Requirement for Associations with 150 or More Units
Did you know that a law has been passed that requires condo associations in Florida with 150 or more units to have a website that complies with specific requirements?
The law is clear - maintaining a generic, public website where you upload documents is not sufficient. The law specifically requires that the official records which are being uploaded be accessible through a password protected area of the website.
'The association’s website must be accessible through the Internet and must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to unit owners and employees of the association.'
How Our Platform Helps Your Association Comply with the Law
You can securely store and share all of your community documents online. Using our simple drag-and-drop system, you can upload and distribute documents such as board minutes, forms, by-laws, floor plans, photos, and videos. Permission-based controls allow you to determine exactly who sees what.
Many associations already have a website or portal, however, it does not comply with the specific standards that are set out in the new law. For example, condo websites must contain a subpage, web portal, or other protected electronic location that is inaccessible to the general public and accessible only to unit owners and employees of the association. In other words, password protected.
Be aware that if your association has not taken action to comply with this law, unit owners could file complaints with Florida’s Department of Business and Professional Regulation Division of Florida Condominiums, Timeshares, and Mobile Homes or the department could monitor, audit, and enforce the law on its own.
The Division of Condominiums, Timeshares, and Mobile Homes published Rule 61B-21.003 “Penalty Guidelines”. This rule outlines the various penalties, including fines and corrective actions, that can be taken against condo associations for non-compliance with the website and portal publication, in addition to a number of other condo regulations.
According to the rule, the penalty for non-compliance would be no less than $500, and varies based on the number of units ($10 to $30 per unit). The statutory maximum for penalties that can be levied by the Division of Florida Condominiums, Timeshares, and Mobile Homes is $5,000 for each violation (See FL Stat § 718.501.).
Mirador 1000 is a premier condo located in the heart of Miami Beach. They serve a diverse set of residents including locals and those from all over the world who use it as their vacation home. Their residents range from the young and upwardly mobile to retirement.
When the Florida Condominium Website Law went into effect at the start of 2019, Mirador 1000 had already taken action to ensure compliance with the new rules with the use of Concierge Plus’ platform.
The law required that residents and owners should be able to access financial documents, association records, and rules and regulations, as many residents have experienced unnecessary difficulties when trying to locate or obtain such documents. The law’s objective was
thus to address transparency and communication issues within condo associations.
It required that condo associations had websites that allowed owners to access documents. Some of the documents include:
Many condo associations were scrambling to find and post the necessary information, or create websites if they didn’t already have one, however, the management at Mirador 1000 already had the information they needed at their fingertips. They simply uploaded all the required documents to Concierge Plus’ media library and referred their residents there for any information.
Concierge Plus also helped Mirador 1000 tackle Airbnb and VRBO activity. Short term rentals are illegal in Miami Beach, but the association struggled to curb the problem in the past. With entry instructions through Concierge Plus, management can quickly notice when new people were checking into any one condo too often.
Mirador 1000 now has the technology to match its modern premises, and residents are much happier with both the board and management.
“The onboarding staff took care of everything. They took all the resident data and set up a portal with all the amenities, workflows, and features. We didn’t have to lift a finger.”
Komal Bhojwani - President, Mirador 1000 Condominium Association
If your association has fewer than 150 units, there is no legal requirement for it to have an independent website. However, the rules could change. Amendments have been proposed to the law and include lowering the minimum number of units where a condo association is required to have a website from 150 to 25. Amendments also include requirements for websites to be mobile friendly, and have the required documents also available to mobile users.
Here's what's going to happen when you sign up for Concierge Plus:
Law compliant website/portal
You'll be able to breathe a sigh of relief because your website/portal will exceed the technological requirements set by the State of Florida by including SSL encryption and separate password restricted content areas.
You’re going to love how we just make things work better – it’s easier to manage service requests, deliveries, amenity bookings, visitor parking and visitors. You can deliver better and more responsive customer service.
Save money in the long run
Managing day-to-day administrative tasks will no longer be time-consuming. Concierge Plus takes these tasks online with a dynamic suite of tools customized to suit your needs. We’ll not only help you get organized today, we’ll save you time and money in the long run!
It’s a snap to communicate with residents: announcements, service requests and amenity bookings can be created and tracked in one place. Offer better customer service and pain-free task management.
There are over 30 modules in Concierge Plus encompassing hundreds of features designed specifically to manage the operations of a condo association.
Our expert will walk you through a few of the most frequently used ones so you understand how they work and the benefits that they will bring to you and your community.
Before, when you wanted to send out announcements to owners, it required you to print individual copies of that announcement and distribute it door-to-door.
Now, you compose your announcement in Concierge Plus and quickly select the groups of people you want it to go to. (For example water shut-offs affecting only a particular line.) Instantly your message is delivered to everyone. Reporting that is triggered immediately lets you see who has received the email, phone call, or text message. Easy accountability to ensure everyone is getting your message.
Before when you wanted to notify residents of deliveries, you would have to log the packages in a binder and then call each resident or leave a sticky note on their mailbox.
Now you can use our Deliveries Module to quickly log each package and immediately send an email, text message, and/or automated phone call to the resident to let them know without having to use a lot of your team’s time.
Before, when you wanted to have a resident’s service request actioned, you would have to find and speak to the right team member and let them know what to do.
But now, you can use our simple Service Requests module to assign and keep track of issues without the need for manual assignment and tracking.
Before when you wanted to process an amenity booking, a resident would have to visit or call the front desk where someone would look through a calendar to see whether their date was available. The booking was written into that calendar and in some cases a check collected for payment.
Now you can use our Amenity Bookings module to allow residents to view availability, make a booking, and even pay online (if necessary) without frustrating and time-consuming manual interactions.
Before when you wanted to look up contact or other important information about a resident, you would look in a resident information binder or Excel spreadsheet.
Now you can quickly search and locate all of these details with just a couple of keystrokes without the need to manually search or the risk of someone inadvertently changing resident information.
Again, those are just six popular modules.
Concierge Plus has 25+ other modules for every aspect of your association.
Any of these features and modules can be disabled if not needed or desired.
We also wanted to go through some commonly asked questions. Things that people often want to know about when evaluating us.