The following are provided under our Full-Service Homeowner Association Management package:
ASSESSMENTS
- Collection of assessments and depositing into financial institution of Association's choice
- Lock box service for dues collection at no additional charge.
- Auto debit program for payment of dues at no additional charge.
- Preparation of monthly delinquency report to be distributed to the Board of
- Directors and mailing of delinquency notices as needed
- Preparation of lien notices and lien filings (fees for these services are charged to the delinquent homeowner)
- Assistance with collection lawsuits if necessary, appearance at small claims court as needed (a $75.00 per hour fee is charged to delinquent homeowner)
- Preparation of monthly and annual financial reports on a cash basis
- Assistance with preparation of annual budget and reserve study analysis to be distributed to all owners
- To make all necessary monthly expenditures out of operating account and other payments as directed by the governing Board of Directors (checks are prepared for Board member signatures)
- To reconcile monthly bank statements
- To assist Association's accountant with preparation of annual tax returns and annual fiscal review
- To prepare and distribute annual W2 and/or 1099 forms as required by the federal government
- Payroll and quarterly payroll reports if applicable
- Arranging the places, dates, agendas, and times for the meetings, conference room available if needed
- Preparing and mailing notices, proxies, ballots, and agendas, and making any necessary phone calls required to communicate with Board members
- To attend meetings of the Board of Directors
- To take, record, and keep minutes thereof, and assist in the orderly transaction of Association business
- To attend one annual meeting of the membership per year and keep minutes thereof
- Preparation of all correspondence as directed by the Governing Board
- To maintain files as deemed appropriate by Governing Board
- Issuing cards and/or keys for the pool and RV areas and keeping records for same if applicable
- Preparation of quarterly newsletters to be distributed to residents
- Sending out of welcome packets to all new owners with information and rules in regard to the Association
- Completion of all escrow demands in regard to sale of units in the Association
- Provide requested information in regard to Association to lenders as needed
- Preparation of specifications
- Assist Association in procuring bids
- Arranging meetings between the Association and the insurance agent
- Supervising the Association's performance of the insurance contracts
- Assisting in the processing of insurance claims
- Obtaining Certificates of Insurance from all Association vendors naming the Association as additional insured
- Naming the Association as additional insured on the following insurance policies carried by The Management Alternative: $1,000,000 liability coverage, $100,000 employee dishonesty coverage, $1,000,000 products and completed operations coverage, and workers compensation insurance.
- Soliciting bids as directed by the governing Board
- Negotiating maintenance contracts in the name of the Association
- Supervising the Association's performance of the contracts
- Enforcing the invoices and making payments, upon prior approval of the Board of Directors, of all costs and expenses incurred in the above
- Monthly walk through of all common areas with representative from landscaping firm
- To have available to the Association qualified maintenance personnel at the cost of $40 per hour plus materials that are billed at our cost with no mark-up.
- Other duties to be included as mutually agreed upon by Board of Directors and The Management Alternative
- Rules and enforcement procedures development and implementation
- Governing documents revision projects
- Litigation support
- Personnel supervision