some limitations to your right to recordings:

Executive Sessions

Private portions of meetings (executive sessions) are not recorded and are not accessible to owners. These typically cover:

• Legal matters (attorney-client privilege)
• Personnel issues
• Contract negotiations (in some cases)
• Individual owner matters (collection, violations)

Record Retention

Recordings must be kept according to record retention requirements, but they don't need to be kept forever. Ask your association about their retention policy.

Why This Matters

Access to meeting recordings is important because:

• You can't always attend - Work, travel, or other commitments may prevent attendance
• Minutes may be incomplete - Recordings show the full discussion, not just summaries
• You can verify accuracy - Compare recordings to minutes to ensure accuracy
• You understand context - Hear tone, emphasis, and full discussions
• You stay informed - Know exactly what was decided and why

What to Do If Your Request Is Denied

If your association refuses to provide a recording:

1. Ask for a written explanation - Understand why access is being denied
2. Verify the meeting type - Confirm it was a video conference meeting
3. Check the date - Recordings are required for meetings after July 1, 2025
4. Follow up in writing - Send a second request referencing HB 913 requirements
5. Contact the Division - File a complaint with the Division of Condominiums
6. Consult an attorney - For serious violations, legal action may be necessary

Best Practices for Associations

If you're on the board or work with your association, here are best practices:

• Record all video conference meetings - It's required by law
• Store recordings securely - Protect privacy while maintaining accessibility
• Respond promptly to requests - Provide access within 10 business days
• Charge reasonable fees only - Don't use fees to discourage requests
• Maintain recordings properly - Follow record retention requirements

Bottom Line

Under HB 913, you have a right to access recordings of video conference board meetings. This is a powerful tool for staying informed about association business, especially when you can't attend meetings in person.

Don't hesitate to request recordings when you need them. It's your right, and it helps ensure transparency and accountability in your association's governance. If your association isn't providing recordings as required, speak up and assert your rights.