Specific Services Condominium and Homeowner Association

Administrative Services

Board Meetings

  • attend board Meetings
  • maintain a file of historical Minutes and Resolutions
  • prepare and distribute notice of meetings, agendas, proxies, etc.

Annual Membership Meetings

  • prepare and distribute all paperwork associated with the annual meeting (notices, agenda, proxy, etc.)
  • manage all returned proxies
  • attend meeting and provide administrative support (check people in, hand out ballots, count ballots as needed)

Other Administrative Duties

  • prepare process, follow up on, and maintain records of all work orders for the Association.
  • prepare and maintain copies of all correspondence on behalf of the Association in an organized fashion
  • purge files annually, electronically store important documents
  • process incoming and outgoing mail
  • respond to all e-mail correspondence in a timely fashion
  • prepare and/or distribute newsletters (additional cost for preparation)
  • maintain homeowner information database and keep current
  • create and mail violation letter, architectural requests responses, and other correspondence to homeowners as needed
  • serve as primary contact and liaison for Board with, but not limited to: Homeowners, Association vendors, Legal counsel, Insurance agents, All parties involved in home sales (Lenders, Title companies, Homeowners, Realtors)
  • electronic Association records are backed up regularly
  • provide all rules/policy information to new homeowners
  • provide for the creation and maintenance of an Association interactive web site (additional cost if requested)
  • manage and assure all required Association insurance is in force and renewed annually

Property Services

  • conduct periodic site inspections of the community for the purpose of identifying Rules violations and checking on the performance of Association vendors. Inspections are generally focused on seasonal demands like landscape, drainage, and always include CC&Rs compliance requirements and routine follow up of vendor activity and performance
  • cc&rs and Rules enforcement – Provide assistance to Board to enforce all CC&Rs and Rules and Regulations, etc. Violation report would be included in Property Reports. Real Estate Investment Services (REIS) to note violations during on site inspections and sends letters promptly to those who are out of compliance
  • obtain bids and coordinate routine maintenance prepare bid specifications for larger jobs and oversee bid process
  • Coordinate entire process of handling small maintenance issues in the community
  • maintenance calls come to our office. Work orders are issued to the proper vendor depending upon the nature of the work
    manage and oversee all vendors associated with your community

Financial/Accounting Services

prepare and distribute billing statements to Homeowners

Collect and deposit all payments

manage collection of delinquent accounts for up to 90 days past due. Including sending past due notices

coordinate with Collection Experts when accounts are delinquent more than ninety (90) days

ensure Association Collection Policy is up to date and in line with Federal, State, and local laws

distribute Collection Policy to membership as required by law

reconcile bank statements monthly

prepare financial statements monthly on a cash basis, including general ledger, income statement, and balance sheet. Also includes detailed budget comparison, bank statements and reconciliations, check registers and delinquency report

Annual Financial Review

  • coordinate tax return preparation and audit with Association’s CPA
  • ensure Corporation Filing and annual Statement of Information is filed with the Secretary of State on an annual basis
  • close out fiscal year and update system with new budget annually
  • assist Board with preparing annual budget for coming year
  • contract with a professional Reserve Study preparer as required by law. Review the Reserve Study annually to assist board with a plan for upcoming projects
  • execute any CD investments, renewals, or transfers as directed by the Board
  • update vendor files annually. Reconcile, generate, and mail annual 1099’s to required vendors
  • provide current account balance to escrow companies during sale of homes in community

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