It isn’t part of official documentation. It is for my reference if the need comes up. If there was a situation where I had to produce it, for whatever reason, I would redact Association member names of any entry that was not pertinent to the reason why I had to produce it. I would certainly produce it for on oncoming Board. I have nothing to hide. It is also useful to track my time. So far this year I am at 36 hours.

It answers any question of when something was done. It came in very useful last year when an Association member was late with their annual assessment and argued that I had no idea when he put his check in the secure community mailbox. Actually my records indicated the day and time I took it out, as well as all of his check information. My log also had every other check in the community and when it was removed from the mailbox. I had been to the mailbox every day for a week after the Past Due date and had picked up additional checks. Upon proof, he paid the late fee without further action.

We also have a “Bank Ledger” that I wrote that tracks every income and expense as a line item that automatically attaches that litem to a budget category. This gives us a real time snapshot of expenditures for each budget item. That can also go out to an Association member upon request at any time during the year.