HOA Services

Specializing in Condo & Townhome Communities

  • Homeowner Relations

    • Receive, log and process all communications from/to Homeowners (voice, fax, letter, email, etc.)

    • Ensure all Homeowner calls are responded to in a timely manner

    • Ensure all communications are routed to the appropriate responder

    • Setup, maintain and report status to the Board Homeowners communication logs and resolutions

    • Notify Association Welcome Committee when there are new homeowners, or welcome them directly as their HOA management company, prepare welcome packet accordingly

    • Distribute newsletter to Homeowners

    • Maintain, change and disseminate gate security codes (entry, tennis courts and pool)

    • Purchase, resell and program remotes for entry gates

    • Prepare Association agendas for monthly (TBD) Association board meetings, if requested

    • Prepare material for annual Homeowners meeting (including Association agendas, minutes, notifications to Homeowners, presentation material, etc.)

    • Recommend and coordinate space and presentation equipment for annual Homeowner meetings

    • Prepare material for board elections and special elections, if needed (to include candidate resumes, ballots, etc.)

    • Setup, maintain and update Association database; this should be a relational database linking all Association Homeowners data (Homeowners address, e-mails, lots, etc.)

    • Prepare and distribute mailings to Homeowners in support of the board activities

    • Maintain and provide to Homeowners an updated list of Association contact phone numbers (security, gate, CC&R issues, after-hours issues, etc.)

    • Establish and maintain a process to track house rentals WITHIN the Association

  • Accounting-Bookkeeping Services

    • Full-cycle HOA bookkeeping to include and maintain bank accounts:

    - Manage the collection and process of all monies-fees received for the Association

    - Manage monthly, quarterly and/or annual homeowner dues billings

    - Process all payables due by the Association

    - Produce monthly financial statements and prepared in a timely manner

    - Monthly check run processing

    - Weekly bank deposits if applicable

    - Monthly bank statement reconciliation

    - Accept, track and process ARC deposits and refunds

    - Any other accounting customized services will be discussed upon request

    • Compile state and federal tax return information and deliver in a timely manner to the CPA for preparation

    • Process all 1099’s

    • Assist and oversee with Board of Directors involvement and approval:

    - Assist in management of investments and reserve funds

    - Assist with annual reserve analysis recommendations

    - Prepare and track yearly budget

  • Maintenance (Contract/Vendor Monitoring)

    • Assist the Board in the road maintenance program

    • Assist the Board with common area maintenance (weeds, fire prevention, etc.).

    • Assist the Board with safety issues.

    • Coordinate annual noxious weed program to include Homeowner notifications.

    • Coordinate all vendor activities/contracts

    - Security company

    - Snow removal company

    - Landscape contract (including doggie stations)

    - Road sweeping

    - Tennis court maintenance

    - Swimming Pool, Spa

    - Laundry Facility

    - Bike Racks

    - Storage Areas

    - Organize Spring and Fall cleanups

    - Mail station maintenance

    - Monument maintenance

    - Gate maintenance

    - Painting (roads, mail stations, bollards, etc.)

    - General Building Maintenance (Roof, Doors, Decks, Stairs, Fencing, Gutters, Windows)

    - Road, parking lots

    • Verify satisfactory performance of contracts (via drive-through or other Board-approved validation).

    • Assist Board in preparing new and replacement contracts and follow-up, as needed.

    • Make recommendations to the Board regarding areas within Association that would benefit from an improvement in landscaping or all other operations.

  • ARC Assistance to BOD, ARC Committee & Homeowners

    • Review all submittals for completeness, work with HOs to provide missing data, this includes responding to Homeowner questions.

    • Forward completed packages of the Association to the appropriate Board or Architectural Review Committee members and track progress through ARC process.

    • After ARC meeting, with Board oversight and approval, prepare responses to HO’s, designers and builders, as needed. This includes letters to the neighbors of pending actions that might impact them. Consolidate any responses and notify the appropriate Board member.

    • After ARC meeting, update HOs file, as needed.

    • Receive, log and respond to all HO and external communications related to the ARC or CC&R enforcement (including complaints).

    • Update to appropriate local and state offices any legal changes to Homeowners

    • Provide updates to Homeowners relations, as needed.

    • Store all relevant materials at the Association office and/or electronically

    • Identify any needed updates or changes to the CC&Rs and Design Guidelines

    • Publish and distribute all updates to CC&Rs and Design Guidelines to all Homeowners.

    • Establish and conduct on-site review process for new construction, remodels, landscaping installations, and exterior changes.

  • CC&R & ARC Enforcement

    • Perform periodic tailored to each HOA needs, “drive through” inspections to ensure compliance with ARC and CC&Rs

    • Prepare and send “notice” letters, as needed

    • With Board oversight, send out appropriate compliance or non-compliance with Homeowners.

  • Additional Administrative Office Support

    • Setup and maintain electronic & physical filing system for Association records to include ARC and CC&R materials

    • Provide storage for Association for miscellaneous Association items

    • Purchase and maintain Association office supplies (paper, letterhead, etc.)

    • Respond to title company, lenders and real estate questions and requests

    • Field all calls to ensure response time is provided in a timely manner

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