diff --git a/hubzilla/addon/vs01/vital-signs/VS-03-manager-certification.json b/hubzilla/addon/vs01/vital-signs/VS-03-manager-certification.json index a93e8c1..3f1b2fa 100644 --- a/hubzilla/addon/vs01/vital-signs/VS-03-manager-certification.json +++ b/hubzilla/addon/vs01/vital-signs/VS-03-manager-certification.json @@ -6,7 +6,12 @@ "statute_primary": "765 ILCS 160/1-1", "statute_secondary": "225 ILCS 427", "diagnostic_question": "Is the manager subject to any external accountability standard — IDFPR or CAI — and does the same entity control both operations and finances?", - "dsc_activations": ["DSC-01", "DSC-03", "DSC-06", "DSC-08"], + "dsc_activations": [ + "DSC-01", + "DSC-03", + "DSC-06", + "DSC-08" + ], "verification_sources": [ { "label": "IDFPR License Lookup", @@ -24,22 +29,52 @@ "instruction": "The management contract, if recorded, establishes the scope of the manager's authority and the term of the engagement." } ], - "renderer_notes": "VS-03 surfaces four diagnostic conditions: (1) absence of IDFPR certification, (2) the manager serving as both operational and financial manager, (3) the manager acting outside their contract scope, (4) the self-dealing loop — affiliation between the management company and the association's law firm or board members. The self-dealing loop flag is the most significant — render it with the highest visual prominence when triggered." + "renderer_notes": "VS-03 surfaces five diagnostic conditions: (1) absence of IDFPR certification, (2) the manager serving as both operational and financial manager, (3) absence of a separate certified financial manager — the structural conflict of interest built into Illinois law by default, (4) the manager acting outside their contract scope, (5) the self-dealing loop — affiliation between the management company and the association's law firm or board members. The self-dealing loop flag is the most significant — render it with the highest visual prominence when triggered." }, - "perspectives": { - "homeowner": { "label": "Your Record", "access_state": "participant", - "instruction": "Record what you know or have been told about your property manager's qualifications and scope of authority. You are not expected to have verified this independently. Record what you have observed, what you have been told, and any instances where the manager appeared to act outside their role.", + "instruction": "Record what you know about your property manager's qualifications, authority, and conduct. Where you have documentation — a management contract, a written notice, a statement from the Board — record it here. Where you have only observed something, describe what you observed. Do not record what you were told verbally.", "fields": [ { "id": "ho_manager_name", "label": "Name of the property manager or management company", "type": "text", "required": false, - "placeholder": "Individual name, company name, or both if known" + "placeholder": "As it appears on any written communication, contract, or invoice from the management company" + }, + { + "id": "ho_manager_name_source", + "label": "Where did you find the manager's name in writing?", + "type": "select", + "required": false, + "options": [ + { + "value": "contract", + "label": "Written management contract" + }, + { + "value": "minutes", + "label": "Board meeting minutes" + }, + { + "value": "correspondence", + "label": "Written correspondence or invoice" + }, + { + "value": "directory", + "label": "Association website or directory" + }, + { + "value": "no_written_source", + "label": "I do not have a written source" + }, + { + "value": "research", + "label": "I will look into this" + } + ] }, { "id": "ho_manager_type", @@ -47,53 +82,169 @@ "type": "select", "required": true, "options": [ - { "value": "individual", "label": "Individual property manager" }, - { "value": "company", "label": "Management company" }, - { "value": "self_managed", "label": "Self-managed by the Board" }, - { "value": "unknown", "label": "I do not know" } + { + "value": "individual", + "label": "Individual property manager" + }, + { + "value": "company", + "label": "Management company" + }, + { + "value": "self_managed", + "label": "Self-managed by the Board" + }, + { + "value": "unknown", + "label": "I do not know" + } ] }, { "id": "ho_certification_claimed", - "label": "Has the manager or management company ever claimed to be licensed or certified?", + "label": "Do you hold a written document — such as a management contract, proposal, or marketing material — where the manager or management company claims to be licensed or certified?", "type": "select", "required": true, "options": [ - { "value": "yes_idfpr", "label": "Yes — claimed IDFPR license" }, - { "value": "yes_cai", "label": "Yes — claimed CAI certification" }, - { "value": "yes_both", "label": "Yes — claimed both IDFPR and CAI" }, - { "value": "yes_unspecified", "label": "Yes — claimed certification but did not specify type" }, - { "value": "no", "label": "No claim of certification has been made" }, - { "value": "never_asked", "label": "The subject has never come up" } + { + "value": "yes_idfpr", + "label": "Yes — claimed IDFPR license in writing" + }, + { + "value": "yes_cai", + "label": "Yes — claimed CAI certification in writing" + }, + { + "value": "yes_both", + "label": "Yes — claimed both IDFPR and CAI in writing" + }, + { + "value": "yes_unspecified", + "label": "Yes — claimed certification in writing but did not specify type" + }, + { + "value": "no", + "label": "No written claim of certification has been found" + }, + { + "value": "no_written_claim", + "label": "The subject has not come up in writing" + } ] }, { "id": "ho_manager_controls_finances", "label": "Does the same person or entity that manages day-to-day operations also control the association's finances — collecting assessments, paying invoices, maintaining the ledger?", - "type": "boolean", + "type": "select", "required": true, + "options": [ + { + "value": "yes", + "label": "Yes — the same entity handles both" + }, + { + "value": "no", + "label": "No — finances are handled separately" + }, + { + "value": "unknown", + "label": "I do not know" + }, + { + "value": "research", + "label": "I will look into this" + } + ], "diagnostic_flag": true, - "flag_condition": true, + "flag_condition": "yes", "flag_label": "Single entity controls both operations and finances — structural conflict", "flag_note": "When the same entity manages operations and controls financial records, there is no internal check on financial accuracy. Assessment irregularities, unauthorized charges, and ledger manipulation are structurally undetectable without independent audit." }, + { + "id": "ho_financial_manager_identity", + "label": "Is the entity that handles the association's finances — collecting assessments, maintaining accounts, and producing financial reports — a separate, independently certified entity from the property manager?", + "type": "select", + "required": true, + "options": [ + { + "value": "separate_certified", + "label": "Yes — a separate, independently certified entity handles finances" + }, + { + "value": "same_entity", + "label": "No — the same entity handles both operations and finances" + }, + { + "value": "unknown", + "label": "I do not know" + }, + { + "value": "research", + "label": "I will look into this" + } + ], + "diagnostic_flag": true, + "flag_condition": "same_entity", + "flag_label": "No separate certified financial manager — structural conflict of interest", + "flag_note": "Illinois law does not require the financial manager to be certified, nor does it require financial management to be separated from property management. When a single uncertified entity controls both, there is no statutory requirement for independent financial oversight. This is not a conflict of interest risk — it is the conflict of interest, built into the structure by default and with no statutory remedy." + }, { "id": "ho_manager_controls_payments", "label": "Does the manager control the payment mechanism — ACH withdrawals, online portal, or direct billing — through which you pay your assessments?", - "type": "boolean", + "type": "select", "required": true, + "options": [ + { + "value": "yes", + "label": "Yes — the manager controls my payment mechanism" + }, + { + "value": "no", + "label": "No — I pay directly to the association or a separate entity" + }, + { + "value": "unknown", + "label": "I do not know" + }, + { + "value": "research", + "label": "I will look into this" + } + ], "diagnostic_flag": true, - "flag_condition": true, + "flag_condition": "yes", "flag_label": "Manager controls homeowner payment mechanism", "flag_note": "A manager who controls the payment mechanism and also maintains the ledger has the ability to create and record payment failures without homeowner action. This is the structural precondition for ACH obstruction disputes." }, { "id": "ho_ach_stopped", - "label": "Has the manager ever stopped or suspended your ACH or automatic payment without prior written notice to you?", - "type": "boolean", + "label": "Was your ACH or automatic payment ever stopped or suspended without prior written notice?", + "type": "select", "required": true, + "options": [ + { + "value": "yes_no_notice", + "label": "Yes — stopped without written notice" + }, + { + "value": "yes_with_notice", + "label": "Yes — stopped but I received written notice" + }, + { + "value": "no", + "label": "No" + }, + { + "value": "unknown", + "label": "I do not know" + }, + { + "value": "research", + "label": "I will look into this" + } + ], "diagnostic_flag": true, - "flag_condition": true, + "flag_condition": "yes_no_notice", "flag_label": "ACH or automatic payment stopped without notice — documented obstruction pattern", "flag_note": "Stopping an automatic payment without notice, then initiating or participating in a delinquency claim based on the resulting non-payment, is a documented pattern. Record the date, the payment method, and whether the manager then participated in any collection or legal action." }, @@ -102,26 +253,68 @@ "label": "Describe what happened — when the payment stopped, how you found out, and what followed.", "type": "textarea", "required": false, - "depends_on": { "field": "ho_ach_stopped", "value": true }, + "depends_on": { + "field": "ho_ach_stopped", + "value": "yes_no_notice" + }, "placeholder": "Example: My ACH was stopped in [month/year] without notice. I was not informed until I received a delinquency notice from the association's attorney [weeks/months] later. The delinquency included attorney fees for the period I believed I was current." }, { "id": "ho_manager_initiated_legal", "label": "Has the manager initiated, directed, or participated in legal action against you without documented Board authorization?", - "type": "boolean", + "type": "select", "required": true, + "options": [ + { + "value": "yes", + "label": "Yes — the manager initiated or participated without documented Board authorization" + }, + { + "value": "no", + "label": "No — Board authorization was documented" + }, + { + "value": "unknown", + "label": "I do not know" + }, + { + "value": "research", + "label": "I will look into this" + } + ], "diagnostic_flag": true, - "flag_condition": true, + "flag_condition": "yes", "flag_label": "Manager initiated or participated in legal action — authorization question", - "flag_note": "Legal action against a homeowner must be authorized by the Board. A manager who initiates, directs, or coordinates legal action without documented Board authorization is acting outside their contract scope." + "flag_note": "Legal action against a homeowner must be authorized by the Board by written resolution or meeting minutes — not a verbal direction. A manager who initiates, directs, or coordinates legal action without that written record is acting outside their contract scope." }, { "id": "ho_selfdealing_suspected", - "label": "Do you have reason to believe the management company is affiliated with the association's law firm, or that board members have a financial relationship with the management company?", - "type": "boolean", + "label": "Do you hold or know of any written document — a shared address, a common entity filing, a referral letter — that connects the management company to the association's law firm or to a board member's financial interest?", + "type": "select", "required": true, + "options": [ + { + "value": "yes_document", + "label": "Yes — I hold a document showing the connection" + }, + { + "value": "yes_observed", + "label": "Yes — I have observed a connection but have no document" + }, + { + "value": "no", + "label": "No" + }, + { + "value": "research", + "label": "I will look into this" + } + ], "diagnostic_flag": true, - "flag_condition": true, + "flag_condition": [ + "yes_document", + "yes_observed" + ], "flag_label": "Self-dealing loop suspected — management company and legal counsel affiliation", "flag_note": "An affiliation between the management company and the association's law firm creates a conflict of interest that affects every financial and legal decision the association makes. This is the most structurally significant condition in VS-03." }, @@ -130,7 +323,13 @@ "label": "Describe the basis for your suspicion.", "type": "textarea", "required": false, - "depends_on": { "field": "ho_selfdealing_suspected", "value": true }, + "depends_on": { + "field": "ho_selfdealing_suspected", + "value": [ + "yes_document", + "yes_observed" + ] + }, "placeholder": "Example: The management company and the association's law firm share an address. The law firm was retained without a board vote. The same attorney has represented multiple associations managed by the same company." }, { @@ -142,7 +341,6 @@ } ] }, - "professional": { "label": "Professional Record", "access_state": "professional", @@ -154,16 +352,42 @@ "type": "select", "required": true, "options": [ - { "value": "active", "label": "Active and current" }, - { "value": "expired", "label": "Expired" }, - { "value": "suspended", "label": "Suspended" }, - { "value": "revoked", "label": "Revoked" }, - { "value": "not_found", "label": "No license found under this name" }, - { "value": "self_managed", "label": "Self-managed — no manager to verify" }, - { "value": "not_verified", "label": "Not yet verified" } + { + "value": "active", + "label": "Active and current" + }, + { + "value": "expired", + "label": "Expired" + }, + { + "value": "suspended", + "label": "Suspended" + }, + { + "value": "revoked", + "label": "Revoked" + }, + { + "value": "not_found", + "label": "No license found under this name" + }, + { + "value": "self_managed", + "label": "Self-managed — no manager to verify" + }, + { + "value": "not_verified", + "label": "Not yet verified" + } ], "diagnostic_flag": true, - "flag_condition": ["expired", "suspended", "revoked", "not_found"], + "flag_condition": [ + "expired", + "suspended", + "revoked", + "not_found" + ], "flag_label": "IDFPR license not active — manager operates without required licensure" }, { @@ -171,7 +395,10 @@ "label": "IDFPR license number", "type": "text", "required": false, - "depends_on": { "field": "pro_idfpr_verified", "value": "active" }, + "depends_on": { + "field": "pro_idfpr_verified", + "value": "active" + }, "placeholder": "e.g. 041.000001" }, { @@ -179,7 +406,10 @@ "label": "IDFPR license expiration date", "type": "date", "required": false, - "depends_on": { "field": "pro_idfpr_verified", "value": "active" } + "depends_on": { + "field": "pro_idfpr_verified", + "value": "active" + } }, { "id": "pro_cai_certified", @@ -187,11 +417,26 @@ "type": "select", "required": true, "options": [ - { "value": "pcam", "label": "PCAM — Professional Community Association Manager" }, - { "value": "ams", "label": "AMS — Association Management Specialist" }, - { "value": "cmca", "label": "CMCA — Certified Manager of Community Associations" }, - { "value": "none_verified", "label": "No CAI certification found" }, - { "value": "not_verified", "label": "Not yet verified" } + { + "value": "pcam", + "label": "PCAM — Professional Community Association Manager" + }, + { + "value": "ams", + "label": "AMS — Association Management Specialist" + }, + { + "value": "cmca", + "label": "CMCA — Certified Manager of Community Associations" + }, + { + "value": "none_verified", + "label": "No CAI certification found" + }, + { + "value": "not_verified", + "label": "Not yet verified" + } ] }, { @@ -213,6 +458,34 @@ "flag_condition": true, "flag_label": "Single entity controls operations and finances — confirmed" }, + { + "id": "pro_financial_manager_certified", + "label": "Is the entity handling financial management independently certified for that role — e.g., CPA, licensed accountant, or separately licensed financial manager?", + "type": "select", + "required": true, + "options": [ + { + "value": "yes_cpa", + "label": "Yes — CPA or licensed accountant" + }, + { + "value": "yes_other", + "label": "Yes — other verifiable certification" + }, + { + "value": "no", + "label": "No — no independent certification for financial role" + }, + { + "value": "not_verified", + "label": "Not yet verified" + } + ], + "diagnostic_flag": true, + "flag_condition": "no", + "flag_label": "Financial manager not independently certified — statutory gap confirmed", + "flag_note": "Illinois law creates no certification requirement for the financial manager role and no requirement that it be held by a separate entity. This gap is not an oversight — it is a known structural feature. Document it explicitly." + }, { "id": "pro_contract_scope_reviewed", "label": "Has the management contract been reviewed?", @@ -224,7 +497,10 @@ "label": "Does the evidence indicate the manager has acted outside the scope of the management contract?", "type": "boolean", "required": false, - "depends_on": { "field": "pro_contract_scope_reviewed", "value": true }, + "depends_on": { + "field": "pro_contract_scope_reviewed", + "value": true + }, "diagnostic_flag": true, "flag_condition": true, "flag_label": "Manager acting outside contract scope — confirmed" @@ -235,13 +511,28 @@ "type": "select", "required": true, "options": [ - { "value": "confirmed", "label": "Confirmed — shared ownership, personnel, or address" }, - { "value": "probable", "label": "Probable — referral pattern or consistent co-appearance across associations" }, - { "value": "not_found", "label": "No affiliation found" }, - { "value": "not_verified", "label": "Not yet verified" } + { + "value": "confirmed", + "label": "Confirmed — shared ownership, personnel, or address" + }, + { + "value": "probable", + "label": "Probable — referral pattern or consistent co-appearance across associations" + }, + { + "value": "not_found", + "label": "No affiliation found" + }, + { + "value": "not_verified", + "label": "Not yet verified" + } ], "diagnostic_flag": true, - "flag_condition": ["confirmed", "probable"], + "flag_condition": [ + "confirmed", + "probable" + ], "flag_label": "Management company and legal counsel affiliation — self-dealing loop present or probable" }, { @@ -249,7 +540,13 @@ "label": "Describe the basis for the affiliation finding.", "type": "textarea", "required": false, - "depends_on": { "field": "pro_selfdealing_verified", "value": ["confirmed", "probable"] }, + "depends_on": { + "field": "pro_selfdealing_verified", + "value": [ + "confirmed", + "probable" + ] + }, "placeholder": "Cite the specific evidence — shared address, common ownership, concurrent representation across multiple associations, or other verifiable indicators." }, { @@ -258,10 +555,22 @@ "type": "select", "required": true, "options": [ - { "value": "confirmed", "label": "Confirmed — homeowner record is accurate" }, - { "value": "upgraded", "label": "Upgraded — condition is more significant than homeowner record indicates" }, - { "value": "downgraded", "label": "Downgraded — condition is less significant than homeowner record indicates" }, - { "value": "insufficient", "label": "Insufficient information — further verification required" } + { + "value": "confirmed", + "label": "Confirmed — homeowner record is accurate" + }, + { + "value": "upgraded", + "label": "Upgraded — condition is more significant than homeowner record indicates" + }, + { + "value": "downgraded", + "label": "Downgraded — condition is less significant than homeowner record indicates" + }, + { + "value": "insufficient", + "label": "Insufficient information — further verification required" + } ] }, { @@ -273,7 +582,6 @@ } ] }, - "public_record": { "label": "Public Record", "access_state": "operator", @@ -286,12 +594,34 @@ "type": "select", "required": true, "options": [ - { "value": "certification_required", "label": "Manager certification requirement" }, - { "value": "scope_exceeded", "label": "Manager acting outside contract scope" }, - { "value": "ach_obstruction", "label": "ACH or payment obstruction" }, - { "value": "selfdealing", "label": "Self-dealing — management and legal counsel affiliation" }, - { "value": "unauthorized_legal", "label": "Unauthorized legal action by manager" }, - { "value": "other", "label": "Other — describe in summary" } + { + "value": "certification_required", + "label": "Manager certification requirement" + }, + { + "value": "scope_exceeded", + "label": "Manager acting outside contract scope" + }, + { + "value": "ach_obstruction", + "label": "ACH or payment obstruction" + }, + { + "value": "selfdealing", + "label": "Self-dealing — management and legal counsel affiliation" + }, + { + "value": "unauthorized_legal", + "label": "Unauthorized legal action by manager" + }, + { + "value": "financial_manager_gap", + "label": "Financial manager certification gap" + }, + { + "value": "other", + "label": "Other — describe in summary" + } ] }, { @@ -324,7 +654,6 @@ ] } }, - "spool": { "contract_version": "1.0", "addon": "vs01", @@ -336,6 +665,6 @@ "standing", "fields" ], - "notes": "The self-dealing loop flag — pro_selfdealing_verified with value confirmed or probable — should be surfaced prominently in the operator's TMP review interface. It is the highest-significance finding in this VS and affects the diagnostic weight of DSC-01, DSC-06, and DSC-08 simultaneously." + "notes": "The self-dealing loop flag — pro_selfdealing_verified with value confirmed or probable — should be surfaced prominently in the operator's TMP review interface. The financial manager certification gap (ho_financial_manager_identity = same_entity, pro_financial_manager_certified = no) is a new structural finding added in the first-pass review — it is the most significant statutory gap in VS-03." } -} +} \ No newline at end of file