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OPERATING GUIDES FOR ASSOCIATIONS
January 1, 2004
Boards of Directors of Community Associations are running a
small business for the betterment of their community and
their fellow owners. Like any well-run business there has
to be a plan of action and a basis for getting there.
Successful businesses have Operating Guides for key people
in the organization. In the case of a community
association, all Board Members, Committee Chairpersons, key
maintenance personnel and management should be in
possession of the guide. In this way, the “Team” will all
be on the same page when it comes to the administration,
management and operations of the Association. The Guide can
be used for day-to-day operations of the association or
will be quite useful in the case of any emergency.
An Association Operating Guide will include essential
information on the administration, management and
operations of the association. The Board of Directors and
management will consult the Operating Guide for important
information that will help to run the association
efficiently and successfully. We suggest at a minimum that
an Operations Guide contain the following categories; (Some
large Associations may want to expand their Guides to
contain additional information). 1. Administration 2.
Budget/Reserves 3. Operations 4. Other Important
Information. The following is only to be used as a guide
and may be expanded or shortened depending on the size and
complexity of your association.
1. ADMINSTRATION
Banking Information
Board of Directors
Clubhouse Rental/Use
Committees
Description
Members
Employee Information
Contact
Job Description
Legal Information
General
Governing Documents
Articles of Incorporation
Bylaws
Declaration
Resolutions
Rules & Regulations
State Statutes
Meetings
Annual Meeting
Board of Directors
Committee
Rental & Resale Policy
Screening Procedures
Unit Owner Roster
2. BUDGET/RESERVES
Annual Budget (Last 2 years)
Balance Sheet
Income/Expense Statement
Reserve Information
3. OPERATIONS
Contact Information Including;
Service Type
Company
Contact Name
Contract Renewal Date
Telephone Numbers
Insurance Cert. on File
Insurance Information:
Insurance Co. Name
Insurance Agent Name
Contact Name & Tel.
Expiration Date for;
Casualty
Director & Officers
Empl. Dishonesty
Flood Insurance
Liability Insurance
Umbrella Ins.
Windstorm Ins.
Service Agreements
Copies of Agreement
Service Type
Company
Contact Name
Contract Renewal Date
Telephone Numbers
Insurance Cert. on File
4. OTHER INFORMATION
Committee Reports (for the last 2 years)
Facilities Management Schedules & Reports
Manager’s Reports (for the last 2 years)
Minutes of all Annual Meetings and Board Meetings
(for the last 2 years)
Newsletters (for the last 2 years)
Planning Calendar (for next 12 months)
Site Map of Community with features.
The proposed Operating Guide will help your association,
Directors, management and other key decision makers to
respond more quickly to day-to-day problems and
emergencies. The Guide will help new Directors and
Committee Members to become effective in their positions
more quickly.
Copyright 2007© Associated Property Management of the Palm Beaches, Inc.
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