How to Access Your HOA's Official Records (And Why You Should)

As a condo owner, accessing your HOA's official records is one of your most important rights. Whether you want to review financial statements, check meeting minutes, or understand how your assessments are being used, here's how to get the information you need.

Why You Should Review Association Records

Regularly reviewing your association's records helps you:

• Understand your building's financial health - See if reserves are adequate and expenses are reasonable
• Verify how your money is spent - Ensure assessments are being used appropriately
• Stay informed about decisions - Know what the board is deciding and why
• Identify problems early - Catch issues before they become expensive problems
• Hold the board accountable - Ensure transparency and proper management

Step 1: Check the Association Website

Under HB 913, your association must maintain official records on a website. Start by checking if your association has a website and what's available online.

What should be online:

• Bank statements and account records
• Approved board meeting minutes (last 12 months)
• Meeting recordings (if meetings are held via video conference)
• Ledgers and financial records

How to find it:

1. Check your association's website (if you have the URL)
2. Look for a "Records" or "Owner Resources" section
3. Contact your property manager or board for the website URL if you don't have it

Step 2: Make a Written Request

If records aren't online or you need additional information, make a formal written request. Here's how:

What to Include in Your Request

• Your name and unit number - Prove you're an owner
• Specific records requested - Be clear about what you want
• Preferred format - Online access, email copies, or in-person inspection
• Date of request - For tracking purposes

Sample Request Template

Step 3: Submit Your Request

Send your request to:

• Property manager - If your association uses a CAM
• Board president - If managed by the board directly
• Association office - Official association address

Delivery methods:

• Email (preferred - creates a paper trail)
• Certified mail (for important requests)
• Hand delivery (get a receipt)

Step 4: Wait for Response

Your association has 10 business days to respond to your request. They can:

• Provide the records immediately
• Schedule a time for you to inspect records
• Request clarification if your request is unclear
• Deny access (only for protected records like attorney-client privilege)

Step 5: Review the Records

Once you receive the records, here's what to look for:

Financial Statements

• Income vs. expenses - Is the association operating at a deficit?
• Reserve funding - Are reserves being properly funded?
• Unusual expenses - Any large, unexplained costs?
• Assessment collection - Are owners paying on time?

Meeting Minutes

• Major decisions - What significant actions did the board take?
• Voting records - How did board members vote?
• Discussion topics - What issues are being discussed?
• Owner concerns - What are other owners asking about?

Bank Statements

• Account balances - Are reserves adequate?
• Transactions - Are expenses reasonable and authorized?
• Multiple accounts - Are all accounts properly managed?

Understanding Fees

Your association can charge reasonable fees for:

• Copying - Typically $0.25 per page for black and white copies
• Staff time - If records require significant time to compile

However, you should not be charged for:

• Viewing records online
• Inspecting records in person during normal business hours
• Basic record requests

If fees seem unreasonable, ask for an itemized breakdown and compare to what's allowed by law.

What to Do If Your Request Is Denied

If your association refuses to provide records or charges unreasonable fees:

1. Ask for a written explanation - Understand why access is being denied
2. Review the law - Verify that the records you're requesting are actually public
3. Follow up in writing - Send a second request referencing the first
4. Contact the Division - File a complaint with the Division of Condominiums
5. Consult an attorney - For serious violations, legal action may be necessary

Common Records to Request

Here are some of the most useful records to review:

• Annual financial statements - Overall financial health
• Monthly bank statements - Recent transactions and balances
• Board meeting minutes - Recent decisions and discussions
• Budget and budget amendments - Planned expenses and assessments
• Reserve study reports - Long-term financial planning
• Insurance policies - Coverage and costs
• Major contracts - Management, maintenance, vendor agreements

Best Practices

• Be specific - Clearly identify which records you want
• Be reasonable - Don't request everything at once unless necessary
• Be polite - Professional communication gets better results
• Document everything - Keep copies of requests and responses
• Follow up - If you don't get a response, send a reminder

Why Regular Review Matters

Don't wait for a problem to review your association's records. Regular review helps you:

• Catch issues early before they become expensive
• Understand your building's financial trajectory
• Participate meaningfully in association decisions
• Build relationships with your board and neighbors
• Protect your investment

Remember: accessing association records is your right, not a privilege. Don't hesitate to exercise it. Transparency benefits everyone and helps ensure your building is well-managed for years to come.