Notice of meetings-prepare and distribute agendas, notices, ballots,
Schedule and attend hearings with homeowners prior to
BoardMeetings when necessary
Property Management Services
Conduct routine site inspections of the community for the purpose of identifying CCR/rule violations and checking on the performance of Association vendors. Inspections are generally focused on seasonal demands like pool, landscape, drainage, and always include CCR compliance requirements and routine follow up of vendor activity and performance.
CCR/Rule enforcement-Provide assistance to Board to enforce all rules and regulations,CCR's, etc. Violation report included in each Board package for Board review.
Bids and Routine Maintenance
Prepare bid specifications for larger jobs and oversee bid process
Coordinate entire process of handling small maintenance issues in the community
Provide for 24/7 after hours answering and emergency services.
Maintenance calls come to our office. Work orders are issued to the proper vendor depending upon the nature of the work and approval of the Board
Manage and oversee all vendors associated with your community
Review workmanship/performance of Association vendors/contractors and assure compliance is being achieved per the specifications in their contract
Coordinate preparation and execution of final contract documentation, including the verification of proper insurance, updated license status, lien releases, etc.
HOA Financial and Accounting Services
Prepare and mail all billing statements/coupon books to homeowners.
Coordinate with bank to update our systems with cash receipts on a daily basis.
Collect and deposit all payments and deposits made to our office on a daily basis.
Manage collection of delinquent accounts in our office for up to 90 days past due.
Includes sending past due letters out.
Will work with the Board and Association to customize a collection policy that fits their needs.
Distribute Collection Policy to membership as required by law on an annual basis.
Review and approve all invoices submitted for payment.
Prepare all checks for review and signature by Board of Directors.
Reconcile bank statements monthly.
Prepare financials statements on a monthly including general ledger, income statement, and balance sheet. Also includes detailed budget versus actual for income and expenses, all bank statements and reconciliations, cash disbursement journals, balances by homeowners, and collection reports from ASAP Collections on each homeowner in collections.
Obtain letters of engagement from CPA, distribute to the Board for signature, and return to CPA.
Coordinate tax return preparation with CPA.
Close out fiscal year and update system with new budget annually.
Execute any CD investments, renewals, or transfers as directed by the Board.
Update vendor files annually. Reconcile, generate, and mail annual 1099's to required vendors.
Answer homeowner and vendor inquiries regarding dues and receivables daily. Provide account recaps as needed.
Provide current account balance to title companies during sale of homes in community.