CAYB Public Records Request Policy

Purpose

This policy outlines the process by which members of the public may request information and records from Conroe Area Youth Baseball. It ensures compliance with IRS regulations while protecting the integrity and resources of the organization.

Records Available for Request

In compliance with IRS requirements, the following documents are always available upon request:

• The organization’s three most recent IRS Form 990 tax returns

• The organization’s current IRS tax-exempt status determination letter
  
  

In addition, individuals may submit written requests for the following financial documents. These requests will be reviewed and released at the discretion of the Board of Directors:

• Annual operating budget (approved version)

• Year-end financial statements (balance sheet and income statement)

• Independent audit report or financial review (if conducted)

• Monthly or quarterly treasurer’s reports presented to the board

• Approved board financial policies (e.g., expense reimbursement, purchasing policy)
  
  

Board Discretion Clause: The Board of Directors reserves the right to release additional financial or organizational records if deemed appropriate. Confidential and sensitive records (e.g., donor information, payroll, contracts, bank account details) will not be released under any circumstance.

Request Procedure

• All requests must be submitted in writing.

• Requests may be:

  • Presented in person at a monthly Board of Directors meeting

  • Submitted by mail to the organization’s official mailing address. Written requests received by mail will be presented at the next monthly board meeting.

• Each request must include:

  • The requester’s full name and contact information

  • A clear description of the records requested
    
    

Response and Disclosure Timeline

• All approved disclosures will be made available within 30 calendar days of board review.

• The organization will notify the requester of the outcome and expected delivery method.
  
  

Fees and Costs

The following fees will apply to all document requests:

• Copying Fee: $0.25 per page (front side only) or current market rate

• Administrative Fee: $35.00 per hour for research, processing, and handling, billed in increments of one hour. A minimum charge of 3 hours ($105.00) will apply to all requests

• Postage or Delivery Costs: Actual mailing or shipping costs will be added, if applicable

All fees must be paid in full prior to the release of documents.

Policy Oversight

This policy will be reviewed annually by the Board of Directors to ensure continued compliance with IRS requirements and organizational standards of transparency.