Association List for Requested Documents

Association List for Requested Documents

(Items that are bolded –are required prior to transition from the current managing agent)

FINANCIAL:

Corporation’s Federal Tax Identification Number
Verification of accounts payable and check signing procedures
State Non-Profit Filing
Assessments Currently Levied
Common Assessments including Special Benefit Area assessments
Extra Ordinary Assessments
Reconstruction Assessments
Compliance Assessments
Capital Improvement Assessments
Property Tax Information, if any
Budgets – including disclosures(prior years at transition)
List of Owners paying by ACH
Copy of Current Month’s Financial including Bank Statements and Delinquency Information (otherhistorical financial recordsat transition)
Current General Ledger (other Y-T-D General Ledgers at transition)
Current Trial Balance(Other Trial Balances at transition)
Aged Receivables as of transition
List of Units currently in Foreclosure
Open Payables as of transition
Cancelled Checks w/accompanying invoices
Vendors name, service provided, copy of contract, address, telephone number, tax identification number and other pertinent information to assure for a smooth transition
Prior Years’ 1099’s
Petty Cash
Loan documents, if any
Account funds, where appropriate, are to be transferred to : ______
Upon Completion of the last month’s financial (prior to transition) all remaining funds to be transferred along with all remaining Association Documents in possession
Audits and Tax Returns

RESALE

Disclosure List including copies of documents to be disclosed to the Seller of a Unit including natural hazard zone disclosures.

ADMINISTRATION

List of Units including unit address, Owners’ name, telephone number, email address and mailing address, Managing Agent’s name, address and contact person if applicable.
List of Tenants including names, addresses, and telephone numbers and alarm access codes, elevator permits, etc.
List of Board Members, names, addresses and email
Business License
High Rise Inspection
Lot Files
Grant Deeds
Office Equipment Inventories and Leases (telephones, copier, scanner, Fax)
Software and Software Licenses (Microsoft, PowerPoint, gate and entry, etc)
Minutes
Board Resolutions
Membership Meetings - Ballots & Meeting information
Newsletters
Communications to Membership, Board, Vendors, Residential Board, etc.
Board Packages
Legal – Past and current actions pending resolution
List of Deposits paid to vendors (Utilities, Contracts in process, etc.)
Vendor contracts, contact information, tax identification number and all pertinent information to assure for a smooth transition. Vendor 1099’s, W-9s, Inspections performed, reports, violation notices, Certificates of Insurance and Licenses, warranties, permits, correspondence, etc. not limited to but including the following services
Security Services
Roofing
Janitorial and Housekeeping
Landscape, gardening and irrigation
Building Mechanical Systems
Plumbing Systems
Lighting and Electrical
Window Washing and State Equipment Certification
Fire Suppression Systems
Elevator (including telephone information, permits, elevator numbers)
Pest Control
Insurance (policies and claims information)
Painter & Drywall
Sign
Window and Glass
Attorney and Assessment Collection
Maintenance, Repair and Equipment contracts
Uniforms
Misc. Office and Office Equipment
Utility (gas, electric, water, trash) what are serviced, location and meter number
Telephones (numbers, locations and purpose)
List of Open “Action Items” pending resolution
Health or Safety Violations closed and pending resolution
City, State, Federal Notices closed and pending resolution
Governing documents
CCRs, Bylaws and all Exhibits and Amendments
Articles of incorporation
Rules and Regulations, including Collection Policy
Condominium Plan
Minutes
Executive Minutes
Mutual Benefit Agreement and Amendments
Committees
Design Review Committee
Committee Members, names and addresses
Master Design Standards:
Minutes
Application Procedures
Application Forms
Variances Granted
Violations and Hearings held
Restricted Alterations
Sign Program
Governmental Agencies Approval
Amendments, Waivers and Variances
Approvals
Application
Exclusive Use Easements Granted
Original Ground Lease (if applicable)
Inventories
Incident Reports

Maintenance & Operations

Reserve Study
Emergency Preparedness Plans

Risk Management Plans
Amendments
Annual Inspections
Annual Regional Water Quality Control Board (RWQCB) Reports
Annual Health Department Reports
Soils, Parking Lot, Landscaped Area , walkway approvals granted

Maintenance Manual
Maintenance Guidelines
Condition Inspections
Keys
Material Safety Data Sheets
Backflow Device Inspections
Hazardous Material Permits and Inspection Reports including any violations
Access Codes
Building Entry Access codes
Building Garage access codes
Floor plans, maps, plans, blueprints, drawings, architectural drawings, “As Built” plans
Artist Renderings, Artwork, Photographs, Color Palettes, Interior Designs, Digital Logos and clip art, Digital Photos and Corporate Identity Pieces

Acknowledgement:

By signing below, the current managing agent acknowledges this Request for Documents & Information.

Name:

Signature:

Company:

Date:

Requested by:

DISCLAIMER: These sample forms and agreements are not endorsed by the Institute of Real Estate Management. They are presented for informational purposes only and should not be relied upon for accuracy, completeness or consistency with applicable law. The user is advised to check all applicable state and federal law before using these forms, agreements, or parts thereof. Because certain forms have legal implications (e.g., management agreements, rental applications), it is recommended that downloaded versions of such forms should be reviewed with legal counsel prior to their use and that any modifications made by the user should also be reviewed by legal counsel.