We often receive money orders from owners as payment for their monthly assessments.  Occasionally, we receive cash.  The problem with these forms of payment is that there is no concrete record (such as a check that has cleared the bank) that the owner has made the payment.

In the event that the association has not been keeping accurate records, the burden of proof for payment of assessments will fall to the owner.  We've reviewed association books that have been neglected or handled incompletely (or even criminally) by a Board member and the only way to get an accurate picture of the association's financial situation is to return to the source documents.  When owners can provide clear proof of payments they have made, the records can be properly reconstructed.

If you pay your assessment by money order or cash, make a point of retaining a copy or getting a receipt so that you can provide proof of payment in the future if necessary.  

Most condominium associations are required to hold an annual meeting to conduct Board elections.  Your annual meeting should be held about the same time each year.  If you haven't had elections in the past 12 months, it's time to get caught up!

A few items to note:

• 10 days' notice is required for annual meetings and elections
• Unit owners typically vote by ownership percentage unless your governing documents state otherwise
• Board members are elected at large and posts (President, Secretary, Treasurer) are then determined amongst the Board.  You do not elect your officers directly to their posts.
• Your governing documents may indicate that some Board members serve for a longer period of time in order to preserve some continuity from one year to the next.

For more on conducting Board elections,  see  "The Board & Board Elections."