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Hi all,
I my co-op some documents have been lost. Nobody seems to worry about that fact. I am very concerned about this. How do you handle that situation? Is there any procedure that we should follow, like make a report of missing documents?
Any idea?
Thanks,
John
I know that the management company is missing some contracts, and some letters from shareholders sent to the manager.
Should the management office have some record of all incoming and outgoing mail as well as a list of all documents kept in the office?
Each Management company has it's own way of functioning.
One way or another, they should keep a record of all correspondance and contracts.
But I also suggest that as a board, you maintain a copy as well. That's the secretary's duty to organize and file all corporate documents ( minutes, agendas, correspondance, contracts, notices and policies, house rules etc ... )
Basically, don't put all your eggs in one basket.
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Which documents ?
Your corporate attorney should have a copy of the main coop documents.
Your accountant all the tax returns, budgets and financial statements.
Your management company should maintain an up-to-date copy of all of the above.
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