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HOA Management
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Homeowner Association and Condo management is the latest area that we have expanded into. Listed below are the services we provide as part of our Standard HOA Management Agreement with our clients.  Our goal is to meet or exceed the expectations of our clients without charging an arm and a leg. 

 

On-site Management of Grounds

  • Landscaping, Amenities, and Common Areas:
    • Solicit bids and make arrangements for maintenance activities as shall be deemed necessary by the Board of Directors.
    • Manage and oversee all vendors associated with community.
    • Coordinate entire process of handling small maintenance issues in the community
    • Prepare bid specifications for larger jobs and oversee bid process
    • Review workmanship/performance of Association vendors/contractors and assure compliance is being achieved per the specifications in their contract.
    • Prescribe long-range maintenance programs and provide input to the Board as to alternative programs for solution to specific problems.
  • Conduct routine site inspections of the community for the purpose of identifying covenants, conditions and restrictions (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 andperformance.
  • Deed Restriction Enforcement - Visit property as necessary as may be required to meet with homeowners or vendors and to make determinations about the physical state of the property.
  • Assist in development and enforcement of property covenants, conditions and restrictions (CCR)'s.
  • Respond to homeowner and external inquiries during normal business hours via telephone, mail, and/or email in a timely manner.
  • Respond to emergency requests 24 x 7 by telephone.

Administrative

  • Record Keeping:
    • Perform administrative record keeping.
    • Maintain communication and correspondence with property owners
    • Maintain current files pertinent to the Association and the owners. Store archived files and records as directed by the Board of Directors.
  • Meetings and Proxies
    • Attend all scheduled meetings of the Board of Directors or Homeowners per contract.
    • Prepare, send, and inventory proxies and votes as directed by the Board of Directors.
  • Review and assist with the placement of insurance. At the direction of the Board, obtain premium quotations for such insurance as shall be deemed necessary.
  • Research property improvement programs for discussion with property owners and/or Board of Directors.
  • Legal Filings:
    • Provide input to the Board as to changes in State and Federal HOA Laws or rules.
    • Secure, on behalf of the Association, all necessary permits for operation of association facilities.
  • Consultations:
    • Assist the Board of Directors in dealing with the Homeowner's affairs and provide input as to prudent courses of action.
  • Act as agent for the Board of Directors in carrying out each program it deems necessary regarding the common activity of the Association.
  • On behalf of the Association, and at their direction, attempt to secure compliance with the Association's covenants, conditions and restrictions (CCR) by all owners, guests and lessees.

 Financial Management / Accounting
  • Preparation of monthly financial statements, including:
    • Balance Sheet
    • Income Statement
    • Income Statement Budget Variance
    • Detailed Check Register
    • Delinquent Accounts Receivable
  • Assist in opening and maintaining bank accounts as directed by the Board of Directors.
    • Perform ongoing budget analysis and continually monitor cost trends in the area to avail the Association of the most economical operational practices.
    • Maintain a computerized corporate ledger which includes all receipt and disbursement information.
    • Review billing for accuracy in costs and goods received, making out checks for approved invoices.
    • Maintain a check register and payable journal while performing regular bank reconciliations.
    • Prepare and submit to the Board, a proposed annual budget and assist in the preparation and dissemination of the final budget.
  • Dues and Assessments:
    • Maintain account ledgers and history for each homeowner.
    • If required by the Board, secure the printing and mailing of billing coupons / statements to all unit owners.
    • Generate and mail out the correspondence necessary to bring delinquent accounts up to date and if unsuccessful in collecting, recommend the appropriate legal action / lien filing.
  • Taxes and Audits
    • Review and maintain copies of annual financial statements.
    • Assist and cooperate with any outside auditing firm that may be retained by the Association.
    • Provide such information necessary for a third party to process, prepare and file annual income taxes.