Administration
Communication
Maintenance

Accounting
Collections
Receivables

        

   Administration

• Association records available for inspection during business hours.
• All personnel programs supervised to meet State requirements.
• Agent attends board and membership meetings.
• The Board Meeting Package is provided 5 days prior to the meetings.
• Minutes taken and transcribed at no additional fee.
• Board is kept apprised of new legislation and pertinent existing laws.
• Governing documents reviewed and analyzed.
• Master file of all Association records maintained.
• Membership meetings coordinated, noticed, and conducted.
• Annual Calendar of events prepared and maintained.
• Individual files established for each member.
• Rules violations enforced and violation history maintained.
• Escrow Services Department facilitates processing of certifications and demands.
• Insurance needs and requirements evaluated annually.
• New Board Member orientation.

• Telephone calls taken or promptly returned.
• Correspondence and Notices drafted and distributed.
• Agent facilitates communications between members and Association.
• Personnel available for financial and legal consultation.
• Access to special services for homeowners.
• Journal of telephone calls provided monthly.
• Open line of communication established with on site management and staff.
• Coordinate vendors and owners in performance of service requests.
• Staff available to answer accounts receivable inquiries.
• Customer Service answers routine inquires and takes maintenance requests.
• Staff Accountant available to respond to financial inquiries.
• On-line communications or service requests

 

• Comprehensive property inspections conducted.
• Proposals solicited and evaluated for Board consideration.
• Work in progress supervised as needed.
• Personnel available to meet on site with prospective vendors.
• Bidders qualified prior to bid solicitation.
• 24 hour Emergency after hours services, 7 days per week, 365 days per year.
• Guaranteed response of 15-30 minutes for all emergency calls.
• Regular supervision of all contract service vendors to ensure performance.
• Follow up on correction of performance deficiencies.
• Preventive maintenance programs developed and implemented.

 

• Complete Financial Reports provided 5 days prior to Board meetings.
• Utilities tracked for consumption and payment history.
• Budget Comparison Reports provided monthly.
• Bank Reconciliations provided monthly on all accounts.
• Full General Ledger and Trial Balance provided with monthly Financial Reports.
• Accounts Payable protocol tailored to Board requirements.
• Coordination with Treasurer for disbursements approval and check signing.
• All bank accounts maintained in Association's name only.
• Complete Reserve cash Investment portfolio management provided.
• Coordination with Certified Public Accountant for annual Audit and Tax return.
• Checks laser printed on site with proper MICR formatting.
• Complete payroll administration available.
• Detailed Reserve Studies prepared and updated.
• Budgets analyzed, projected and drafted for new fiscal year requirements.
• Statement by Domestic Corporations prepared and filed annually with Secretary of State.
• 1099 forms prepared and sent for Independent contractors.

 

• Collection Policy developed and distributed annually.
• Initial Default letters prepared and sent.
• Notice of Delinquent  Assessment (Lien) prepared and filed.
• Final Demand Letters prepared and sent.
• Ongoing Research and Development of collection procedures and methods.
• Small claims Actions filed and Hearings attended.
• Collection on Judgment pursued.
• Wage Garnishments
• Business Till Taps and Bank Account Levies performed.
• Payment plans executed and monitored.
• Comprehensive Aging report prepared monthly for Board Package.
• Detailed status of all owners on Aging provided monthly.

 

• Monthly Statement provided to all members.
• All assessments received are deposited in Association bank account daily.
• Individual Account history available to all members.
• Income Statements provided with monthly Financial Reports.
• Late fees applied in accordance with Association policy.
• Special Assessment levy and collection in accordance with Board directives.
• Penalty and Remedial Assessments levied and tracked for payment.