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How to Prepare Your Florida Condo Board for a DBPR Audit

July 9, 2025

Board Liability & Risk HB 913 Compliance

How to Prepare Your Florida Condo Board for a DBPR Audit

Table of Contents

What Is a DBPR Audit and Why It Happens

The Department of Business and Professional Regulation (DBPR) is Florida’s enforcement body for condominium associations. If a unit owner files a complaint alleging a violation of Florida Statute 718, the DBPR may open a formal investigation—or launch a full audit.

This isn’t just paperwork. If your board can’t show that meeting minutes were posted on time, video recordings were made available, or required notices were issued properly, the Division may issue:

  • Fines
  • Mandated corrections
  • Public record notations
  • Suspension of voting rights or board privileges

For most boards, avoiding this outcome depends on one thing: being prepared before the audit ever begins.

Common Audit Triggers for Condo Boards

DBPR audits usually follow a written complaint submitted by a unit owner. Common issues that result in audits include:

  • ✅ Failure to post board meeting minutes within 30 days
  • ✅ Missing or incomplete virtual meeting recordings
  • ✅ Lack of access to financial records or reserve studies
  • ✅ Failure to respond to owner record requests within 10 business days
  • ✅ Violations of voting transparency or quorum rules

These complaints are evaluated for probable cause. If the Division proceeds, they may request a wide range of documentation covering a 12-month period or more.

“Any failure to comply with recordkeeping, meeting notice, or transparency requirements may be investigated and enforced by the Division.”
— Florida DBPR: Condominium Audit Guide (2024)

How to Ensure You Pass a DBPR Inspection

Here’s how your board can prepare to pass an audit before it even begins:

✅ Use an Internal Compliance Checklist

Your board should regularly review:

  • Meeting minutes publication date
  • Notices and agendas for upcoming meetings
  • Video uploads for virtual sessions
  • Quorum logs, votes, and motion outcomes

Store these documents with timestamped filenames and access logs.

✅ Keep a Rolling Archive

Statute 718.111(12) expects records to be:

  • Accessible to owners for at least 12 months
  • Available within 10 business days of a written request

Your system should offer version control, public-facing URLs, and audit logs.

“Documentation of association actions should be centralized and available for inspection without unreasonable delay or burden.”
— Florida Bar: Condominium Board Legal Duties

Tools and Tactics for Bulletproof Compliance

A board that operates reactively—scrambling when a complaint is filed—is one step away from sanctions.

Boards that succeed use systems and workflows like:

🔒 Compliance Portals

Avoid Dropbox links or email chains. Use structured portals that:

  • Timestamp each document upload
  • Separate draft and final minutes
  • Host 12+ months of video recordings

🧾 Audit Logs

Keep a digital log that shows:

  • Who posted each file
  • When it was posted
  • Whether the document was viewed or downloaded

This proves intent, diligence, and transparency.

🛠 Pre-Audit Simulations

Once per quarter, assign a board member or CAM to simulate a record request or audit. Use this to:

  • Spot gaps in your archive
  • Test your 10-day response time
  • Verify legal access protocols

📋 Want a free checklist tailored to Florida’s latest compliance laws?
👉 Request a Free Compliance Audit →

Final Thoughts

Being ready for a DBPR audit isn’t just about surviving scrutiny — it’s about creating a culture of transparent, proactive governance.

If your board:

  • Can produce required records within 24 hours
  • Knows where every file is stored
  • Tracks every document posting with a timestamp
  • Responds to owner requests confidently

…you’re not just compliant — you’re audit-proof.

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CondoDataHost automates meeting minute publishing, access logs, and document retention — so your board is ready when the DBPR calls.

Protect your records. Protect your board.