Typical Community Association Records

The following is a list of typical community association records:

A. Annual calendar of events

B.  As-built facility plans

  • 1. Structures
  • 2. Utilities
  • 3. Roads / sidewalks
  • 4. Sprinkler systems
  • 5. Building mechanical systems
  • 6. Recreational facilities
  • 7. Public lighting

C. Board of directors

  • 1. Term of present board members
  • 2. List of all previous board members
    • a. Name
    • b. Term served by dates
    • c. Person whom board member replaced

D. Committees

  • 1. Committee structure for each committee to include:
  • 2. Purpose
  • 3. Organization
  • 4. Operations
  • 5. Responsibilities
  • 6. Minutes and reports for each committee

E. Contact sheet for key association personnel, contractors, and professional services

  • 1. Company or association
  • 2. Name(s) of contact(s)
  • 3. Address
  • 4. Business phone number(s)
  • 5. Emergency phone number(s)
  • 6. Account number, if applicable

F. Contractors

  • 1. For each contractor:
  • 2. Contract
  • 3. Communications

G. Contracts

  • 1. For each contract:
  • 2. Board approved and published bid specifications
  • 3. Signed contractor walk-throughs
  • 4. Bid comparison work sheet
  • 5. Bids-accepted and rejected
  • 6. Signed/dated contract

H. Correspondence

  • 1. Board of directors
  • 2. Members
    • a. Individual file per address
    • b. Copy of notices, ledgers, inspections, owner changes, exterior change requests, actions, and decisions relating to the property

I. Developer

  • 1. Original budget, assessment calculations, and reserve study
  • 2. Deficit payments
  • 3. Unit sale dates / closing papers
  • 4. Working capital contributions
  • 5. Annexation procedures and records
  • 6. Inspection reports prior to acceptance
  • 7. Warranty certificates
  • 8. Warranty claims handling procedures
  • 9. Warranty claims made and settlement

J. Financial

  • 1. Assessments
    • a. Annual
    • b. Special
    • c. Collection policies and procedures
  • 2. Annual budgets and support information
  • 3. Accounts receivable
    • a. Individual owner(s) ledgers
    • b. Monthly reports of all activity
    • c. Monthly exception and delinquency reports
  •  4. Accounts payable
    • a. Work orders / purchase orders
    • b. Contracts and related invoices
    • c. Checks / register
    • d. Open invoices
    • e. Paid invoices per month
    • f. Monthly summary reports
  • 5. General ledger
  • 6. Monthly reports
    • a. Balance sheet
    • b. Income and expense statements
      • 1) Operating
      • 2) Replacement fund
    • c. Bank account statement(s) and monthly reconciliations
    • d. Investment status reports
    • e. Open work orders/purchase orders
  • 7. Annual reports
    • a. Audit/review/reconciliation reports, work papers, adjustments, depreciation schedules
    • b. Federal and state tax filings and reports
  • 8. Payroll records and time cards/sheets
  • 9. Replacement fund or reserves
    • a. Reserves study
    • b. Resolution for annual funding
  • K. Government statutes and ordinances that affect the association
  • L. Inspection reports
    • 1. Committee
    • 2. Management
    • 3. Engineers and architects
    • 4. Municipal
  • M. Insurance
    • 1. Risk management procedures
    • 2. Annual property reviews and appraisals
    • 3. Bid specifications
    • 4. Deductible payment policies and procedures
    • 5. Required coverage
    • 6. Copy of all policies ever in force
    • 7. Claims
    • a. Reporting policies and procedures
    • b. Claim reports
    • c. Settlements
  • N. Inventories and maintenance records for personal property
    • 1. Equipment
    • 2. Furniture
    • 3. Furnishings
    • 4. Supplies
    • 5. Plants, trees, and shrubs
  • O. Legal
    • 1. Legal name of association
    • 2. Incorporation
      • a. Current status
      • b. Current registered agent
      • c. Date of original incorporation
      • d. Corporate report filings
  • 3. Property tax records
  • 4. Legal documents
    • a. Plat
    • b. Declaration of covenants, conditions, & restrictions or master deed (certified copy)
    • c. Articles of incorporation (certified copy)
    • d. Bylaws
    • e. Minutes
    • f. Book of resolutions
    • g. Rules and regulations
  • 5. Recordation information for legal documents
    • a. State, county, book, page, and date for:
      • 1) Plat / condo plan
      • 2) Declaration
      • 3) Articles
      • 4) Bylaws
  • 6. Corporate seal
  • 7. Legal interpretations and opinions

P. Maintenance operations

  • 1. Detailed checklists and records
  • 2. Local municipal ordinances impacting standards of care
  • 3. Policies, procedures, and schedule for:
    • a. Routine maintenance
    • b. Preventive maintenance
    • c. Requested or corrective maintenance
    • d. Emergency services maintenance
    • e. Scheduled replacement

Q. Maps

  • 1. Site plan(s)
  • 2. Sprinkler system
  • 3. Snow relocation piling area(s)
  • 4. Drainage areas and grates / storm drains
  • 5. Trash collection areas
  • 6. Mail kiosks
  • 7. Lighting
    • a. Poles and fixtures
    • b. Breaker boxes controlling fixtures
  • 8. Assigned garages / carports / parking spaces
  • 9. Fire lanes
  • 10. Signs

R. Membership meetings

  • 1. Annual
  • 2. Special

S. Minutes

  • 1. Board of directors meetings
    • a. All supporting information in board packets
  • 2. Membership meetings
    • a. Notice mailed with certificate of mailing
    • b. Registration of members-present/proxy
    • c. Ballots and tally sheets
    • d. All reports, correspondence, and handouts used in meeting

T. Owner listings

  • 1. Alphabetical list of owners
  • 2. Numerical list of unit addresses and their owners
  • 3. Both lists to include:
    • a. Address on site
    • b. Off-site address if owner(s) are nonresident
    • c. Phone numbers
      • 1) Home
      • 2) Work
      • 3) Emergency contact name and number
    • d. First mortgagee
  • 1) Name
  • 2) Address
  • 3) Loan number
  • 4) Closing date
    • e. Working capital contribution
    • f. Tenant(s)
      • 1) Name(s)
      • 2) Phone numbers-work and home
      • 3) Copy of lease

U. Personnel

  • 1. Personnel manual
    • a. Job descriptions
    • b. Personnel policies
    • c. Personnel procedures
  • 2. Employee files-maintained separately with controlled access

V. Utility services

  • 1. For each service:
    • a. Account numbers and addresses serviced per account
    • b. Billing date
    • c. Payment date
    • d. Name and phone number of emergency contact
    • e. Current and historical consumption and cost chart

W. Warranties

  • 1. For each warranty:
    • a. Coverage
    • b. Claim procedures

 

Community Associations should develop a series of accessible records.

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