Professional Management Services
Maintenance and Operations
Completion of cost-effective and efficient contract bidding, negotiations and administration.
Verification of insurance and bond coverage for all contractors providing services to the Association.
Implementation of a preventive maintenance program and development of an analysis of reserve for replacement needs.
Completion of field inspections and field supervision of contractors.
Identification and notification to the Board of serious non-routine maintenance needs along with proposed solutions.
Provision of 24-hour a day, seven day a week emergency telephone answering and maintenance services.
Deed Restriction Compliance
Completion of regularly scheduled community inspections for the purpose of identifying infractions of deed restrictions.
Preparation and submission of non-compliance letters to homeowners in accordance with association's policies.
Presentations of monthly deed restriction enforcement report to Board of Directors, detailing compliance issues and actions taken.
Cooperation with Architectural Control Committee in accepting, reviewing and notifying owners of approval status of applications for modifications/additions.
Communications & Neighborhood Enhancement
Provision of Board Meeting assistance, including provision of meeting room (if needed), and agenda compilation and distribution.
Provision of Annual Meeting assistance, including provision of meeting room (if needed), proper mailing of meeting announcement, assistance in securing a quorum, and agenda compilation and distribution.
Assistance in Newsletter compilation, production and distribution.
Information requests, complaints, and request for assistance documentation, resolution and follow up.
Prompt completion and processing of Resale Certificates/Statements of Account and provision of assistance to owners and real estate agents working to sell homes/lots.
Assistance in planning and implementing community social events.
Attendance of all meetings of the Board of Directors and Annual Meetings of the association membership.
Finance
Reception, recording and payment of all accounts payable.
Preparation and distribution of billing, posting, reception and depositing of accounts receivable.
Through our fully-staffed and highly trained collections department, pursuit of delinquent assessments including written communications, timely interface with the Association attorney on severely delinquent accounts, and periodic reports (optional) to the regional credit bureau.
Resolution of owner assessment inquiries.
Resolution of vendor inquiries.
Advisement and assistance of Board of Directors on assessment matters.
Maintenance of all files and records necessary to insure a good record of activities.
Annual analysis, administration and coordination of insurance coverages and purchases, subject to Board review.
Monthly reconciliation of all accounts and bank statements.
Provision of periodic (monthly, quarterly and/or annual) financial reporting including but not limited to Balance Sheets, Income and Expense Statements and Budget Variance Analyses.
Provision of assistance and cooperation in auditing.
Compilation and submission to the Board of a recommended annual budget.
Clerical
Preparation and distribution of final copies of minutes of all Board Meetings.
Maintenance of an up-to-date roster of owners and mortgagees.
Reception of all incoming telephone and mail communications.
Preparation and routing of all incoming and outgoing mail.
Maintenance of records of all contracts, warranties and other items important to the verification of services performed on the property.
