Castle Pines North Master Association

Record Retention Policy

Adopted December 8, 2005

 

The following policy has been adopted by the Castle Pines North Association, Inc. (“Association”), which is commonly known as the Castle Pines North Master Association, pursuant to the provisions of C.R.S. 38-33.3-209.5, at a regular meeting of the Board of Directors.

Purpose: To establish a policy for the retention of Association records; to establish the availability of records on the website; to establish the current version of Association records; and to establish where Association records are stored.

WHEREAS, The Colorado Common Interest Ownership Act requires the Association to maintain and make available financial and other records of the Association: C.R.S. 38-33.3-317 gives all Owners the right to examine and copy the financial and other records of the Association for a proper purpose; C.R.S. 38-33.3-209.4, requires the Association to make disclosures to Owners regarding the Association’s identity, financial and other records; and C.R.S. 38-33.3-223

NOW, THEREFORE, IT IS RESOLVED that the Association does hereby adopt the following policy governing the retention of Association records:

1.              Policies and procedures for inspecting and copying Association records are explained in the Policy for Inspection and Copying of Association Records.

2.              The Association’s website contains a directory of available records, including links directly to the records, or information on how to request the record.

a.     Association Website: www.cpnhoa.org

3.              The Association’s records are stored at the Manager’s office, the Association’s principal office, or in another location as indicated in Appendix I: records & Documents: Retention & Storage. In general, records are stored in the following locations:

a.     The current fiscal year’s records are stored at the Manager’s Office.

b.     Prior year’s records are stored at the Association’s principal office.

Castle Pines North Community Center

7402 Yorkshire Drive

Castle Rock, CO 80108

The Association does not have a full-time office staff or an outside management company; it is operated by an independent team of part-time contractors. Therefore, the Association does not maintain regular business hours at this principal office location. Appointments may be made by contacting the Association.

4.              The Association reserves the right to pursue any individual for damages or injunctive relief or both, including reasonable attorneys fees, for abuse of these rights, including, but not limited to, use of any records for a purpose other than what is stated in the Record Inspection Request.

Appendix I: Records and Documents: Retention and Storage

*Availability of records: Many association records and documents are available on the Association’s web site. records shall also be made available according to the provisions in the Association’s policy for Inspection and Copying of Association Records.

A) Association Governing Documents

Storage	Website	Document
Permanent	Yes	Declaration of Covenants Conditions and Restrictions Date: 10/22/1984 recorded: Douglas County Reception Number: 338149. Book & Page: 544-664
Permanent	Yes	Articles of Incorporation Document forming the Master Association, a nonprofit corporation. Date: 1/4/1999 Filed: Secretary of State Document #: 19991000068
Permanent	Yes	By-Laws Operational rules for Master Association. Revised: 1/27/2000 Original: CPN Master Association
		Design Guidelines CPN Master Association Design Review Committee document explaining the DRC’s design review procedures and recommendations for good design in CPN. Date: 2/24/1986 Original: CPN Master Association
Permanent	Yes	Planned Unit Development Guide for CPN Douglas County Zoning Regulations for the CPN Planned Development. Date: 12/13/1988 Reception: 8830921. Book & Page: 831-772 Filed: Douglas County

B) Association Policies & Procedures

Storage	WebSite	Document
Permanent	Yes	Adoption and Amendment of Policies Adopted: Dec. 8, 2005
Permanent	Yes	Collection Policy Adopted: Dec. 8, 2005
Permanent	Yes	Conduct of Meetings Policy Adopted: Dec. 8, 2005
Permanent	Yes	Homeowner Input Guidelines Adopted: Dec. 8, 2005
Permanent	Yes	Hearing & Enforcement Policy Adopted: Dec. 8, 2005
Permanent	Yes	Director Conflict of Interest Policy Adopted: Dec. 8, 2005
Permanent	Yes	Inspection and Copying of Association records Adopted: Dec. 8, 2005
Permanent	Yes	record Retention Policy Adopted: Dec. 8, 2005
Permanent	Yes	Reserve Fund Investment Policy Adopted: Dec. 8, 2005

C) Meeting Minutes & records of Actions

Storage	WebSite	record
Permanent	Yes	Minutes of all meetings of Owners, Delegates and the Board.
Permanent	Yes	A record of all actions taken by the Owners, Delegates or the Board by written ballot or written consent in lieu of a meeting.
Permanent	Yes	A record of all actions taken by a committee of the Board in place of the Board on behalf of the Association.
Permanent	Yes	A record of all waivers of notices of meetings of Owners, Delegates and of the Board or any committee of the Board.
Permanent	Yes	Resolutions adopted by the Board

D) Financial Documents

Storage	WebSite	record or Document
Current	Yes	Most recent annual report.
Permanent	Yes	All financial audits or reviews
Current	Yes	Operating Budget for current Fiscal year
Permanent	Yes	Annual Balance Sheet, including prior year’s reserve.
Permanent	Yes	Annual Income and Expenditures Statement
Current	Yes	List of Current Assessments, both regular and special.