HOA / Property Operations
Upload meeting minutes, maintenance logs, budgets, and violation notices. SaralFlow produces a board-ready operations packet.
Sample packet
Board-ready packet
Sample community · Maplewood Commons HOA (fictional)
Executive summary
What happened, what matters, and what to do next — from documents SaralFlow reviewed.
March board packet assembled — 4 open action items from March meeting still pending before April session.
YTD operating spend $71,200 (25.1% of $284K budget); landscaping vendor 8% over budget at $720 variance.
6 open maintenance requests including escalated pool pump and parking lot lighting repairs.
7 March violations issued — 3 unresolved; Unit 114 noise complaint escalated April 3 with no response letter sent.
Reserve fund $142,000 — approximately 50% of recommended 12-month reserve target.
Key findings
- Property/resident issue: Unit 114 noise complaint escalated April 3 — no response letter sent
- Violation evidence: 7 March violations (4 landscaping, 2 parking, 1 noise) — 3 still open
- Maintenance evidence: 22 Q1 requests — 6 open including pool pump and parking lights
- Vendor/invoice summary: March spend $18,400 · landscaping $7,200 largest line item
- Board decision items: 4 open March actions · landscaping renewal due April 30
- Budget signal: landscaping 8% over YTD — $720 variance vs plan
- Missing: Unit 114 response letter and landscaping bid comparison for renewal vote
Timeline
- 2026-03-15 — Board meeting
12 action items voted — 4 carried to April agenda
- 2026-03-31 — March financials close
P&L and vendor invoices reconciled
- 2026-04-03 — Unit 114 escalation
Noise complaint escalated — response letter not yet sent
- 2026-04-30 — Landscaping contract renewal
Vendor contract expires — board vote required
Output sections
Board action items
- 4 items from March meeting open
- Landscaping contract renewal — due April 30
- Reserve study update — board vote needed
- Unit 114 response letter — urgent
Budget vs. actual (YTD)
- Total spend: $71,200 (25.1% of $284K)
- Landscaping: $7,920 vs $7,200 — 8% over
- Utilities: $12,400 (on track)
- Management fees: $18,000 (on track)
Violations & maintenance
- Open violations: 3 (2 landscaping, 1 noise)
- Open maintenance: 6 items
- Escalated: pool pump, parking lights, Unit 114
- Resolved Q1: 14 of 22 requests
Upcoming board meeting
- Agenda items: 6 open actions
- Financial report ready
- Vendor bids: 2 ready for vote
- Resident response: Unit 114 — prepare draft
Source evidence
- Board meeting minutes — March 2026 Confirmed
- Annual budget — FY2026 Confirmed
- March financials — P&L Confirmed
- Maintenance requests — Q1 (22 items) Confirmed
- Violation letters issued — March (7) Confirmed
- Vendor invoices — March (8 invoices) Confirmed
- Resident complaint — Unit 114 (noise) Needs review
Documents reviewed
Board meeting minutes — March 2026
ConfirmedMeeting Minutes
12 action items extracted · 4 tabled to April · votes recorded
Annual budget — FY2026
ConfirmedBudget Report
Operating budget: $284,000 · Reserve fund: $142,000
March financials — P&L
ConfirmedFinancial Report
YTD spend: $71,200 (25.1% of budget) · landscaping over budget 8%
Maintenance requests — Q1 (22 items)
ConfirmedMaintenance Log
22 requests: 14 resolved, 6 open, 2 escalated
Violation letters issued — March (7)
ConfirmedViolation Notices
7 violations: 4 landscaping, 2 parking, 1 noise
Vendor invoices — March (8 invoices)
ConfirmedVendor Invoices
Total March vendor spend: $18,400 · landscaping largest at $7,200
Resident complaint — Unit 114 (noise)
Needs reviewComplaint
Escalated complaint · noise violation filed April 3 · no response yet
Issues needing review
→ Unit 114 noise complaint — no response — Escalated noise complaint filed April 3. No response letter sent. Risk of legal exposure if ignored beyond 14 days.
→ Landscaping over budget — vendor check needed — Landscaping YTD $7,920 vs $7,200 budget. 8% over at Q1. Project full-year overage: ~$2,880. ($720 variance)
→ 6 open maintenance requests — 6 of 22 Q1 requests unresolved. 2 escalated items: pool pump and parking lot lighting.
Missing documents
- Reserve study update — board vote needed
- Unit 114 formal response letter — 14-day response window risk if complaint left unanswered
- Landscaping contract renewal bid comparison — board cannot vote April 30 renewal without competing quotes on file
Recommended next actions
Agenda items: 6 open actions
Agenda items: 6 open actions
Financial report ready
Financial report ready
Vendor bids: 2 ready for vote
Vendor bids: 2 ready for vote
Resident response: Unit 114
Resident response: Unit 114 — prepare draft
Sample · Demo data — fictional HOA (Maplewood Commons). Not legal or financial advice.