Scope of Services
Initially
Determine needs and goals of Board.
Develop a customized management plan.
Create an ongoing maintenance plan.
Thorough review of Bylaws and CC & R’s.
Set-up of account and ledger for each homeowner.
We recommend and assist with the completion of an energy audit to ensure utilization of resources is the most beneficial to the association.
We will provide all owners an introductory letter with our contact information and availability.
We will compile a list of the local resources including utilities, parks, schools, emergency numbers and payment information for current and new homeowners.
Board
Meet with the Board of Directors in accordance with the management agreement.
Refer community related issues to the Board as necessary.
Make recommendations to help the Board solve problems.
Assist in preparing agenda, reports & proxies for annual meeting.
Availability
24-hour Emergency and Maintenance services.
Unlimited communication with owners.
24 to 48 hour response on emails and phone calls.
Low property to staff ratio to ensure staff is readily available.
Administrative
Maintain owner & property files.
Maintain permanent file of Rules, Bylaws & Declaration.
Arrange for attorney to commence collections’ process.
Stay informed of revisions in applicable laws.
Act as Agent of Record.
Submit annual reports to state agencies.
Annual insurance review.
Track and facilitate title transfers.
Promptly welcome new homeowners to the community.
Issue violation letters as necessary.
Facilitate ARC application process.
Accounting
Provide Automatic Clearing House payment option to owners.
Collect the Owners’ assessments.
Review bills for accuracy and pay bills on a timely basis.
Follow up with late & delinquent owners.
Complete monthly bank reconciliation.
Submit a draft annual budget; work with Treasurer and the Board to help finalize for final distribution.
Prepare tax return information for submission to CPA.
Assist with annual Financial Review.
By the tenth of each month, in addition to the standard financial reports, you will receive a thorough operating report narrative that summarizes the operating and reserve accounts, title transfers, ARC applications, delinquencies, on-going project status, any maintenance and/or other matters that need the Board’s attention. We are glad to have been able to develop customizable reports and spreadsheets to help your community plan for the future.
Maintenance and Landscaping
Community Managers will perform site inspections on a regular basis.
Review & track all maintenance services and work orders.
Maintain an up-to-date vendor list of reputable, licensed & bonded contractors.
Identify problems, research options & submit potential solutions to Board.
Solicit bids and submit to Board with our recommendations.
