Administrative |
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Respond to Board members and homeowners' requests and provide services to them. |
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Provide a 24 hour answering service for emergencies, 7 days a week. |
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Have available qualified workman to handle maintenance and repair. |
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Maintain liaison between owners and workmen/ contractors. |
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Advise Board on obtaining HOA insurance coverage at best available rates. |
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Present cost cutting ideas to Board, including energy savings methods. |
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Review contracts and contractors for optimum cost effectiveness. |
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Verify contractors are licensed, bonded, and insured. |
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Suggest preventative maintenance work |
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Recommend outside professional services such as attorneys, CPA's Architects. |
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CC & R's, By-Laws and Rules Enforcement. |
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Prepare and mail correspondence as directed by Board of Directors. |
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Prepare and mail notice, agenda, and ballots for Annual Meeting |
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Attend Annual Meeting of Association Members (optional) |
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Attend Monthly Board of Directors Meetings (optional) |
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Maintain current roster of homeowners and addresses. |
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Assist with escrow documentation |
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Financial |
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Arrange for Annual Reserve Study as required by California Statute 1365. |
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Assist Board of Directors in preparation of annual budget. |
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Establish an Assessment Collection Policy. |
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Prepare and mail monthly homeowner statements. |
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Deposit all receipts in a timely manner. |
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Provide automated debit for homeowners assessments (ACH). |
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Option to make a secure payment directly from homeowner's bank account at no charge. |
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Pay all invoices. |
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Keep income and expense records. |
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Prepare monthly financial reports. |
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Send delinquent assessment reminders and lien notices to homeowners. |
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Arrange for lien proceedings with a lien collection service for delinquent assessment. |
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Work with CPA in the preparation of tax returns and Annual Review (if necessary). |
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File unemployment insurance, workmen's compensation, insurance, disability, and Federal 1099/1096 forms. |
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Maintain Association monies in separate trust accounts in a Federally insured Bank or Savings institution. |
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Property Services |
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Conduct monthly walk through inspections. |
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Recommend capital and maintenance improvements to the Board of Directors. |
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Supervise routine maintenance such as janitorial, landscape, pool maintenance, etc. |
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Obtain bids for all required maintenance, repairs and improvements of the property. |
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Obtain 24 hour emergency for property protection. |
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Ensure contractors meet all necessary insurance and financials requirements. |
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Manage preventative maintenance projects. |
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