Checklist of Records for Turnover from Developer to Community Association

Legal Documents

• Recorded Articles of Incorporation
• Recorded Covenants, Conditions & Restrictions (also called the Master Declaration of CC&R's)
• Bylaws (Signed Copy by original Secretary. Sometimes these are also recorded as Exhibits to the CC&R's)
• Recorded Supplementary CC&R's (also Annexation Documents of "Notice of Addition of Territory") for a Phased development
• Recorded Condominium Plan (if a condominium development)
• Final Subdivision Report (also called a "white report" or "public report") for each phase of a development issued by the Department of Real Estate
• Common Area Grant Deeds (once recorded), if any
• Any "Agreement" between the developer and the association such as Subsidy or Maintenance Agreements
• Copies of Bonds naming the association as the beneficiary
• Sequence Listing (Street Addresses by Phase)
• Phasing Schedule or Plan
• Tract/Parcel Map for entire development
• Project Plot Plan
• Recorded Notices of Completion (if applicable)
• Corporate Minute Book and Corporate Seal
• Organizational Minutes of the Association
• Minutes of Meetings held by the developer acting as the Board of Directors
• Exterior Color Schedule (for Architectural controls) for each phase
• Association sub-contractor list
• Landscape/Irrigation/Fencing plans (if applicable)
• Name of Master Insurance Policy holder for association
• Name of Directors & Officers Insurance Policy holder for association
• Name of Fidelity Insurance Policy holder for association
• Name of Worker's Compensation Insurance Policy holder for association
• Architectural Guidelines and Standards (in addition to those in the CC&R's), if any
• Rules and Regulations which have been established, if any
• Existing maintenance contracts for the association such as landscaping, pool/spa, security, etc. 
• All manufacturer's warranties and/or maintenance manuals for common area equipment, such as pumps, motors, filters, etc., if any

Financial Documents

• Assessments Collected (if any)
• Established Operating and Reserve Bank Accounts (if any)
• Current association financial statements (if any)
• Schedule of assessments for phased projects (if applicable)
• Schedule of developer payments for assessments, subsidy payments, etc.  
• Association Federal and/or State Tax Returns filed (if any)
• Department of Real Estate (DRE) Budgets for all phases of a development with the attached Form 624-A
• Fiscal Year-End for the Association (reflected in the organizational minutes of the association)
• Tax Identification Number (IRS Form SS-4), if received
• Federal Exemption Form-3500, if applied for
• Copy of Statement by Domestic Non-profit Corporation filed with the Secretary of State (Form 100)
• Notification of and schedule of Capital Contribution Amount by the developer (if applicable)
• Any invoices for the association such as insurance premiums
• Paid bills, bank statements, etc. (if any)
• Any additional financial information if applicable

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