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What to Put on Your Site

A getting-started guide for boards — the documents your website should hold, and why

Version 1.0  ·  July 2026

Your SheepSite arrives with a home for every record already built in — you just add the documents. This guide walks through three sets of documents: the ones Florida law requires, the ones that simply make life easier for owners and the board, and the ones a buyer's agent needs when a unit sells. Load these and you're not just compliant — you've cut down the phone calls, emails, and "where do I find…" questions that eat a board's time.

1  ·  The Required Set — Florida §718 Compliance

As of January 1, 2026, Florida condo associations with 25 or more units must run a website with a password-protected, owner-only section, and keep their official records posted there and current. SheepSite is prebuilt with a dedicated area for each record set below — your job is to add the documents and keep them up to date.

Governing documents 🌐 Can be public

• Declaration of Condominium — plus every recorded amendment
• Bylaws and Articles of Incorporation — plus all amendments
• Rules & regulations — the current, consolidated version

Owners (and buyers) reference these constantly. Keeping a clean, current copy online ends the "can you email me the bylaws?" requests for good.

Financials 🔒 Owner-only

• Current year's adopted budget and any proposed budget to be considered at the annual meeting
• The annual financial report and any proposed financial report
• Any monthly income or expense statement that is to be considered at a meeting

Contracts & bids 🔒 Owner-only

• All contracts for work to be performed for the association
• Bids for any contract exceeding 5% of the annual budget
• Management agreement and any conflict-of-interest contracts

Meetings 🔒 Owner-only

• Board and membership meeting notices and agendas
• Minutes of all board and membership meetings (retain 7 years)
• Any document to be considered and voted on at a meeting
• Video recordings of any board, committee, or membership meeting held by video conference (keep the preceding 12 months; required since July 1, 2025)

Building safety 🔒 Owner-only

• Milestone inspection reports (retain 15 years)
• Structural Integrity Reserve Study (SIRS) (retain 15 years)
• Building permits

Insurance 🔒 Owner-only

• All current insurance policies carried by the association

Board & governance 🌐 Can be public

• Names and contact information for all board members ✓ Built in — done for you
  Your board roster publishes automatically from the resident database — just mark each member's board role in Manage Residents. Nothing to upload.
• Director certifications — each board member's required written education certificate
• Conflict-of-interest disclosures

A quiet bonus The documents you place in your Incorporation Docs and Rules Docs folders — your Declaration, Bylaws, Articles, and rules & regulations — also train Woolsy, your site's AI assistant, when you run a Woolsy update. Put those there and Woolsy can answer resident questions like "are grills allowed on the balcony?" or "what's the minimum lease term?" straight from your own documents, so they never reach the board. (Documents in other folders are still stored and fully searchable — they're just not used to train Woolsy.)

2  ·  Documents That Make Life Easier

None of these are required by statute — but they're the documents owners ask for most, and posting them once saves the board from answering the same question a hundred times. Think of this section as "everything a new owner wishes someone had handed them."

Each item below does not need to be its own separate file. It's the information that matters, not the number of documents — a single, well-organized welcome packet can fold in parking, amenities, trash pickup, and more all at once. Use whatever grouping is easiest for you to keep current.

3  ·  When a Unit Sells — the Agent Package

The documents an agent, lender, or title company typically asks for — all of which you've already posted — are your governing documents, current budget & financials, reserve study (SIRS) and milestone inspection report, insurance, and recent meeting minutes.

How it works — the Agent Document Package

1. Tag each of those documents with agent-disclosure in Manage Tags (once).
2. When a unit sells, open the Agent Document Package tool and generate a secure link.
3. Send the link to the agent — they get a clean download page with no login required.

Links expire after 14 days and can be revoked anytime; you can run several at once for overlapping sales; and updating a document keeps every active link current — nothing to re-send.

4  ·  How to Load It All

It's simple:

1. On your building site, navigate to Menu ▸ Admin ▸ File Upload and log in as a board member or admin — any board member can load documents.
2. Drag your documents in.
3. Woolsy analyzes each one and suggests where to store it.
4. Approve the suggested spot — and it's live. (When a board member uploads, your admins get a quick email so they're always in the loop.)

Easier and quicker than sending the documents off by email — and it's live for owners the moment it's approved.

This guide is general information to help boards organize their association's website. It is provided in good faith and is accurate to the best of our knowledge, but it is not legal advice and not a complete statement of every obligation under Florida law. Statutes, thresholds, and deadlines change — associations should confirm their specific obligations with their own counsel and the current text of Florida Statutes §718.111(12).

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