For a volunteer board
You likely have another job. The dues, the meeting, the notices, the vendors, and the file you hand a CPA stay in one place.
Sample
This month
- Lot 2 · 124 Oak Drive $312.00 Open
- Lot 6 · 128 Oak Drive $188.00 Open
- Lot 1 · 123 Oak Drive $0.00 Tied
- Lot 3 · 125 Oak Drive $0.00 Tied
A month on the board
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Post the assessment, see who paid.
Each door shows tied or balance open. Residents are invited to pay after the total matches.
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Walk into the meeting with the packet.
The agenda, the last minutes, and who has paid sit with the meeting.
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Send one notice, approved by you.
Text, email, or a letter. A person approves it before anyone receives it.
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Answer who mows.
The agreement, the price, and the end date sit on one vendor record.
Every sentence should make sense to someone who has never run an association.
The same books, other seats
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Managers
Hold more than one association. The books stay apart. Switch without mixing the totals.
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Residents
A balance, the file they are allowed to open, the next meeting, and a notice they can find again.
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Treasurers
Three totals have to agree: what was charged, what came in, what the bank shows. Your job is the week they do not.
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Presidents
Your term ends. The association should not notice in its records, only in its minutes.
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Secretaries
You are the memory of the association. The job is to make the memory a place, not a person.
Walk it in the sample.
The sample association has real-looking books. Open it.
We do not manage your association, keep its books as a service, or give legal or accounting advice. The board still decides.