Our Services:
Maintanence Services:
- Develop supervise and follow up on all vendor work requests.
- Inspect the common elements and provide for maintenance according to Association standards.
- Develop and administer a preventative maintenance program with assistance from the board. establish daily, monthly and seasonal maintenance schedules.
- Develop an administer a capital repair, replacement and Improvement program with assistance from the board.
- Develop specifications where appropriate.
- Assist the board and secure and qualified contractors.
- Solicit bids for routine maintenance, capital repairs, and unforeseen repairs.
- Review bids and proposals with board members.
- Schedule work after contractor is chosen by board.
- Prepare and maintain written Work Orders for accurate histories of Maintenance and repairs.
- Work with associations attorney on preparation of contracts from major work.
- Supervise contractors chosen by the board.
- Oversea contracted services and special contracted projects for compliance with contracts.
- Inspect completed jobs for final approval and report to the board before payout of funds for repairs maintenance and special contracted services.
- Assure that all contractors and employees are properly licensed and insured.
Finance Services:
- Prepare and distribute the annual fiscal budget for the association.
- Provide liaison with association's attorney on any accounts placed in collection.
- Prepare, review, analyze, and distribute monthly Financial reports.
- mail coupons/statements for the collection of members assessments.
- collect and deposit assessments and take follow-up action on all delinquent accounts.
- Direct debit processing of due payments.
- Lockbox services available for the collection of members assessments.
- Assist CPA with annual audits, reviews, complications and taxes.
- Process and pay all expenses incurred by the Association as provided in the budget or approved by the board.
- Recommend and Acquire insurance policies as required by the association's governing documents.
- Act as liaison with the association's attorney accountant and insurance agent and Other professional advisor.
- Work with architect engineer on engineering/Reserve study.
- Work with board members on special projects.
- Negotiate maintenance and service contracts on behalf of the association.
- Handle all mailings, notices and correspondence on behalf of the association.
- Assist with preparation and distribution of letters, bulletins, and newsletters.
- Advise the board on policy considerations.
- Assist in enforcement of the Association’s governing documents.
- Maintain and provide access to all Association records.
- Provide 24 hour emergency service, 7 days a week.
- Provide responsive customer service.
- Assist homeowners regarding questions and issues.
- Maintain accounting and homeowner database.
- Issue violation notices in accordance with the Association's enforcement procedures.
- Respond to all closing requirements. Provide all Association disclosure packages on a timely basis.
- Enforce and process leasing requirements as established by the Association.
- Obtain copies of leases for any rental properties within the community.
Inspections Services:
- Make on-site or inspections and report to the board.
- Report problem areas in need of repair to the board immediately.
- Inspect the common elements and provide for maintenance according to the association standards.
- Continually renew all contractual compliance activities for satisfaction of obligations.
- Oversee Contract Services and special contracted projects for compliance with contracts.
- Inspect completed jobs for final approval and reports a board before payout of funds for repairs, maintenance and special contracted services.
Policies and Procedures Services:
- Offer advice as needed and requested by the board.
- use written forms for vendors regarding complaints from homeowners.
- advise on interpretation of Declaration with legal assistance.
- maintain a complete set of board adopted policies, rules and regulations.
Communication Services:
- Communicate with board members whenever necessary on a timely basis.
- respond to homeowners on a timely basis regarding their questions and issues.
- provide central Communication source for the board, homeowners, contractors, suppliers, tenants, and Developers agents.
- present management report to board of directors.
- attend committee meetings, as requested.
- prepare and distribute newsletters.
Rules and Regulations Services:
- assist board with preparation of rules, regulations and policies upon request.
- enforce the association's governing documents.
- prepare notices of violations. maintain complete documentation using state of the art management software.
Analysis and Transition Services:
- examine all contracts and financial information within the first 30 days.
- Check for common element problems, along with the board, within the first 60 days.
- follow up on common element problems with approval from the board.
- create and work from list of transition action items, if Association is moving from another management company.
