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HOA

Mission Statement

  • To set industry standards in competence and confidence through experience and knowledge.
  • To bridge gaps in communication and information with owners and the HOA.

Management Service Details

The following is a list of only some of the services we provide to our clients on a daily basis:

  • Accounts Receivable and Collections
  • Issue monthly assessment statements to all owners, listing recent transactions and total outstanding balance.
  • Accept and process all payments from owners, either via check, money order or electronic debit (ACH).Revenue is deposited into Association’s operating account on a daily basis.
  • Track revenue on a daily basis, follow-up on delinquent owners, assess late fees to delinquent owners.
  • Advise Treasurer when it is appropriate to place a lien against delinquent owners, and upon Board approval, will process a lien in accordance with the code.
  • Answer all calls, letters and emails from owners in regards to their account.“Account History” printout available upon owner’s request.

Accounts Payable

  • Accept, review and process all invoices
  • Checks are processed weekly and sent to the Treasure with a copy of each invoice and a check register which details all checks process during the week.Pre-posted envelopes are included for mailing checks to vendors
  • Correspond with vendors regarding invoices
  • New vendors are checked for licensing and insurance requirements
  • Current vendors are periodically checked for licensing and insurance requirements

Bank Accounts

  • All accounts and funds are managed (operating, reserve, investment)
  • Association’s accounts are reconciled on a monthly basis (or in accordance with receipt of bank statements).
  • Upon request management can provide contacts with investment institutions which specialize in Association investments (CD’s, money market accounts).

Financial Reporting

  • Provide monthly financial reports to Treasurer and all Board members who request a copy.Report covers all accounts and includes Balance Sheet, Income Statement Accounts Receivable Outstanding List and Check Register, as well as additional material.
  • Provide monthly delinquency report to Treasurer and all Board members who request a copy.

Budget, Taxes, Reserve Study

  • Manager prepares and submits to the Board a proposed annual budget approximately 120 days before fiscal year end.
  • Upon approval of the Board, manager revises and mails the approved budget to all owners.
  • Coordinate annual tax preparation and financial review with the Association’s CPA
  • Process all vendor 1099 forms and submit to the IRS.

Escrow and Refinances

  • Upon request of an owner, escrows and refinances are processed from beginning to end.
  • New owners are provided with a copy of the CC&R’s, By-Laws and Rules, as well as a welcome letter.

Administrative

  • All incoming and outgoing correspondence from owners and service providers is managed.
  • At the request of the Board, notices and special mailings will be prepared and mailed to owners.
  • Hard copies of all files are maintained and stored.

Maintenance

  • All maintenance r0qeuests are processed and monitored through a work order system.
  • Routine requests are forwarded to the appropriate vendor for handling.
  • Non-routine and special requests are forwarded to the Board before proceeding
  • At the request of the board, obtain 3 bids on any project over $1,000.

Manager

  • Supervise all activities and duties listed beforehand.
  • Correspond with the Board members on a daily basis if needed.
  • Act as a liaison between the Board and all other parties.
  • Attend Board and Membership meetings at the request of the Board.
  • Perform site visits at the request of the Board, and report any findings.
  • Negotiate contracts upon request and approval of the Board.
  • Inform and copy the Board on important correspondence from owners and service providers.
  • Advise the Board of new developments in the industry and law compliance issues.
  • Prepare sample agenda for monthly meetings.
  • Coordinate with attorney on legal issues.
  • Manager is available 24 hours a day 7 days a week for maintenance emergencies.

 

Please review the three types of pricing we offer.  These packages can be changes to include or exclude any items you may want changed. Our baseline pricing is derived from the number of units your Association has, and is then adjusted to meet the needs of each specific client from the pre-proposal conversation.

Level 1 – Basic Service Plan Prompt board for annual meeting, bill & account for HOA dues, maintain all subdivision accounts receivables and payable, reconcile subdivision banking & checking accounts, provide to board monthly HOA financial statements, provide accountant with all information necessary t file corporate taxes, respond to title company inquiries within 24 hours for assessments, dues and fines, provide a secured facility to store all HOA documents for 7 years.

Level 2 – Basic Service Plus – Prompt board for annual meeting, bill & account for HOA dues, maintain all subdivision accounts receivables and payable, reconcile subdivision banking & checking accounts, provide to board monthly HOA financial statements, provide accountant with all information necessary t file corporate taxes, respond to title company inquiries within 24 hours for assessments, dues and fines, provide a secured facility to store all HOA documents for 7 years, advice HOA board through the amendment process to governing HOA documents, print and provide previous years comparison for annual budget, retain and archive all documentation of the affairs of the association and the board, maintain register of owners, officer and directors, maintain subcontractor records for insurance certification, licenses (as provided), maintain knowledge of general HOA government documents.

Level 3 – Premium Service Plan Prompt board for annual meeting, bill & account for HOA dues, maintain all subdivision accounts receivables and payable, reconcile subdivision banking & checking accounts, provide to board monthly HOA financial statements, provide accountant with all information necessary to file corporate taxes, respond to title company inquiries within 24 hours for assessments, dues and fines, provide a secured facility to store all HOA documents for 7 years, advice HOA board through the amendment process to governing HOA documents, print and provide previous years comparison for annual budget, retain and archive all documentation of the affairs of the association and the board, maintain register of owners, officer and directors, maintain subcontractor records for insurance certification, licenses (as provided), maintain knowledge of general HOA government documents, attend and help organize annual board meeting, advise in the administration of governing documents, work with the HOA board and their contractors, attain bids as requested, mail quarterly newsletters, provide 24/7 emergency service, drive by inspections (times per year designated by board), attend monthly board meetings, send out violation letters to owners, support the board to facilitate compliance if not achieved voluntarily.