Recording Policy & Procedures

Recording Policy & Procedures

Last Updated: June 6, 2026

Approved and Adopted on: Aug 10, 2026

The official record keeping of the Secret Woods Homeowners Association is Meeting Minutes. 

Official Meeting Minutes allow for official decisions to be reviewed and approved, instead of discussions, which are considered personal opinions only, and not that of the Associations.

Audio Recording Allowed

Due to Board Meetings being held in private residence homes, or virtual board meetings showcasing private residence homes in the background, video recording of the interior of a private residence is prohibited for privacy and security reasons. For this reason, the board only consents to audio recordings.

The board may use AI Note Takers or Audio Recordings to record open board meetings, with the exception of board workshops or committee meetings for discussion/research purposes. These recordings are not to be considered official meeting minutes, and only used to review the context of decisions. 

These recordings will be stored in the Associations digital drive with Meeting Minutes, and shared with neighbors when requested.

Florida Statute 720.303(5) – Official Records

Recording of Complaint Process for Secret Woods

• See Violations Policy for further information
• The board should consider the privacy and safety of all neighbors, and board members
  • Discuss: “The Board reviewed a reported lot violation of the pet restrictions and determined that a notice should be issued.”
  • Or: “The Board reviewed a reported violation of Article VI, Section 11 and voted to proceed with enforcement.”
  • Keep discussion focused on: Covenant section, Facts, Board action
  • Avoid: Complainant names, Neighbor disputes, Personal opinions, Emotional testimony

• The Association will not disclose the identity of complainants except where required by law, court order, or legal proceedings.
• No discussion of violations at a board meeting until an investigation is complete.

Board Meetings in Public Places Recording Policy

Video recordings are permitted in public areas, with 24 hours notice, so the Association may create a copy also. Video recording equipment should be placed at the back of the area so as not to impede on the view of attendees. Other things to consider. 

• Where recording equipment may be placed.
• Retention of HOA-created recordings.
• Clarification that approved minutes are the official record.
• Prohibition against disruptive recording behavior.

Public places are considered:

• The pool clubhouse
• A community room
• A library meeting room
• A church meeting room

Response from Lawyer on 6/8/26:

Hi – Thanks for your email.  The HOA Act (Ch. 720) does say that members have the right to audio and video records all Association meetings, which includes Board meetings and membership meetings.    Here is what the statute says:

(10) RECORDING.—Any parcel owner may tape record or videotape meetings of the board of directors and meetings of the members. The board of directors of the association may adopt reasonable rules governing the taping of meetings of the board and the membership.

I go to many meetings where members in attendance are recording them. Unfortunately, it’s a statutory right that all members have and there is no way to prevent this.

The statute says that you can create rules to manage this, such as things like:  (1) 24 hours advance written  notice required; (2) recording equipment must be set up in the back and cannot interfere with meeting; and (3)  Association must be given a copy of the recording.

However, there is no way to prevent the recording of a meeting since it is a statutory right that all members have.