Wekiva Hunt Club Community Association










CHAPTER 21 - INSPECTION AND COPYING OF OFFICIAL RECORDS

    A. Inspection  

1. A member or a member’s authorized representative (hereinafter “Member”), desiring to inspect the Association’s records shall submit a written request to the Secretary or manager of the Association. The request must specify the particular record subject to inspection including pertinent dates or time periods. The request must be sufficiently detailed to allow the Association to retrieve the exact records requested.  

2. Inspection of records shall be limited to those records specifically requested.  

3. No Member shall submit more than one written request for inspection of the same record in a six (6) month period unless good cause is shown.  

4. The Association will not create or generate a document or a report that it would not otherwise create or generate unless it is required to do so by law or its governing documents.

5. Inspection of records will be limited to those records that exist at the time of the request. No request for future documents will be accepted.  

6. The Association will not conduct a records search or research or cull out records (e.g. a request for all minutes where a particular item was discussed will not be accommodated). The Member must ask for specific documents or items which will be retrieved from the relevant storage media.  

7. All inspection of records shall be conducted at the Association’s office or at such other location designated by the Association. No Member shall remove original records from the location of inspection. No alteration of the original records shall be allowed.  

8. Records shall be made available for inspection by the Association on or before the tenth (10th) working day subsequent to actual receipt by the Association of a written request for inspection having the required specificity. This time frame may be extended by written request of the Member. In addition, this time frame shall be extended in the event records are so voluminous or otherwise in such condition as to render this time frame unreasonable. The Association shall notify the Member by telephone or in writing, that the records are available and the time, date and place for such inspection. Inspection shall be made only during normal Association business hours or normal business hours of the location of inspection if other than the Association office. (For the purposes herein, the term “working day” shall mean Monday through Friday, exclusive of federal, state and local holidays in which the office of the Association is closed. For purposes herein, “normal business hours” shall be the hours that the Association office is customarily open, or the hours at the location where the records are inspected is customarily open, or if there are no customary hours, then 9:00 a.m. to 12:00 noon, and 1:00 p.m. to 5:00 p.m. of each working day.)  

9. A Member shall be required to pay any and all actual costs or expenses incurred by the Association relating to the official records inspection. This shall include, but shall not be limited to, any and all costs for personnel who will be present during the review.  

B. Copying  

1. Except as provided in paragraph C below, if a Member or authorized representative (hereinafter “Member”) desires to obtain a copy of any records, the member shall designate in writing which record is desired or in the alternative shall designate such record by use of a tab or clip upon the pages desired. Any written request shall designate the specific record or portion thereof. Copies of the record shall be available within ten (10) working days of the request. In the event the above referenced time frame is impractical due to the voluminous nature or condition of the records, then copies will be made available as soon as is practical.  

2. Except as provided in subparagraph C below, a Member shall pay the actual costs of providing copies, including the reasonable costs of labor required to retrieve the requested records from the storage media in which they are maintained by the Association.  

3. Copying of records shall be limited to those records specifically requested.  

4. No Member shall submit more than one written request for copying of the same record in a six (6) month period unless good cause is shown.  

5. The Association will not create or generate a document or a report that it would not otherwise create or generate unless it is required to do so by law or its governing documents.  

6. Copying of records will be limited to those records that exist at the time of the request. No request for future documents will be accepted.  

7. The Association will not conduct a records search or research or cull out records (e.g. a request for all minutes where a particular item was discussed will not be accommodated). The Member must ask for specific documents or items which will be retrieved from the relevant storage media.  

C. Governing Documents  

Notwithstanding the above, the Association shall maintain an adequate number of copies of the various Declarations, the Supplemental Declarations, and the Wekiva Code, as well as the Articles of Incorporation and Bylaws of the Association to ensure that they are available to members and prospective members upon request. No written request will be required to obtain a copy of these documents, but a charge of twenty-five cents ($.25) per page will be charged for each such document, with payment being required at the time of delivery.  

D. Manner of Inspection  

1. No written request for inspection or copying shall be made in order to harass any owner, resident or Association agent, officer, director or employee.  

2. All persons inspecting or requesting copies of records shall conduct themselves in a business-like manner and shall not interfere with the operation of the Association office or the officer where the records are otherwise inspected or copied.  

E. Exceptions  

Records which are protected by the attorney/client privilege or any other

 privilege or right shall not be made available for inspection or copying.  

F. Log of Activity  

The Association shall maintain a log detailing:  

i. The date of written request for inspection or copying.

ii. The name of the requesting party.

iii. The records which are requested.  

The Association shall retain the above records for a seven (7) year period.

07/21/96

09/16/96

10/24/96