While we are pleased to tailor our services to meet the specialized needs of our clients, our standard administrative functions include:
Administrative Management Functions
- Maintain a membership roster and homeowner information data system
- Maintain business like relations with homeowners
- Endeavor to secure full compliance by the members and/or occupants with the Association documents
- Process Architectural Review Committee plans and/or applications
- Provide required documentation to assist Association’s attorney in filing claims of lien as necessary
- Monitor expenses on a monthly basis
- Evaluate current association expenditures and suggest cost-saving alternatives
- Maintain an inventory of the Association’s furniture and equipment
- Coordinate the financial, maintenance, and insurance programs of the Association
- Work with all vendors, insurance companies and their agents, banking institutions, accountants, and attorneys chosen by the Association
- Maintain and keep complete, accurate, and up-to-date records of the Association including association documents, financial records, insurance records, correspondence, memoranda, notices, minutes of meetings, voting records, and all other records required in connection with the business of the Association
- All such records will be available at all times for inspection
- Assist in the development of long-term programs to prepare for major building and repair needs such as painting, roofing, decking, street resurfacing, pool repairs, and the replacement of functionally obsolescent equipment
- Maintain twenty-four (24) hour maintenance and emergency system for access by unit owners
- Upon request will prepare an annual executive calendar to identify administrative and operational items requiring Board recognition and action
- Serve as resident agent/office for the corporation
- Provide notary services as required.
- Prepare and file the annual corporate report
- Make corporate records available for inspection by all members.
Annual Insurance Coverage Review and Analysis
- Define the requirements for insurance in the legal documents of the Association
- Analyze and calculate the replacement value as required annually
- Obtain Board approval for updated coverage for the approaching insurance year
- Obtain bids from insurers and upon Board approval, place the insurance coverage
- Process and follow-through on all insurance claims
- Advise and consult with the Board on other advisable coverage such as Directors and Officers Errors and Omissions, Fidelity Bonding, Employee Dishonesty, and Workers Compensation
Meeting Preparation and Attendance
- Prepare meeting notices, agendas, proxies, ballots, required reports, and sign-in sheets for all meetings as directed by the Board of Governors
- Prepare the necessary forms, ballots, etc. for the Annual Election
- Attend all meetings and assist as necessary
Board of Governors Assistance
- Advise Board on all possible solutions to problems and situations as they confront the Association
- Act in advisory capacity to the Board and carry out all Board directives
- Provide expeditious follow-up to all Board directives
Over-The-Top Services
- Assist in publishing regular, quarterly newsletters using information submitted by the Board
- Publish annual neighborhood directory if requested
- Assist in preparation of Welcome Packages for new owners to include the most recent newsletter, neighborhood directory, rules and regulations of the Association and other relative materials
- Provide assistance and guidance to obtain community involvement through the establishment of various committees
- Provide assistance in planning community activities
- Provide assistance and guidance in establishing community programs such as Neighborhood Watch and Automatic Broadcast Network, Bulk-Rate Cable Television, and Recycling.