Condo & HOA Board Checklists & Downloads

Community association boards handle recurring responsibilities involving meetings, elections, official records, budgets, contracts, enforcement, collections, construction, insurance, and emergency planning.

The following downloadable resources are designed to help directors, officers, committees, and community association managers organize information and prepare for important decisions. Each resource should have its own landing page containing a summary, a preview, related articles, and a download button.

Board Governance Downloads

New Director Orientation Guide

A practical introduction to board authority, director duties, governing documents, meetings, records, conflicts, contracts, and decision-making.

Board Member Duties Guide

A concise reference for common director and officer responsibilities.

Board Decision Documentation Worksheet

A worksheet for recording authority, materials reviewed, professional input, conflicts, votes, and follow-up actions.

Director Conflict of Interest Checklist

Questions for identifying, disclosing, documenting, and appropriately managing a potential conflict.

Meeting and Election Downloads

Board Meeting Checklist

A planning tool covering notice, agenda, supporting materials, conflicts, owner participation, motions, votes, minutes, and follow-up.

Annual Meeting Checklist

A timeline and preparation checklist for annual membership meetings.

Association Election Checklist

A general organizational tool for candidate issues, notices, deadlines, ballots, proxies, voting certificates, election procedures, and record retention.

Board Recall Response Checklist

A preliminary issue-spotting tool for recall notices, deadlines, records, meetings, and legal review.

Meeting Minutes Checklist

A concise reference for documenting official action without turning minutes into a transcript.

Official Records Downloads

Official Records Request Checklist

A workflow for receiving, reviewing, organizing, responding to, and documenting an official-records request.

Records Retention Checklist

A category-based tool for organizing governing documents, meeting materials, contracts, financial records, election materials, owner correspondence, and electronic records.

Electronic Records Management Checklist

A planning tool addressing access, organization, backup, retention, permissions, and retrieval.

Record Preservation Checklist

A general tool for identifying and preserving potentially relevant records after a dispute or claim arises.

Enforcement and Architectural Review Downloads

Violation Enforcement Flowchart

A visual workflow from complaint intake and document review through notice, hearing, decision, monitoring, and possible escalation.

HOA Architectural Review Checklist

A checklist for applications, governing authority, committee review, deadlines, standards, supporting documents, decisions, and record retention.

Fining Committee Hearing Checklist

A hearing-preparation tool addressing notice, committee composition, evidence, owner participation, decision-making, and documentation.

Selective Enforcement Review Worksheet

A worksheet for comparing prior violations, governing provisions, association knowledge, notices, outcomes, and policy changes.

Financial and Collection Downloads

Annual Budget Planning Checklist

A planning tool for operating expenses, reserves, insurance, contracts, maintenance, capital projects, assessments, and adoption procedures.

Special Assessment Planning Checklist

A checklist for authority, purpose, amount, notice, meeting procedures, payment schedules, communications, and collection planning.

Assessment Collection Policy Checklist

An organizational resource addressing delinquency triggers, notices, payment plans, attorney referrals, liens, foreclosure review, and consistent administration.

SIRS Milestone Inspection Checklist

A condominium board planning resource for professional engagement, reports, budgeting, reserves, meetings, records, communications, and project follow-up.

Contract and Project Downloads

Vendor Contract Review Checklist

A guide to scope, price, term, renewal, termination, insurance, indemnity, performance standards, change orders, warranties, defaults, and dispute provisions.

Construction Contract Review Checklist

A project-focused checklist addressing scope, drawings, payment, scheduling, changes, insurance, warranties, lien issues, closeout, defaults, and dispute resolution.

Management Agreement Review Checklist

A tool for reviewing services, authority, staffing, financial controls, records, insurance, indemnity, term, termination, transition, and technology access.

Major Project Oversight Checklist

A governance checklist for approving, documenting, monitoring, communicating, and closing out a significant association project.

Hurricane and Disaster Downloads

Hurricane Preparation Checklist

A pre-storm planning tool for emergency authority, vendor contacts, insurance information, records, communications, facilities, and post-storm procedures.

Post Hurricane Board Checklist

A post-storm tool covering safety, emergency decisions, documentation, insurance, contractors, owner communications, special assessments, and records.

Association Insurance Claim Checklist

A general organizational checklist for notices, photographs, reports, communications, expenses, mitigation, professional input, and claim records.

Emergency Contractor Review Checklist

A condensed contract review tool for time-sensitive debris removal, mitigation, restoration, and reconstruction engagements.

Difficult Conversation Downloads

Difficult Conversations Phrase Card

A printable one-page phrase card for Florida condo and HOA managers and boards: what to say to acknowledge, slow down, hold the line and set a boundary.

AI Prompt Card for Community Association Managers

Printable fill-in ChatGPT prompts for Florida condo and HOA managers: angry-owner replies, saying no, boundaries, assessments, storm updates, draft checks.

BIFF Email Checklist

One-page checklist for Florida condo and HOA managers and boards replying to angry owners: brief, informative, friendly, firm, plus association checks.

Difficult Owner Incident Log

A free incident log for Florida condo and HOA managers and boards to document abusive, threatening or disruptive owner conduct: facts, exact words, witnesses.

Chair's Opening Statement for a Heated Meeting

A read-aloud script for Florida condo, HOA and co-op board chairs: ground rules, owner comments, recording, a time warning, a recess and closing.

Sample Owner Speaking Rules Resolution

Sample resolution for Florida condo, HOA and co-op boards adopting written rules on owner comments and recording at board meetings. Adapt with counsel.

Important Information About These Downloads

These resources provide general educational and organizational information. They do not establish that any particular procedure is legally required or sufficient for a specific association. Applicable requirements may depend on the community type, governing documents, contracts, facts, prior practices, and current law.

About this page. This page is published by Hamilton Mikes, P.A. for general educational purposes. It is not legal advice, it is not a legal opinion, and it is not a substitute for advice from a lawyer who has reviewed your association's governing documents and the facts of your situation. Reading it, downloading it, or corresponding with the firm about it does not create an attorney-client relationship. No such relationship arises until the firm and the client have signed a written engagement agreement. Please do not send confidential or time-sensitive information to the firm until a conflicts check has been completed and an engagement is confirmed in writing; information sent before that point may not be treated as privileged.

Scope and currency. This article addresses Florida law as applied to Florida community associations, and the firm is licensed to practice in Florida only. Nothing here should be taken as a statement of the law of any other jurisdiction. Florida's community association statutes have been amended in every regular session since 2021, and subsection numbering has moved more than once in that period. Each page states the edition of the Florida Statutes it was written against. The law may have changed after that date, an appellate court may have construed a provision differently, and an administrative rule or a local ordinance may impose requirements this page does not address.

Your governing documents control. Much of what governs a Florida association is not in the statutes at all. Declarations, articles of incorporation, bylaws, rules, plats and recorded amendments differ from community to community, and on many questions they set the rule while the statute sets only a floor or a default. A procedure that is correct in one association may be a breach of the documents in the association next door. No general page can tell you which is which for your community.

Why general information is not advice. Legal questions are resolved by applying the law to particular facts as a judge, jury, arbitrator or hearing officer finds them. An outcome that appears clear in the abstract frequently turns on the documents, the chronology, the board's own prior conduct, and the procedural posture, none of which a general page can anticipate. A lawyer supplies what information cannot: the judgment to identify which facts matter, the experience to know how a court or the Division is likely to treat them, the ability to choose among the courses of action actually available, and the advocacy to carry the association's position through negotiation, hearing or trial.

The standard of care, and the protection the statute attaches to counsel. A director of a Florida community association is held to the standard in section 617.0830, Florida Statutes: to act in good faith, in a manner the director reasonably believes to be in the best interests of the corporation, and to discharge the duties of the office with the care an ordinary prudent person in a like position would reasonably believe appropriate under similar circumstances. That standard is measured against the decision the board actually faced, on the record actually before it. The same statute supplies the protection that goes with the duty. Under section 617.0830(4) and (5)(b), a director who has no knowledge making reliance unwarranted is entitled to rely on information, opinions, reports and statements prepared or presented by legal counsel retained by the association as to matters the director reasonably believes are within counsel's professional competence. The Legislature has written the prudent course into the statute. A board that obtains advice on its own documents and its own facts, and acts on that advice, is standing on ground the statute expressly protects. Nothing on this website confers that protection. General information, however carefully prepared, is not advice on your declaration, your amendments, your board's history or your dispute, and a director who relies on it in place of counsel forgoes a statutory protection that was available for the asking.

Personal exposure is real. Service on an association board is usually uncompensated, but volunteer status is not itself immunity. Under section 617.0834, Florida Statutes, a director or an officer is not personally liable in monetary damages for a statement, vote, decision, or failure to act in that role unless two things are both true: the director or officer breached or failed to perform the duties of the office, and that breach was a violation of the criminal law, a transaction from which the director or officer derived an improper personal benefit, conscious disregard or willful misconduct in a proceeding brought by or in the right of the corporation, or recklessness or bad faith in a proceeding brought by anyone else. That protection turns on how the director acted, not on whether the director was paid. Chapters 718, 719 and 720 add consequences of their own, including removal from office, civil penalties assessed against the individual for certain willful and knowing violations, and in defined circumstances criminal liability. Whether any of that reaches a particular director depends entirely on the facts and on the director's conduct. The practical point is narrower and more useful: the decisions that generate this exposure — levying an assessment, enforcing a covenant, denying a transfer, withholding a record, entering a unit, terminating a contract, signing for construction work — are precisely the decisions on which general information is least adequate, and on which counsel costs least relative to what is at stake.

No guarantee; prior results. The firm makes no representation or warranty that the information on this page is complete, current or applicable to any particular matter, and disclaims liability to any person for any action taken or not taken in reliance on it. Any description of prior results does not guarantee or predict a similar outcome in any other matter; every case turns on its own facts, documents and record.

Do not act on this page alone. If your association faces a decision of consequence, obtain advice from a Florida-licensed attorney who has read your governing documents and the relevant record before the board votes, signs, sends or forecloses. Hamilton Mikes, P.A. represents community associations throughout Southwest Florida and can be reached at 239-594-7227.

Guides, Checklists & Downloads