Key updates from Florida’s 2025 legislative session impacting condominium board: What your association should know

Florida lawmakers have passed new legislation aimed at enhancing the safety, transparency, and financial accountability of condominium associations. These updates introduce significant changes for condominium boards, property managers, and residents. Most provisions come into effect on July 1, 2025, while some record-keeping requirements begin on January 1, 2026. Below is a comprehensive guide to understanding these changes and how they affect your responsibilities as a board member.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Property manager licensing requirements

Condominium boards must verify that property managers are properly licensed.

Key updates:

• Boards are responsible for verifying licenses and can terminate contracts if licenses are suspended or revoked.
   
• Formerly licensed individuals are prohibited from working for or owning a management firm for 10 years.
   
• Licensed managers must maintain an online account with the Department of Business and Professional Regulation (DBPR).

Why it matters: Ongoing license verification is now your responsibility, but working with a reliable partner like FirstService Residential can help managers remain compliant. FirstService Residential can streamline this process by maintaining accurate records and conducting regular checks with the Department of Business and Professional Regulation, allowing boards to confidently meet state requirements and focus on broader community goals.
 

Milestone inspections and SIRS changes

Clarifications and new deadlines regarding milestone inspections and Structural Integrity Reserve Studies (SIRS) have been established.

Key updates:

• Applies only to buildings with three or more habitable stories.
   
• Deadlines and requirements:
   
  • SIRS completion deadline extended to December 31, 2025.
     
  • Local agencies must report inspection data to the state by October 1, 2025.
     
  • Officers and directors must sign affidavits acknowledging completion of SIRS.
     
  • Funding options include special assessments, loans, and credit lines with member approval.

Why it matters: The extended deadline gives associations more time to comply, but meeting these requirements is mandatory. FirstService Residential’s project management experience helps associations schedule inspections, coordinate with professionals, and keep all documentation organized, reducing the risk of missing compliance dates.
 

Enhanced insurance requirements

Associations are now required to maintain property insurance that fully covers replacement costs.

Key updates:

• Coverage must be based on professional appraisals updated at least every three years.

Why it matters: Scheduling timely appraisals is crucial to supporting compliance and maintaining adequate coverage for your community. A professional property management company like FirstService Residential can manage the appraisal schedule, connect boards with licensed appraisers, and monitor documentation to keep your community protected under the new legal requirements.
 

Improved records and transparency

Starting July 1, 2025, new record-keeping requirements take effect for condos with 150+ units, with January 1, 2026, as the start date for condos with 25 –149 units.

Key updates:

• The following records must be kept and made accessible online within 30 days of creation:
   
  • Meeting minutes and video recordings (kept for one year).
     
  • Affidavits required by Chapter 718.
     
  • Bank statements and ledgers (not required online).

Why it matters: Stricter transparency rules mean associations must upgrade their record-keeping systems to meet deadlines and accessibility standards. Property management experts like FirstService Residential can implement secure online portals and document management workflows, making it easier for boards to fulfill transparency regulations and keep members informed.
 

Financial reporting adjustments

The law introduces new timelines and stricter documentation requirements for financial reporting.

Key updates:

• Annual financial reports must now be provided within 180 days (an increase from 120 days) of the fiscal year-end.
   
• Reducing financial reporting requires a majority of all voting interests.
   
• Boards must execute affidavits to prove compliance with delivery requirements.

Why it matters: The extended timeline helps boards complete reports, but the stricter requirements demand greater attention to detail. FirstService Residential’s financial specialists can support boards in preparing, reviewing, and distributing these reports and affidavits, helping you meet the new deadlines and standards with confidence.
 

Budget meetings and assessment rules

Boards must now provide alternative budget options when proposing significant assessment increases.

Key updates:

• If assessments increase by more than 115%, an alternative budget without discretionary spending must also be presented.

Why it matters: Owners now have greater visibility into budget decisions, and boards must prepare for this additional layer of engagement. Property management professionals can assist by organizing meeting materials, preparing budget documents, and facilitating effective discussions to help boards present options and gather owner feedback efficiently.
 

Expanded use of virtual meetings and e-voting

The legal framework for virtual meetings and electronic voting has been formalized.

Key updates:

• Virtual meetings:
   
  • Platforms like Zoom or Teams are now officially allowed.
     
  • Meetings must be recorded and preserved as official records.
     
  • Notices must include both a physical location and a virtual link.


• Electronic voting:
   
  • Boards must implement e-voting if 25% of owners petition for it.
     
  • Email ballots are valid if they adhere to legal format requirements, though privacy may be waived.

Why it matters: These updates enhance accessibility and participation but require boards to manage records and technical infrastructure effectively. A property management company can provide digital meeting solutions, oversee e-voting processes, and ensure the required records are properly stored and accessible, easing the transition to these modern practices.
 

Reserve funds flexibility

Changes in reserve funding rules provide boards with more options and oversight.

Key updates:

• Projects costing more than $25,000 now require reserves (increased from $10,000), with inflation adjustments beginning February 1, 2026.
   
• Funding options include assessments, loans, or credit lines.
   
• Associations can pause reserve contributions for up to two years to complete repairs identified during milestone inspections, pending member approval.

Why it matters: Boards now have more flexibility in managing reserves, but compliance and oversight responsibilities are heightened. FirstService Residential can help plan reserve studies, coordinate special assessments or financing, and keep clear records to help boards make informed decisions and maintain compliance.

"The immediate impact is that condo associations now have much more flexibility and uniformity when it comes to reserve requirements. Instead of being required to fully fund reserves right away, they can now prioritize the urgent repairs, especially those flagged during inspections."

Robert G. Smith, president of the South region for FirstService Residential

He adds:

"This bill directly addresses that issue by allowing associations to complete critical repairs first and conduct updated reserve studies based on the building's current condition. It's a more practical approach that recognizes the proactive work our boards are already doing — and it clearly shows that their voices are being heard in the legislative process."

Robert G. Smith, president of the South region for FirstService Residential

Transition to digital reporting

Condo associations must now register and maintain an online account with the DBPR.

Key updates:

• Registrations must be complete by October 1, 2025.
   
• Associations must submit changes to contact information within 30 days.
   
• The DBPR will provide 45-day notice when updates are required.

Why it matters: This shift aims to streamline oversight and improve communication using digital processes. Our local experts can support boards by managing online accounts, monitoring deadlines, and submitting required information to state agencies on your behalf.
 

New grant program for safety upgrades

The state has introduced the My Safe Florida Condominium Pilot Program, offering matching grants for storm risk improvements.

"Another major point of interest for our boards has been the My Safe Florida Condo Program. When the program was first created, accessing the grant funds was difficult because associations had to meet unrealistic voting thresholds, and the math just didn’t work. So, we pushed for meaningful changes that would allow associations to actually take advantage of these grants for real storm mitigation improvements. "

Robert G. Smith, president of the South region for FirstService Residential

Key criteria:

• Buildings must be at least three stories tall.
   
• At least 75% of residing owners must approve.
   
• Associations must be current on milestone inspections and reserves.

Why it matters: This program provides a valuable opportunity to offset storm hardening costs, though qualifications are stringent, and competition may be high. FirstService Residential can guide associations through the application process, gather required documentation, and help position your association for success in the My Safe Florida Condominium Pilot Program.
 

Summary: Everything boards need to know

These legislative changes, effective in 2025 and 2026, are designed to foster safer, more transparent, and better-managed communities. While compliance introduces new challenges, these policies provide new tools and flexibility for condominium associations.

Board leadership is essential in navigating these updates. We recommend consulting with your association attorney to address specific applications. At FirstService Residential, we’re here to support you in meeting compliance requirements and achieving your community’s long-term goals. FirstService Residential offers the support and expertise needed to meet new requirements effectively. With a team committed to guidance and practical solutions, FirstService Residential can help boards streamline operations, implement policies, and manage their communities with confidence.

"Many of our boards are using this opportunity to take a forward-looking approach. We’ve been proactively working with our associations over the past two years to help them navigate these changes, develop strategic plans, prepare budgets, and schedule the necessary inspections to keep their communities safe. "

Robert G. Smith, president of the South region for FirstService Residential

In the News: Robert G. Smith, South Region president, was recently featured in Newsweek discussing Florida’s new condo reform bill. Read the article today.

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