Notice Day 5
Outgoing management confirms receipt, export capabilities, accounting contact, proposed cutoff and termination date.
Changing management companies
Change management in four clear steps.
Approve the change, complete onboarding, confirm the handoff, and train your board and committees. Onboarding will help you follow the steps below.
Start your management transition
Casey Hunley · Onboarding Specialist
Your contact for dates, records and transition questions.
1Approve the change and notify management
Hold a duly noticed board meeting to approve MHS engagement and termination of the current management agreement. Fill in the dates and company name below; attach the proposed MHS agreement.
View the proposed board motion
“To engage myHomeSpot.com (MHS), pursuant to the attached management agreement effective [mm/dd/yyyy] and terminating our existing management service agreement with [management company name] effective [mm/dd/yyy], authorizing the President to sign all documents for engagement and termination of services.”
Record the motion and vote in the meeting minutes. After approval:
- Sign the MHS management agreement. The President signs the agreement and returns it to myHomeSpot.
- Notify current management of termination and transition. The President sends the notice using the delivery method and notice period required by the existing agreement. Confirm the approved effective dates with Onboarding.
Prepare termination and transition notice
The form prepares your records request, handoff schedule and email draft. Check the approved dates before sending, or download the editable Word notice and checklists.
2Complete the onboarding forms
Start with Getting Started and About the Property. Assign financial forms to the Treasurer, records and contacts to the Secretary, and committee forms to the appropriate members.
Use current information. Flag missing records or questions for Onboarding.
Board readiness checklist: what to prepare and confirm
Use this public planning checklist with Onboarding. It summarizes the board-facing milestones; it is not a live status report for your community.
- Board approval and agreement. Approve the change, sign the MHS agreement, send the termination notice and designate a board contact.
- Complete setup forms. Submit Getting Started, About the Property, board, committee, vendor, accounts payable, collections, enforcement and bank-signer forms. Ask Onboarding to confirm any item that does not apply.
- Accounting and owner data. Coordinate delivery of the initial setup reports, owner and vendor data, budgets, assessment schedules and starting funds requested in the termination notice (download Word file).
- Official records and insurance. Provide governing documents, meeting records, contracts, insurance policies, inspections and reserve or building reports where applicable. Identify missing items and their expected delivery dates.
View the official records checklist
Choose your association type below. Item numbers match Attachment B of the termination notice. Deliver applicable records with an inventory; identify anything missing, unavailable or not applicable and its expected delivery date.
Condominium association records · Chapter 718
- B.718.01 Developer-delivered plans, permits, warranties, and other turnover materials required by §718.301(4).§718.111(12)(a)1
- B.718.02 Recorded declaration for each condominium and every amendment.§718.111(12)(a)2
- B.718.03 Recorded bylaws and every amendment.§718.111(12)(a)3
- B.718.04 Certified articles of incorporation or other formation documents, and amendments.§718.111(12)(a)4
- B.718.05 Current association rules.§718.111(12)(a)5
- B.718.06 Minutes of association, board, committee, and unit-owner meetings; required videoconference recordings.§718.111(12)(a)6
- B.718.07 Current owner roster, mailing addresses, unit identifications, voting certifications, known telephone numbers, and applicable electronic-notice contact information.§718.111(12)(a)7
- B.718.08 Current insurance policies for the Association and its condominiums.§718.111(12)(a)8
- B.718.09 Current management agreements, leases, and other contracts imposing obligations on the Association or owners.§718.111(12)(a)9
- B.718.10 Bills of sale or transfer for Association-owned property.§718.111(12)(a)10
- B.718.11 Association accounting records, with separate records for each condominium operated.§718.111(12)(a)11
- B.718.11a Detailed receipts and expenditures, bank statements, and ledgers.§718.111(12)(a)11.a
- B.718.11b Supporting invoices, transaction receipts, and deposit slips.§718.111(12)(a)11.b
- B.718.11c Current unit accounts and periodic statements identifying owners, assessments, payments, and balances.§718.111(12)(a)11.c
- B.718.11d Audits, reviews, accounting statements, structural integrity reserve studies, and financial reports.§718.111(12)(a)11.d
- B.718.11e Contracts and bids for work.§718.111(12)(a)11.e
- B.718.12 Ballots, sign-in sheets, proxies, and other paper or electronic voting records.§718.111(12)(a)12
- B.718.13 Rental records where the Association acts as rental agent.§718.111(12)(a)13
- B.718.14 Current statutory question-and-answer sheet.§718.111(12)(a)14
- B.718.15 Milestone, turnover, and other structural or life-safety inspection reports.§718.111(12)(a)15
- B.718.16 Bids for materials, equipment, or services.§718.111(12)(a)16
- B.718.17 Affirmative acknowledgments required by §718.121(4)(c).§718.111(12)(a)17
- B.718.18 Building permits.§718.111(12)(a)18
- B.718.19 Completed board-member educational certificates.§718.111(12)(a)19
- B.718.20 Affidavits required by Chapter 718.§718.111(12)(a)20
- B.718.21 Other written records concerning Association operations.§718.111(12)(a)21
- B.718.22 Retained inspection-response checklists identifying records made available and not made available.§718.111(12)(c)1.b
Homeowners’ association records · Chapter 720
- B.720.01 Plans, specifications, permits, and warranties for improvements on common areas or other property the Association must maintain, repair, or replace.§720.303(4)(a)1
- B.720.02 Bylaws and every amendment.§720.303(4)(a)2
- B.720.03 Articles of incorporation and every amendment.§720.303(4)(a)3
- B.720.04 Declaration of covenants and every amendment.§720.303(4)(a)4
- B.720.05 Current association rules.§720.303(4)(a)5
- B.720.06 Board and membership meeting minutes.§720.303(4)(a)6
- B.720.07 Current member roster, designated mailing addresses, parcel identifications, and applicable electronic-notice contact information.§720.303(4)(a)7
- B.720.08 Association insurance policies or copies.§720.303(4)(a)8
- B.720.09 Current contracts, management agreements, leases, and retained bids for work.§720.303(4)(a)9
- B.720.10 Financial and accounting records maintained according to good accounting practices.§720.303(4)(a)10
- B.720.10a Detailed records of receipts and expenditures.§720.303(4)(a)10.a
- B.720.10b Current member accounts and periodic statements showing names, addresses, charges, due dates, payments, and balances.§720.303(4)(a)10.b
- B.720.10c Tax returns, financial statements, and financial reports.§720.303(4)(a)10.c
- B.720.10d Other records identifying, measuring, recording, or communicating financial information.§720.303(4)(a)10.d
- B.720.11 Disclosure summary required by §720.401(1).§720.303(4)(a)11
- B.720.12 Ballots, sign-in sheets, proxies, and other paper or electronic voting records.§720.303(4)(a)12
- B.720.13 Affirmative acknowledgments required by §720.3085(3)(c)3.§720.303(4)(a)13
- B.720.14 Other written records concerning Association operations.§720.303(4)(a)14
- B.720.15 Adopted written records-retention rules addressing retention methods and periods.§720.303(4)(c)
Download the termination notice and full checklists (Word)
Arrange secure delivery through Onboarding. This planning checklist does not make confidential records public.
- Banking and approvals. Identify authorized signers, complete signature cards and confirm invoice approval roles, payment instructions and the accounting cutoff.
- Property operations and access. Identify vendors, open projects, maintenance needs, common areas, calendars and emergency contacts. Transfer keys and account access securely through Onboarding.
- Member communications and training. Confirm member contact information, welcome notices, portal/payment instructions and board or committee training participants.
- Ready-to-launch review. Review the setup with Onboarding, resolve exceptions and agree on the service launch and manager handoff. Track final accounting and funds separately until received.
Send confidential records and credentials only through the secure transfer method arranged by Onboarding.
3Confirm the handoff with Onboarding
Review missing items with Onboarding and assign an owner and date for each handoff:
- Accounting cutoff and transfer of remaining funds.
- Official records, account access and credentials.
- Owner notices, payment instructions and MHS service start.
Use the two timelines below: the outgoing manager’s notice schedule and MHS’s 30-day setup period. They have different starting points. Confirm actual dates with Onboarding and your outgoing manager.
4Train your board and committees
Schedule role-specific training with Onboarding before approving invoices or handling committee work. View the MHS training calendar, then register using the training form and select your topic and session.
New directors should also review the New Director information page for board responsibilities and next steps.
Accounts payable and bank signatures
For the President, Treasurer and designated invoice approvers. Learn to review invoices, check coding and approve payments in AvidXchange / Strongroom. Confirm access with accounting.
Each authorized bank signer must sign the bank signature cards. Coordinate remaining bank requirements with Onboarding.
Architectural control training
For architectural review board and committee members. Learn to review applications, record votes and communicate decisions in Smartwebs using the Association’s approved process.
Confirm committee responsibilities and Smartwebs access with Onboarding.
Register for MHS Architectural Committee Training SeminarSmartwebs training guidesCommittee member quick startCommittee chair guideBoard and committee voting guideAll architectural training resourcesMobile training and downloadsARC Portal app trainingAll Smartwebs mobile trainingDownload Smartwebs Portal for iOSDownload Smartwebs Portal on Google Play
CCR and rule enforcement training
For directors and committee members assigned to covenant and rule enforcement. Learn to document observations, track cases and follow the Association’s approved notice and follow-up process in Smartwebs.
Confirm permissions before taking action. Mobile Online requires an active account and internet connection.
Register for MHS CCR/Rule Enforcement Training SeminarSmartwebs training guidesViolations user guideViolation processing workflowAll violation training resourcesMobile training and downloadsProcess violations in the Mobile Online appiOS device setupAndroid device setupAll mobile training, including Offline appsDownload Smartwebs Mobile for iOSDownload SW Online on Google Play
Outgoing management: the notice schedule
Proposed calendar-day milestones measured from the date of the termination notice. These do not start MHS’s setup clock or extend any earlier applicable legal deadline. Confirm contractual requirements and the agreed dates using the termination notice.
Notice Day 10
Initial setup accounting reports and transferable data are requested, together with the Board-authorized $5,000 starting-fund transfer.
Notice Day 20
Proposed routine accounting cutoff, only after timely delivery of the initial package and written readiness confirmation from Onboarding. Provide updated balances and activity through cutoff.
Notice Day 30
Proposed management end and official-records handoff, including the inventory, keys, credentials and administrative access. Subject to the agreement’s termination requirements or written mutual agreement.
No later than Notice Day 45
Final accounting, bank closure confirmation, final statements and reconciliations, and remaining Association funds. Track unresolved items to completion.
MHS: the 30-Day Setup Process
This period begins only after required onboarding forms and initial setup records are complete and Onboarding confirms the start date. Missing or delayed forms, records, approvals or access extend completion. These phases are planning targets; the confirmed community schedule controls.
Before Setup Day 1
Complete required forms and deliver the initial records and data needed to configure services. Onboarding reviews completeness, identifies exceptions and confirms the setup start date.
Setup Days 1–10 · Organize and configure
Assign the community team; organize records and owner information; begin accounting, banking, budget and payment setup; confirm board contacts and authorizations.
Setup Days 11–20 · Connect community services
Configure website and portal access, invoice approvals, architectural and enforcement workflows, vendor and insurance information, maintenance requests, calendars and site-access arrangements as applicable.
Setup Days 21–30 · Verify, train and launch
Check financial imports, user access and payment instructions; review open issues; coordinate board/committee training and owner welcome notices; confirm launch readiness and hand off to the community manager.
RECORDS DELIVERY & ARCHIVE TRACKER
Check off each record as it is uploaded.
Use the item numbers from the termination notice. Check Uploaded only after delivering the record through the secure method arranged by Onboarding. Note its archive folder/file reference, or explain what is missing or not applicable. Never enter passwords, account numbers or private record contents here.
This is a personal working checklist, not an upload form or confirmation of MHS verification. Progress stays in this browser tab during this session. Download your progress before closing it, then share it securely with Onboarding.
A.1 — Prior-year closing balances (7 items)
A.2 — Current-year reports and account data (17 items)
A.3 — Migration and cutoff controls (8 items)
Official records: condominium associations (27 items)
Official records: homeowners associations (19 items)
Delivery inventory, access and closing records (13 items)
Marking an item does not replace the delivery inventory or Onboarding’s completeness review. Final accounting and closing records remain open until received and verified.
Common questions
Transition FAQs
We just hired myHomeSpot. What should we do first?
First confirm that the board approved the engagement and termination at a duly noticed meeting, the MHS agreement is signed, and current management has received the required notice. Then complete the onboarding forms in Step 2 and coordinate the handoff with Onboarding.
Does one board member need to complete every form?
No. The board is responsible for completing the submissions, but members can divide the work by role. Designate a board contact to coordinate answers and follow up on missing information.
What if records are missing or a form does not apply?
Tell Onboarding which records or answers are unavailable and identify who may have them. Ask Onboarding how to handle any form that does not apply to your community.
How long will the transition take?
MHS’s 30-Day Setup Process begins after required onboarding forms and initial setup records are complete and Onboarding confirms the start date. Delays extend the final onboarding date. The termination notice’s Day 5, 10, 20, 30 and 45 milestones are a separate outgoing-management schedule.
When should owners change their payments or portal access?
Coordinate the communication schedule with Onboarding. Owners should receive confirmed instructions before payment, portal, contact or maintenance procedures change.
Who should we contact during onboarding?
Contact Onboarding at 850-304-2611 ext. 113 or Onboarding@myHomeSpot.com for onboarding questions and transition coordination.
Will service stop during the transition?
The transition is designed to preserve essential member support, payment processing, maintenance routing, records, and board communication. Exact timing depends on the outgoing provider and available records.
What should the board prepare?
Prepare current contacts, governing documents, financial records, contracts, insurance, owner rosters, open projects, pending violations, legal items, and access credentials.
When should members be notified?
Members should receive clear instructions before payment, portal, contact, or maintenance routes change. The notice schedule belongs in the transition plan.
Need help?
We’ll connect you with the right team.