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JanineR (Tennessee)
Posts: 259
Posted:
Inspecting Books and Records during Covid?

What is a reasonable way to handle inspecting records and statements when the management company is working from home or offices are closed due to Covid?

Background
------------------------
*condo complex
*145 members
*management company
*online portal

Below are our excerpts from our documents:
------------------------
(b) Books and Records:
The Association shall maintain current copies of this Master Deed, the Charter, the Bylaws, and all rules and regulations concerning the Condominium, as well as its own books, records, and financial statements, all of which shall be available for inspection by Unit Owners or by holders, insurers, and guarantors of first mortgages that are secured by one or more Units. Each of these documents shall be available for inspection during normal business hours at the address of the Association for its manager.

(c) Financial Statements:
If the Condominium consists of fifty (50) or more Units, then the Association will make available to the holder, insurer, or guarantor of any first mortgage that is secured by a Unit, upon submission of a written request, an audited financial statement pertaining to the Association for its preceding fiscal year.
Such an audited financial statement will be prepared for each of the Association's fiscal years and shall be made available for inspection not later than one hundred twenty (120) days after the end of each pertinent fiscal year.
KerryL1 (California)
Posts: 14,550
Posted:
Aren't any of them on a web site? Or can't the manager email them to you?
CathyA3 (Ohio)
Posts: 6,299
Posted:
I agree with Kerry. I think making this info available electronically is preferable even if we weren't dealing with covid.

Sometimes that may not work - for instance, if a person needs to go through a lot of paper to find what they're after - but I think that many questions can be answered without that much effort.

The other thing that this does is avoid worry about a homeowner accidentally seeing confidential info. Emailing the monthly statements with the aging/delinquncies pages stripped out is easier than someone having to sort through boxes with the statements and physically pulling out those pages, then replacing them after the homeowner is done looking.

And it saves printing costs.

ND (PA)
Posts: 792
Posted:
Certain ones should already be electronic . . . CC&Rs, bylaws, state HOA law, amendments, etc. Financial reports should also already be electronic to a great extent. All of this easily email-able and/or electronically available. If not electronic, then this COVID time is a prime opportunity for the MC to now make them electronic.

So what shoudl be left are invoices, bank statements, checks, other financial-related things that may be kept in hard-copy files.

1) You as the requestor needs to be reasonable with your request. Do you absolutely need access to all records, or are you looking for certain ones (e.g., financial)?
2) Both parties need to be flexible with availability. If MC indicates availability only at certain times/dates, then try to make those times/dates work for you too.
3) Simply because an office may be closed to normal, routine traffic, does not mean it is permanently sealed and cannot be accessed. Unless significant medical conditions exist where your PM is sequestered to their home for everything (work, personal, and social-related), then the MC can and should certainly accommodate a records request to visit the office, gather necessary records, and make them available.
4) Unless the "office" is some sort of miniature space, then there is likely ample opportunity to make records available for review, allow plenty of distance between you and the MC rep, and for the rep to still do whatever is needed to keep an eye on the records being reviewed.

It all comes down to both parties being reasonable and accommodating of each other. It can be done easily. But if things have already occurred to make one side or the other not want to be accommodating, then that's a different story.

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