Planning Services

  • Perform an initial inspection at community.
  • Develop an annual management plan to include preventive and seasonal maintenance and financial planning.

Annual Meeting

  • Prepare and mail notices, proxies, ballots and agendas in accordance with the requirements of the Governing Documents
  • Attend one Annual Meeting per year and take minutes, if requested.

Board Meetings

  • Arrange for and schedule location, date, and time for meetings as called by the Board.
  • Prepare an agenda (if not prepared by Board President) of all items scheduled to be brought before the Board and email to the Board one week prior to the meeting.
  • Provide necessary reference material at Board meetings, in electronic format where appropriate.  These may include the Association minutes, rules and regulations, past agendas, past financial statements, etc.
  • Provide the following reports in electronic format for each Board Member in advance of the meeting when available:
    • Financial statement showing previous month and year-to-date expenditures, and variances from budget plan.
    • Accounts in arrears with notes regarding action being taken for recovery.
    • Disbursement report for previous month.
    • Copies of proposed contracts needing Board approval.
  • Attend up to four Board meetings each year.  If requested, prepare minutes in electronic format for Board review and approval.

Operations

  • Oversee the performance of common area maintenance work.
    • Obtain bids when repairs are above an agreed limit set by the Board, or as appropriate and practical.
    • In case of emergency, proceed with repairs immediately.
    • Monitor common area repairs for compliance with instructions/contract.  Some contracted work may require inspection by specialist.
  • Maintain a current inventory of Association property.
  • Perform regular site visits at the Association to determine potential problems and recommend necessary corrective action.
  • Obtain contracts for necessary services, for Board approval.
  • Develop and implement preventive, corrective, and seasonal maintenance.
  • Prepare annual budget proposal for Board review.

General Office Services

  • Prepare and mail all Association correspondence, electronically where possible.
  • Maintain the following files, electronically where possible:
    • Copies of correspondence to and from homeowners, contractors, etc.
    • Meeting minutes
    • Rules and Regulations
    • Contracts executed by the Association
    • All financial records of the Association
    • Other files as necessary.
  • Research and maintain all data related to transfers of ownership and voting rights.
  • Expenses associated with duplication and paper mailing will be paid by the Association.

Financial Services

  • Establish and maintain books of accounts electronically.
  • Establish bank accounts at financial institutions in a manner to indicate the custodial nature thereof.
  • Make timely deposits of Association funds and pay all authorized expenditures.
  • Establish individual accounts receivable for the posting of maintenance fees received from owners, within our computer system.
  • Assist Accountants appointed by Board in performance of Financial Reviews.
  • Prepare and file all local, state, and federal tax returns in coordination with the Association's accountant.
  • Pursue the collection of delinquent fees according to the policies and procedures established by the Board of Directors.
  • Prepare monthly computerized financial reports for the Board of Directors.

Legal Services

  • Maintain liaison with law firm(s), in order to insure prompt filing of liens and suits. The Association will be billed by the attorney for such services.
  • Advise the Board when legal advice is indicated; recommend competent counsel; assist in pursuit of all required legal actions.

Insurance Services

  • Prepare insurance bid specifications; solicit bids; submit to Board of Directors for their review and decision.
  • Review, screen, and process Association insurance claims. Administration of individual claims may be subject to additional charge, depending upon complexity and scale of claim.