Boosting owner participation without stepping outside the statutes is a constant balancing act for community associations, and Florida electronic voting and virtual meetings have become a dependable way to manage both. We recently hosted a continuing education course with Frank Valdes of GetQuorum, a seasoned industry professional and licensed instructor, who walked licensed community association managers through how the technology works and where compliance most often breaks down.
This informational webinar examined the Florida statutes governing electronic voting, the steps required to adopt it, and the different types of virtual meetings associations can hold. Attendees learned how to implement approved technology correctly, increase owner participation, and navigate the common compliance challenges facing condos and HOAs.
Disclaimer: This video is for educational purposes only. You will not receive credits for watching the recording. Credits were issued only to those that attended the course.
If you enjoyed this video, check out our YouTube channel and subscribe to view all of our educational videos relating to community association management in Florida.
Electronic voting has been legal in Florida since 2015 for condominiums, cooperatives, and homeowners' associations, covering communities governed by Chapters 718, 719, and 720. The governing statutes are Sections 718.128, 719.129, and 720.317, and the recent HB 913 voting changes were folded into the same framework. The requirements themselves are refreshingly straightforward, and an association that follows them in order is in strong compliance shape.
Adoption begins with a resolution approved by the board, not the owners, and that resolution is essentially the on switch for electronic voting. Associations do not need to amend their governing documents first because the statute takes precedence over the documents on this point. The meeting to adopt the resolution still requires proper notice: a 48-hour board meeting notice for condominiums, which reflects recent changes to Florida's condominium voting rules, and a 14-day notice for HOAs and cooperatives.
Once the board activates e-voting, each owner decides individually whether to participate, and consent can be captured electronically rather than on paper. This is a one-time step that carries forward in perpetuity unless the owner's information changes, such as a new email address or a change in ownership. Since the burden of proving that an owner opted in rests with management, the signed consent records and the board resolution should both be maintained as official records of the association.
A key benefit written into the statutes is that electronic votes count towards quorum. An owner who has consented and cast an electronic vote is treated as participating, which removes a hurdle that paper voting has always carried. That single provision is a large part of why participation rises so sharply once a community makes the switch.
“They don't have to opt into electronic voting by physically signing a paper document. An electronic signature in an electronic document that allows them to consent to electronic voting is just as valid.” - Frank Valdes, GetQuorum
Not every vote uses the same tool, and matching the technology to the vote type is essential. Advanced secret ballots are the most common format for board elections and annual meetings, where owners cast a secret vote ahead of the meeting. Amendments, special assessments, and material alteration votes are different, since those are typically handled through a limited electronic proxy rather than a secret ballot.
Some homeowners' associations still take nominations from the floor and vote only on the day of the meeting, which calls for a real-time electronic vote rather than an advanced ballot. When speaking with a provider, an association should describe the specific event coming up and confirm the platform can support that exact vote type, whether it is a secret ballot, a limited proxy, or a real-time vote.
Virtual meetings come in more than one form, and Florida communities have largely settled on the hybrid model that combines an in-person option with a virtual meeting option. Some homeowners' associations whose documents allow it can hold fully virtual meetings, while condominiums must keep an in-person option available. Beyond the voting mechanics, the way the meeting itself is run still matters, and recording each meeting is a sound practice regardless of format.
“For the most part, Florida's focused and locked in right now on hybrid. Those hybrid meetings are kind of the golden standard right now. There's an in-person option, and there is a virtual meeting option.” - Frank Valdes, GetQuorum
The clearest reason communities move to electronic voting is participation. Rates that hover around 20 percent with paper ballots commonly climb to roughly 80 percent once owners can vote from anywhere with an internet connection. For the large communities now common across Florida, some with thousands of doors, that accessibility also solves a practical space problem that in-person meetings simply cannot.
The financial case is just as strong, since electronic notices and voting reduce printing and mailing costs enough that the service often pays for itself, especially when a lengthy amendment would otherwise be mailed to every owner. Meetings also tend to run shorter, reporting is more detailed, and security features such as owner authentication add a layer of accountability that a box of paper ballots cannot match.
“An owner is not required to be physically present at the meeting or submit an attendance proxy for that matter.” - Frank Valdes, GetQuorum
A successful launch starts with legal counsel and a coordinated team, ideally the association's attorney, management, and the electronic voting provider, all working from the same plan. Owners should hear about the change early and often, and an informal town hall, recorded and shared afterward, is an effective way to explain how voting will work and answer questions before the first live vote.
Choosing the right platform matters as much as the decision to go electronic, since providers vary widely in what they offer and support. A fully managed model, in which the provider handles the heavy lifting, is generally the safer choice for a first rollout, and a dress rehearsal the day before confirms that equipment, lighting, and the meeting flow all work as intended.
Electronic voting and virtual meetings are becoming a permanent part of community association governance in Florida. When a board starts with the right resolution, captures proper owner consent, matches the technology to the vote in front of it, and records its meetings, it can raise participation and run smoother elections while staying firmly within the statutes.
Yes. Owners can generally opt in or out year-round, so a resident who chose electronic voting can return to paper voting later, and a paper voter can switch to electronic voting whenever they decide to.
Both owners are typically notified, but the unit still casts only one vote. Whichever owner completes and returns the ballot casts the unit's valid vote, and the association does not need to confirm with the second owner.
Document that the failure was technical and unintentional and rely on the meeting minutes as the official record. Establishing procedures in advance helps reduce the chance of a repeat.
Stay informed with Florida Association News (FAN) for legal updates, educational resources, and practical guidance for community associations.
Ashley Dietz is the VP of Marketing at Campbell Property Management and has led the company’s educational and marketing initiatives since 2013. A Florida Atlantic University graduate with a bachelor’s degree in communications, Ashley specializes in community association education, digital outreach, and industry engagement for Florida HOAs and condominiums.