Virginia HOA Records & Meetings: Va. Code 55.1-1815

What the law covers

Virginia Code 55.1-1815 requires property owners' associations to maintain detailed records of receipts and expenditures in accordance with generally accepted accounting practices. Associations must keep individual assessment account records and records of recorded liens for at least as long as the liens remain effective.

Members in good standing (or their authorized agents) have the right to examine and copy books and records kept by or on behalf of the association, provided the request is for a proper purpose related to membership. This includes access to:

• The association's membership list and addresses (which cannot be used for commercial solicitation or pecuniary gain).
• Salary information, specifically the actual salary of the six highest-compensated employees earning over $75,000 and aggregate salary data for all other employees (note: individual salary info is not accessible during the declarant control period).

Key requirements and limits

The right to inspect records exists regardless of how long someone has been a member. Inspection must occur during reasonable business hours or at a mutually convenient time and location. Requesting members must provide written notice that identifies the purpose and specific records requested:

• 5 business days' written notice for associations managed by a common interest community manager.
• 10 business days' written notice for self-managed associations.

Exceptions and Redactions: Associations may withhold records related to personnel or medical records, pending contracts/leases under negotiation, pending or probable litigation (where a specific threat exists), formal administrative enforcement proceedings under 55.1-1819, attorney-client privileged communications, illegal disclosures, executive session minutes under 55.1-1816, board reports compiled for executive sessions, and files of individual lot owners other than the requester.

Records can only be withheld in their entirety if an exclusion applies to the entire content. Otherwise, the association must redact exempt portions and release the rest. The requesting member is responsible for reasonable costs incurred by the association for responding and conducting redaction reviews.

Fees for Copies: Associations may charge reasonable costs for materials and labor, not exceeding actual costs. Charges must follow a board-adopted cost schedule that specifies rates, applies equally to all members in good standing, and is provided to the member when the request is made.

Board Member Access: Board members in the discharge of their duties have full access to all books and records, including individual salaries for all employees and payments to independent contractors.

Notice, hearing and deadlines

Meetings of the association must be held at least once each year as specified in the bylaws.

Meeting Notice Timelines:

• At least 14 days in advance for annual or regularly scheduled meetings.
• At least 7 days in advance for any other meeting.
• If an annual meeting electing directors is canceled, a subsequent meeting scheduled for director elections requires a 7-day notice stating that purpose.

Notice must be sent by U.S. mail to the owner's lot address (or an alternate address provided by the member). Alternatively, notice may be hand-delivered (if certified in writing) or sent by email if the member elected electronic delivery (with U.S. mail fallback if the email bounces).

Board Minutes: Draft minutes of the board of directors must be open for inspection within 60 days after the meeting concludes or when distributed to board members as part of the next meeting's agenda package, whichever occurs first (excluding executive session minutes).

Voting Rules: Members may vote in person, by proxy, or by absentee ballot, including electronic voting if the board adopts guidelines. Members voting by proxy or absentee ballot are counted as present for all purposes.

Practical checklist for homeowners

Note that the association's governing documents and later amendments may also apply alongside state statute.

• Read your association's governing documents regarding meeting schedules, voting, and record requests.
• Submit your record inspection request in writing, giving 5 business days' notice (if professionally managed) or 10 business days' notice (if self-managed).
• State a proper purpose related to your membership and list the specific records you want to see.
• Ask for a copy of the board's adopted cost schedule before requesting physical copies.
• Keep copies of all written notices, emails, and delivery certifications.
• Check the official statute text online for future legislative updates.