Sunshine‑Ready Records & Requests: A Practical Guide for HOA/COA Boards

Open records are a feature, not a bug, of community governance. When homeowners can easily see how decisions are made and dollars are spent, confidence goes up and conflict goes down. The challenge is operational: requests can arrive unpredictably, the rules vary by state, and volunteer boards often inherit messy archives. Here’s a practical framework you can implement this month to get “Sunshine‑ready.”

1) Inventory before you’re asked.
Make a simple map of what exists and where it lives. Financials, minutes, reserve studies, contracts, insurance, architectural records—list the location (drive, paper, manager portal) and the keeper. Aim for a single read‑only “Records Home” folder that mirrors your retention policy. Label everything YYYY‑MM‑DD, and use consistent file names (e.g., “2025‑09 Minutes – Regular Board Meeting”).

2) Adopt a clarity‑first retention policy.
If you already have one, publish a plain‑language summary: what you keep, how long, and how to request it. If you don’t, start simple: for example, minutes and governing documents—permanent; financial statements—7 years; routine correspondence—2 years. The point is consistency and visibility.

3) Standardize the request flow.
Route all requests to one inbox (e.g., records@yourassociation.org). Use an auto‑reply that acknowledges receipt and states the timeline window defined by your governing documents or applicable law. Create a lightweight intake form: requester name, unit/lot, records requested, preferred delivery method, and deadline if any. Track requests in a shared log.

4) Triage by availability and privacy.
Classify each item requested as: (A) readily available as‑is, (B) available with limited redaction, or (C) not available (legal/privacy). Redact personal identifying information as required (account numbers, medical details, etc.). Keep a redaction cheatsheet for recurring items like violation letters and invoices.

5) Deliver like a service, not a chore.
Provide a download link (expiring), a brief cover note explaining what’s included, and an index if the packet is large. If there are reasonable costs per your policy (copying, staff time), state them before you begin.

6) Close the loop and learn.
After each request, update your log: response date, hours spent, issues found. Add frequently requested records to a homeowner-facing portal—turn one‑off requests into self‑serve resources.

Quick wins this week

• Create the “Records Home” folder with five subfolders: Financials, Minutes, Contracts, Insurance, ARC.

• Draft the auto‑reply and intake form.

• Publish the plain‑language retention summary on your website.

Risk notes
Some states impose strict timelines and penalties. Confirm requirements with association counsel and your management professional, especially for election records, ballots, and member lists.

When transparency becomes routine, trust follows. That’s not just good governance—it’s good neighborliness.

Educational content only; not legal advice.
This is the work we implement with partner communities through JAM Consults and the Board Member Society.