GREEN BRIAR VILLAGE CLUB, INC.

OFFICIAL RECORDS INSPECTION & REQUEST POLICY

(Adopted pursuant to Florida Statutes Chapter 617; consistent with applicable provisions of Chapter 720)

1. Purpose

This policy establishes reasonable procedures governing member inspection and copying of the Association’s official records pursuant to Sections 617.1602–617.1604, Florida Statutes.

The purposes of this policy are to:

  • Ensure lawful access to Association records;
  • Provide clear, consistent procedures for records requests;
  • Maintain the orderly operation of the Association;
  • Protect Association volunteers, agents, and members from harassment, intimidation, or disruption; and
  • Create a clear administrative and evidentiary record.

This policy governs process and conduct only and shall not be interpreted to limit any substantive rights granted by statute.

2. Applicability & Effective Date

This policy applies to all official records requests received by the Association on or after the date of adoption.

Requests received prior to the effective date shall be processed under the policy in effect at the time of receipt.

3. Eligibility to Inspect Records

Inspection rights are available to all members as provided by Florida law. The Association may require reasonable verification of membership status. Delinquency or suspension of other membership privileges shall not, by itself, eliminate statutory inspection rights.

4. Scope of Official Records

Members may inspect and copy official records as defined by Section 617.1602, except records that are privileged, confidential, or otherwise exempt from inspection under Florida law, including but not limited to:

  • Attorney–client privileged communications and attorney work product;
  • Records relating to pending or proposed litigation, enforcement actions, or legal strategy;
  • Personnel, medical, payroll, or employment records;
  • Personal identifying or financial information of members or third parties; and
  • Information protected by privacy, safety, or security considerations.

The Association reserves the right to withhold or redact records as required by law.

5. Submission of Records Requests

All official records requests must be submitted in writing via certified mail, return receipt requested, and delivered to the Association’s official mailing address designated for records requests.

Requests submitted by email, hand delivery, regular mail, verbal communication, or any other method shall not be deemed received for purposes of statutory response timelines.

Each request must:

  1. Clearly identify the requesting member;
  2. Identify the records requested with reasonable specificity.

If a request is vague, overbroad, or unclear, the Association may promptly request clarification. Requests for clarification shall not be used to unreasonably delay access.

6. Acknowledgment of Requests

The Association shall acknowledge receipt of records requests in writing.

Acknowledgment of receipt does not constitute:

  • Agreement that the requested records are subject to inspection;
  • Agreement as to scope or relevance; or
  • A waiver of any statutory exemptions or objections.

7. Timeframe for Production

Records shall be made available for inspection within a reasonable time consistent with Section 617.1604, generally within ten (10) business days of receipt of a compliant request, unless additional time is reasonably required due to:

  • Volume of records;
  • Legal review or redaction requirements; or
  • Logistical or staffing considerations.

Any reasonable delay shall be documented.

8. Method, Location, and Supervision of Inspection

The Association may, in its discretion:

  • Provide records electronically when available;
  • Schedule in-person inspections by appointment only;
  • Designate the time, place, and manner of inspection; and
  • Require inspections to be conducted under supervision.

When reasonably necessary to maintain order, safety, or legal compliance, inspections may be conducted in the presence of Association personnel, management, or legal counsel, or under enhanced conditions reasonably designed to prevent disruption or harassment.

Original records may not be removed, altered, or marked.

9. Copying, Format, and Fees

The Association may charge reasonable fees for copying, administrative time, or delivery as permitted by Florida law.

Electronic copies may be provided in lieu of paper copies when feasible and appropriate.

The Association shall not charge for the first thirty (30) minutes of staff or management time reasonably required to locate, review, redact, supervise, or produce records in response to a records request.

Thereafter, the Association may charge an administrative fee not to exceed Twenty Dollars ($20.00) per hour, prorated to the nearest quarter hour, for actual personnel time incurred, as permitted by Florida law.

For purposes of this section, administrative and personnel time may include time reasonably required to supervise or facilitate an in-person records inspection when Association staff, management, or agents are required to be present.

Payment of Fees.
Any applicable copying or administrative fees shall be due and payable in advance of delivery of copies or commencement of any in-person inspection requiring paid personnel time, unless otherwise determined by the Association in its discretion.

10. Standards of Conduct During Inspections and Communications

All inspections and communications related to records requests must be conducted in a civil, orderly, and non-harassing manner.

Prohibited conduct includes, but is not limited to:

  • Threatening, abusive, or intimidating language or behavior;
  • Interference with Association business, staff, volunteers, or other members;
  • Refusal to comply with reasonable instructions governing the inspection;
  • Repeated or excessive communications intended to pressure, intimidate, or disrupt Association operations; and
  • Audio or video recording of inspections, Association personnel, volunteers, or members without the express written consent of the Association, except as otherwise required by law.

This restriction is intended solely to protect privacy, safety, and order during inspections and is not intended to prevent lawful documentation where expressly authorized by statute or court order.

11. Enforcement; Termination of Inspection for Cause

If prohibited conduct occurs during an inspection or related interaction:

  1. The inspection may be immediately terminated;
  2. The conduct shall be documented in writing; and
  3. The member shall be offered the opportunity to reschedule the inspection under reasonable conditions designed to ensure compliance.

Termination of an inspection for cause does not constitute a denial of the member’s statutory right to inspect records.
Enforcement measures regulate conduct and logistics only and shall not be used to permanently deny lawful access to records.

12. Repeated, Duplicative, or Bad-Faith Requests

The Association may take reasonable administrative action to manage repeated or abusive records requests, including consolidation of requests, electronic production, or enhanced supervision.

Bad-faith requests include those that are substantially duplicative, excessive in frequency or scope without legitimate purpose, or submitted primarily to harass, intimidate, or disrupt Association operations, as determined based on objective conduct and documented history.

12A. Reasonable Limitations on Frequency of Records Requests

To ensure orderly operations and prevent abuse of the records inspection process, the Association may impose reasonable administrative limitations on the frequency of records requests when justified by objective circumstances.

Absent extraordinary circumstances, the Association may presume that more than one (1) records request within a thirty (30) day period is excessive where the requests are duplicative, substantially overlapping, or impose an unreasonable administrative burden on the Association.

This provision shall not be applied to:

  • Requests seeking records not previously produced;
  • Requests necessary to address time-sensitive legal, financial, or governance matters; or
  • Requests required to comply with statutory obligations.

Any limitation imposed under this section shall:

  • Be based on documented, objective factors;
  • Be communicated in writing to the requesting member; and
  • Regulate timing, format, or consolidation only, and shall not operate as a permanent denial of lawful access to records.

13. No Waiver of Statutory Rights

Nothing in this policy shall be interpreted to waive, limit, or restrict any rights granted under Florida law. In the event of a conflict, applicable statutes shall control.

14. Adoption

This Records Inspection & Request Policy was adopted by the Board of Directors of Green Briar Village Club, Inc. on January 22, 2026 and is effective immediately upon adoption.