HOA Secretary / HOA Board Organization

Position	Duties	Author Perspective
	Have to see if there is any definitions in the governing documents - dont remember seeing any. There are general website that explain these roles and I may use that to define the duties but will caveat that it is not this HOA defined	https://www.flsenate.gov/laws/statutes/2018/720.303 Florida Senate - Association powers and duties; meetings of board; official records; budgets; financial reporting; association funds; recalls.
Secretary	From the Charter - Article 4: The Secretary shall prepare or supervise the preparation of the meeting minutes as required by Florida law.

What is the Secretary Function and FL Legal governance or other governance by the HOA own rules?

Topic	Content	Author Perspective / Sources
Minutes	Section 2.3.3 - (3) MINUTES.—Minutes of all meetings of the members of an association and of the board of directors of an association must be maintained in written form or in another form that can be converted into written form within a reasonable time. A vote or abstention from voting on each matter voted upon for each director present at a board meeting must be recorded in the minutes.	Florida HOA Secretary Minutes https://www.flsenate.gov/laws/statutes/2018/720.303-
Official Records	Section 2.3.4- OFFICIAL RECORDS.—The association shall maintain each of the following items, when applicable, which constitute the official records of the association:(a) Copies of any plans, specifications, permits, and warranties related to improvements constructed on the common areas or other property that the association is obligated to maintain, repair, or replace.	Florida HOA Secretary Official Records https://www.flsenate.gov/laws/statutes/2018/720.303-
2025 update	The 2024 Florida Statutes (including 2025 Special Session C)	http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0700-0799/0720/Sections/0720.303.html
	Section 4.14.(b)1. By January 1, 2025, an association that has 100 or more parcels shall post the following documents on its website or make available such documents through an application that can be downloaded on a mobile device:	Author Comment: There is a requirement each of these items are published as per the statement after this specific section of the law
	a. The articles of incorporation of the association and each amendment thereto.	Checked password protection website of HOA - this exists on the website
	b. The recorded bylaws of the association and each amendment thereto	Checked password protection website of HOA - this exists on the website
	.c. The declaration of covenants and a copy of each amendment thereto.	Checked password protection website of HOA - this exists on the website
	d. The current rules of the association.	Checked password protection website of HOA - this MIGHT exist
	e. A list of all current executory contracts or documents to which the association is a party or under which the association or the parcel owners have an obligation or responsibility and, after bidding for the related materials, equipment, or services has closed, a list of bids received by the association within the past year.	Checked password protection website of HOA - This MIGHT not be on the site. the law says LISTS of bids and not the actual bids. I am uncertain if this requirement is met or will be met
	f. The annual budget required by subsection (6) and any proposed budget to be considered at the annual meeting.	Checked password protection website of HOA - this exists on the website
	g. The financial report required by subsection (7) and any monthly income or expense statement to be considered at a meeting.	Checked password protection website of HOA - this exists on the website
	h. The association’s current insurance policies	Checked password protection website of HOA - this exists on the website
	.i. The certification of each director as required by s. 720.3033(1)(a).	Checked password protection website of HOA - This MIGHT not be on the site - cannot find it
	j. All contracts or transactions between the association and any director, officer, corporation, firm, or association that is not an affiliated homeowners’ association or any other entity in which a director of an association is also a director or an officer and has a financial interest	Checked password protection website of HOA - This MIGHT not be on the site - cannot find it - if none to, for compliance - I think it should be explicitly stated
	.k. Any contract or document regarding a conflict of interest or possible conflict of interest as provided in ss. 468.436(2)(b)6. and 720.3033(2)	Checked password protection website of HOA - This MIGHT not be on the site - cannot find it - if none to, for compliance - I think it should be explicitly stated
	.l. Notice of any scheduled meeting of members and the agenda for the meeting, as required by s. 720.306, at least 14 days before such meeting. The notice must be posted in plain view on the homepage of the website or application, or on a separate subpage of the website or application labeled “Notices” which is conspicuously visible and linked from the homepage. The association shall also post on its website or application any document to be considered and voted on by the members during the meeting or any document listed on the meeting agenda at least 7 days before the meeting at which such document or information within the document will be considered.m. Notice of any board meeting, the agenda, and any other document required for such meeting as required by subsection (3), which must be posted on the website or application no later than the date required for notice under subsection (3).	Checked password protection website of HOA - This MIGHT not be on the site - cannot find it. Pieces of this are in a newletter but I am not certain all of this requirement is met - will investigate

Date: Event	Track Record	Author Perspective
March 2025 - HOA resident annual meeting
Aopril 24, 2025 - HOA Board Meeting	Focus was more tempered - asked about processes to HOA Management on things that were reported	Really one of the only members of the board that wanted to ask about processes or fairness. Overly trusted what HOA Management CCMC Manager says because a lot of what is stated may not be the whole story (incomplete)