RECORDS SUBJECT TO INSPECTION

The following records are subject to inspection and copying (Civil Code §1365.2(a)). Except for minutes which are permanently available, associations need only produce records for the current and 2 previous fiscal years (Civil Code §1365.2(i)(1)). Older records may be disposed of in accordance with a proper disposal policy.

• financial documents required by Civil Code 1365 (budget, reserves, lien policies, insurance, financial statement, etc.)
• financial documents required by Civil Code 1368 (governing documents, assessments, violation notices, construction defects, etc.)
• interim unaudited financial statements, including (i) balance sheet, (ii) income and expense statement, (iii) budget comparison, and (iv) general ledger
• salaries paid to employees, vendors, or contractors (except as provided by attorney-client privilege) which shall be set forth by job classification or title, not by the employee's name, social security number, or other personal information
• executed contracts that are not privileged (privileged contracts shall not include contracts for maintenance, management, or legal services)
• state and federal tax returns
• reserve account balances and of payments from reserve accounts
• board, committee and membership meeting agendas and minutes
• membership lists
• invoices, receipts, canceled checks, purchase orders approved by the association, credit card statements for credit cards issued in the name of the association, statements for services rendered, and reimbursement requests submitted to the association

See procedures for inspection
See time period limitations
See copy costs
See records not subject to inspection

Updated 8/7/2008