The Mosaic platform

Every feature, explained — built for Florida law.

Mosaic isn't a generic portal with a Florida sticker on it. Every workflow below is wired to the specific statute it satisfies — the notice timing, the deadline, the records rule. Here is what the platform actually does, module by module.

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The core workflows

Those compliance tasks you cannot afford to get wrong.

Board meetings

Meeting minutes · FL 720.303 / 718.112

Mosaic joins your Zoom or in-person meeting and transcribes every speaker live, then auto-drafts the minutes straight from the transcript. The draft is circulated to the board for markup and approval — and the approved version goes to every owner by email, or printed and US-mailed for those who still need a paper letter, then filed in the records portal for full compliance.

1 · Notice & scheduling
Board meeting scheduledBylaws check · quarterly · Art. IV §2
OCT16
Notice + agenda sent133 by email · 9 by US mail Automatic US Mail Postage
OCT30
Board meeting · 6:30 PMAgenda attached · FL 720.306(5)
Never forgets a deadline
2 · Live meeting
JTDial-in
RPSpeaking
MADial-in
SCDial-in
Florida HOA board meeting in the community social room REC 14:22 Boardroom · 8 on call
Live transcript · speaker recognized
R. Patel: “Let’s table the landscaping contract pending a third bid.”
Transcribes every speaker
3 · Board markup
Board Meeting Minutes
Suggesting
DRAFT · Oct 30 · 3 reviewers

The Board reviewed the 2025 reserve funding plan and the landscaping bids received.

Motion to approve table the landscaping contract pending a third bid.

RP
R. Patel2:14p
Tabled, not approved — we only had two bids.
ReplyResolve
Updates live — work remotely
4 · Sent to owners
M
Mosaic · Sunset Bay HOAnoreply@sunsetbayhoa.org
10:42 AM
Approved Minutes — October Board Meeting
To: All owners (142)

Dear Owners,

The minutes from the October 30 board meeting have been approved and are attached. They’re also available anytime in your records portal.

October-Minutes-Approved.pdf · 240 KB
5 · Instant resident Q&A
When’s the next board meeting?
Oct 30 at 6:30pm — the agenda is in your records portal.
Were the September minutes approved?
Yes, approved Oct 30. Here’s the link in your portal.
Answers residents 24/7

Violations workflow

CC&Rs · FL 720.305 / 718.303

Enforcement is where a skipped step — the wrong notice, a missed cure period, an inconsistent fine — quietly creates liability. Mosaic runs each violation end to end on your CC&Rs and the FL 720.305 / 718.303 hearing rules, and hands the file to your attorney if it escalates.

  • Logged against the exact CC&R rule
  • Notices on your fine schedule, hearings tracked
  • Escalation handed to counsel with the full record
Violation loggedLogged
Photo matched to CC&R §7.2 — unapproved fence
AutoDrafts the notice against your CC&Rs + fine schedule, queued for board approval
Notice sent · certifiedMailed
USPS certified · delivery tracked
AutoStarts the cure clock and schedules the re-inspection
Cure period · 14 daysDay 6
Re-inspection set for Nov 14
AutoIf unresolved, assembles the fining-committee hearing packet
Attorney handoffAt lien stage
Full file — notices, photos, audit trail — to your Florida attorney
AutoWhen a case reaches the lien or legal stage, Mosaic hands off to your counsel automatically — it never files a lien itself.

Owner portal & AI concierge

Records portal · HB 1021 / HB 1203

Florida now requires condo and HOA associations to publish a categorized records portal online — and to answer records requests fast or face $50-a-day penalties. Mosaic builds and maintains that statutory website portal for you, then layers a 24/7 AI concierge on top that answers owners straight from your governing documents, with citations.

  • Fulfills the statutory website records-portal rule — HB 1021 (condos) · HB 1203 (HOAs)
  • 24/7 AI answers from your own documents, with citations
  • Records-request countdown that defuses the $50/day clock
M
Mosaic · Sunset Bay HOA Resident concierge · 24/7
Are dogs allowed in my building?
Yes — up to two pets under 25 lbs, leashed in common areas.
Declaration · Art. XII §3
Where’s the 2025 budget?
Here it is, in your records portal:sunsetbayhoa.org/records/budget-2025
Compliance

The deadlines and disclosures, handled.

Compliance calendar

Compliance

Milestone inspections, reserve studies, annual-meeting notice, budget delivery, director education — every association carries a different set of statutory deadlines, and missing one is a common way for board members to end up personally exposed. Mosaic surfaces only the deadlines that actually apply to your association — by type, size, and building — and alerts the responsible director before the clock fires, with the statute cited on every entry.

  • Only the deadlines that apply to you
  • Alerts the right director before the clock fires
April 20254 deadlines
SMTWTFS
30123456 78910111213 14151617181920 21222324252627 2829301234
Notice periodFiling dueStatutory

SIRS mini-site

Compliance · FL 718.112(2)(g)

The structural integrity reserve study now sits at the center of a Florida condo's life — and of the scrutiny it gets from lenders and insurers. Mosaic builds a standalone, statute-ready microsite for your SIRS: the engineer's reports, the line-item reserves, the funding plan, and an owner Q&A, all linked from your records portal — so owners and prospective buyers answer their own questions instead of routing every reserve question through the board.

sunsetbayhoa.org/sirs
Structural Integrity Reserve StudySunset Bay Condominium · built 1998 · 11 stories · 96 units
Published & current
$2.41MReserves on hand
92%Funded vs. plan
2027Next milestone · Roof
Reserve funding by year
'25
'26
'27 Roof
'28
'29
'30
Reserve balanceFully-funded target
Top components · funded vs. target
Roof
100%
Exterior paint
88%
Elevators
76%
Concrete restoration
64%
Study documents
Engineer's reserve studyStantec · 84 pp · 11/14/24
PDF
Milestone inspection · Phase 1FL 553.899 · passed · 09/30/24
PDF
Reserve schedule10 components · 2025–2035
XLSX
Funding planFully funded by 2031
PDF
Is the roof reserve fully funded?
Yes — the roof line is 100% funded for its 2027 replacement. See Reserve schedule, component 3.
Lenders & buyers self-serve Updated when the study is
Finance

Collections and owner questions, off the treasurer's desk.

Letters & collections

Finance · Collections

Delinquency follows a sequence — reminder, late notice, pre-lien demand — and each letter has to be correct against your CC&Rs and the right Florida statute to hold up. Mosaic drafts every letter in that ladder, sends it by certified mail, and tracks delivery, so the collection record is clean and consistent across owners.

The moment a matter reaches the lien or court stage, the file is handed to your counsel — never auto-filed. That hand-off is deliberate: wrongful-lien and unauthorized-practice exposure is exactly where automated collection tools put associations at risk, and Mosaic draws the line on the safe side.

  • Reminder → late notice → pre-lien demand, drafted to statute
  • Certified mail with delivery tracking
  • Lien filing handed to counsel — never auto-filed
Reminder · Day 15Sent · 142 Marina Dr · cert #44719
Delivered
Late Notice · Day 30Sent · cert #44841 · signed
Signed
Pre-lien demand · Day 45Drafted · board approves before send
Ready
Attorney handoff · Day 60Lien filing released to your counsel
Counsel

Owner financial Q&A

Finance · Owner Q&A

Most of a treasurer's inbox is the same handful of questions: where did my assessment go, how funded are the reserves, why is there a special assessment. Mosaic answers them in plain language, drawn from your actual ledger and reserve study with line citations — not a guess and not a generic FAQ. Owners get a real, sourced answer on demand, and the treasurer's inbox stops bleeding.

  • Budget, reserve, and assessment questions answered
  • Drawn from your ledger, with line citations
Owner · Unit 412Why did my dues go up 8% this year?
MosaicThe 2025 budget raised assessments 8.0% — $4.40 of that funds SIRS reserves under FL 718.112(2)(f), and $3.60 covers insurance premium growth.
2025 Budget · Line 17–24SIRS Funding Plan · §3.1
Owner · Unit 412Is the roof replacement funded?
Governance

The filings that quietly sink boards.

Director certifications

Governance

A new Florida director has a 90-day window to certify, and HB 913 layered on an annual continuing-education requirement — miss either and a director can be removed or personally exposed. Mosaic tracks the certification window, the annual CE, and the signed acknowledgments per director and per term, so no one on the board slips the deadline without knowing it.

  • The 90-day certification window, tracked
  • Annual HB 913 CE, per director and per term
RP
R. PatelPresident · Term 2024–26
Certified
MA
M. AlvarezTreasurer · Term 2023–25
Certified
JT
J. TanakaSecretary · Elected 1/14
90-day · 17 left
SC
S. ChenDirector · HB 913 CE
CE due 4/30

Sunbiz reminders

Governance

An association that misses its annual report gets administratively dissolved by the state — a quietly catastrophic event most volunteer boards never see coming until a closing falls through. Mosaic tracks the May 1 annual report, the officer changes that follow every election, and registered-agent updates, and pings the right director before Florida dissolves the corporation out from under the community.

  • Annual report (due May 1) and officer changes
  • A reminder before administrative dissolution
Florida Dept. of State · SunbizAnnual Report · Filing 2025
DRAFT
EntityBayshore Towers Condo Assn, Inc.
FEI / EIN59-•••••18
Document #N18000004••2
Registered agentR. Patel · 142 Marina Dr.
Officers4 listed · post-election sync
Due May 1, 2025Fee $61.25
On the same backbone

And the rest of the operation.

Violation hearings

The fining-committee hearing run end to end — notice, packet, decision, and record.

Vendor bid comparison

Side-by-side bids organized for the board, with competitive-bid thresholds flagged.

Board-packet prep

The monthly packet assembled from open business, financials, and pending items.

Meeting summaries

Plain-language recaps of what was decided, ready to share with owners.

Estoppel & disclosures

Estoppel certificates and buyer-disclosure packages compiled on the statutory timeline.

One flat price

Every module above is included — $199/mo per association, no per-unit math, no add-ons.

See these features on your own documents.

Get a free compliance review — we'll show you exactly what Mosaic would track, draft, and publish for your association. $199/mo flat, $0 setup, 30-day risk-free trial.

Request a Callback

We'll call you within 24 hours to discuss how Mosaic can help your community.