Resolutions

King City Civic Association Resolution: Administration 2012-307

INSPECTION OF RECORDS POLICY

Bylaws Article XI; CC&Rs Article VI, Section 3.J; ORS 94.670(8-12)

The Board hereby adopts rules establishing the frequency, time, location, notice and manner of examination and duplication of Association records, and for requiring a reasonable fee for furnishing copies of any documents, information, or records which apply to Association records.

  1. The following Association records are NOT available for examination or duplication:
    1. Personnel matters relating to specific identified person or person's medical records;
    2. Contracts, leases, and other business transactions under negotiations.
    3. Communications with legal counsel relating to (a) and (b), above.
    4. Disclosure which would be in violation of federal or State laws.
    5. Documents compiled for or considered by Board for Executive Session.
    6. Files of individual Owners.
  2. All other records must be reasonably available for inspection (refer to Document Retention Policy).
    1. Members must provide at least 2 business days notice in writing of records to be inspected.
    2. Requests for review shall be fulfilled not more than 5 business days from request.
    3. A Director may have immediate access to all Association records, except those excluded by law.
    4. Duplication of records
    5. Request must be in writing.
    6. Request must be in "good faith" and for a proper purpose described with reasonable particularity and directly connected with the stated purpose.
  3. Duplicated records must be furnished within 10 business days of request.
  4. A reasonable fee established by the Board shall include personnel and material costs for furnishing documents; especially if records will require time to retrieve from storage.
    1. The charge may not exceed an estimated cost of production or reproduction of records.
    2. If duplication cost is estimated to run over $10.00 a reasonable total cost to duplicate will be collected and deposited by the Association until completion of duplication and final tally of costs.

NO ASSOCIATION RECORDS SHALL BE REMOVED FROM ASSOCIATION FACILITIES, except by the express written authorization of the Board of Directors or Administrator and only for the specific purpose authorized.

IT IS RESOLVED this ___ day of February 2012 by a majority vote of the Board of Directors and effective upon distribution of the Association's March 2012 Newsletter

King City Civic Association

By Terry Shane, President By Maxine Van Dyke, Secretary

Adopted 01/01/04
Reviewed 0717/07
Revised and Restated 02/14/12