Inspection and Copying of Association Records

Records Requests — Process, Rights, and Limitations

The Crystal Lakes Road and Recreation Association is committed to transparency and compliance with the Colorado Common Interest Ownership Act (CCIOA) while protecting confidential information and ensuring staff resources are used responsibly.


All records requests are processed by the Basecamp office in accordance with:


Your Right to Inspect Records

Members have the right to inspect and copy certain Association records maintained by the Association, except those that are confidential or otherwise excluded by law.


The Association will provide access by one of the following methods:

  • Inspection and copying within 10 days of receiving a written request
  • Inspection at the next regularly scheduled Board meeting within 30 days
  • Electronic delivery within 10 days, if requested and available


Inspections occur during normal business hours.

How to Submit a Request

All requests must be submitted using the official form.

Step 1 — Submit in Writing

Deliver the completed form:


  • In person at the Basecamp office
  • By certified mail


Requests must be received at least 10 days before the requested inspection date.

Step 2 — Describe Records with Reasonable Particularity

Requests must clearly identify:


  • Type of record
  • Date range
  • Relevant meeting or transaction
  • Specific document titles if known


Examples of acceptable requests:

✔ Board meeting minutes from March–June 2022
✔ Approved budgets for fiscal years 2021–2023
✔ Contract with [vendor name] for road maintenance signed in 2020


Examples of unacceptable requests:

✘ “Anything related to road maintenance”
✘ “All emails about roads”
✘ “Every document mentioning my property”

The Association is not required to conduct research, analyze records, or determine which documents relate to a topic.

Email Requests — Important Clarification

Email communications are only subject to inspection in limited circumstances.

May Be Available

  • Official Board email communications that directly resulted in a formal decision outside of a meeting


Generally Not Available

  • General email discussions
  • Staff emails
  • Personal inboxes
  • Emails not maintained as official records
  • Attorney communications
  • Confidential or executive session matters


The Association is not required to search for emails by topic or keywords.

Inspection Rules

During inspection:

  • Original documents may not be removed
  • Records may not be altered or marked
  • A staff member or designee may be present
  • Inspections occur during normal business hours


Costs and Payment

Members requesting copies must pay, in advance, the reasonable costs of:

  • Staff labor
  • Copying and materials
  • Retrieval of archived records

Electronic delivery may reduce costs when available


Records Excluded from Inspection

The following records are not subject to inspection:

  • Personnel, salary, or medical records
  • Personal identification or account information
  • Records relating to another owner’s lot
  • Attorney-client privileged communications
  • Executive session minutes
  • Documents classified as confidential
  • Records restricted by law


Membership lists may not be used for commercial purposes or solicitation unrelated to Association business.

Records Retention

The Association maintains records according to established retention schedules based on legal requirements and industry standards. Some records are permanent, while others are retained for defined periods and then destroyed appropriately.


Our Commitment

The Association supports transparency while safeguarding privacy, legal compliance, and responsible use of staff resources. Following the established process ensures requests are handled fairly and efficiently for all property owners.