- 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.
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.
- 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.