Board Meetings & Voting After a Hurricane
Your governing documents and Florida law govern how your board can meet and make decisions after a disaster. This guide covers quorum, emergency meeting procedures, Robert's Rules, and the specific Florida statutes that apply.
Florida statutes at a glance
Condos (COAs): Florida Statute §718.112(2)(c) — Electronic participation permitted. Emergency meetings allowed without 48-hour notice. HOAs: Florida Statute §720 — Electronic participation governed by CC&Rs and §720.3075. Check your specific governing documents.
Quorum — Can You Hold a Meeting?
Quorum is the minimum number of board members who must be present (in person, by phone, or by electronic means) for the board to legally conduct business. Your quorum requirement is in your bylaws — typically a majority of the board seats (e.g., 3 of 5, or 4 of 7).
If quorum is lost mid-meeting
If a board member leaves and quorum is lost, the meeting must recess or adjourn. No votes can be taken without a quorum. Document the time quorum was lost in your minutes.
Vacant seats
If your board has vacant seats, quorum is calculated based on the filled seats — not the total authorized seats. For example, a 5-seat board with 2 vacancies has 3 seats filled; quorum of a majority = 2 members. Your attorney can confirm this interpretation under Florida law.
Emergency Meetings
Florida law specifically addresses emergency meetings for both COAs and HOAs. After a hurricane, an emergency board meeting is generally permissible without the standard 48-hour advance notice.
The statute explicitly permits electronic participation and waives advance notice requirements for emergency meetings. Document the emergency in your minutes.
Florida HOA law doesn't explicitly address emergency meetings, but your CC&Rs almost certainly do. Many CC&Rs have an emergency meeting provision. If not, consult your attorney.
⚠ Document everything
Your minutes are a legal record. For every emergency meeting, document: date/time, attendees, what emergency was declared, what decisions were made, and how each member voted. These minutes may be reviewed by attorneys, insurers, or owners.
Electronic Participation
Florida explicitly permits board members to participate in association meetings electronically. The requirements are:
- The technology used must allow all participants to hear and be heard by all others
- The meeting must be properly noticed (even if shorter notice is permitted for emergencies)
- Votes must be taken by roll call (not voice vote) to ensure a record of each member's vote
- The minutes must reflect which members participated electronically
Tip: Use a video conferencing platform (Zoom, Teams) with a dedicated board meeting link. Record the meeting (with notice) as a backup record.
Robert's Rules of Order — Key Rules for Board Meetings
Most Florida HOA and COA governing documents require that board meetings be conducted according to Robert's Rules of Order Newly Revised. Here are the most relevant rules for post-hurricane board meetings:
The president (or acting chair) sets the agenda. Board members can add items with 24-hour notice (or per your bylaws). In emergencies, items can be added at the meeting with a majority vote to suspend rules.
Only one main motion can be on the floor at a time. Members speak to the current motion; sidebar discussions are out of order.
Every motion requires a second before it can be discussed. If no second, the motion dies.
Most board decisions pass with a majority of votes cast (not a majority of the whole board). Example: 3 Yes, 1 No = motion passes. Check your bylaws for specific vote thresholds.
Any board member with a conflict of interest (financial, personal) must disclose it and recuse themselves from the vote. Failure to do so can expose the board to liability.
Minutes must show: who made each motion, who seconded, the vote count, and any dissent. A simple 'motion passed' is insufficient for consequential decisions.
Passing a Post-Hurricane Resolution
A board resolution is a formal, written statement of the board's policy or decision on a specific matter. Resolutions are stronger than meeting minutes — they are stand-alone documents that can be referenced in contracts, insurance communications, and legal proceedings.
A post-hurricane board resolution should include:
- Recitals: what happened (hurricane date, damage observed, insurance notified)
- Authorization: the specific expenditure(s) authorized and dollar amount
- Source of funds: insurance proceeds, reserves, or special assessment
- Authority: which board members are authorized to sign contracts
- Duration: emergency authority is time-limited and expires when normal procedures resume
- Reporting: when and how the board will report back to owners
Need help preparing board materials?
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