Diana
Our compliance committee does not use any software or database. Each committee member tracks violations with different methods.
I use a spiral bound theme book. A page is dedicated for a particular date then violations noted, address and action taken is also noted there.
When courtesy or fine notices are sent, a copy is retained by the area monitor (6 areas in my HOA) in a loose leaf committee notebook. Courtesy notices are not kept in the Lot File at the office but are retained in the coordinator's file book. The fine notices and subsequent notices & correspondence are kept in the Lot File as well as the coordinator's book. Our HOA BOD & committee chair do not see the need to retain all these records. I disagree and believe that All HOA related correspondence SHOULD be retained in the office since these would be considered association records.
I previously used excel and had detailed lists - this was overkill for my particular HOA. When the committee meets (once a month), the chairman asks each area monitor what violations they observed or cited for the month and records them in our minutes. Our committee meeting minutes reflect all violations for each month, actions taken (letter) and whether the violation has been corrected or will be referred to the BOD.
Hope this helps.
