Inspection Location (all in-person inspections):
myHomeSpot Office — 225 N Pace Blvd, Pensacola, FL 32505

Applies to: All Florida condominium and HOA communities managed by myHomeSpot that are within 45 miles of the inspection location above. (Florida law requires records be made available within 45 miles of the community or within the county, and allows electronic access as a compliance method.) Online Sunshine+1

Authority and legal standard:

• HOAs: Florida Statutes 720.303(5) (official records access; 10 business days; location; electronic access; fees; portable device; reasonable rules; minimum 8-hour business day/month). Online Sunshine+2Online Sunshine+2
• Condominiums: Florida Statutes 718.111(12) (official records access; 10 working days; location; electronic access; reasonable rules; portable device; checklist requirement). Online Sunshine+1

Board vs. owner authority:

• The Board (or its designee) may adopt/administer reasonable rules on frequency, time, location, notice, records to be inspected, and manner of inspections, consistent with statute. Online Sunshine+1
• The owner/member has the statutory right to inspect/copy non-exempt official records and must follow reasonable written procedures.

The Association’s Board designates myHomeSpot (management) as the Board’s designee/records custodian to receive written official records requests, coordinate access, and supervise in-office inspections.

Electronic access is the primary method of access. Official records are provided electronically via the member portal:

• Member portal: https://hoa.myHomeSpot.com
  If the requested records are posted/available for download through the portal/website/app, the Association may fulfill its statutory obligation by directing the requestor to the portal/app. Online Sunshine+1

Requests must be in writing and must reasonably identify the records requested.

Accepted methods:

1. Web request form: https://myhomespot.com/inspect-official-records/
2. Certified Mail, Return Receipt Requested:
   myHomeSpot – Records Custodian
   [Association Name]
   225 N Pace Blvd
   Pensacola, FL 32505

HOA communities: Email and web-form requests are valid written requests. However, Florida law provides that the rebuttable presumption of willful noncompliance is triggered when the written request is submitted by certified mail, return receipt requested and access is not provided within 10 business days. Online Sunshine+1

Condominium communities: Failure to provide records within 10 working days after receipt of a written request creates a rebuttable presumption of willful failure; minimum damages begin on the 11th working day. Online Sunshine+1

Within 2 business days after receiving a written request (any accepted method), myHomeSpot will issue a written confirmation of receipt that includes:

• date received (controls statutory timeline calculations),
• request tracking number,
• whether the request will be fulfilled by (a) portal direction, (b) in-office inspection appointment, (c) third-party duplication, or a combination,
• any required deposit/fees (if copies are requested),
• any clarification needed.

• HOA: Make records available within 10 business days after receipt by the board or its designee. Online Sunshine+1
• Condominium: Make records available within 10 working days after receipt by the board or its designee. Online Sunshine+1

All in-person inspections are by appointment only and occur only at:
225 N Pace Blvd, Pensacola, FL 32505

Inspection days: Tuesday–Thursday
Inspection hours: 9:00 a.m. – 5:00 p.m. (inspection ends at 5:00 p.m.)
Check-in time: 9:00 a.m.
Late/no-show cutoff: 9:20 a.m.

HOA minimum availability safeguard: This policy will be administered so it does not limit a parcel owner’s inspection right to less than one 8-hour business day per month. Online Sunshine+1

If the requestor (or authorized representative) does not check in by 9:20 a.m., the appointment is treated as a withdrawal of that appointment.

To reschedule, the requestor must submit a written rescheduling request (web form/email/certified mail) referencing the original tracking number. Management will issue written confirmation of receipt and offer the next available inspection slot consistent with statutory timelines.

An inspection appointment is for inspection and copying of official records only.

During an inspection appointment, no association representative, manager, or staff member will:

• explain, interpret, or summarize documents,
• answer questions about what documents “mean” or how they apply,
• provide legal, accounting, or other professional advice,
• research issues, create analyses, or identify “problems” on the requestor’s behalf.

Management will provide only operational assistance (staging records, identifying record categories, explaining inspection rules, processing deposits/duplication requests).
(Statutes allow reasonable rules and prohibit requiring a purpose for inspection.) Online Sunshine+1

Inspections occur in a designated workspace supervised by video camera monitoring to protect records and ensure compliance with inspection rules.

• Audio is not recorded unless separately disclosed at the inspection location and permitted by law.
• Requestors must remain within the designated inspection workspace.

Owners/members (or authorized representatives) may use a portable device (smartphone/tablet/portable scanner or similar) to make electronic copies during inspection.

• HOA: No fee may be charged for portable device use. Online Sunshine+1
• Condominium: Portable device use must be allowed and no fee may be charged for device use. Online Sunshine+1

No copiers are available at the inspection location.

If the requestor wants copies produced by the Association/management (rather than using their own portable device), copies will be produced by a third-party duplication service, and additional fees may apply as permitted by statute. Online Sunshine+1

Any request requiring third-party duplication services requires an advance deposit of $75.00.

• Deposit is applied to vendor invoice charges and permitted costs.
• If costs exceed deposit, balance is due before release/delivery.
• If costs are less, unused portion is refunded within 30 days after final invoicing.

HOA communities — statutory fee schedule summary (FS 720.303(5))

• Personnel costs for retrieving/copying may be charged only if time exceeds ½ hour and the personnel cost does not exceed $20/hour; personnel costs may not be charged for requests resulting in 25 or fewer pages. Online Sunshine+1
• The association may charge up to $0.25/page for copies made on the association photocopier. Online Sunshine+1
• If the association does not have a photocopier available where the records are kept or the request exceeds 25 pages, the association may use an outside duplicating service and charge the actual cost supported by the vendor invoice. Online Sunshine+1
• No fee may be charged for the requestor’s use of a portable device. Online Sunshine+1

Condominium communities — reasonable expense (FS 718.111(12))

The right to inspect includes the right to make/obtain copies at the reasonable expense of the owner/authorized representative. Under this policy, third-party duplication is billed at actual vendor invoice cost plus delivery/shipping if requested, as a reasonable expense. Online Sunshine+1

Records exempt from inspection under the applicable statute will be withheld, and mixed records will be produced with lawful redactions (e.g., attorney-client/work product; certain transfer approval information; personnel/medical; protected personal identifying information; passwords/security measures; software/OS, etc.). Online Sunshine+1

For condominium associations, in response to a written request to inspect records, the association must simultaneously provide a checklist identifying records made available and records not made available, and must retain the checklist for 7 years. Online Sunshine+1