Every HOA will receive a request for records at some point, and in Arizona it’s important to understand state regulation to ensure you’re responding to requests properly. Managing these requests can be tedious, especially for someone who is unfamiliar for the process. But it’s also something that a good HOA management company can handle for you, too.
Rather than regurgitate legal jargon, we’ve boiled down the governing statutes for planned communities and condominium associations into these easy-to-digest points.
- In Arizona, HOAs are obligated to make all financial and other records* available to members. It’s important to know that members can designate, in writing, someone else to make a request on their behalf.
- *There are exceptions that allow HOAs to withhold some records. These include executive meeting minutes, privileged conversations between lawyers and the association, and individual member or employee records.
- You have 10 business days to respond to requests.
- Under Arizona statutes, HOAs are prohibited from charging members any fee to review documents. If a member requests copies, then an HOA can charge no more than 15 cents per copy/page.
When you get right down to it, it’s pretty straightforward. HOA membership includes access to records in a transparent and timely fashion. As you navigate these requests, remember to keep an eye out for questionable and sometimes annoying behavior like:
- Someone posing as a member. An example might be a vendor trying to secure a competitor’s bid information. Always check to make sure the member is who they say they are.
- Someone inundating you with questions not related to records or soliciting your opinions. Your job is to be a provider of records, not field endless questions.
We hope this helps clear up any questions you had about records requests! If you would like to read Arizona’s statues, A.R.S. § 33-1805 (for planned communities) and A.R.S. § 33-1258 (for condominium associations), we’ve included it below for your reference.
*Except as provided in subsection B of this section, all financial and other records of the association shall be made reasonably available for examination by any member or any person designated by the member in writing as the member’s representative. The association shall not charge a member or any person designated by the member in writing for making material available for review. The association shall have ten business days to fulfill a request for examination. 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.