By-Laws – Article IV – Officers – 4 – Secretary:
“The Secretary shall keep the minutes of all proceedings of the directors and the members. He shall attend to the giving and serving of all notices to the members and directors and other notices as required by law. He shall have custody of the seal of the ASSOCIATION and affix the same to instruments requiring a seal when duly signed. He shall keep the records of the ASSOCIATION, except those of the Treasurer, and shall perform all other duties incident to the office of Secretary of an association and as may be required by the directors or the President. The Assistant Secretary shall perform the duties of the Secretary when the Secretary is absent. “
The Housing for Older Persons Act 1995
Camino Woods II is registered with the Florida Commission on Human Relations as a community that provides housing for older people as defined in the act.
The Association secretary must:
- Renew the registration every two years.
- Maintain a file showing that at least on resident in each occupied unit is fifty-five years of age or older. Drivers License, Birth Certificate or Passport are considered to be reliable documents for providing proof of age.
Association Records
The Association Records will be kept in a filing system maintained by the secretary. The retention period will be as follows:
| Category | Type of File | Retention Period |
|---|---|---|
| Minutes | Board Meetings Members’ Meetings Special Meetings | Permanent. |
| Minutes | Committee Meetings | Three years. |
| Meetings | Notice of Meeting Certificate of Voting Proxy | One year from the date of a regular meeting or permanent for special meetings. |
| Governing Documents | Declaration of Restrictions By-Laws Articles of Incorporation | Current, past and amendments: permanent. |
| Governing Documents | Rules and Regulations | Until superceded. |
| Governing Documents | Architectural Guidelines | Until superceded. |
| Governing Documents | Architectural Reviews | Permanent. |
| Legal | Court Filings Lawsuits Foreclosure | Permanent. |
| Insurance | Policy Documents | Three years if no claim filed or three years from date of settlement of a claim. |
| Vendor | Contract Insurance Certificate | Three years from date of termination. |