Request for official records
Any owner can ask to examine the official records that are
kept by the condo’s management company.
When examining the records the owner (or his designee) can
use a portable device to make copies, pictures, etc. of the inspected
documents.
The request must be in writing with two delivery options as
follows:
1.
Hand deliver request to the property manager. Make
two copies of the request (one for you and one for the manager) and ask the property manager
to sign your copy and date it. This will be proof of your request
2. send via certified mail to the management your request.
Aventura Marina Two
Property manager
3340 NE 190 St
Aventura
FL 33180
Official Records That Are Accessible:
1. copies of plans, permits, warranties,
and other items provided by the developer;
2. a copy of the recorded
declaration of condominium of each condominium operated by the association and
each amendment to each declaration;
3. a copy of the recorded bylaws of
the association and each amendment to the bylaws;
4. a certified copy of the articles
of incorporation of the association, or other documents creating the
association, and each amendment thereto;
5. a copy of the current rules of
the association;
6. a book or books that contain the
minutes of all meetings of the association, the board of administration, and
the unit owners, which minutes must be retained for at least 7 years;
7. a current roster of all unit
owners and their mailing addresses, unit identifications, voting certifications,
and, if known, telephone numbers;
8. all current insurance policies of
the association and condominiums operated by the association;
9. a current copy of any management
agreement, lease, or other contract to which the association is a party or
under which the association or the unit owners have an obligation or
responsibility;
10. bills of sale or transfer for
all property owned by the association;
11. accounting records for the
association and separate accounting records for each condominium that the association
operates, which include, but are not limited to:
a. accurate, itemized, and detailed
records of all receipts and expenditures;
b. current account and a monthly,
bimonthly, or quarterly statement of the account for each unit designating the
name of the unit owner, the due date and amount of each assessment, the amount
paid on the account, and the balance due;
c. all audits, reviews, accounting
statements, and financial reports of the association or condominium;
d. all contracts for work to be performed
(bids for work to be performed are also considered official records and must be
maintained by the association);
12. ballots, sign-in sheets, voting
proxies, and all other papers relating to voting by unit owners;
13. all rental records if the association
is acting as agent for the rental of condominium units;
14. a copy of the current question
and answer sheet as described in s. 718.504 of the Florida Statutes;
15. all other records of the
association not specifically included in the foregoing which are related to the
operation of the association;
16. copy of the inspection report as
described in s. 718.301(4)(p) of the Florida Statutes.
A
Florida condominium association must make the above-referenced official records
available within ten (10) working days after receipt of the written
request. The association’s failure to provide access may result in
damages for the requesting party (a minimum of $50/day), as well as liability
for attorneys’ fees and costs in an enforcement action to obtain the records.
Not Official Records and Not
Accessible:
- documents protected by the lawyer-client privilege and the work-product privilege;
- information obtained by an association in connection with the approval of the lease, sale, or other transfer of a unit;
- personnel records of association or management company employees;
- medical records of unit owners;
- social security numbers, driver’s license numbers, credit card numbers, e-mail addresses, telephone numbers, facsimile numbers, emergency contact information, addresses of a unit owner other than as provided to fulfill the association’s notice requirements, and other personal identifying information of any person;
- electronic security measures that are used by the association to safeguard data, including passwords;
- software and operating systems used by the association which allow the manipulation of data, even if the owner owns a copy of the same software used by the association. However, the data is part of the official records of the association.
Here
is a sample form to request information:
(to print the form move the mouse to the upper right corner of the form)