Keeping Architectural Request Forms

Hello all - I'm a member of a small HOA community in Los Angeles, and we are in the process of changing building management companies. I am wondering what our HOA's requirements are regarding retention of homeowners' submitted Architectural Request Forms (these are requests for modifications of their units, like new flooring, new appliances, kitchen remodels, etc). Davis-Stirling site seems to indicate we have to keep architectural records, but it's not clear if that only applies to common-area construction projects. Our outgoing management company is disgruntled at being replaced (long overdue...really) and is not willingly giving that info to new management, and we're not sure how hard to press the matter. Thanks for any insights!

The management company worked for you, so don't be afraid to ask them for YOUR documents. Check your contract to see what's required (the board should have already done that before deciding to move on). If this company is feeling salty at being replaced, that's their problem. If necessary, have your association attorney talk to them - ultimately, it's the board's responsibility to ensure a smooth transition.

Your question seems to be more about how long you're required to keep this stuff. As a practical matter, ARC requests related to the houses should be kept forever. Documents for major repairs and replacement to the common areas might need to be kept just as long, or at least as long as there's an active warranty. This can also help with reserve study preparation and scheduling various projects for the upcoming year.

If you haven't already checked your documents, do it now to see if it mentions what records must be made available to homeowners upon request - that's a good place to start. Talk to your association attorney and master insurance carrier to see what their requirements are. That will help determine how much information should be on hand at the property manager's office and what should be kept long-term.

Many HOAs are moving to cloud-based storage, so you'll need a policy on documentation storage and destruction, along with a destruction schedule, how information requests are handled, etc. After having all these conversations, draft a policy and have it approved via a board resolution during an open meeting. You can review the policy every few years to see what's working or not and tweak as necessary. Changes should also be approved via board resolution.

Have fun!

I see that the D-S site advises seven years for owner architectural submittals. See https://www.davis-stirling.com/HOME/R/Records-Retention-Policy

Entirely agree with LetA and such is our policy.. I'll check the D-S site. I no recall, I think? that any Committee with session-making authority--like our ARC--must take minutes which also must be filed. It make sense that they be filed with each unit about which any decision is made.

I think it is a good idea to keep these records for future reference. It could make a difference when a new owner asks to do something. Since it is a small community hopefully that isn't a lot of paper work.

Hi everyone - Just popping in (a bit late) to say how very much I appreciate all of the advice you offered!