PRESTON SQUARE RECORDS REVIEW POLICY (AMENDED DECEMBER 8, 2014)

 

WHEREAS, Article 6 Section 1 of the by-laws of the Preston Square Homeowners Association, Inc. (PSHA),

grants the Board of Directors of Preston Square Homeowners Association, Inc. all the powers and duties 

necessary for the administration of the association; and

 

WHEREAS, Article 6 Section 1.2 of the by-laws of the Preston Square Homeowners Association, Inc. 

empowers the Board of Directors to establish rules governing the storage and review of association records; and

 

NOW, THEREFORE, BE IT RESOLVED THAT the official records of the Association shall be maintained 

and shall be available for review as follows:

 

A. All Official records, as defined by Florida State Statute 720.303, and by the Division of Florida Condominiums, Timeshares, and Mobile Homes, will be maintained at the offices of Associa located at 4700 Millenia Blvd, Suite 515, Orlando, FL 32839.

 

B. Any resident or authorized agent desiring to review any portion of the records may do so upon written request, to the Preston Square Homeowners Association’s Manager at the address listed above.

 

C. Records will be available for viewing during the hours of 9:00am-4:00pm Monday through Friday, holidays and special events excluded. Owners shall coordinate and confirm the records inspection review date and time with the management company at least 48-hours prior to the date scheduled. 

 

D. No records may be removed from the building. Administrative personnel will be present at all times during the inspection with an hourly rate of $20.00 to cover the administrative costs and passed thru to the owner.

 

a. The charge of $20.00 is assigned to specific homeowner versus having the HOA charged the administrative fee and having the entire community pay for records reviews of over 30 minutes for an individual homeowner.

 

E. Copies of records may be made by tagging those records, which will be copied by management staff at a cost of 25 cents ($0.25) per copied page after the first 25 pages. Copies of tagged records will be available for pick-up no sooner than 12:00 Noon and not later than 3:30 P.M. of the following business day, providing payment for all copies is made at or before time of pickup.

 

F. Directors of the PSHOA shall be given access at any time during office hours, without written notice required to view any and all association records. The cost of any copies requested by a Director will be at the expense of the association.

 

G. Request to view records is limited to a maximum of eight (8) hours per calendar month.

 

Pursuant to Section 720.303(5)(c), Florida Statutes, the following records are not accessible to member or parcel owners:

 

1. Any record protected by the lawyer-client privilege as described in s. 90.502 and any record 

 

2. Information obtained by an association in connection with the approval of the lease, sale, or other 

 

3. Personnel records of the association’s employees including but not limited to disciplinary payroll, 

 

4. Medical records of parcel owners or community residents.

 

5. Social security numbers, driver’s license numbers, credit card numbers, electronic mailing protected by the work-product privilege, including, but not limited to, any record prepared by an association attorney or prepared at the attorney’s express direction which reflects a mental impression, conclusion, litigation strategy, or legal theory of the attorney or the association and which was prepared exclusively for civil or criminal litigation or for adversarial administrative proceeding or which was prepared in anticipation of imminent civil or criminal litigation or imminent adversarial administrative proceedings until the conclusion of the litigation or administrative proceedings.transfer of a parcel.health, and insurance records.addressed, telephone numbers, emergency contact information, any address for a parcel owner other than as provided for association notice requirements, and other personal identifying information of any person, excluding the person’s name, parcel designation, mailing address, and property address.

 

6. Any electronic security measure that is used by the association to safeguard data, including 

 

7. The software and operation system used by the association which allows the manipulation of data, passwords.even if the owner owns a copy of the same software used by the association. The data is part of the official records of the association.