Planning Services

Annual Meetings

Board Meetings

Operations

General Office Services

Financial Services

Legal Services

Insurance Services

• Perform an initial inspection at community.

• Develop an annual management plan to include preventive and seasonal maintenance and financial planning.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.