Author: Chris

As of July 1, 2024, several new laws have taken effect in Florida that directly impact how Homeowners’ Associations (HOAs) manage their communication, records, and transparency. These changes, enacted through House Bills such as HB 59 and HB 1203, aim to improve accessibility, accountability, and compliance for HOAs, particularly in how they manage their online presence.

If you’re an HOA in Florida or manage an HOA website, understanding these new requirements is crucial to staying compliant and offering the best possible experience to your community. At HOA Web, we specialize in providing tailored website solutions for associations, helping them remain compliant with current regulations. This blog post breaks down the key changes in the laws that affect HOA websites and offers solutions to keep your association in compliance.

The Importance of an Online Presence for HOAs

Under HB 1203, Florida mandates that HOAs with 100 or more parcels must maintain a website. This new requirement is intended to improve transparency and make it easier for HOA members to access important documents, meeting notices, and other essential records.

Why this matters: The website acts as the central hub for all communication between the HOA board and its members, making it more accessible for homeowners to stay informed about the decisions that affect their community. By providing a digital space for important documents and meeting notices, HOAs can reduce the risk of miscommunication and foster a more engaged community.

Document Posting Requirements

One of the core aspects of the new laws is the requirement for HOAs to post their governing documents on their website. This includes:

• Declaration of Covenants
• Articles of Incorporation
• Bylaws
• Rules and Regulations

Under HB 59, HOAs are now required to provide each member with either a physical or digital copy of these documents. Furthermore, if any amendments are made to the governing documents, the HOA must promptly update the online copies and ensure that all members have access to the revised versions​.

How we help: At HOA Web, we can ensure your site includes a secure, searchable document library where these documents can be stored and easily accessed by your members.

Meeting Notices and Voting Documents

Another significant change is the requirement to post notices of member meetings at least 48 hours in advance. This applies to both regular and special meetings. For larger HOAs, any documents that will be voted on by the members must also be posted on the website at least 14 days before the meeting.

This means HOAs must upload meeting agendas, proxies, and any relevant voting materials to their website well in advance of the meeting​.

Why this matters: This requirement ensures that all homeowners have ample time to review the materials and understand the issues before they cast their votes. Posting meeting notices and voting documents online can also help to prevent disputes by ensuring that all members have access to the same information.

How we help: We can build a custom event calendar and meeting notice system into your HOA website, complete with reminders that are automatically sent to homeowners when a new meeting is posted. This ensures compliance with the law and keeps your members informed and engaged.

Financial Transparency and Reporting

Transparency is a significant focus of the new legislation. HB 1203 stipulates that financial records must be made accessible to HOA members through their website. This includes the association’s:

• Annual financial statements
• Proposed budgets
• Financial reports

Furthermore, homeowners have the right to request additional financial records, which must be provided within 15 business days. The new law strengthens penalties for associations that fail to provide these documents, so it’s crucial that they are posted and updated regularly.

Why this matters: Financial transparency builds trust between HOA boards and homeowners, reducing the potential for misunderstandings or disputes over how funds are being allocated. It also helps members better understand how their assessments are being used and whether any changes in fees are justified.

How we help: HOA Web can create a secure financial portal on your website where members can view and download these documents. We also offer tools for requesting financial reports and tracking compliance to help you stay within the 15-day response requirement.

Security and Privacy Considerations

With the growing need for online document posting and communication, security is more important than ever. The new laws mandate that while documents must be accessible, certain sensitive information must be protected. This includes personal homeowner data and internal board communications.

Why this matters: With so much personal and financial information now being shared digitally, it’s critical that HOA websites have secure login portals and document storage to prevent unauthorized access.

How we help: At HOA Web, we specialize in building secure, password-protected member areas where sensitive documents can be safely accessed by authorized users only. We ensure that your site is compliant with data protection regulations and equipped with robust security features.

Compliance and Regular Audits

Florida’s new HOA laws highlight the need for regular website audits to ensure compliance. HOAs are now required to retain many of their official records for up to seven years, and failure to do so can result in penalties.

Why this matters: By regularly reviewing your website’s content and ensuring all required documents are posted, HOAs can avoid the legal risks of non-compliance. Regular audits also help to ensure that the site remains up-to-date with the latest legal changes and best practices for document management.

How we help: We offer ongoing website maintenance and compliance audits to ensure that your HOA website stays aligned with Florida law. Our services include regular updates to document libraries, meeting notices, and financial records, so you can rest assured that your site is always compliant.

The new Florida laws which took effect in 2024 represent a significant shift in how HOAs must manage and present information to their members. These changes emphasize transparency, accessibility, and financial responsibility—all of which can be seamlessly integrated into your HOA website with the right tools and features.

At HOA Web, we understand the specific needs of Florida HOAs and can help you build a compliant, user-friendly website that meets all of the new legal requirements. From secure document libraries to automated meeting notices, our websites are designed to make HOA management more efficient and transparent.

If you’re ready to update your HOA website to comply with these new laws, contact us today for a consultation. We’re here to ensure that your association stays ahead of the curve and offers the best possible service to your homeowners.

In the digital age, having a robust online presence is crucial for community associations and HOAs to effectively communicate with residents, streamline operations, and enhance community engagement. However, entrusting the creation and management of your HOA website to your community management company might not be the wisest decision. Here are five compelling reasons why:

1. Lack of Expertise in Web Design and Development

Community management companies excel in managing properties and facilitating community interactions, but they often lack the specialized skills required for effective web design and development. Crafting an engaging and functional website demands expertise in areas such as user experience design, coding languages, and responsive design principles. Entrusting this task to professionals who understand the intricacies of web development ensures that your HOA website is visually appealing, user-friendly, and technically sound.

2. Hindered Flexibility in Choosing Management Companies

Opting for a community management company to handle your website ties you to their services, making it challenging to switch to a different provider if you’re dissatisfied with their performance. In the industry they call this “having a sticky product”. By separating your website development and management from your community management services, you retain the flexibility to choose the best-fit management company for your HOA without the constraints of bundled services. In other words: it will be easier to leave your association management company for another one should the need arise.

3. Inability to Create a Comprehensive Association Website

Community management companies may offer basic website solutions, but these often fall short in providing the comprehensive features and functionalities required for HOAs. From online payment portals and event calendars to document libraries and user portals, a full-featured association website demands a diverse range of tools tailored to meet the specific needs of your community. Collaborating with experienced web designers ensures that your website encompasses all essential elements required for efficient association management and resident engagement.

4. Limited Focus on User Experience and Accessibility

Community management companies often prioritize operational efficiency over user experience and accessibility when it comes to website development. A user-centric approach, focusing on intuitive navigation, mobile responsiveness, and accessibility features, is essential for ensuring that residents can easily access information and interact with the HOA website across various devices and abilities. By partnering with dedicated web design professionals, you can ensure that your website is optimized for user experience, thereby enhancing resident satisfaction and engagement within the community.

5. One-Size-Fits-All Approach

Community management companies often adopt a one-size-fits-all approach to website development, offering generic templates and limited customization options. However, a cookie-cutter website fails to capture the unique essence and requirements of your homeowners association. A custom website solution, crafted by experienced web designers, allows for extensive customization and personalization to reflect your HOA’s identity, values, and operational workflows. From branding elements and layout design to feature integrations and content organization, a customized website ensures a seamless and cohesive online experience for residents and board members alike.

Contact a Company Specializing in Association Websites

While community management companies excel in their core services, entrusting them with your HOA website may not yield the desired results. By collaborating with professional web designers and developers, you gain access to specialized expertise, flexibility in choosing management services, comprehensive website functionalities, tailored solutions, and personalized customization options. Investing in a standalone website solution ensures that your HOA’s online presence is not just functional but also reflective of its unique identity and community-centric values.

When it comes to building a website for a Homeowners Association (HOA), security should be of the utmost importance. After all, an HOA website is not only a source of information for residents but also a hub for important communications and documents. It is crucial that sensitive information, such as personal contact details and financial data, is kept secure to prevent unauthorized access and protect the privacy of residents. Here are a few key security measures that every HOA website should have:

Secure Login System

A secure login system is essential for any website that requires user authentication. It should use strong encryption algorithms, such as SHA-256 or SHA-512, to ensure that login credentials are not intercepted by hackers. Furthermore, residents should be required to use a combination of upper and lowercase letters, numbers, and special characters for their passwords, in order to make them more difficult to crack.

SSL Encryption

SSL (Secure Sockets Layer) encryption is a must-have for any website that handles sensitive information, such as personal details or financial transactions. It ensures that data transmitted between the user’s browser and the server is encrypted, making it impossible for hackers to intercept and read. This can be verified by the presence of a green padlock icon in the browser and “https” in the website’s URL. This website utilizes SSL encryption.

Firewall

A firewall is a network security system that monitors and controls incoming and outgoing network traffic. It can be used to block unauthorized access to the HOA’s website, protecting it from hackers and other malicious actors. Additionally, many hosting services provide firewall protection by default, which can provide an additional layer of security.

Regular Backups

Regularly backing up the website’s data and storing it at a third-party cloud data center can help to protect against data loss in the event of a cyber-attack or other disasters. This can include everything from the website’s code and content to databases and uploaded files. By keeping a recent copy of the website’s data, it can be quickly restored in case of a security breach.

Access Control

It is important to restrict access to sensitive data and areas of the website to only authorized personnel, such as the board members and management staff. This can include adding an additional level of authentication or assigning user roles to limit who can access what.

Antivirus/Malware Protection

It is important to regularly scan the website for malware and other malicious code, which can lead to data breaches or unauthorized access. There are many free or paid software options available that can help to detect and remove malware.

Regular Security Audits

Regular security audits can help to identify and address any vulnerabilities in the website. They can include testing for SQL injection, cross-site scripting, and other common attacks. The audit should also include a review of the website’s source code to ensure that it is up-to-date and free of any known vulnerabilities.

In addition to these technical measures, it is important for the HOA’s board members and management staff to be aware of the importance of security and be educated on best practices for website security. By doing this, they can take steps to ensure that their website remains secure and that any issues are addressed promptly.

In conclusion, security is crucial for any website, particularly for a Homeowners Association website that deals with sensitive information and financial transactions. By implementing the above-mentioned security measures, the HOA can protect its residents’ personal information and financial data, as well as maintain the integrity of the website.

When it comes to creating a website for your Homeowners Association (HOA), there are certain features that are essential for an effective online presence. These features not only provide residents with important information and resources but also help to foster communication and engagement within the community.

Below are the top 10 features that every HOA website should have:

Membership Portal

A membership portal allows residents to access exclusive content, view important documents, and stay informed of upcoming events and meetings. Additionally, a member login system can also include a messaging area that allows residents to contact the board and other members directly.

Events Calendar

An events calendar can be used to display upcoming meetings, social events, and other important dates for the community. With the ability to view events online, residents can easily keep track of their schedule and make sure they don’t miss anything important. Community managers should be able to add events to the calendar themselves in order to make last-minute changes and updates.

Discussion Groups

Having online community groups allows residents to share information, ask questions, and offer suggestions in an open and transparent manner. Groups can also be used to create sub-groups for specific topics, such as a gardening group or a social committee.

Newsletters and Email Alerts

Email alerts and newsletters allow the board to keep residents informed of important announcements, changes to community rules, and other information. By having the ability to sign up for email alerts, residents can choose how frequently they want to receive updates, making it more convenient for them.

Frequently Asked Questions (FAQs)

A FAQ section of a HOA website can provide quick answers to those commonly asked questions. This can save time for both residents and community managers.

Responsive Design

Having a website that is easy to navigate and responsive is a must-have feature. This will allow residents to access the website from any device, whether it be their computer, tablet or smartphone.

Photo Galleries

Online photo galleries can be used to showcase the community’s events, facilities, and amenities. They are also a great way to keep residents informed of the latest happenings in the community.

Community Directory

Incorporating an online community directory into your HOA website is a very useful tool for members to have access to. Listing contact information for other residents can help members keep in touch and communicate with each other.

Document Library

Having a library of important documents such as bylaws, covenants, and meeting minutes available for residents to view online can be a great way to increase transparency and accessibility. It is also a legal requirement in some states.

Contact Forms

Utilizing various contact forms throughout a community website is helpful in directing requests to the correct departments. For example, a billing inquiry could be routed directly to the community Treasurer thus saving all parties time.

An HOA website can be a powerful tool for facilitating communication and engagement within the community. By incorporating the above-mentioned features, the board can create an online platform that effectively connects residents and allows for seamless communication. It can also help to improve transparency, collaboration, and overall satisfaction among the members. With the right website in place, the HOA can foster a strong and cohesive community, which will lead to a more harmonious and successful neighborhood.

To get started building your own community website please contact us.

Happy New Year! As the calendar flips over to a new year, it’s a perfect time to think about building a website for your association.

A website is an essential tool for any modern HOA, COA or association. It’s a central hub for communication, information sharing, and online interactions. A well-designed website can make the lives of both HOA board members and homeowners easier, as well as help build a sense of community within the association.

If you’re considering building a website for your HOA, you should consider hiring HOA Web to do the job. Here’s why:

1. We specialize in HOA websites. Building a website for an HOA is different from building a website for a small business or personal blog. HOA websites have specific needs and features, such as membership directories, event calendars, and document libraries. At HOA Web, we have years of experience building websites for associations, so we know how to create a website that meets the unique needs of your community.
2. We offer fully managed solutions. Building a website is just the beginning. You’ll also need to worry about hosting, security, updates, and backups. With HOA Web, you don’t have to worry about any of that. We offer fully managed solutions, which means we handle all the technical details for you. This frees up your time to focus on running your HOA and serving your community.
3. We build custom websites. Every HOA is different, and your website should reflect that. At HOA Web, we don’t use pre-made templates or cookie-cutter designs. Instead, we work with you to create a custom website that meets your specific needs and reflects the character of your community.

In short, if you’re looking to build a website for your association, HOA Web is a perfect choice. Contact us today for a free estimate!

In recent years, there has been an increase in the number of states that require homeowner’s associations (HOAs) to have a website. These websites serve as a valuable resource for homeowners, providing important information about the association and the community it serves.

One of the first states to require HOAs to have a website was California. In 2011, California passed Assembly Bill 548, which mandated that HOAs with more than 50 units must maintain a website. This law went into effect in January 2012 and has been successful in providing homeowners with easy access to important information about their association.

Other states have followed California’s lead and now require HOAs to have websites as well. These states include Nevada, Colorado, Texas, and Florida. In Nevada, HOAs with more than 50 units are required to maintain a website, while in Colorado, the threshold is 150 units. Texas requires HOAs with more than 10 units to have a website, while in Florida, all HOAs are required to have a website, regardless of the number of units.

Having a website is not only a requirement in some states, but it is also a valuable tool for HOAs. A website can provide important information about the association, such as contact information, meeting dates and times, community rules and regulations, and more. It can also serve as a platform for communication between the association and homeowners, allowing homeowners to easily stay informed about what is happening in their community.

In addition to providing important information, a website can also be a valuable tool for HOAs to manage their operations. Many HOA management software programs offer the ability to integrate with a website, allowing the association to easily post important documents, such as meeting minutes and financial reports, for homeowners to access. This can save the association time and money by reducing the need to print and distribute documents.

So you have launched your HOA website and it has been live for some time but you are starting to notice that you only get a handful of visitors each month. It is almost like people in your HOA community are not visiting the website. So what gives?

This isn’t the “Field of Dreams”. Websites do not operate under the “if you build it, they will come” premise. If they did, we would all be rich. In order to get visitors to your HOA website you need to take the following steps:

• Make your community members aware there is a website for them to visit
• Utilize tools like mailing lists and social media to notify community members when there is new content on your website
• Create content that will make people want to visit your website such as news and an events calendar.
• Make sure your website is accessible via mobile devices

Make Members Aware of your Website

This seems pretty obvious but many HOA managers don’t even let their community members know they have a website at their disposal. When you launch a new HOA website you need to make sure that you let your community know it exists.

If you have a newsletter you send out, inform your members through that. Make them aware at monthly meetings, through social media, etc.

A good strategy to “force” members to visit your website is to store important forms on your site. For example, you could keep your architectural review form on the website. This would force your community members to visit the site to download the form.

Notify HOA Members of New Content

When you post new updates to your site you need a way of letting your community members know. A good example of this would be letting them know through a Facebook page. A better example would be keeping them informed through an email list such as Constant Contact or Mailchimp.

You put in hard work to keep your HOA website updated and you want members to view those updates. What’s more, many of your updates are important and you want as many community members as possible to see them.

Using a platform like an email list is a great way to let your members know there is new content on your site.

Create Informative Content

If your members visit your HOA website and don’t find any up to date content or anything useful they are going to stop using it as a resource. It is important to make sure that what you post on your site is relevant and useful.

Posting things like news and documents are helpful but you can go even further by maintaining a community calendar. A calendar of events will be helpful to HOA members and keep your site content relevant and up to date.

Is your HOA website Mobile Friendly?

The reality is that many of your HOA members will visit your website on their mobile device. This means that it is incredibly important to make sure your site will work on a mobile platform.

If your HOA site doesn’t work on a mobile phone contact us and we can help.

How to you get visitors to your HOA website?

Did we miss something? Let us know in the comments below.