Records requests

Ask to see the association’s official records, follow the request until the board answers, and, for the board, answer every request on time.

What you can ask for

Owners can ask to inspect or receive copies of the association’s official records: meeting minutes, budgets and financial statements, contracts, insurance policies, the governing documents and the like. Much of this may already be in Documents, so look there first. What the association must provide, and what it may withhold, is set by your state’s law and your governing documents.

Sending a request

Open Records Requests and click Request records. Name the records as specifically as you can (the document, the meeting, the period) and choose how you would like them: electronic copies, paper copies, or to inspect them in person. Click Send request. The board is notified, and the request shows in your list with the day it was received.

Following it

A request moves from Received to In progress, and ends as Provided or Denied. When the board provides the records it notes what was sent and when; a denial always carries the board’s reason. While it is still open you can withdraw a request you no longer need.

Answering requests

Board members who manage documents see every request on the same page, split into Active and Past. Open one to set its status, record what was provided and on which day, or give the reason for a denial. Use Log a request for one that arrived by mail, email or in person: pick the owner’s home, enter the date it was actually received, and the clock starts from that day. The request is filed under the owner’s account, so they follow it here and hear each change; for someone without a portal account, type their name instead. If the owner’s home is picked but someone else wrote in, tick Someone other than the owner sent it and type the sender’s name, so the request is not filed under the owner.

The response clock

Each request is stamped with a respond-by date when it arrives, and a countdown on the request shows the days left, turning amber when it is due soon and red when it is overdue. Where your state’s law sets a response window, the date follows it and the request names the law. Everywhere else it follows a target your board sets under Setup → Deadlines, shown as your community’s own target.