Tool Category: Model Forms

Keep Record of Common Area Maintenance & Repair

Showing that you took reasonable care to avoid injuries in the community’s common areas can prove to be crucial when liability issues crop up after an injury takes place in one of those areas. Every community’s common areas will vary, though, so use our checklist below as a guide and add particular aspects that you…

Determine Worker Status Ahead of Tax Season

Tax law classifies workers as either “independent contractors” or “employees,” but if you don’t choose the correct classification for third-party workers, such as maintenance people, the association could be on the hook for avoidable liability—namely, fines and penalties. The answers to the following questions—which should be in the form of a “yes” or “no”—should help…

Be Thorough with Air Conditioning System Inspection

Here are checklists that your maintenance staff can use to inspect and record the condition of your community’s air conditioning system before summer temperatures peak or any time of year for hot-weather located associations.

Draft Airtight Architectural Review Form

Your association’s architectural review committee should have a standard, carefully drafted architectural change application that protects it from liability and benefits members who wish to change their properties. You can adapt this form to reflect the important points and requirements of your review process. The architectural review requirements for granting consent should be clearly stated…

Require Owners to Submit Business Use Application

You can have an owner fill out and submit this form when she wishes to use her unit for other than residential use. By requiring owners to submit this application, the board can head off unwanted business uses before they begin. Make sure the association’s attorney reviews the form before putting it into practice.

Require Information from Member Requesting Records

Require a member to do at least three things in order to make a request for access to your association’s records. You can use this form at your community after showing it to your attorney, who might decide that additional information is wise to collect.

Use Qualification Form to Compare Insurance Agents/Brokers

Send this form to prospective insurance agents/brokers to learn about their experience and service in community association risk and coverage. You can also use this form to reevaluate your current agent/broker to determine whether you are getting the best possible service.

Use Interview Form to Make Hiring Decisions

The following interview form includes the key criteria on which to rate an applicant for employment at your community. It also gives interviewers a chance to explain their answers in their own words. You can adapt the form for your hiring process.

Annual Meeting Timeline

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Make Records Coordinator Attest to Records Destruction

Your records coordinator should complete the following form each time association records are destroyed. Ask your attorney if it’s wise to include any additional information that would further protect the association.