Services We Provide:
Review Contracts
• Review all contracts and bids to obtain quality service at the best rate
• Review contracts to understand obligations of both parties and termination/renewal times of each
• Solicit bids from a minimum of three (3) contractors/vendors
• Negotiate for favorable rate
• Make recommendation to the board
Onsite Presence
• Routine site visits and reports
• Contract bid specifications prepared, or obtained from a professional, for the Board of Directors approval
• Aid in analysis of contractor proposals
• Contract negotiation
• Generate service requests and work orders
• Inspect completed work orders of a value in excess of $250.00
• Routine and preventative maintenance planning
• Major repair and capital improvement project coordination if requested and agreed upon by both parties by separate agreement
• Computerized maintenance history
• Established working relationships with the areas contractors
Accounts Receivable
• Owner accounts maintained
• Invoices mailed to each owner prior to the fiscal year
• Checks received and deposited in a timely manner
• Collection of delinquent accounts in accordance with Association collection policy
• Coordinate lien/litigation process, as necessary, with your attorney
• Owner information maintained and updated
Accounts Payable
• Bills received, processed, checked against purchase orders and paid from the Association’s own insured account(s) in accordance with the Board’s policy to insure the good credit rating of the Association plus maximize discount
• Generate ledger report of all checks issued
Financial Statements & Services
• Balance Sheets
• Income and Expense statement comparing actual expenditures to budget
• Aged Receivables Report with action updates
• Check Disbursement Report
• Special Reports can include:
• General Ledger
• Copies of all invoices and check stubs
• Copies of all bank statements
• Annual Budget preparation and distribution to owners after Board approval
• Prepare year-end tax forms for contract labor as required by the IRS
Miscellaneous
• Perform work in accordance with generally accepted accounting procedures
• Assist an independent auditor of the Association’s choice to perform yearly audit as required by association documents
• Provide copies of such audited financial statements and tax returns to the Board
• Advise the Board of Directors on reserve investments
Administrative
• Attend Board meetings
• Coordinate, attend and provide minutes of general membership meetings as required
• Financial Reports
• Board Meeting Minutes
• Contract specifications under consideration
• Physical property inspection/maintenance report
• Miscellaneous items of business
• Handle written communication between Board, suppliers and servicers
• Process architectural modification requests as outlined by the Board
• Act as liaison between owners, contractors, builders, developers, real estate agents and the Board of Directors to insure a smooth running association
• Assist the Board of Directors in creating and maintaining a Book of Resolutions
• Rules and Regulations enforcement
Administrative Support
• Respond to owner requests/concerns
• Coordinate and distribute mailings
• Maintain Association files/records as follows:
• Minute book
• Service requests/repair logs
• Miscellaneous files as needed