Have you lost your copy of the bylaws? Would you like to read minutes from past board meetings? Would you like to read a resolution for background information on an association policy?
Some of these documents can be found on our association website. However, these and other association documents are available to all members for review; owners have the right to inspect them, and the association is happy to make them available. However, we ask that you follow a few standard procedures so we can serve you efficiently.
First, submit a written request to the president or manager stating which documents you wish to read. Submit your request several days before you need the documents. We may need extra time to locate older documents if they’re in storage.
Before submitting a request, get a clear understanding of what you are looking for and why. Be specific. A request for “documents relating to the capital improvement project” is too broad. Instead, request “vendor contract and blueprints for the capital improvement project undertaken last year.”
Your request will be filled as soon as possible, usually within five business days. You will be contacted to set up a time during normal business hours when the documents may be viewed. You can view original documents at no charge. If you want copies of pages from the original documents, make a list or mark the pages you want with a paper clip or sticky note. You will be charged per page for copying. You may also have copies of documents mailed to you and be billed per page for copying and mailing.
Some association records are confidential. Requests for sensitive information, such as personnel files, owners’ ledgers or legal files, will be denied. This protects the association and you from liability. The exception is requesting documents about yourself.
While viewing original documents, do not remove anything and keep pages in the same order as presented.
If you have any questions or need further information, please call the manager or send an e-mail to the association. We’re here to help.