Services

Board of Director Meetings

• Prepare Meeting Agenda – posted in accordance with current civil code or distributed per Board direction
• Secure Meeting Location
• Prepare and Distribute Board of Director’s Agenda Package
• Provide MTD and YTD Financial Statements, Bank Statements & Reconciliations
• Meeting Attendance
• Take and Prepare Meeting Minutes
• Coordinate Guest Speakers or Professional Consultants, as requested by Board

Annual Association Meeting of Members / Election

• Prepare and Mail Board candidate solicitation
• Prepare Notice of Meeting, Agenda, Ballot, and Supporting Documentation
• Secure Meeting Location
• Solicit and / or Secure the Inspector of Election
• Coordinate Guest Speakers or Professional Consultants, as requested by Board
• Coordinate with the Inspector of Election / Counting the Ballots / Election Results and Member Notification within the allowable time frame
• Take and Prepare Minutes

Member Violations / Property Maintenance Contracts

• Violation Notices to Members, as directed by the Board or Responsible Committee
• Violation Hearing Notices to Members and Attendance at Hearing
• Coordination and Attendance at Internal Dispute Resolution Meetings with Members
• Violation Fine Assessment per hearing results and fine schedule
• Procure Vendors for Maintenance Contracts, recurring services and one-time services as needed – at Board Discretion and Approval
• Ensure all Association vendors have the proper insurance on file
• Maintain communications with vendors on all service expectations
• On-site Inspections as contracted for by the Board
• Provide after-hours on call emergency services

Fiscal Management

• Annual Payment Coupon Distribution to Members
• Process Daily Payments as reported by the Association’s Bank and on-line payment reporting
• Enforce Delinquency / Collection Policy – Track Delinquencies and work with the Association’s attorney on Intent to Lien Notices and Lien Filings
• Prepare and Mail Courtesy Delinquency Statements to members
• Monitor Payables / Approve and Pay
• Provide Financial reports to the Board of Directors
• Annual Financial Report / Tax Return Assistance with the Association’s CPA
• Annual Corporation Report Filings with the Secretary of State
• Annual Vendor 1099 Filings
• Annual Budget Preparation
• Coordination of Reserve Study Analysis with Professional Consultant
• Monitor Reserve Funds Activity
• Monthly Bank Reconciliation of all Association Bank Accounts

Board of Director / Member Communications

• Distribution of Welcome Packet to New Members and new member orientation as needed
• Receive General Correspondence and calls regarding Assessments, Maintenance, Governing Documents and general HOA business
• Prompt and Courteous Response to Directors and Member Questions
• Refer the Board to Other Professional Consultants as Needed
• Ensure compliance with applicable civil code disclosure requirements to members
• Maintain Proper Records and Files