Menu MANAGING WHAT MATTERS TO YOU® 717-581-9850

Association Property Management Services

The following information outlines some of the daily activities included in our standard management agreement:

ENFORCEMENT OF RESTRICTIONS

  1. Welcome each new homeowner reminding them of restrictions and offer copies of their community documents.
  2. Maintain permanent file of each Lot for all correspondence with homeowners.
  3. Periodically inspect community for violations.
  4. Send written notice of violation to the homeowners.
  5. Coordinate hearings before the Board of Directors.
  6. Administer fines and action to enforce restrictive covenants.
  7. Coordinate homeowner requests for improvements to their lot per the Association’s governing documents and established procedures.
  8. Assist the Board of Directors with understanding the governing documents for their community.

MAINTENANCE OF COMMUNITY ASSETS

  1. Maintain extensive approved vendor database of contractors with proven track record.
  2. Periodically inspect community for performance and supervision of contractors.
  3. Respond to homeowner calls for maintenance needs in a timely fashion.
  4. Inspect community assets for maintenance necessities and report findings to the Board of Directors.
  5. Solicit multiple bids for contracts and large renovation or repair projects for presentation to the Board of Directors.
  6. Research and document future expense projections for asset reserve planning and facilitate reserve and transition studies with certified engineering firms.
  7. Assist the Board of Directors in processing all insurance claims of the common areas.

FINANCIAL REPORTING

  1. Prepare annual budget including long term reserve planning.
  2. Bill and collect all Association dues and fees.
  3. Provide means of payment; check, EFT, online ACH/e check, credit cards.
  4. Review invoices and process all payments on a weekly basis.
  5. Monitor expenditures and expense control.
  6. Provide a detailed monthly statement of finances with budget comparisons and a list of delinquent homeowners to the Board of Directors.
  7. Send notice of assessment to each homeowner and collect payments for deposit.
  8. Assess late fees and interest in accordance with the Association’s governing documents.
  9. Send monthly past due notices to each delinquent homeowner.
  10. Send delinquent letter to homeowner of intent to lien based on the Board of Director’s predetermined timeframe.
  11. Initiate filing of complaints for summary judgments and coordinate court appearances and filing for liens with association’s attorney.
  12. Coordinate foreclosure of lien at the Board of Director’s direction.
  13. Administer and monitor bankruptcy collections and lender foreclosures.
  14. Facilitate and monitor payments plans at the Board of Director’s discretion.
  15. Coordinate filing of tax return with third party accountant.
  16. Coordinate year-end audit or review at the Board of Director’s direction.
  17. Provide customized reports to meet the needs of the Board of Directors.

GENERAL DUTIES

  1. Serve as the Registered agent and contact for the Association.
  2. Provide 24-hour emergency answering service.
  3. Answer each call Monday through Friday 8:00am-5:00pm by the receptionist or staff.
  4. Maintain permanent files of the association, which include meeting minutes, tax returns, financial data and contracts.
  5. Provide website enabling homeowners to view and download community documents.
  6. Respond to all homeowner inquiries in a timely fashion.
  7. Maintain or establish appropriate insurance coverage upon the advice of a licensed insurance agent and keep records.
  8. Assist with insurance claim processing and work related to litigation.
  9. Facilitate Association mass mailings and group email blasts.
  10. Attend and assist with board meetings, including providing agenda, financial summaries, correspondence, and drafting meeting minutes.
  11. Attend and provide assistance with coordinating the annual meeting of the membership including providing notices, proxy forms, agendas, financial summaries, and drafting meeting minutes.
  12. Officiate elections for the Board of Directors.
  13. Assist in the operations of committees as directed by the Board of Directors.
  14. Serve as contact to realtors and settlement agents.
  15. Collect capital contributions and dues on settled homes and update records.

Custom Management Options

Whether you are considering a professional management company for your association, or need only financial management, please feel free to give us a call. We are available to discuss your management needs and to assist you with a customized management plan.