Board Transition Actions Needed After Election and Organizational Meeting
1. Notify Division 17 owners of all election results (short, emailed notice to those who have agreed to receive electronic communication, mailed USPS notification to all others). Note: if the budget was rejected by more than 51% of owners, then the upcoming year’s budget remains at the same level as the previous year until a new vote is held and passed);
2. Secure from the outgoing President an updated list of contacts/phone numbers for major actions involving Division 17 on a recurring basis (Association accountant, Landscaping contractor, Water District, SLOA manager, external maintenance contractor), etc.;
3. Provide names and contact info for all members of the new Division17 board to:
• SLOA Board members
• Association accountant
• Division17 insurer (see #9, below).
4. Update Division17 Website:
• Homepage: Add/update President’s Message (if used) and list of board meeting dates;
• “About Us”: Update list of board officers and committee chairs/members;
• “Fees”: Update Assessment amounts (for both Division17 and SLOA), if needed
• “Contact Us”: Update names of Division 17 and SLOA presidents, if needed
• “Budgets and Financial Reports”: Post approved budget for the upcoming year
• Provide Webmaster with names and contact information for new President, Secretary, Treasurer, and/or other Board members or committee chairs who may be coordinating Website actions;
5. Transfer sunlandnorth.org administration, and dedicated board officer sunlandnorth.org accounts, to new board Outgoing board members transfer accounts, including passwords, to incoming board members immediately following organizational meeting; passwords to be changed after transfer; board secretary to maintain list of passwords for these accounts;
6. Transfer Treasurer/Financial binder and files: Outgoing Treasurer transfer to incoming Treasurer financial binder; other financial files to archives;
7. Transfer Secretary binder and files: Outgoing secretary transfer secretary working documents and “masters,” such as owner and email address listings and election forms, maintained on a memory stick, to the new incoming secretary; previous year’s meeting agendas and minutes to archive;
8. Transfer President binder and files: Outgoing President transfer to incoming President association binder, files and memory stick with cumulative association material;
9. Contact the Association insurance provider; provide names and contact info for new board officers; determine if a new insurance survey (on-site visit or documentation only, as determined by the insurer) is needed due to the construction/addition of more units to the Association. The current policy cost is a set yearly recurring price with May 1st annual renewal date.
10. New Treasurer meets with the Association accountant to discuss how financial actions are coordinated, and how she is notified of changes in budget and other financial-related issues, including monthly reconciliation, annual financial records review, and annual Reserve Study requirements/process.
11. Update signature cards at banks/financial institutions: First Federal Savings and Loan and Sound Community Bank (as of 2016);
12. Review Committees List and update with any changes in chairs or members; recruit and appoint new committee chairs and members where needed;
13. Provide an electronic copy of updated Owner Listing to new Board Members and to Committee Chairs for their reference and committee work; update as needed;
14. Appoint custodian for Division17 archives and designate contact for website modifications;
15. Contact BaseCamp to update contact information and change billing address;
16. New Board members to ensure they are familiar with Division 17 Governing Documents (CC&Rs, By-Laws, Rules and Regulations), available on Division 17 Website for both Division 17 and SLOA; each board member to keep printed copies in their board binder for easy reference; new board members to also familiarize themselves with other Division17 forms and reference material (also posted on Website);
17. Ensure new Board members and outgoing Board members personally meet one-on-one with the individual they are replacing, for an orientation to the position’s duties and ongoing actions.