New people.
Current records.
A clear handover.

Assign the handover before details get lost.

Board Synergy recommends naming one coordinator and a board reviewer. Record the effective date of each change and keep a dated list of who is authorized to act. A person’s director, officer, delegate, bank-signatory, and portal roles may be different. Review the board member roles guide before assigning new responsibilities.

1. Update UCO representation and contacts.

• Complete the current Delegate, Officer & CERT Contact Form. UCO says to update it after the annual meeting and whenever delegates or officers change.
• Confirm delegates and alternates. Check names, roles, contact information, and the association’s authorized representation. UCO encourages at least one alternate.
• Follow the submission procedure. UCO currently requires the completed form to be printed, affixed with the association seal, and delivered in person by a board member. Its forms page says emailed or incomplete submissions will not be processed. A fillable form does not change that submission requirement. Review seal custody and authorized use before arranging sealing and delivery.
• Confirm receipt and processing. Keep a copy securely and ask whether any correction is needed before relying on the new delegate authorization. Consult delegate voting and vote notification guidance for the distinct representation and communication steps.
• Update management-company information when it changes. Use UCO’s Association Management Company Update Form and check the appropriate manager and office contacts.
• Confirm your quadrant VP. Introduce the board’s current contact and clarify where routine questions should go. The VP helps with coordination; association counsel handles legal advice.

Official procedure source: UCO Forms & Resources, checked October 16, 2026. Confirm any later changes before submitting.

2. Refresh association contacts and owner communications.

• Record the authorized changes. Keep the election, appointment, resignation, and officer-selection records applicable to the transition. Do not assume an election to the board automatically appoints an officer.
• Update the board contact list. Confirm roles, preferred contact methods, mailing addresses, and effective dates in the controlled association record.
• Update public-facing information. Check the bulletin board, website, owner portal, letterhead, voicemail, and published instructions. Obtain appropriate permission before publishing personal contact information.
• Tell owners where to send requests. Give clear contacts for records, routine maintenance, applications, and urgent problems. State when the change takes effect.
• Review external filing records. Check whether Sunbiz, the registered-agent record, DBPR association information or online account, and other applicable records need updating. Verify the correct filing process and deadline rather than treating this checklist as the deadline. Use the DBPR maintenance guide; a UCO contact form does not update DBPR or Sunbiz.

3. Align management and professional records.

• Notify the management company. Supply the current board and officer roster through a secure channel and confirm who may issue instructions under the board’s authorization and management agreement.
• Update the owner portal. Grant appropriate director access, revise approval workflows and distribution lists, and remove obsolete board privileges while preserving any continuing owner access.
• Notify the attorney, accountant, and insurance agent. Identify authorized association contacts and any change relevant to their engagement or policies.
• Update vendor instructions. Confirm purchase approvals, invoice recipients, emergency dispatch contacts, and authorized work-order channels. Avoid leaving contractors to decide which director can authorize spending.
• Transfer the action register. Review open repairs, applications, claims, disputes, renewals, deadlines, and commitments. Assign a responsible person for each outstanding item. Use the decision and action worksheet and identify any claim-notice or other deadline needing immediate attention.

4. Review authorized accounts and access.

Access should follow the role and the board’s authority—not simply remain with whoever first created an account.

• Banking and investments. Confirm signatories, online access, approval limits, and required bank documentation. Test the new authorization before retiring an essential access route.
• Accounting and payments. Review who prepares, approves, releases, and reconciles transactions. Preserve separation of duties appropriate to the association.
• Email and document storage. Transfer administrative ownership appropriately, update recovery contacts and multifactor authentication, and preserve association correspondence and records. Prefer individual authorized access where available; do not transfer a departing person’s personal password.
• Website, domain, and hosting. Check administrators, billing, renewal dates, backups, and recovery arrangements. Keep association services from depending solely on a former volunteer’s personal account.
• Other service accounts. Review utilities, insurance portals, filing accounts, vendor platforms, and any association-owned communication tools. Follow the separate DBPR account handover process rather than assuming an account can simply be shared or renamed.
• Remove obsolete permissions safely. After confirming continuity, revoke access no longer authorized and rotate shared credentials where appropriate. Do not delete official records, personal owner rights, or evidence needed for an unresolved matter.

5. Update emergency contacts and physical access.

• Confirm primary and backup contacts. Include the manager’s after-hours service and the board’s designated backup. Verify consent and availability. Keep the owner roster, resident information, emergency contacts, and age-verification records distinct; they serve different purposes.
• Update UCO/CERT contact information. Use the current UCO form and confirm how emergency information is maintained.
• Notify the appropriate service contacts. Where relevant, update WPRF, security, emergency vendors, alarm-monitoring providers, and others who hold the association’s emergency contact information.
• Hand over controlled property. Inventory association keys, access devices, the corporate seal, equipment, and secured records. Document custody without publishing access codes or key locations. Use the corporate seal guide and unit-key safeguards; possession of a key does not itself authorize entry.
• Check emergency instructions. Ensure owners know where to report urgent building problems and that essential contact notices are current. Review the emergency response guidance. Call 911 for an immediate emergency.

6. Confirm the handover is complete.

A submitted form, an email request, and an accepted update are different stages. Keep acknowledgment or other confirmation where available, then test important functions.

Set a short internal completion target appropriate to the change, while meeting every applicable legal or contractual deadline. Do not postpone urgent access or contact corrections until the next annual meeting.

Show how each update was verified.

Board Synergy recommended practice.

If a departing person cannot be reached, document recovery attempts and use the bank’s, platform’s, or agency’s authorized recovery process. Do not impersonate the person or treat possession of old credentials as authority.

A simple completion log

Print or copy this log for internal use. Add the effective date, applicable due date and source, evidence location, reviewer, and next follow-up date in your working copy. It is a planning template, not a substitute for official forms or a secure account register.

Make the next transition easier.

Keep one controlled handover folder containing the current role roster, completed-update log, official form copies, service contacts, account-administration instructions, and open-action list. Review it after every relevant change.

Use the guide that matches the next task.

Keep the source of each instruction clear: Florida law, governing-document requirement, UCO procedure, contractual duty, or Board Synergy recommended practice.

Official resources and scope

• UCO Forms & Resources—Delegate, Officer & CERT Contact Form; Association Management Company Update Form; current submission instructions.
• UCO office contact information · 561-683-9189.

Reviewed and expanded October 16, 2026. UCO’s published form instructions rechecked on that date. Independent Board Synergy checklist in the UCO series. Apart from the identified UCO instructions, items are recommended practices to adapt with the association’s manager, counsel, and service providers. Confirm applicable legal deadlines, authority, privacy requirements, and provider procedures separately. No UCO endorsement is implied.