SERVICES:
This proposal covers most duties and responsibilities of Association Management, but is not limited to the items on this list. If you have specific needs or special services included, please include these items in your request for a proposal.
FINANCIAL MANAGEMENT SERVICES
Financial Management
Owner Assessments
- Secure a contract to prepare & send coupon books to all Owners
- Administer & track timely collection of assessments
- Deposit funds in Association accounts in a timely manner
- Send late notices to Owners as required per documents
- Report delinquent accounts to the Board of Directors
- Establish collection letter schedule based on Collection
Resolution currently in place
- File referrals to the Association’s Attorney for collection
- Document correspondence & actions regarding collections
- Report status to Board in a monthly Management Report
Administration
- Manage payables for all current Association contracts & vendors
- Provide timely payment & accurate posting of the Association expenses
- Secure proposals for Insurance Policies, Pool Services, Reserve Study,
Audits, Lawn Care, Coupon Books, required preventative and routine
maintenance items and others as needed
- Generate contracts for the protection of the Association for work to be
performed by outside vendors via proposals accepted by the Board
- Create Newsletters to inform Owners and Residents of Board Activities
and other pertinent items and information concerning the
Association using Board provided articles
- Provide after-hours emergency support as required
Financial Reporting
Provide Board with financial reports including but not limited to:
- Balance Sheet
- Income Statement
- General Ledger
- Accounts Payable Detail
- Summary of Budget vs. Actual
- Aged Owner Report (Delinquent Payments)
- Bank and Certificate of Deposit Statement Reconciliations
Prepare Annual Budget
- Assist Board in preparation of the Annual Budget using
comparatives, history, and the Board’s plans for projects in the
upcoming year to create a budget and assessment recommendation
- Proposed Budget will be provided as required by the Association
Audit and taxes
- Assist Association’s Accountant in performing audits & tax returns
- Insure the Board’s direction on Association investments are carried
out in a timely manner
FULL SERVICE MANAGEMENT
Meeting Coordination & Attendance
Board Meetings
- Attend Board Meetings as required
- Ensure proper notice of meetings to membership
- Assist President or Board Liaison in preparing an Agenda
- Prepare & distribute Board Packets as required by the Board
- Present Management Report
- Conduct necessary follow-up on meeting action items
Annual & Special Owners Meetings
- Attend Annual & Special Meetings as required
- Prepare & mail Meeting notification letters & proxies
- Collect and tally proxies received
- Carryout sign-in procedures
- Verify meeting quorum per governing documents
- Assist in voting procedures & tally votes
Architectural Review Administration
Process and track ARB applications
- Receive & Log all ARB requests (Date stamp)
- Review application for completeness
- Review application for compliance
- Submit application with management summary to ARB Committee
- Track ARB to ensure response within time requirement
- Send follow up written communication with decision within the required
number of days as established by the Board or Governing Documents
- Track progress of project with inspections to ensure compliance to
the approved application
- Communicate to ARB Committee & Board when project is closed out
Newsletters Preparation and Contribution
Preparation & Contribution
On a Monthly/Quarterly basis:
- Coordinate articles received from contributors
- Send newsletter draft to identified members for “proof reading”
- Coordinate printing and distribution
Record Keeping
Maintain all official Association Records including:
- Meeting Minutes
- Financial Reports
- Contracts & Agreements
- Homeowner Correspondence (filed by unit/lot)
- Current Owner Listing & contact information
- Owner collection & violation notifications
- Collection referrals & subsequent attorney communication
Communication
Prepare & distribute association correspondence including:
- Meeting & Legal Notices
- Correspondence with Owners
- Violation Notices
- Newsletters
- HOA Binders with all governing documents as requested
Communication with Board & Owners
- Maintain phone number & respond to inquiries within 1 business day
- Communicate with Board on a regular basis:
- Incidents/issues pertaining to the Association
- Changes in State or Local Association Laws or requirements
- Provide copies of all owner correspondence
Site Management
Inspect homes for rules/covenant violations
- Inspections for rules enforcement and maintenance issues
- Violations recorded, corrective actions recommended, and followed
through to resolution based on procedures established by the
Association. Inspections performed semi-monthly
- Monitor Homes for Sale; ensure violations and delinquencies are
identified in the required Re-Sale Packet
- Maintain records of homes being leased/rented
Inspect common grounds for maintenance needs
- Monitor Common Areas for maintenance issues
- Recommend corrective actions as needed
- Carryout Board decisions to correct outstanding issues
- Report grounds status to the Board monthly
Provide Contractor supervision & review
- Obtain estimates for Association maintenance items
- Negotiate best prices & present estimates for review by the Board
- Perfect contracts between the Association and the Vendor
- Oversee and manage all contractors
- Inspect all work prior to payment being issued
- Maintain accurate records of all contracts and payments
- Seek approval of the Board for changes in the scope of work or costs
- Issues are documented and reported to the Board on a timely basis along with a recommended course for corrective action
Lockbox and Bank Options
Bank with SmartStreet a subsidiary of Union Bank which provides bank
accounts for Operating, Operating Reserve and Replacement Reserve accounts or Certificates of Deposit. An online capability for paying monthly or quarterly assessments is provided. When payments are received by 4 PM, they are processed the same day. If the Owner prefers to send checks, they may do so using a coupon/envelope provided. These payments are processed and sent via lockbox to the Management Company for an automatic application to the Owners accounts. This is a free service when paid by a physical check, electronic funds transfer or a deduction from a bank account. There is a service charge paid to the bank when paying by credit card. There are currently no monthly bank fees, no lockbox fees, no return check fees or stop payment fees.
Copies of checks are stored online to assist in garnishments when attorney referrals are required.
Training
Provide training to new Board members as needed.
