Records Request Policy for Green Briar Village Club Association

1. Purpose

The purpose of this Records Request Policy is to outline the procedures for homeowners and other parties to request access to records maintained by the Green Briar Village Club Homeowner’s Association (hereinafter “the Association”). This policy ensures transparency and compliance with Florida’s Homeowners’ Association laws while protecting the privacy and confidentiality of Association records.

2. Scope

This policy applies to all records maintained by the Association, including but not limited to financial records, meeting minutes, membership records, and correspondence.

3. Definitions

  • Records: Documents, papers, letters, maps, books, tapes, photographs, and electronic data maintained by the Association.
  • Requester: Any individual or entity requesting access to the Association’s records.
  • Association: The Green Briar Village Club Homeowner’s Association and its Board of Directors or designated representatives.

4. Request Procedures

4.1. Submission of Request

  • Requests for records must be submitted in writing via certified mail.
  • The request should include:
    • Requester’s name and contact information.
    • Description of the records requested with sufficient detail to identify them.

4.2. Record Custodian

  • The Association has designated the office manager as the Records Custodian responsible for handling records requests. Contact information for the office manager will be provided to all homeowners and be available on the Association’s website.

4.3. Acknowledgment of Request

  • The Association will acknowledge receipt of the records request within 10 business days, including an estimated time frame for fulfillment.

5. Response Time

  • The Association will respond to records requests within 10 business days from the date of acknowledgment, provided the records are available and the request is complete.
  • If additional time is required, the Association will notify the requester of the delay and the reason for it, along with an updated timeframe for response.

6. Fees

  • The Association may charge reasonable fees for the retrieval, copying, and mailing of records. The fees will be calculated based on the actual costs incurred, including labor, materials, and postage.
  • Requesters will be informed of any anticipated fees before records are provided. Payment must be received before the records are delivered.

7. Access and Inspection

  • Requesters may inspect records at the Association’s office during office hours, provided it does not disrupt normal operations.
  • Records provided for inspection must be handled carefully, and the requester may not remove any records from the Association’s premises.

8. Confidentiality

  • The Association will not disclose records that are confidential or exempt from disclosure under Florida law. This includes but is not limited to:
    • Personal information of members.
    • Records related to pending litigation or legal matters.
    • Personnel records
    • Documents protected by attorney-client privilege.

9. Denial of Request

  • If a request is denied, the Association will provide a written explanation for the denial, citing the specific reason or legal basis for withholding the records.
  • Requesters may appeal denials to the Board of Directors or the appropriate governing body within 15 business days of receiving the denial notice.

10. Amendments

  • This policy may be amended by the Board of Directors as necessary to comply with changes in Florida law or to improve the records request process.

11. Contact Information

For questions or further information about this Records Request Policy, please contact:
Office Number: 407-352-1231
manager@greenbriarvillageclub.com
10151 Gifford Blvd, Orlando, FL 32821

Effective Date: 7/01/2024

In sum, the following records are not accessible to members or parcel owners:

  1. Any record protected by the lawyer-client privilege as described in s. 90.502 AND any record protected by the work-product privilege, including, but not limited to, a record prepared by an association attorney or prepared at the attorney’s express direction which reflects a mental impression, conclusion, litigation strategy, or legal theory of the attorney or the association AND which was prepared exclusively for civil or criminal litigation or for adversarial administrative proceedings or which was prepared in anticipation of such litigation or proceedings until the conclusion of the litigation or proceedings.
  2. Information obtained with the approval of the lease, sale, or other transfer of a parcel.
  3. Personnel records including disciplinary, payroll, health, and insurance records.
  4. Medical records of parcel owners or community residents.
  5. Personal information.
  6. Any electronic security measure used to safeguard data, including passwords.
  7. The software and operating system that allows the manipulation of data.