Scope of Services
- Planning Services
- Perform a monthly inspection of all association property.
- Develop a management plan for the operation of the Association which will include preventive and seasonal maintenance, financial planning, and other on-going responsibilities.
- Annual Meeting
- Prepare and mail notices, proxies, ballots and agendas in accordance with the requirements of the By-Laws.
- Attend one (1) annual meeting per year as scheduled in the Bylaws
- Assist the Board in presentation of the management plan to the homeowners.
- Meetings
- Arrange for and schedule location, date, and time for quarterly meetings and additional meetings as called by the Board.
- Prepare an agenda of all items scheduled to be brought before the Board and email to the Board the prior to the meeting.
- Provide electronically, for each Board Member in advance of the meeting, the following reports:
- Comparison Report showing previous quarter and year-to-date expenditures and variances from budget.
- Disbursements for previous quarter reports; P&L, Balance Sheet.
- Attend Board meetings as agreed; prepare and distribute all documents.
- Operations
- Execute contracts for and oversee the performance of all maintenance work.
- Obtain bids when repairs are above the agreed limit set by the Board, or as appropriate or practical.
- In case of emergency, proceed with repairs immediately.
- Inspect all repairs to be sure they are satisfactory before disbursing Association funds. Some contracted work may require separate inspection by specialist.
- Perform frequent inspections of the Association common area property to determine potential problems and recommend necessary corrective action.
- Obtain contracts for necessary services, for Board approval.
- Develop and implement preventive, corrective, and seasonal maintenance.
- Prepare annual budget proposal for Board review and approval.
- Manage the Association amenities, including overseeing the operation and maintenance thereof.
- General Office Services
- Prepare and mail all Association correspondence, electronically preferred.
- Maintain the following files, including electronically:
- Copies of correspondence to and from homeowners, contractors, etc.
- Meeting minutes.
- All Rules and Regulations.
- Contracts executed on behalf of the Association.
- All financial records of the Association.
- Other files as necessary.
- Research and maintain all data related to transfers of ownership.
- Expenses associated with duplication and USPS mailing will be paid by the Association.
- Financial:
- Financial statement showing year-to-date expenditures and variances in comparison report with the budget.
- Provide electronically each quarter the following reports for each Board member.
- Establish and maintain books of accounts.
- Establish bank accounts at financial institutions with monthly reconciliation and creating reports.
- Make timely deposits of Association funds and pay all authorized expenditures.
- Establish accounts receivable for the posting of annual dues, finance charges and fines for violations for each property.
- Assist Accountants appointed by Board in performance of Financial Reviews.
- Coordinate with the Association’s accountant to Prepare and file all state, and federal tax returns.
- Legal Services
- Maintain a cooperation with the law firm of Hoelscher, Lipsey, Elmore, Poole & Turnbill, P.C. to insure prompt filing of liens. The Association will be billed by the Attorney for such services. These legal fees will be billed to property owner.
- Advise the Board when legal advice is indicated; recommend competent counsel, assist in pursuit of all required legal actions.
- Insurance Services
- Solicit bids; evaluate bids for Association Insurance policies for Property Insurance of Association Property, Liability Policy for common areas and D&O Policy for the Board of Directors and management office.
- Review, screen, and process any insurance claims.