New HOA Board Handover Checklist

Short answer: In your first weeks, collect the governing documents, the association’s records, bank and financial access, insurance certificates, contracts with renewal dates, pending matters, vendor contacts, keys and logins, and past minutes. Most of this list is suggested practice, not a legal requirement. A few states also say which records an association must keep, and we show what we verified in five states as of September 23, 2026.

Last checked: September 23, 2026. Covers: Florida, Texas, Colorado, Washington and Georgia for the records table. Other states were not reviewed. The checklist itself is suggested practice.

Why does a handover matter?

Joining a board can feel like inheriting a filing cabinet, a bank account and a calendar of promises all at once. A handover gives you a clear picture of what the association owns, owes and has agreed to. It also gives you a record that you checked. Take it in steps, and do not worry if the previous board left things untidy. That is common.

What should we collect in the first weeks?

Everything below is suggested practice. Adapt it to your community, and skip items that do not apply.

1. Governing documents

Recorded declaration (CC&Rs), articles, bylaws and every amendment.
Current rules and regulations, with the date each was adopted.
Architectural guidelines, policies and board resolutions.
Any master association or sub-association documents (see which HOA document controls).

2. Association records

Minutes for the past several years, and any recordings.
Owner roster, contact details and the approved way owners receive notices.
Owner correspondence, open records requests and architectural applications.
Ballots, proxies and election records from the last election.

3. Bank and financial access

List of every account (operating, reserve, other) and who can sign.
Recent bank statements, the current budget, financial statements and reserve information.
Tax returns and any accountant’s or auditor’s reports.
List of owners who owe money, payment plans and any collection matters.
Plan to add the new officers as signers and remove those who have left.

4. Insurance

Certificates for each policy, with policy periods and renewal dates.
Agent contact, claims history and any open claims.
Whether the association carries directors and officers coverage (see liability and D&O insurance).

5. Contracts and renewal dates

Management, landscaping, pool, snow, security and any other vendor contracts.
Renewal dates and how much notice is needed to cancel or change.
Recent bids and the reason each vendor was chosen.

6. Pending matters

Open violations, hearings and fines in progress.
Disputes, demand letters and any lawsuits, with the attorney’s contact.
Repairs or projects under way, with amounts approved and paid.

7. Vendors, keys and logins

Contact list for vendors, the manager, attorney, accountant and insurance agent.
Keys, gate codes, mailbox and clubhouse access.
Logins for the bank portal, website, domain, email and utilities, and who holds each.
A plan to change shared passwords once the handover is done.

8. Calendar

Annual meeting date, budget deadlines, insurance renewals and tax filings.
Next three months of scheduled board meetings.

What do the states we reviewed say about records?

Some states say which records an association must keep, and for how long. Rows are for HOAs and planned communities unless a condominium is named.

State	What we verified in the statute
Florida	Official records include the declaration, bylaws, articles, current rules, minutes, insurance policies, contracts and bids, and accounting records. Listed items are kept at least 7 years unless the documents require longer, and a few items such as bids and ballots have shorter periods (Fla. Stat. § 720.303(4)).
Texas	For associations of more than 14 lots: governing documents permanently, financial books and records 7 years, minutes 7 years, and contracts of 1 year or more 4 years after expiry (Tex. Prop. Code § 209.005(m)).
Colorado	The association must keep receipts and expenditures, minutes, governing documents, current contracts, the most recent reserve study, and financial statements for the past 3 years (C.R.S. § 38-33.3-317(1)).
Washington	Under the HOA Act (the section is marked effective until January 1, 2028), budget and receipt records, financial statements, tax returns and contracts are kept 7 years, and ballots and proxies 1 year (RCW 64.38.045(4)).
Georgia	For developments that opted in to the property owners’ association act, the association must keep detailed minutes and detailed, accurate financial records (O.C.G.A. § 44-3-231(d)). A nonprofit corporation keeps minutes as permanent records (O.C.G.A. § 14-3-1601(a)). Our Georgia text is the official Code as released in November 2022, plus later as-passed bills (the nonprofit section is from S.B. 148, 2023).

Records held by a former manager matter too. Where an association used a management company, Colorado requires the former company to deliver the association’s property and records within 45 days after termination or failure to renew, under a rule effective August 12, 2026 (C.R.S. § 38-33.3-317(9)). In Washington, under the HOA Act, a managing agent must turn over records immediately on termination or the board’s demand (RCW 64.38.045(12)). Under the newer act (WUCIOA), which applies now to communities created on or after July 1, 2018 or that opted in, electronic records are due within 5 business days and written records within 10 (RCW 64.90.495(9)).

“Verified” describes the sections we read. Governing documents and other rules can add duties, and Arizona and California were not reviewed for this page.

What to do next

Ask the outgoing board or manager for a walk-through, and bring this checklist.
Make a shared list of what you received, what is missing and who is following up.
Secure bank access, logins and keys first, then insurance, then contracts.
Put every renewal and filing date on one calendar.
Ask your attorney or manager about any duty your documents or state add. Related guides: what an HOA board member does, officer duties and HOA meeting minutes.

Common questions

What should an incoming HOA board receive?

Suggested practice is the list above: documents, records, bank access, insurance, contracts, open matters, contacts, keys and logins. The exact set depends on your community.

How long must an HOA keep its records?

It depends on your state and your documents. Texas, for one, sets 7 years for financial books and records and for minutes in associations of more than 14 lots (Tex. Prop. Code § 209.005(m)). See the table above for other states we reviewed.

What if the previous board left records missing?

Write down what is missing, ask in writing, and ask the former manager or vendors for copies. Where a state sets a turnover rule, it may apply, as in the Colorado and Washington examples above.

Should we change bank signers right away?

Many boards do this early, so that only current officers can move money. Ask your bank what paperwork it needs.

Sources

Florida Statutes 2026, § 720.303: https://www.flsenate.gov/laws/statutes/2026/720.303. Checked September 23, 2026.
Texas Property Code § 209.005: https://statutes.capitol.texas.gov/Docs/PR/htm/PR.209.htm. Checked September 23, 2026.
Colorado Revised Statutes 2026, § 38-33.3-317: https://olls.info/crs/crs2026-title-38.pdf. Checked September 23, 2026.
Revised Code of Washington §§ 64.38.045 and 64.90.495: https://app.leg.wa.gov/RCW/default.aspx?cite=64.38&full=true. Checked September 23, 2026.
Official Code of Georgia Annotated § 44-3-231 (Release 86, Nov 2022): https://archive.org/details/gov.ga.ocga.2018. Checked September 23, 2026.

Important notice

Fycus is not a law firm and does not provide legal advice. Association law varies by state and by each community’s governing documents. Consult a licensed attorney for guidance specific to your association.

This page is general information, was written from official statute text as of September 23, 2026, and has not been reviewed by an attorney. Laws change; check the current text before you rely on it.

About Fycus

Fycus is in development. The features described on this site are planned and not yet available. Pricing shown is planned pilot pricing and may change.

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