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SERVICES PROVIDED
Administrative:
Organize annual and special meetings of Owners and the Board of Directors including proper notices, agenda, proxies and minutes of the meetings. Control meetings with proper application of Robert’s Rules of Order.
Guide and assist Board Members in the performance of their duties.
Guide and assist the Association in the development of policies and procedures.
Maintain the records of the Association including the official recorded documents, policies, rules and regulations, agreements, minutes, contracts and owners roster.
Attend to all necessary correspondence on behalf of the Association.
Resolve individual owner requests/concerns as they pertain to the administration of the Association, its common elements and Rules and Regulations.
Administer the Association’s Insurance portfolio including the filing of claims.
Financial Services:
Assist the Association Board in the preparation of an annual budget. Prepare full accounting of reserves and reconcile to reserve schedule.
Account for assessments and all other charges to owners through automatic debit service or by checks.
Notify owners of any delinquency and strictly enforce the collection process including suspension of amenity use and voting rights.
Maintain and reconcile checking, savings and reserve accounts in the name of the Association.
Make all disbursements from assessments collected for normal recurring expenses as provided in the budget and approved by the Association.
Furnish monthly and year end financial reports and explain any significant variances between actual and budgeted.
Assist in the annual audit of the Association books.
Regularly review expenses, contracts, utilities, insurance and look for ways to save money for the owners without sacrificing quality of services received.
Physical Property Services:
Conduct regular inspections of the property to identify owners not in compliance with covenants, rules and landscaping standards, if applicable. Take action.
As directed by the Association, authorize and facilitate those activities necessary to maintain the property.
Coordinate the activities of employees required for the operation and maintenance of the property.
On behalf of the Association, negotiate contracts for pool maintenance, landscaping, trash removal, and other services as necessary.
Management Services:
Develop a job description for each position. Oversee the staff and ensure they are meeting their job objectives.
Conduct regular staff meetings to ensure that personnel are working together harmoniously in the best interests of the membership.
Conduct periodic performance evaluations of staff and make recommendations to the Board regarding staff raises, changes, hiring or firing.
Code Enforcement:
Issue notices of violations of association rules and regulations.
Review and recommend changes as needed to security procedures, if applicable.
Visit the neighborhood or condominium regularly to inspect for issues that need attention and maintenance and follow up with letters to the respective owners, if applicable.
Suspend owners’ usage of amenities and voting rights after 90 days delinquency, if applicable.
Architectural Review Board:
Assist Association Board with the Architectural Review Board, if applicable.
Website:
Provide website for owners to receive current information, newsletters about community and email address for owners to send emails.
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