Facilities Management
- Enforcement of covenants
- Inspection for covenant violations (bi-weekly Jan – Dec). This can be conducted jointly with members of the Board or Architectural Control Committee
- Advise and coordinate the property maintenance of common areas with the Board of Directors
- Negotiate, facilitate and supervise contracts and services, including but not limited to landscape, trash collection, insurance and website contracts
Administration
- Arrange and schedule places, dates, and times of meetings
- Attend Board meetings and provide association manager’s report and Board packet
- Prepare and attend up to four (4) meetings per year and provide association manager’s report
- Prepare and mail notices, proxies, ballots and agendas
- Maintain current property files and records
- Hire, pay, supervise, and discharge personnel
- Newsletter (optional) – $95 per issue (dependent on size and quality features as determined by the Board)
- Duplicate and mail newsletters and general mailings. If newsletter preparation is required, additional cost may apply
- Prepare and mail new owner packets
- Communicate on behalf of the HOA by phone, mail or email. Process complaints and inquiries including but not limited to architectural approval, covenant violations, homeowner accounts and other general information
Fiscal Management
- Maintain checking account for operations
- Receive, review all payables and prepare for payment as authorized by the Board
- Receive, review and deposit all receivables
- Post all income and disbursements to journals, and post to ledgers each month
- Prepare monthly statement of income and expense
- Prepare monthly statement of delinquencies
- Prepare monthly bank reconciliations and summaries
- Assist in preparation of annual operating and reserve budgets for ratification and/or approval
- Invoice property owners as requested by the Board
- Assist in audit and tax preparation with Board-approved accountant
- Send late notice after due date to each delinquent property owner per association’s collection policy. Arrange payment plans when requested and approved by the Board
- Necessitate collection activity per association’s collection policy. Consult with association counsel regarding collections
- Notify the Board of need to transfer funds to/from savings
- Prepare and send Assessment Statement and Status Statements upon transfer of ownership. There is a fee for this service billable to the closing transaction agent.
