Evanston, IL HOA Rules: Board Procedures (2026)
Key Facts
- Governing section
- Evanston City Code § 5-4-5-6
- Record request response time
- 10 business days
- Meeting minutes retention
- 7 years
- Ballots/proxies retention
- 12 months
- Opt-out of email/phone privacy
- 2/3 owner vote
Summary
Evanston requires condo boards to keep meeting minutes for seven years, retain ballots and proxies for a year, and hand owners requested records within ten business days of a written request.
(A)...any person with custody or control of the records...must, within ten (10) business days of a unit owner's written request, provide for inspection...4.Minutes of all meetings of the association and its board of managers for the immediately preceding seven (7) years...7...Ballots and proxies related to ballots for all matters voted on by the members of the association...(B)The board of managers of every association must maintain at the association's principal office a current listing of each unit owner's personal information...and weighted vote of all members entitled to vote.
Official source re-checked September 7, 2026: no newer edition of the code had been published (publisher’s edition: Code of Ordinances: Supplement 21).
Full Breakdown
Section 5-4-5-6 of the Residential Condominium Regulations sets the paperwork the board of managers must keep and share. Whoever holds the association's records must produce the declaration, bylaws, insurance policies, contracts, meeting minutes for the prior seven years, and ballots and proxies from the prior twelve months for a unit owner's inspection within ten business days of a written request. The board must also maintain a current roster of owners' names, addresses, and voting weight at the association's principal office, though owners other than the board cannot copy fellow owners' email addresses or phone numbers unless the association votes two-thirds to opt out of that protection.
Violations & Fines
An association that stonewalls a records request is out of compliance with Section 5-4-5-6; owners can pursue the same City Manager conciliation and court remedies that apply to Chapter 5-4 violations generally.
Frequently Asked Questions
How fast must an Evanston condo board produce records?
Can any owner get every other owner's phone number?
Sources & Official References
Other rules in Evanston
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