Request for Access to Association Books and Records

Pursuant to Illinois Public Act 102-0161 & 765 ILCS 160
Date: ___________________

To:
Community Property Management (CPM)
1075 Eastgate Dr., Suite 3
O'Fallon, IL 62269
Phone: 618-420-6899
Email: customerservice@cpmgateway.com

Re: The Orchards Homeowners Association of Belleville
From: _____________________ (Homeowner Name)
Property Address: _____________________

Dear Community Property Management,

Pursuant to my rights as a member of The Orchards Homeowners Association of Belleville, I hereby formally request access to inspect and copy the following association books and records. This request is made under the authority granted by the Common Interest Community Association Act (765 ILCS 160/1-30) and Illinois Public Act 102-0161.

765 ILCS 160/1-30 — The association shall make available to unit owners all books and records of the association. Records must be provided within 30 business days of a written request. Associations must maintain records for at least 7 years.

I. Financial Records

  1. Complete financial statements (balance sheets, income/expense reports, cash flow statements) for fiscal years 2020, 2021, 2022, 2023, 2024, and 2025 year-to-date
  2. All monthly financial reports for the above periods
  3. Bank statements for all association accounts (operating, reserve, special assessment) for the above periods
  4. Cancelled checks and/or payment records for all disbursements over $500
  5. Approved annual budgets for 2020-2026
  6. All invoices and payment records related to the DMS rip rap project ($52,600)
  7. All invoices and payment records related to the Andreas erosion assessment and Phase 1 work
  8. Supplemental assessment collection records — detail of all 429 lots showing assessment amount, date billed, date paid, and any outstanding balances
  9. Tax returns (Form 1120-H or equivalent) for 2020-2024
  10. Reserve fund study or analysis (if any has been conducted)
  11. Any and all audit reports or financial reviews

II. Contracts & Vendor Agreements

  1. Current management agreement between the Association and Community Property Management (CPM) — including all amendments, addenda, fee schedules, and termination provisions
  2. All current vendor contracts (landscaping, snow removal, pool maintenance, insurance, legal, accounting)
  3. All proposals, bids, and contracts related to tributary/erosion work (DMS, Andreas, and any other contractors)
  4. Insurance policies — master liability, D&O, property, umbrella, and workers' compensation (if applicable)
  5. Any contracts or agreements with the City of Belleville regarding the tributary

III. Governance Records

  1. Articles of Incorporation (current, including all amendments)
  2. Bylaws (current, including all amendments)
  3. Declaration of Covenants, Conditions & Restrictions / Indenture of Trust and Restrictions (with all recorded amendments and supplements)
  4. All board meeting minutes for 2020-2025
  5. All annual meeting minutes for 2020-2025
  6. All special meeting minutes for 2020-2025
  7. Board resolutions passed from 2020-2025
  8. Current rules and regulations adopted by the Board
  9. Voting records for all elections and ballot measures from 2020-2025
  10. Proxy forms received for all meetings from 2020-2025

IV. Legal Records

  1. 2004 Resolution with the City of Belleville regarding tributary maintenance (complete, with all exhibits)
  2. 2018 Settlement Agreement and General Release (complete, with all exhibits)
  3. Any pending or threatened litigation involving the Association
  4. All correspondence with legal counsel regarding the supplemental assessment, tributary, or covenant changes (to the extent not privileged)
  5. Any liens filed by the Association against homeowners (delinquency records)
  6. Illinois Secretary of State filings (annual reports, registered agent records)

V. Operational Records

  1. Current homeowner directory/contact list (addresses only — no personal contact information required)
  2. Lot register — list of all 429 lots with current ownership status, assessment status, and any outstanding violations
  3. Architectural review requests and decisions for 2023-2025
  4. Violation notices issued for 2023-2025
  5. Correspondence log — summary of formal communications sent to homeowners for 2023-2025
  6. Website/portal content and data maintained by CPM on behalf of the Association

Delivery Format

I request that all documents be provided in electronic format (PDF) where available. For documents that exist only in paper form, I request either scanned copies or the opportunity to inspect and photograph the originals at a mutually convenient time.

Legal Basis

This request is made pursuant to the rights of association members under Illinois law:

765 ILCS 160/1-30 — Association records must be made available for examination and copying by any member or their authorized agent. The association must respond within 30 business days.

Illinois Public Act 102-0161 — Effective January 1, 2022, this act expanded homeowner rights to access association records and requires associations to maintain records for a minimum of 7 years.

Failure to provide requested records within the statutory timeframe may result in the association being liable for attorney fees and costs incurred in compelling production.

Please acknowledge receipt of this request and provide the requested documents within 30 business days as required by statute. If any portion of this request cannot be fulfilled, please provide a written explanation identifying the specific records that are unavailable and the reason.

Thank you for your prompt attention to this matter.

Respectfully,

Signature
Printed Name
Property Address
Date