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What Condo Boards Should Include in New Member Onboarding

July 18, 2025

Best Practices

What Condo Boards Should Include in New Member Onboarding

Table of Contents

Why Onboarding Matters More Than Ever

Florida condo boards face intense regulatory and legal pressure — especially since the passage of HB 913. While most directors volunteer their time, they’re still held to a high legal standard.

If a new board member:

  • Misses a posting deadline
  • Doesn’t know meeting protocols
  • Violates transparency rules

…they can expose the entire association to legal, financial, and reputational risk.

“Each board member must act in accordance with the governing documents and relevant Florida statutes, and ignorance is not a defense.”
— Florida Statute § 718.111(1)(d)

Core Topics Every New Member Must Understand

Onboarding isn’t just about welcoming someone — it’s about arming them with enough knowledge to act lawfully and responsibly.

✅ Governing Documents

  • Declaration of condominium
  • Articles of incorporation
  • Bylaws and rule enforcement policies

✅ Financial Overview

  • Current and prior year budgets
  • Reserve study reports
  • Special assessments (if any)

✅ Board Protocols

  • How motions and votes work
  • Quorum and notice rules
  • Emergency powers

✅ Compliance Deadlines

  • Minutes posting (30 days)
  • Recording retention (12 months)
  • Notice formats and delivery

📘 Want a head start?
👉 Download the New Board Member Onboarding Guide →

Best Practices for Delivering a Strong Onboarding

✅ Offer a Digital Welcome Packet

Create a simple dashboard or portal that includes:

  • Key docs in PDF
  • Videos explaining compliance obligations
  • Calendar links to upcoming meetings

✅ Assign an Orientation Buddy

Pair each new director with a more experienced board member for:

  • Q&A about process
  • Review of recent decisions
  • Context on pending matters

✅ Provide Access to the Compliance Platform

Make sure new members can:

  • View prior meeting minutes
  • Access notices and recordings
  • Use tools for voting, document uploads, and deadlines

✅ Use Plain-English Summaries

Don’t assume new members will read the full legal code. Provide condensed guides on:

  • HB 913
  • Florida Statute 718
  • Board liability and DBPR complaints

Boards often assume “common sense” is enough — but that’s not how the law works.

If a director fails to comply due to poor onboarding, the board may face:

  • ❌ DBPR complaints
  • ❌ Lawsuits from owners
  • ❌ Civil penalties or forced mediation

“Failure to train board members on fiduciary obligations and statutory requirements may be deemed negligence if it leads to noncompliance.”
— Florida HOA & Condo Law Resource Center

Final Thoughts

Onboarding new board members isn’t a formality — it’s a legal shield. With new laws and expectations evolving rapidly, it’s your responsibility to make sure every seat at the table is informed and accountable.

👉 Start Your Free Trial →
We include built-in onboarding tools, resource libraries, and access-controlled portals so your board can hit the ground running — and stay protected.

Welcome your next director with the tools they need to succeed — and your association will thrive because of it.