Services
Each of the categories below provides a listing of services included in our basic per unit fee.
Management Responsibilities
INCLUDED IN PER UNIT FEE:
Meetings
- Attend Board of Director Meetings
- Prepare Agenda for Meetings
- Prepare Written Report of Monthly Activity
- Attend Annual Meeting
- Prepare Notice and Agenda for Annual Meeting
- Collect Proxies & Absentee Ballots prior to Meeting
- Register Co-owners at Meeting & Confirm Quorum
- Tabulate Votes at Meeting
Communication
- Receive & Issue Routine Communications
- Enforce Bylaws & Rules
- Track Complaints & Issuance of Infraction Notices
- Prepare Notices for Service to Common Elements
- Send Welcome Packets
- Provide 24 Hour Emergency Contact Service
- Assist in preparation of annual board task calendar
Insurance
- Monitor present insurance coverage and expiration of same
- Process insurance claims due to loss or injury
- Coordinate repairs necessitated by injury or loss
- Make recommendations to manage risk and prevent losses
- Obtain quotes for insurance policy renewals
- Prepare audit reports, as applicable
Records
- Maintain individual Co-owner files
- Maintain current roster of Co-owners
- Record and maintain roster of leased units
- Maintain minutes
Maintenance Responsibilities
INCLUDED IN PER UNIT FEE:
Maintenance
- Prioritize and assign routine maintenance requests
- Provide monthly open and completed work order reports
- Recommend staffing from qualified pool of sub-
contracted maintenance technicians - Monitor Co-owner satisfaction with maintenance
technician/service - Assist in preparation of routine and seasonal maintenance
- task calendar
- Assist in preparation of maintenance “Matrix”
- Accompany Board/Committee on annual building and
grounds inspection - Prioritize and track results of inspection
inventory assets/supplies, as applicable
Contracting
- Assist Board in determining scope of work
- Assist in determining specifications and prepare same
- Prepare bid package & collect bid proposals
- Verify contractor references
- Collect certificates of insurance and W-9 forms prior to
commencement of contract - Prepare bid summary report
- Inspect contracted work, prepare punchlist
- Serve as liaison with contractors
- Record major capital improvement history, if requested
Financial Responsibilities
INCLUDED IN PER UNIT FEE:
Receivables
- Collect regular assessments
- Collect additional or special assessments
- Provide program for ACH collection of fees
- Issue notices to delinquent Co-owners
- Provide monthly report on delinquent accounts
- Work in conjunction with Association attorney
to collect overdue assessments
Payables
- Review invoices prior to payment
- Code invoices according to chart of accounts
- Process payment of invoices weekly
- Process reserve deposit monthly
- Obtain competitive rates for reserve investments
Reports
- Prepare monthly financial statement to include re-cap of overall financial activity
- Reconcile bank & reserve accounts monthly
- Provide monthly analysis of expenses
- Coordinate with auditor for year-end statement and preparation of tax returns
- File annual State Corporate report
- Preparation of 1099 tax forms
Budgets
- Review invoices prior to payment
- Code invoices according to chart of accounts
- Process payment of invoices weekly
- Process reserve deposit monthly
- Obtain competitive rates for reserve investments