Distributing vendor bids before a board meeting

We had a board meeting this week where we were discussing a few vendor bids. Generally, the only thing we publish to the members before a board meeting is the agenda. So in the board meeting, we were discussing the bids and kept getting questions from the floor about how much we were discussing. We always make sure the amount of the bid is included in the motion to approve a bid so it gets in the minutes. Also, Florida law requires we keep all bids for one year and all contracts for seven years as part of all official records. Owners can make requests to see those records.

Our treasurer came up with the idea that the board "packet" that includes the bids we discuss should be distributed to all homeowners in advance of the board meeting. I personally think it's a terrible idea. We have homeowners who will pick over every line in each bid and question everything at meetings and through emails. I have no problem sharing information, but I feel we were elected to make these kinds of decisions and we do have open discussion at the meetings among the board members during the meeting. Plus questions from the floor for each agenda item.

Do any of you share ALL of the information that will be discussed at the meeting with the community ahead of time?

Why are homeowners getting the board packet? There are items in our board packet that homeowners should not have access to.
adding the bids to board packets is fine, since covid protocols have pushed many boards to still conduct Zoom meetings that kind of tosses out sealed bids.
If a homeowner wants a copy of the bid charge them for the postage and paper or email them a scanned copy.

If an owner showed up to the meeting, they were provided the same package of materials the board had for the meeting.

In VA it's a requirement.

I would not send it to all members.
Simply have it available for those who actually attend.

Typically owners do not see bids. Bids are discussed in Executive Session and the accepted BID is open for review if requested to be viewed.

I agree with others who noted that bids may contain confidential information. I remember seeing words to that effect on some of the bids I evaluated. It would be interesting to know what happens when that conflicts with state law. For instance, do the state laws discourage vendors from submitting bids, which seems counterproductive at best...

Florida HOA statute simply says that bids are "official records," inspectable upon request by owners, and must be kept for at least one year.

I too am concerned about whether Florida case law might trump this, due to proprietary information being in a bid. For the courts, I bet this would be a case of first impression.

As I think was indicated above, at least those who bid are on notice about what the HOA statute says and so might write their bids with some care or even ask that some of the information be kept confidential.

But this is probably deeper in the weeds than the OP cares to go.

I agree about not providing board packets to owners in say a mass email. Statutes and covenants do not require it. As a board member, I would not be wild about bids being freely circulated. People can make formal records requests if they really want a bid. And no, I would not tell owners this. It is the owners' job to read the covenants and statutes and figure this out, IMO. Anything else is going to create more work for the board and manager.