Every Record HB 1203 Requires, Behind One Members-Only Login
Everything Florida HB 1203 requires you to post - governing documents, budgets, financial reports, executory contracts, bids, insurance, and meeting notices - lives in one password-protected portal. Free for up to 50 properties.
If your association has 100 or more parcels, the deadline already passed. Since January 1, 2025, Florida HB 1203 requires your HOA to maintain a website or mobile app with a members-only protected area and post a current digital copy of your official records there. Most volunteer boards found out late, scrambled to stand up a website, and are now stitching together a domain, a login wall, a document folder, and a calendar that nobody updates.
HomeHerald replaces that scramble with a single system. Your residents already log in to pay dues and book the clubhouse. The same login is the members-only portal the statute asks for - and every record HB 1203 enumerates has a home inside it.
Start Free See the requirement map
This page explains how HomeHerald supports HB 1203 compliance. It is not legal advice. Your association is responsible for posting and maintaining its own records, and you should confirm your obligations with your association attorney.
What HB 1203 Actually Requires
Florida House Bill 1203 was signed on May 31, 2024, and most of it took effect July 1, 2024. The piece that sends boards searching for software is the website mandate in Fla. Stat. 720.303(4)-(5):
Associations with 100 or more parcels must maintain a website or mobile application and post a current digital copy of their official records in a members-only, password-protected area, effective January 1, 2025.
The records the statute calls out map directly onto the work an HOA already does:
- The governing documents - declaration, articles, bylaws, rules, and amendments
- The current annual budget and any proposed budget
- The most recent financial report
- A list of all current executory contracts the association is a party to
- After bidding closes, a list of bids received within the past year
- Any contract or document involving a conflict of interest
- Notice of each members’ meeting and its agenda, posted at least 14 days in advance
- Notice of each board meeting and its agenda
Insurance policies, voting records, and meeting minutes are official records your board must maintain and make available as well. HB 1203 also tightened director education, recordkeeping, and fining procedures - but the website mandate is the one with a hard deadline and a software-shaped answer.
Where Each Requirement Lives in HomeHerald
One portal, every record. Here is the requirement-by-requirement map.
| HB 1203 requirement | Where it lives in HomeHerald |
|---|---|
| Members-only, password-protected access | Login-gated web app + native iOS/Android apps. No record is public. |
| Governing documents (declaration, bylaws, rules) | Document Management, with AI rule extraction and role-based access |
| Current and proposed budget | Community Budget, shared live to every resident’s dashboard |
| Financial reports | Board-ready P&L, AR Aging, and resident transparency reports |
| Executory contracts | Contracts - active contracts kept on file, terminated never deleted |
| Bids received within the past year | Bids - grouped by project, low bid flagged, one-year resident window built in |
| Conflict-of-interest contracts | Contracts, with the same retention and member-access rules |
| Member-meeting notice + agenda, 14 days ahead | Official Meetings - agenda items plus a posting-proof timestamp |
| Board-meeting notice + agenda | Official Meetings and Executive Sessions with auto-generated notices |
| Insurance policies (official record) | Insurance - carrier, limit, COI PDF, expiration tracking, retention |
| Voting and resolution records | Community Voting with a printable, audit-grade ballot record |
The rest of this page walks through the five records most boards were missing.
The Members-Only Portal Is Already There
HB 1203 does not ask for a public website. It asks for a protected area only members can reach. That distinction trips up boards who spin up a public Wix or GoDaddy site and then realize they still need a login wall and a way to keep non-members out.
Every screen in HomeHerald sits behind authentication. Residents join by scanning a QR code, claim their property, and from then on they see their community’s records on the web or in the native app. There is no public-facing record, no separate password list to manage, and no second system to keep in sync. The portal the statute wants is the same portal your residents already use to pay dues.
Budgets Residents Can Actually See
A budget buried in a PDF folder technically satisfies “post the budget.” A budget your residents can read at a glance builds the trust that prevents the next special-assessment fight.
HomeHerald’s Community Budget lets the board enter planned income and expense lines for the year, then share them with one toggle. Once shared, a live budget widget appears on every resident’s dashboard. It is not a static snapshot - it shows the published plan next to cash-basis actuals year to date, so a homeowner can see what was budgeted for landscaping and what has actually been spent. The board controls when it goes live, and the published version is preserved as a record even if you stop sharing it.
For HB 1203, that covers the current-budget posting requirement. For your community, it ends the annual “where does our money go?” argument.
Meeting Notices With Proof of Posting
This is the requirement boards most often fail without realizing it. HB 1203 wants notice of each members’ meeting and its agenda posted at least 14 days in advance. Posting it is one thing. Proving you posted it 14 days out, months later when someone challenges a vote, is another.
HomeHerald’s Official Meetings are built around that proof. When you open a meeting, the system stamps the moment it was posted and automatically publishes a notice banner to the community. Residents see the meeting, its agenda items, and a join link if it is virtual. The notice card carries a plain-language badge - “Notice posted 16 days before the meeting” - derived from the actual timestamps, never faked. A community-scope meeting renders as an Official Meeting with a public notice; a board-only meeting renders as an Executive Session, kept private.
After the meeting, the board can post a resident-readable recap and attach the formal minutes as a document. The recap is a summary for residents; your official minutes remain a separate record. Together they give you a defensible, time-stamped trail from notice to agenda to outcome.
Contracts and Bids, With the One-Year Rule Built In
HB 1203 has an oddly specific requirement: after bidding closes, post the list of bids your association received within the past year. Older bids do not need to be member-visible. Most document-folder approaches cannot express “show members the last 12 months and hide the rest” - so boards either over-share or never post bids at all.
HomeHerald’s Contracts feature handles both records the statute names:
- Active contracts are kept on file with vendor, amount, and term. Terminating a contract marks it terminated - it is never deleted, which preserves the record.
- Bids are grouped by project and sorted low to high, with the lowest bid flagged. The one-year resident-visibility window is built into the system: members see bids from the past year, and older bids stay on file for the board. You get the transparency the statute wants and the bid-comparison view that helps you spend the community’s money well.
Insurance Records That Track Their Own Expirations
Your insurance policies are official records. HB 1203 expects you to maintain them and make them available, and a lapsed master policy is one of the fastest ways for a Florida board to find itself personally exposed.
HomeHerald’s Insurance register stores each policy - carrier, policy number, coverage limit, effective and expiration dates, and the certificate of insurance PDF. A traffic-light chip flags what is current, what expires within 90 days, and what has already lapsed, so renewals never sneak up on a volunteer treasurer. When you add a renewal, the prior expired policy of the same kind is archived automatically rather than deleted, which keeps your record history intact for retention.
Voting and Resolution Records That Survive a Challenge
When a homeowner disputes a dues increase or a rule change, the board needs to reconstruct exactly who voted, how, and when. A show of hands and a line in the minutes will not do it.
HomeHerald’s Community Voting records every ballot with the voter’s name, their property or board seat, their choice, and a timestamp accurate to the second. The eligible-voter list is locked the moment the vote opens, so nobody can argue eligibility shifted mid-vote. One click produces a printable PDF audit on your community letterhead - the vote, the tally, the turnout, and every individual ballot. That is the document you hand your attorney or attach to your minutes.
Who This Applies To - and What It Costs
The website mandate binds Florida HOAs with 100 or more parcels. Those communities are above HomeHerald’s free tier, so HB 1203 compliance lives on the Automate plan. Compared to standing up and maintaining a separate website, a document vault, and a meeting calendar - or paying a management company to do it - one portal that residents already use is the cheaper and more durable answer.
Smaller Florida associations under 100 parcels are not bound by the website mandate, but every record above is available on the free plan (up to 50 properties). Posting your budget, contracts, and meeting notices is good governance whether or not the statute requires it of you yet - and HB 657 and future sessions keep moving the line.
Frequently Asked Questions
Does HomeHerald make my HOA HB 1203 compliant?
HomeHerald gives your board a members-only portal and a home for every record HB 1203 enumerates. Compliance still depends on your board posting and maintaining those records. The software removes the technical barrier - the website, the login wall, the meeting-notice timestamps, the bid window - so the remaining work is governance, not IT. This page is not legal advice; confirm your obligations with your association attorney.
Which Florida HOAs have to comply with the website requirement?
The website-posting requirement in Fla. Stat. 720.303(4)-(5) applies to associations with 100 or more parcels, effective January 1, 2025. Associations under 100 parcels are not bound by the website mandate, though all of HomeHerald’s record-keeping features are available to them.
Does the website have to be public?
No. HB 1203 requires a members-only, password-protected area - not a public website. HomeHerald is fully login-gated, so no community record is publicly accessible.
How does HomeHerald prove a meeting notice was posted 14 days in advance?
When you open an Official Meeting, HomeHerald stamps the moment the notice was posted and publishes it to the community automatically. The resident notice card shows how many days before the meeting the notice went up, derived from the real timestamps. That timestamped record is what demonstrates advance notice if a vote is later challenged.
How does the one-year bid posting rule work?
HB 1203 asks you to post bids received within the past year after bidding closes. HomeHerald’s Contracts feature shows residents bids from the past 12 months and keeps older bids on file for the board only - the window is built in, so you do not have to manually add and remove bids to stay within it.
Is the budget residents see live or a static copy?
Both. The planned budget is fixed when the board shares it, and that published version is preserved as a record. The dashboard widget also shows cash-basis actuals year to date next to the plan, so residents see how spending compares to budget as the year progresses.
See How HomeHerald Maps to Your HB 1203 Obligations
Upload a spreadsheet of your properties and a PDF of your governing documents, and your members-only portal is live in minutes. Every record HB 1203 asks for has a place to go.
Start Free - no credit card, no contracts.