Admin · Manual · Monthly Compliance

Monthly Managers Compliance

Calendars, work orders, AppFolio & Drive checklist. Run per community per month. Source: CAM Ops Manual §VIII.

Association: Month:

Progress

0 / 0

Reminder: All documents are uploaded to the Drive first, then AppFolio. Short Financials → Homeowner side · Long Financials → BOD side.

Calendars

Board meetings scheduled · added to Google Calendar & AppFolio Association calendar updated Trash / recycling calendar reviewed Upcoming deadlines noted

Financial & admin

Vendor invoices reviewed (if applicable) All AMEX purchases sent to Office Admin · GL coding & details confirmed

Maintenance

Maintenance · always close work orders timely

Open work orders reviewed & assigned Aging work orders followed up & closed Vendor communication & requests done

Communication

Owner emails reviewed Board follow-ups completed Escalations documented

Association documents & policies

Required documents in Shared Documents

Articles of Incorporation (incl. all amendments) Bylaws (incl. all amendments) Declaration of Covenants (incl. all amendments) Current Rules & Regulations Current Association Policies

Contracts

Folder contains all current and executed contracts File naming consistent: MMDDYYYY – Contractor Name – Service

Financials

Monthly financials uploaded from Drive Financials folder Short Financials → Homeowner side · Long Financials → BOD side File naming: MM.YYYY Property SHORT/LONG Financials

Audits, Taxes, Budgets

Annual records

Financial Audits added to AppFolio Shared Documents · YYYY Financial Audit Taxes added: YYYY Association Taxes Approved budget uploaded: YYYY Annual Budget Insurance Policies uploaded · Drive: Accounting / Insurance / YEAR

BOD certifications

BOD certifications & affidavits

DBPR Certificate per board member · LastName, FirstName, MMDDYYYY DBPR Certificate Signed Affidavit per board member · LastName, FirstName Affidavit Quick Reference on Education Requirements included

Meetings & minutes

Meeting packets, minutes, recordings

One annual folder per association with subfolders for BOD & Members meetings File naming: YYYY.DD.MM BOD Meeting Packet / Annual Members Meeting / Special Assessment Packet Annual minutes folders created for frequent meetings · single folder allowed for small associations Meeting recordings added to Owner Drive (connected to AppFolio Amenities) No Gemini auto-notes — they can be misconstrued as minutes

Manager reports

Homeowner version uploaded to Shared Documents BOD version uploaded to BOD Shared Documents Uploaded on correct cadence (monthly / quarterly)

Reserve studies

Reserve study / SIRS

Current and past Reserve Studies / SIRS uploaded

Optional

Community-specific documents

Resident information (front desk, parking, etc.) Emergency contact information Committee documents (folders in AppFolio if applicable)

This checklist is the bare minimum, not the ceiling. Use community examples as guidance: Plaza Tower → extensive subfolders. Terre Bonne → limited subfolders.