AZ - Charge for Meeting Minutes

It has been a while, but I am back with some interesting news. Our HOA used to provide meeting minutes, agenda, two financial pages for the meetings. Apparently, the Board has decided it is not necessary. If we would like to see the information, we should contact our management company.

I therefore submitted the request by email and was told to send it in writing, which I did. I received 4 pages in a certified letter which cost $11.85 and $3.96 for postage. Inclosed was an invoice for the $11.85.

These costs had never been discussed previously, only $.15 per page for copy costs.

The management company will not seriously address this issue except to state we should submit a check in the amount to the MC. It seems that the MC made this decision without notifying the board. The board has not answered and appears to want to "stay out of it".

Actually, the property manager dislikes me very much. When I was on the Board, I found many accounting mistakes.

My worry is that the next time, the bill could be for a larger amount. It is my understanding that the MC cannot discriminate or harass homeowners.

In addition, we are having elections at the beginning of 2008. If I do not pay the $11.85, I am not in good standing and am not eligible. We most definite can afford the $11.85, but what about the principle of the matter?

Luci,
You are confusing me. If you "do not pay the $11.85, then you are not eligible and in good standing?" Do you mean that by not paying for the copies,that means you would lose your your status as being a member in good standing? This makes no sense to me. Please fill us all in.

The Property managers opinion of you should have no bearing on your status with the Board. Why do you feel that you need all of these records? Yes, a nominal fee can be charged for copies of financial records but you might be digging way to deep unless you are looking for some financial conspiracy. You are going to need alot of support amongst your fellow members to go after your entire association.

Luci - Arizona Revised Statue 33-1805 says: "On request for purchase of copies of records by any member or any person designated by the member in writing as the member's representative, the association shall have ten business days to provide copies of the requested records. An association may charge a fee for making copies of not more than fifteen cents per page."
Notice - it says "On request" No mention even of having to be in writing. Also the fee is 15 cents a page - no "overhead" charges. A management company can charge the HOA for their time preparing copies, but the HOA cannot pass that charge on to you. You can file for an Administrative Office Hearing if your HOA is not complying with state statutes. Harold

Consider asking the secretary to email you the minutes as they are done. Because every homeowner has the right to see them, this would avoid having to deal with the management company, and would require very little effort on the secretary's part.