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Started by JackieB4 • 7 replies • 646 views

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JackieB4 (California)
Posts: 398

Posted:

PM posts our Bimonthly Board Book in our Board's email (private) and available only to the 3 of us Directors. I wanted to recheck something and found that the prior Books have been deleted? Is this usual and customary to only have the current Book available ...and deleted when next Board Book is downloaded, 4 days before exec/general session meetings? As the Treasurer, I like to recheck things.

KerryL1 (California)
Posts: 14,550

Posted:

I only know my HOA on this one. Our directors reports are on our board portal on our website going back several years. They often contain valuable info, proposals, for instance , that a director might want to review again much later.

Bt don’t you get a hard copy before each board meeting? You could keep certain parts of each.

As a director, however, you have c access to all records that are in board books. That right should be in your bylaws and it is in CA Corporations Codes. So make a written request to the PM just as your would to inspect any record.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Are they deleted or archived? I would assume they are put into an archive somewhere to save them. It would be weird to delete records.

Former HOA President

ElleN (Idaho)
Posts: 4,420

Posted:

No statute addresses this. No bylaw likely addresses this. The PM is going to do as she/he wants until the board instructs otherwise. You are often in the minority with a rogue-ish majority and often hostile PM. I would get used to saving what is in the board book everytime a new one appears.

It's completely understandable that you would want to re-check things.

LizD3 (California)
Posts: 200

Posted:

If you have been emailed it, you should still have it. If it is posted online, odds are, you can undelete it. If it is archived, you can retrieve it. If it is backed up (and everything should be), you can access it.

Isn’t the Board required to keep all documentation?

KerryL1 (California)
Posts: 14,550

Posted:

In case it's not in your Bylaws: Calif. Corporations Code § 8334. Director's Right to Inspect.   Every director shall have the absolute right at any reasonable time to inspect and copy all books, records and documents of every kind and to inspect the physical properties of the corporation of which such person is a director.

For caveats see: https://www.davis-stirling.com/HOME/D/Directors-Right-to-Inspect

TimB4 (Tennessee)
Posts: 21,044

Posted:

Emails would be considered records of the Association.

How much is online can be a cost issue (as storage and upkeep costs money).
Since this is your MC doing this, you should check with them.

I agree with others, the info was likely archived vs destroyed.

KathyF13 (Florida)
Posts: 31

Posted:

What is your bylaw or state statute of limitations for keeping records in the association??

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