For HOA Management Companies · Officer Transition & Handoff Kit
Every year, one of the communities you manage hands its books to a new volunteer treasurer. This is the paper trail for that week.
A printable kit — the officer roster, four handoff checklists, an account and password transfer log, and a compliance calendar aligned to the November 15 IRS deadline. Licensed annually — the model this Press builds on.
Page from Accounts, Keys & Assets — shown filled in, exactly as it prints · Edition 2026–27
The problem
What happens between one treasurer and the next
Every community you manage has a board that handles money you have no direct authority over — and every year, some of that handling changes hands.
When the paper trail goes missing between one volunteer treasurer and the next, it is the parent organization's name in the story — not the treasurer's.
Officers take office on a fixed calendar. The audit is adopted at the first meeting of the new year. Form 990 is due November 15. None of that changes because a volunteer forgot to write it down.
Contents
What's in the kit
The officer roster and four handoff checklists — one per outgoing role — naming exactly what is transferred and what is confirmed received.
The account and password transfer log, plus the signed acknowledgement of transfer — the page that stays in the file.
The filing calendar with the November 15 IRS deadline, and a first-30-days checklist for whoever just took the seat.
Every form is also shown filled in with a worked example, so a first-year volunteer knows what goes in each blank. No software, no login, no portal for anyone to lose access to.
Licensing
How the license works
- One license, all your units. Once licensed, you distribute the kit to every local unit you affiliate — no per-unit fee, no counting copies.
- Your name on the cover. The kit carries your organization's name and, where relevant, your state's filing dates already in the calendar.
- Renews at full price. Not a discount rollover — each year's edition reflects that year's officers, that year's audit committee, that year's deadlines. A stale calendar is worse than no calendar at all.
- You are not administering anything. You are giving your units a standard, and keeping the signed page.
Rates
License tiers
Find your tier by how many local units you affiliate — not by how large your central office is. Most state and district associations land in Council or District.
| Tier | Units covered | Annual license | Per unit |
|---|---|---|---|
| Council | Up to 25 | $2,450 | $98 and under |
| District | 26 – 100 | $4,350 | $167 → $44 |
| System | 101 – 400 | $8,900 | $88 → $22 |
| State | 400+ | $14,900 | $37 and under |
Larger networks and multi-state affiliates: write to us with your unit count for a quote. Licenses run one year at a time — nothing auto-renews, and next year's decision is always a fresh one.
Who licenses this
Built for organizations with affiliated units
School districts
Districts recognizing a parent organization or booster club at each school, without administering their accounts.
See it for school districtsDioceses
Dioceses affiliating parish councils and finance committees that rotate treasurers on their own calendar.
See it for diocesesHOA management companies
Firms managing multiple community associations, each with its own volunteer board and annual turnover.
See it for HOA companiesCharter school networks
Networks affiliating member schools, each with its own parent or booster organization to hand off.
See it for charter networksYouth sports leagues
Leagues affiliating member clubs whose volunteer boards turn over every season.
See it for sports leaguesFirefighter associations
State and regional associations affiliating volunteer departments, each with its own officers and books.
See it for firefighter associationsThe publisher
About Docket & Ledger Press
Docket & Ledger Press publishes reference documents for organizations that oversee volunteer-run units — the kind of paperwork a board adopts once and reuses every cycle. This title, the Officer Transition & Handoff Kit, is the first in that line.
Every filing date in it is checked against the current IRS Publication 557 and Form 990 instructions before publication — not paraphrased from a blog, cited from the source. The annual filing requirement itself comes from Internal Revenue Code §6033; the calendar tells you which version of the form your unit's size requires.
The Press is based in Paris. Foreign-vendor paperwork (W-8BEN) is already on file, and purchase orders are accepted the way any US vendor's would be — write to us and we'll send the invoice format your finance office needs.
Contact
Read the kit before deciding anything
Tell us roughly how many units you affiliate, and we'll send the full kit by email — no obligation, no call, no demo.
contact@docketandledger.com