This is a sample operating structure. Actual reports should match the association's documents, platform, board policy, accounting basis, and professional advice.
Recommended packet order
- Executive summary with cash, AR, AP, reserve, and action-item notes.
- Balance sheet or statement of financial position.
- Income and expense report with budget comparison.
- Bank reconciliation summary for each account.
- Owner ledger aging and delinquency summary.
- Accounts payable and unpaid invoice schedule.
- Reserve activity and special assessment schedule, if applicable.
- Open accounting questions or board approval items.
What board members should be able to answer
- How much cash is available for operating expenses?
- How much is restricted, designated, or intended for reserves?
- What owners are past due, and what is the board's next step?
- What vendor bills are unpaid or waiting for approval?
- What expenses are materially over or under budget?
- What decisions need to be made at this meeting?
Why the summary matters
Many volunteer board members will not read every accounting report line by line. The packet should still include detail, but the front page should identify the issues that matter: reconciliations complete, cash position, delinquency trend, unusual expenses, reserve activity, payables, and board action items.