Day-to-Day Operations

  • Assist with coordination of board of directors meetings and HOA general meetings
  • Manager will attend 2 regular board meetings per year upon request, and will provide all necessary correspondence in the form of a Board Packet that corresponds with the ongoing issues and the agenda of the meeting.
  • Prepare and distribute Meeting Minutes for Association meetings
  • Assist the Association with establishing rules and regulations
  • Help enforce the Association’s Covenants, Conditions, And Restrictions (CC&R)
  • Assist with legal services against non-payers
  • Handle homeowner complaints and resolve conflicts
  • Schedule necessary maintenance and upkeep to maintain the property

Financials & Accounting

  • Collect all association dues, special assessments, and fees
  • Funds deposited into an operating account opened solely for your association
  • Payment of HOA bills from Association operating account (ex: utilities, vendors)
  • Enforcement of Association’s Delinquency and Collection Policy up to and including the filing of a lien (Cost of lien filing and procedures attached)
  • We maintain internal accounting for the Association
  • We provide monthly owner statements, including 24/7 online access to statements
  • We will assist the Board of Directors with preparing a budget for the upcoming fiscal year, as well as a capital expense plan and PNL projection as needed

Administrative Services

  • Record Keeping: We will maintain full corporate records including insurance, tax returns, reviews and secretary of state filings, paid bills, accounts receivable, accounts payable, cancelled checks, reserve studies, governing documents, board resolutions, and meeting minutes.
  • Escrow: Manager will provide escrow with up to date account balances for the unit being sold and will manage the transition of information regarding buyer and seller for the Association’s records (Manager will charge a transfer fee for this service), in addition manager will provide all necessary certifications and governing documents to escrow at the sole cost of the selling owner.
  • Vendors & Employees: We will oversee and direct employees and contracted vendors of the Association as directed by the Board. Manager will assist in evaluating performance and value of these employee/vendors from time to time. Manager will hire and fire as necessary.
  • Project Quotes: We will obtain quotes for contracts or special projects as needed by the Association. We advise to use only licensed, bonded, and insured vendors with proven track records.
  • Maintenance Emergencies: We will provide a call service for maintenance emergencies (Phone service fee below, cost of vendors required to service the property will be billed to Association at their respective rates).

Corporate Compliance Services (Civil & Corporate Code Enforcement Disclosures)

  • 1-60 Days Prior to the Start of Fiscal Year: We will send out our assessments and disclosure policy, delinquency and debt collection policy, late fees, and notice requirements.
  • 30-90 Days Prior to Start of Fiscal Year: We will send out a budget for the upcoming year, a copy of the HOA’s Lien and Collection policy, secondary address, right to annual report, current insurance, and other documents as needed.
  • 30-60 Days Prior to Start of Fiscal Year: Notice of increase in assessments.
  • 1-120 Days After Start of Fiscal Year: Annual financial statement
  • Annually: Right to minutes, dispute resolution, architectural procedures, and security issues.