checklist for incoming board...

We've just elected new board members and will be having the transition meeting
in the next couple of weeks. This is my first time on the board and I'd like
some advice on what things need to be "handed off" between the incoming and outgoing
board?

For example, I know each current member has a binder with the CC&Rs, Bylaws, etc.
in a binder. Other things I can think would be removing anyone with signatory power
from all checking/savings accounts, asking what are immediate issues the new board
needs to address, any ongoing legal matters, etc.

Any advice you could give would be appreciated.

Gary,

This is what we do when transitioning boards after 1st meeting of new Board and appointment of new Officers:

Notify Registered Agent of new Directors/Officers (our Registered agent is our Association attorney).

File required paperwork with State/County agencies informing them of change.

Inform bookkeeper/accountant of new Treasurer

Inform membership of new Directors/Officers via newsletter

Update paperwork for Post Office Box

Update signature cards with Bank

Inform contractors (trash/landscape/MC/etc.) of new point of contact.

Transfer files from outgoing to incoming Officers as follows:

Treasurer: Checkbook, past years financials, information for online banking, account ledger for lots, tax information, etc.

Secretary: Association files (correspondence, minutes, contracts, membership lists, etc.), Corporate Seal (if you have one)

President: List of pending issues, Calendar of Association events (when things should be due - if you don't have one make one),

VP: Same info as President

Depending on the time of year, some officers (like Treasurer) might need to hit the office running as things like issuing 1099's to independent contractors or W-2s to employees must be completed by Feb 1.,

Allthough I did not ask this question, the answers are a great help to me. We are having our annual meeting next month. If no one gets voted off, we will have no change, but we don't know what will happen.

As pointed out in a different thread, proxies are not ballots. Therefore, having that info on the proxy would be allowed.

If you have standard size units (x number = a% and x number = b%) then you could use color coded ballots. Red ballots = 1.997%, Blue ballots = 1%, etc. This way the association can calculate the percentage of votes and still maintain secrecy.

Another option would be to have a ballot = a specific percentage and give multiple ballots to individuals based on that percentage.

Yet another option - change the governing documents and allow only one vote per unit no matter the size. (Assessments can still be based on percentage).

How was it done in the past?

Hope this helps,

Tim