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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