NitaD (Florida)
Posts: 26
Posts: 26
Posted:
How long do most condo associations retain records?
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ElleN (Idaho)
Posts: 4,420
Posts: 4,420
Posted:
I think all that matters is how long statutes require them to maintain records. Do you want an answer to this question? Because it is in FS 718.
TimB4 (Tennessee)
Posts: 21,062
Posts: 21,062
Posted:
Forever:
Minutes of board meetings
Minutes of general membership meetings
Governing documents
Deeds (if any)
Architectural Plans
The rest, typically 7 years.
See:
Record retention for condos and HOAs" from a management company
What Records Must the Association Keep? For How Long? from an attorney
Records Retention Checklist from a legal firm
RECORDS RETENTION POLICY from davis-stirling website
Minutes of board meetings
Minutes of general membership meetings
Governing documents
Deeds (if any)
Architectural Plans
The rest, typically 7 years.
See:
Record retention for condos and HOAs" from a management company
What Records Must the Association Keep? For How Long? from an attorney
Records Retention Checklist from a legal firm
RECORDS RETENTION POLICY from davis-stirling website
TimB4 (Tennessee)
Posts: 21,062
Posts: 21,062
Posted:
Keep in mind that not all of the records need to be in paper format.
You can digitize them (it will take some time initially).
Make sure you have backups of the digital (flash drive, burn a cd, etc.).
Having just acquired 8 boxes of files/supplies from the outgoing board, I understand the concern.
This doesn't count the other items that come with the HOA.
I may have to buy a shelving unit for the basement just for HOA stuff.
You can digitize them (it will take some time initially).
Make sure you have backups of the digital (flash drive, burn a cd, etc.).
Having just acquired 8 boxes of files/supplies from the outgoing board, I understand the concern.
This doesn't count the other items that come with the HOA.
I may have to buy a shelving unit for the basement just for HOA stuff.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
I must have missed your election to the Board, Tim? Your long experience as a board member in your former HOA will be of great service to your current one.
I know how busy you must be, but if you think your experiences campaigning (if any) and election to the Board may help some readers here, perhaps you'll be willing to post some insights & tips.
It's also good to see that you and several others of us regular posters find the work to be satisfying enough, or important enough for the community, to be willing, even eager, to serve multiple terms
I know how busy you must be, but if you think your experiences campaigning (if any) and election to the Board may help some readers here, perhaps you'll be willing to post some insights & tips.
It's also good to see that you and several others of us regular posters find the work to be satisfying enough, or important enough for the community, to be willing, even eager, to serve multiple terms
TimB4 (Tennessee)
Posts: 21,062
Posts: 21,062
Posted:
Kerry,
They asked for volunteers. I said I would. They said - good, we need a President.
Three seats.
Three names on the ballot.
Didn't realize how much work an Association that has zero amenities, zero common area and only two entrance monuments sitting on easements as common elements would be.
This will be almost a full time job to get things in line with current statutes.
They asked for volunteers. I said I would. They said - good, we need a President.
Three seats.
Three names on the ballot.
Didn't realize how much work an Association that has zero amenities, zero common area and only two entrance monuments sitting on easements as common elements would be.
This will be almost a full time job to get things in line with current statutes.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Your community is lucky to have your service, Tim.
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