Full-Service Property Management

Board Meetings

• Administer and attend board meetings
• Preparation of monthly management report; delivery three to five days prior to board meeting
• Monthly management report to include financial statement, balance sheet, check register, invoicing report, maintenance log report, homeowner past due/delinquency report.
• Provide recommendation and guidance
• Preparation of annual and special meeting notices, mailings, and miscellaneous notices
• Prepare annual board event calendar
• Attend 90-minute board meetings plus one annual meeting
• Publish meeting minutes

Financials

• Develop annual budget for board review and approval
• Prepare monthly board financial packet
• Execution, renewal, or transfer of CD investments
• Reconciliation of bank accounts
• Reserve tracking

Accounts Payable

• Full accounts payable system for board control of association assets
• Issue checks for vendor payments in a timely manner
• Code invoices according to associations chart of accounts for proper budget control and auditing
• Maintain check register
• Track invoices for all contractual obligations in a time fashion
• Maintain credibility of association with all suppliers
• Maintain and digitally store detailed invoice records

Accounts Receivable

• Assessment collection
• Provide various payment options to homeowners including autopay, ACH withdrawal, check processing, credit and debit card, coupon books, if needed
• Provide both electronic and non-electronic payment tools – online, mail, phone, drop box
• Initiate collection proceedings as required, including letters and late fees
• Collect special assessments
• Violation fine collection

Past Due & Collections

• Send statement of accounts to all delinquent owners
• Provide board with monthly list of all past due accounts
• Facilitate collections process with third party collections agency
• Legal liaison for liens and foreclosures at direction of the Board

Vendor Management

• Annual tax preparation for CPA of Board’s choosing, as required by association legal documents

Maintenance

• Monthly drive through of property including common area site inspections, conducted by property manager
• Vendor bidding and management
• Provide access to preferred vendors to ensure high quality of work
• Supervise and oversee all service contractors and vendors
• Provide access to 24-hour emergency service
• Annual maintenance-walk through (Spring Walk) of property with board of directors to establish maintenance project and repair list
• Provide homeowners access to submit service issues via online, email or by phone
• Project management of routine projects; major project management to be determined by the board on an as needed basis

Communications

• Letter printing of the following (all reimbursable) – paper, envelope, and postage
• Monthly statements
• Past due notifications
• Violation letters
• Welcome packets for new homeowners
• Email notifications
• Text messaging notifications to homeowners for use of time sensitive information

Resale Disclosure Documents

• Provide online access to order resale documents for sale of homes

Onboarding and Transition

• Setup of homeowner accounts, bank accounts, bill pay process, website, homeowner portals, vendor communications and setup.
• Create transition welcome packets with instructions to homeowners