Florida compliance guide
How ALPRO's records, voting and access features support the obligations Florida law places on community associations.
Florida compliance guide
ALPRO is a system of record that adapts to your association's type and governing documents. The platform itself is jurisdiction neutral: what changes from state to state is how you configure it and which records you are required to keep and publish. This guide maps ALPRO features to the obligations Florida law places on condominium associations (Chapter 718, Florida Statutes) and, where noted, homeowners' associations (Chapter 720).
This guide is informational, not legal advice. Statutes change and their application depends on your declaration and bylaws. Always confirm your association's obligations with your counsel.
At a glance
| What Florida asks | Statute | Where it lives in ALPRO |
|---|---|---|
| Keep official records and produce them for owners | §718.111(12) | Documents filed by statutory category, with owner portal access |
| Written consent before a member votes electronically | §720.317 | Per-member consent, timestamped and exportable |
| One vote per parcel; weighted owners' assemblies | Ch. 718 and your declaration | Designated voter and ownership weight on the ballot |
| Quorum that counts paper and electronic together | §720.317 | Paper vote log joined with electronic ballots |
| A result you can defend later | Ch. 718 records rules | Certified result and extended voting record export; meeting minutes are drafted by the association and uploaded to Documents |
Official records
Florida requires associations to maintain their official records and to make a defined set of documents available to owners (§718.111(12)).
- Statutory catalog. Documents in ALPRO are filed under categories aligned with the statutory list of official records, so you can tell at a glance which obligations each document satisfies.
- Owner access, self served. The documents owners are entitled to see are available to them in their portal at any time, which helps you respond to inspection requests without assembling paper files.
- Protected records stay out. Records the statute excludes from owner inspection, such as attorney-client communications, personnel files and residents' protected personal information, are kept out of the owner portal through a review step before anything is published.
Electronic voting
Florida allows electronic voting only with each member's prior written consent (§720.317, applied by associations under Chapter 718 as well). ALPRO's voting module is built around that rule:
- Consent on file, per member. A member's electronic voting consent is recorded individually, with its timestamp, and can be exported. A member who has not consented is not offered an electronic ballot.
- Paper and electronic count together. Members without consent vote on paper with the association; the team logs each paper vote so quorum and results reflect both channels. See Run and close a vote.
- One vote per parcel. Units with co-owners vote through a designated voter, and in owners' assemblies each unit votes with its ownership weight as set by the declaration. Board motions are one member, one vote.
- Ballots sealed until close. Choices are not visible to anyone, including administrators, while a vote is open; published results show totals.
- Delinquency suspension. A unit suspended for long-standing delinquency is excluded from voting in line with the association's decision, and the ballot says so.
Results and meeting records
When a vote closes, ALPRO produces a certified result and an extended voting record export: the outcome, the quorum math and the participation record, ready to attach to your meeting file. The meeting minutes themselves are not something ALPRO writes or records: the association drafts them, and the Property Manager or Super Admin uploads them to Documents like any other official record.
Access control and resident data
Every ALPRO user acts through a role: Super Admin, Property Manager, Board Member, Owner or Tenant. Each role sees only its own scope: residents see their own unit, balance and documents; board members read association-wide information without edit rights; managers operate the properties assigned to them. This separation is what keeps owner records, resident data and association finances visible only to the people entitled to them.
What ALPRO does not do
Knowing the platform's limits is part of compliance:
- ALPRO does not process payments. It records charges and payments as a system of record; money moves through your association's own banking channels.
- ALPRO does not interpret your documents or the law. Quorum thresholds, majority rules, voting weights and notice decisions are configuration you set based on your declaration, bylaws and counsel's guidance.
- The paper process at meetings belongs to the association. ALPRO records its outcome; running the meeting and safeguarding paper ballots is your process.
Other jurisdictions
ALPRO serves Florida associations first, and this guide grows with the platform: as associations in other states come on board, their state guides will be added to this section.
FAQ
Does using ALPRO make my association compliant? No tool can do that on its own. ALPRO keeps the records, consents and results that compliance depends on, in a form you can produce when asked. Your counsel confirms what your association must do.
Can we export everything if we are audited or sued? Yes. Records, consents, certified results and minutes are exportable, and downloadable files are consistent in format and language.
We also manage associations outside Florida. Can we use ALPRO there? The platform is jurisdiction neutral, so yes operationally; ask us about the state guide for that jurisdiction.