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I don't know any of the rules or policies of course. But, it sounds to me that this is really about basic contract law. You entered into an agreement where you would pay certain fees. These fees would get you certain services. You are getting the services and you are fully paying the fees. There is no basis for anyone to have to pay anything more or for the association to charge anymore because you have already filled your end of the agreement.
It is also double dipping from what I can gather from the facts though I don't know them all. As well, it is not fair that someone would have to pay for something twice because the recordkeeping wasn't perfect when that person wasn't even in charge of the record keeping.
I suggested as a group you simply say that you are refusing to do this. They have no right to impose new rules and procedures unilaterally specially when only they are getting the benefit and this is to your detriment.