As a condo owner, you have a right to know what your HOA board is doing. Florida law, especially with the new HB 913 requirements, sets clear expectations for board transparency. Here's what you should expect from your board and how to ensure you're getting the information you need.

What Transparency Means

Board transparency means:

Open communication about association business
Accessible financial information
Clear decision-making processes
Regular updates on important matters
Opportunities for owner input

Transparency isn't just nice to have—it's required by law and essential for good governance.

Financial Transparency Requirements

Your board must provide financial information in several ways:

1. Online Access to Records

Under HB 913, your association must maintain official records on a website, including:

Bank statements and account records
Approved board meeting minutes (last 12 months)
Meeting recordings (if applicable)
Financial ledgers

What to expect: These records should be updated within 30 days of any changes and accessible to all owners.

2. Annual Financial Statements

Your board must provide annual financial statements within 180 days of the fiscal year end, including:

Balance sheet
Income and expense statement
Budget comparison
Reserve account information

What to expect: You should receive these automatically, not have to request them.

3. Budget Information

Before the fiscal year begins, your board must:

Prepare and distribute a proposed budget
Hold a budget meeting where owners can ask questions
Explain any significant assessment increases
Provide final approved budget to all owners

4. Reserve Information

Your board should provide:

Reserve study reports (when completed)
Reserve funding status
Planned reserve expenditures
Explanation of reserve funding decisions

Meeting Transparency Requirements

Your board must be transparent about meetings:

1. Meeting Notices

Board meetings must be properly noticed with:

Date, time, and location (or video conference link)
Agenda items
At least 48 hours advance notice (for regular meetings)

What to expect: You should receive meeting notices via email or mail, depending on your association's practices.

2. Meeting Minutes

Approved board meeting minutes must be:

Maintained as official records
Available online (last 12 months under HB 913)
Accurate and complete
Available to owners upon request

What to expect: Minutes should be approved at the next meeting and made available shortly after.

3. Meeting Recordings

If meetings are held via video conference:

Recordings must be kept as official records
Available to owners upon request
Maintained according to record retention requirements

4. Owner Participation

While board meetings are for board business, owners typically have the right to:

Attend meetings (except executive sessions)
Speak during designated comment periods
Observe board decision-making

Communication Expectations

Your board should communicate regularly about:

1. Major Decisions

Assessment increases
Special assessments
Major repair projects
Contract changes (management, vendors)
Policy changes

2. Important Updates

Building maintenance issues
Insurance changes
Legal matters affecting the association
Compliance requirements (like HB 913)

3. Emergency Situations

Immediate safety concerns
Urgent repairs
Natural disasters or emergencies

What Good Transparency Looks Like

A transparent board:

Proactively shares information - Doesn't wait for owners to ask
Explains decisions - Provides context for why choices are made
Responds to questions - Answers owner inquiries promptly and thoroughly
Makes records accessible - Uses website, email, or other convenient methods
Holds regular meetings - Meets consistently and provides proper notice
Documents everything - Keeps accurate records of decisions and actions
Welcomes owner input - Listens to concerns and considers feedback

Red Flags: Signs of Poor Transparency

Watch out for these warning signs:

Records not available online - HB 913 requires this
Delayed financial statements - Should be within 180 days
Vague or missing meeting minutes - Minutes should be detailed
Unanswered questions - Board should respond to owner inquiries
Secretive decision-making - Major decisions shouldn't come as surprises
Resistance to record requests - You have a legal right to access records
Lack of communication - Board should keep owners informed
Executive session overuse - Most business should be in open meetings

How to Encourage Transparency

You can help promote transparency by:

1. Attend Meetings

Regular attendance shows the board that owners care and are paying attention.

2. Ask Questions

Don't be afraid to ask for clarification or more information. Good boards welcome questions.

3. Request Records

Exercise your right to access official records. This shows the board that owners are engaged.

4. Provide Feedback

Let the board know what information would be helpful and how they can improve communication.

5. Run for the Board

If transparency is a concern, consider running for the board to help improve practices.

What to Do If Your Board Isn't Transparent

If your board isn't meeting transparency requirements:

1. Document the Issues

Keep records of unanswered requests
Document missing or delayed information
Note instances of poor communication

2. Communicate Your Concerns

Send written requests for information
Attend meetings and ask questions
Express concerns to the board president

3. Work with Other Owners

Share concerns with neighbors
Organize to request information together
Consider forming an owner group

4. File a Complaint

Contact the Division of Condominiums for serious violations
File complaints about non-compliance with HB 913 requirements

5. Seek Legal Advice

Consult an attorney for serious transparency violations
Consider legal action if board refuses to comply with legal requirements

Executive Sessions: What's Private?

Boards can meet in private (executive session) for limited purposes:

Legal matters (attorney-client privilege)
Personnel issues
Contract negotiations (in some cases)
Matters involving individual owners (collection, violations)

However, most board business should be conducted in open meetings. If your board is holding too many executive sessions, that's a red flag.

Building a Culture of Transparency

Transparency works best when it's a cultural value, not just a legal requirement. A transparent association:

Builds trust between owners and board
Prevents problems by catching issues early
Encourages owner participation
Improves decision-making through owner input
Protects the board from accusations of wrongdoing
Maintains property values through good governance

Bottom Line

You have a right to transparency from your HOA board. Florida law, especially HB 913, sets clear requirements for what information must be available and how it should be provided. Don't settle for less than what the law requires.

A transparent board is a sign of good governance. If your board isn't meeting transparency standards, speak up, request information, and work with other owners to ensure compliance. Your building's financial health and your property value depend on it.

What to Expect from Your HOA Board: Transparency Requirements Explained