Condo Association Management Blog

In Massachusetts, the requirement is 7 years. Don't know answer for New Jersey. 
 
Happy Thanksgviing. 
 
 
 
Stephen Marcus 
 
Marcus Errico Emmer & Brooks 
 
Braintree, Massachusetts  
 
781.843.5000

The minutes of Board meetings are the legal record of the management of the association and be kept indefinitgely. Other documentation such as major contracts etc should be kept in accord with the laws in your state. They can be a very valuable starting point for subsequent actions and for estimating the useful life of the item for determining reserve funding requirement. The paper train of your association can be a valuable tool which supports the effort it takes to preserv e these assets.

I live (Pa.) and in a 15 unit. In the last 8 months we are in the process of management service. I have been working with the head guy (all though) I am not on the board yet for our 3 members walked off on us, and when I questioned him about the records , he said they only went back 2 years. I was upset about this, but that's what happened. When I asked where the other years (for I have been here 5) are, he said that our board only turned over 3 and they went back 2. Go figure. This association was not run properly and I feel for other associations in this situtation. I am so troubled with our financial crisis that I hope we can climb back aboard and start over.  
 
For those of you who trust your board, you better start asking questions and keeping your own records of which I do now and get more involved or you will be doing what we are right now. Out of 15 I only have 4 people who is willing to step forward, the rest could care less. 
 
I hope and pray nothing major happens to us in the up coming months. 
 
Without a lawyer, some of these creations (BOD) get away with alot of stuff. 
 
Good Luck and Happy Thansgiving to all!

to "Posted @ Thursday, November 25, 2010 9:30 AM by s " 
 
It would appear that your assocuation is not complying with your state law. Download a copy of your Pa State Condominium Law and check if your board is meeting the requirements therein. It sounds as if they never heard of this. Further do you have a set of bylaws and a copy of your documents?? All these define the way your association operates and define the powers of the Board etc.

Specifically addressing the question of designated handicapped parking, the jurisdiction which approves development may have standards requiring a set-aside for handicapped access.  
Some states such as Maryland have addressed the requirement for handicapped parking assignments. This requirement supercedes condominium documents which otherwise may not authorize a board to respond to a handicapped member request.  
The need for such parking should be addressed by the legal counsel for the board.  
For past financial information, on occasion the CPA may be able to advise. Also work permits may have been required and the appropriate governmental agency may have the information on file as to the vendor.  
As always, the transition of records between management companies should have board oversight and review of information being provided. In selecting new management, the question of record retention by mgmt and transition practices should be included in evaluation by the board. As with other essential items, this consideration is far too often not addressed. Keep in mind that while the board has obligations and responsibilities, they are fellow members who have volunteered to serve (often when nobody else is willing!). If members have expertise, volunteer to assist in those areas.  
 
Be safe on the roads today.

There is a Federal Law that dictates number of handicap parking spaces must be provided at a muldwelling unit. You could be severly penal;ized should you not meet these requirements. This law suopercedes any handicap provisions in your bylaws or in your state condominium act.

I have been a board member of our association for almost 2 yeras now and I was shocked to find out that our association was runing without any directions/strategic planning. As a result, our association’s performances can be rate “F” from not been able to do maintenance and repairs on timely manners, to financial mismanagement and poor record keeping, board members hiring themselves and their families and friends to do maintenance and repairs, which is a conflict of interest and shows luck of checks and balances.  
 
 
 
We have an owner whose unit has very serious water damage each time it rains for the last 5 years, the association keeps fixing the unit spending lots of money each year removing molds and putting new drywalls in this unit, but never bothered to inspect the root cause.  
 
 
 
Since I became a board member about 2 years ago, I have tried my best to convince my follow board members into developing strategic planning install checks and balance mechanism and inspect the root case and finding a permanent solution. Unfortunately, I have not been able to make any differences.  
 
 
 
So the unit owner is really frustrated at this time and is considering legal actions against our association. As much as I want to beg this unit owner not to take legal actions against our association, I can see myself doing the same thing as the last option. This person have suffered enough for the last 5 years and the issue was ignored by the board, most owners are not even aware off the situation; some owners don’t seem to care at all. So I’m afraid all owners are going to learn a lesson the hard way for damages caused due to neglegence of 1-2 board members.  
 
 
 
Does anyone know how long the association management is required to keep financial record and receipts and financial statements?  
 
 
 

Our condo is located in Missouri, and the association management told us the law req them to keep finacial statements for 3 years and refuse to give us financial statment that are older than 3 year.