History of HOA Events

Started by AlexM1 • 9 replies • 1365 views

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AlexM1 (Oklahoma)
Posts: 287

Posted:

HOW can one develop a "system".... perhaps this is not the right word....to keep track of what the HOA has done over a period of time? We re-carpeted the clubhouse on 20 April of 2010 and used the style "whatever" and the cost was $2,100. On 10 January, 2009, we purchased a new pool pump for a cost of $1,000 and it was an 8 horsepower McCullough motor. On 12 March of last year, we painted the buildings using paint color number AAAA and used contractor Smith and Company for a cost of $4,000, etc etc etc etc.

For future HOA boards... assuming they would be interested(I know this is assuming a lot)we could have a running history of what happened, when,etc on all major actionstaken by the Board throughout the years....

TimB4 (Tennessee)
Posts: 21,059

Posted:

I'd use a maintenance log.
A simple binder, separating each amenity or capital component using dividers.
Then either develop a fill in the blank form or simply keep a copy of the receipt.

CarolR11 (Colorado)
Posts: 2,563

Posted:

You also probably want to update your reserves schedule to reflect the cost, estimated life, etc. of the relevant components, e.g., pool pump.

CarolR11 (Colorado)
Posts: 2,563

Posted:

Just noticed your other post, Alex. The declarant should have a reserve schedule. Your state may have required it when he converted your premises to a condo. It may be recorded with your state's Dept. of Real Estate or some other agency.

If you do not know what a Reserves Study is, your board should contact a HOA reserves analyst to explain it to you, probably at no cost.

Then, you may want to get bids from a reserves analyst firm to set up such a schedule for your HOA. If, however, you only have a few items (components) that your HOA needs to annually set funds aside for (out of owners' dues), you probably can do it yourselves.

What size is your HOA? How many are on the Board?

It sort of sounds to me like you and/or others need to read your governing documents, which will answer a lot of your questions. These probably are your CC&Rs, AKA the Declaration, Articles of Incorporation (if you're incorporated), and bylaws.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

HOW can one develop a "system".... perhaps this is not the right word....to keep track of what the HOA has done over a period of time?

Simple system? Put all that stuff in a folder. Done.

SheliaH (Indiana)
Posts: 6,964

Posted:

The maintenance log is a good idea. You should also be able to keep track by reviewing your board meeting minutes. those are the official legal record on what the board does and when - our property manager keeps those in a binder.

I'm not a computer expert, but I suppose someone really ambitious could scan everything into a computer (or the cloud, which I personally still don't quite understand). Maybe the information could be indexed somehow for quick access.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

DaveD3 (Michigan)
Posts: 796

Posted:

Quote:

Posted By SheliaH on 09/22/2013 2:11 PM
The maintenance log is a good idea. You should also be able to keep track by reviewing your board meeting minutes. those are the official legal record on what the board does and when - our property manager keeps those in a binder.

I'm not a computer expert, but I suppose someone really ambitious could scan everything into a computer (or the cloud, which I personally still don't quite understand). Maybe the information could be indexed somehow for quick access.

I'm thinking that Excel is the best tool. Create a new worksheet for each category (Pool, Road, Roofs, Landscape, etc...) Create a simple format of when & what was done. Date; Work performed; Vendor; Cost; Next Due Date; etc...
You could also make it simple so that a main page recognizes when there is an upcoming due date and highlights it in some manner.

Receipts can be scanned and the pdf files can be embedded in the Workbook, too. Personally, I would rather keep the file separate though.

fwiw, there is no such thing as "the cloud". "It" doesn't exist. It's just a cute term that someone devised to over-simplify that which is already simple. You have two choices when storing
1) Local storage (on your computer, on a portable hard drive attached to your computer, or on your own network...which means another computer besides your own, etc...)
2) Remote storage (you send your data over the internet to someone else's computer where they keep it for you and generally make it available to you wherever you are)

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

Receipts can be scanned and the pdf files can be embedded in the Workbook, too.

Um... Don't do this. Excel will crash and burn under this scenario. Sure someone that knows how to scan can embed a 77k file into excel, but the next person might embed a 8mb scan into excel, and then do it 65 times and you have a 520mb excel file. Recipe for disaster.

Printed copies in a binder "AND" PDF copies for digital.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

There is no limit to the dumb things people can do with a computer when they don't know what they are doing, which is most people.

DaveD3 (Michigan)
Posts: 796

Posted:

Quote:

Posted By SteveM9 on 09/23/2013 6:01 AM

Receipts can be scanned and the pdf files can be embedded in the Workbook, too.

Thus the reason I said CAN and not should, while offering a preferred alternative.

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