Members of CRCC may request to review specific Park files. Members must be listed on the master membership list and be members of good standing (dues/assessments up to date). The rationale to review files must be in the best interests of the membership at large.
Requests must be in writing. Forms are available from the Park Office and online.
The request must include the following:
- Name of individual making request
- Lot & division number of member making request
- Current mailing address & phone number
- Reason for review of files
Written requests must be sent to the Secretary of the Board and received at least one week before the next Board Meeting. The Board Secretary shall notify the Board and the office manager of the impending request and it shall be entered on the agenda for the Board of Directors meeting for discussion. Each request for review must be reviewed by the Board of Directors and prior permission must be given before review can be scheduled.
Time required to prepare files, time allotted for review and time estimated to return files to the original place in Park files shall be paid at $25 an hour. The office manager, with approval of the Board, shall estimate the time required. This amount must be paid in advance to the CRCC Treasurer or the request will be cancelled.
Copies of records may be obtained in the same manner giving the same information as the request. With Board approval, the office manager shall copy the files, keeping track of the following:
- Time to complete request, billed at $25 per hour
- Mileage shall be calculated to the current IRS mileage rate, if applicable
- Number of pages of copies, billed at $1 per page
- Postage, if applicable
The office manager, with the approval of the Board, shall estimate the time to grant this request and the requesting member shall be notified of this timeline at the time the request is approved. All fees must be paid in advance. Copies mailed shall be sent certified.
Copying, and delivery and/or mail shall be at the convenience of the office manager.
The member making the request may file a complaint with the Board Secretary if unreasonable time elapses before copies are sent. This complaint will be reviewed by the Board. The Board Secretary shall notify the member in question of the resolution of the situation.
All requests shall be treated equally. Executive session files, personnel files, or reviews are not open to the general membership. Files pertaining to pending litigation are also privileged, unless under the direction of the Park attorney or the Court. Costs for a specific attorney review shall be borne by the member making the request.
Adopted: May, 2002
Amended Nov, 2002, November 2020