HOA annual disclosure packages, assembled from what each board adopted for your manager to check.

Once a board adopts next year's budget, someone has to turn it into the mailing the law requires for that association: the budget or its summary, the reserve disclosures, an insurance summary, the policy statements and a cover letter, in the right order and before the state's deadline. Across a portfolio that means dozens of fiscal years, several states and a different set of policies in every community.

For the test, AI does that assembly on copies of packages your team already mailed. It drafts each package: every item that state lists, filled from the document the board adopted, quoted word for word where the statute fixes the wording, with the mail-by date and a list of gaps. This step is our sandbox. Nothing is printed, posted or sent.

Each state keeps its own calendar. California wants the annual budget report and the annual policy statement out 30 to 90 days before the fiscal year ends. Nevada wants the operating and reserve budgets 30 to 60 days before the year begins, and Colorado's annual disclosure is due within 90 days after it ends. A Florida condominium board sends the proposed budget with the meeting notice at least 14 days before the budget meeting, an officer or the manager signs an affidavit that it went, and the budget is adopted at least 14 days before the fiscal year starts. The draft sets each association's dates from its fiscal year and state, and puts the affidavit on your manager's list, unsigned.

California's report is a list with fixed wording. Section 5300 calls for a pro forma operating budget on an accrual basis, the reserve summary, any repair the board has deferred, any special assessment it expects with amount, start and length, loans first written for more than a year, and an insurance summary carrying a set statement in boldface. Condominiums add separate sheets on FHA and VA approval. The section 5570 Assessment and Reserve Funding Disclosure Summary goes with it, asking whether projected reserves cover the next 30 years and showing the next five budget years. The draft fills each line from the adopted documents and copies required statements exactly as the statute words them.

Reserve figures belong to the reserve study. California requires a visual inspection of major components at least every three years once they are worth at least half the gross budget, and a review of the study every year. Nevada wants a study every five years from a holder of a state permit, with a summary filed with its Division within 45 days after the board adopts it. Florida requires a structural integrity reserve study every 10 years for condominium buildings of three habitable stories or more, and for budgets adopted on or after December 31, 2024, owners can no longer vote those reserves away. The draft copies each reserve figure with the page it came from and flags where the budget, the study and the summary form disagree. It never calculates one.

Delivery is part of the rule. California's section 5320 allows a summary instead of the full report if its first page says in boldface how to get the full copy free, and members who asked for full reports still get them. Section 4041 has the association ask owners every year how they want notices, tell them email is optional, and record the answers at least 30 days before these disclosures go out. Colorado allows a web page announced by mail or email, a binder at the association's office, or mail. The draft notes, piece by piece, whether it goes in full or as a summary and by which method.

The policies travel with the money. California's annual policy statement names who receives official communications, the right to have notices sent to a second address, the collection and lien policies, a dispute resolution summary and what needs architectural approval. Nevada makes its collection policy available at the same time and in the same way as the budget. When a policy the statute lists was never adopted, the draft says so and leaves the gap for your manager; it never writes one. Your reviewer, often the manager or association accountant who signs off on budget season, will watch the item list, the dates and every figure's source.

Once your reviewer says yes, the job runs live for about 30 days on the associations whose boards adopt budgets in that window.

Every package waits for your manager to check it, correct it and release it to your print vendor, portal or office binder. Budgets, assessments and reserve figures stay exactly as each board adopted them. No other job is added that month.