Question: At our recent annual meeting there was a very contentious vote on whether the association should update the clubhouse. The vote failed. Now certain owners who were in support of the project have requested to inspect the proxies. These documents show how every owner voted. Are other owners allowed to see this information? It seems that should be private. N.U. (via e-mail)
Answer: Yes. Annual meeting materials, including ballots and proxies, are “official records” that are available for inspection by every unit owner and must be maintained for one year from the date of election, vote or meeting to which the document relates. Any unit owner has the right to inspect and copy the association’s official records, subject to certain exceptions for documents protected by privacy laws.
The same rule applies in the homeowners’ association context, except that election and meeting materials must be kept for a period of seven years.
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