For the secretary
You are the memory of the association. The job is to make the memory a place, not a person.
Sample
Who can open
- Bylaws Can open
- Last notice Can open
- Vendor contract Board only
The record, kept as you go
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Minutes from a template, kept with the meeting.
Decisions, votes, money committed. Filed where next year's board looks first.
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The roster is the count.
Present, proxy, missing: one list, worked before the meeting instead of during it.
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Documents owners open themselves.
Bylaws, adopted minutes, the budget. Posted once, found without asking you.
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Notices with a history.
What was sent, when, to whom: on the record, not in your sent folder.
If it is not written where the next secretary finds it, it did not happen.
The same books, other seats
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Volunteer boards
You likely have another job. The dues, the meeting, the notices, the vendors, and the file you hand a CPA stay in one place.
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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.
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.