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A La Carte Service Menu

Administrative Services
 
a.         Board Meetings

 

  • Attend Board Meetings
  • Attend Executive Session Meetings
  • Maintain a file of historical Minutes and Resolutions
  • Prepare and distribute notice of meetings, agendas, ballots, proxies, etc. 

b.         Annual Meetings

 

  • Prepare and distribute all paperwork associated with the annual meeting (notices, agenda, proxy, ballot, etc.)
  • Manage all returned proxies
  • Attend meeting and provide administrative support (check people in, hand out ballots, count ballots if vote takes place, etc.) 

c.         Other Administrative Duties

 

  • Prepare process, follow up on, and maintain records of all work orders for the Association.
  • Prepare and maintain copies of all correspondence on behalf of the Association in an organized fashion
  • Purge files annually, label appropriately for future reference if needed, and send to storage
  • Arrange storage facility for archived Association records
  • Process incoming and outgoing mail
  • Respond to all e-mail correspondence in a timely fashion
  • Prepare and/or distribute newsletters per contract
  • Maintain homeowner information database and keep current on daily basis. Provide organized filing system to maintain and reference as needed
  • Create and mail violation letters, architectural requests responses, and other correspondence to homeowners as needed
  • Serve as primary contact and liaison for Board with but not limited to: Homeowners, Association vendors, Legal counsel, Insurance agents, All parties involved in home sales (Lenders, Title companies, Homeowners, Realtors)
  • Facilitate annual tax returns and audits through an independent CPA
  • All electronic Association records are backed up daily on a tape system
  • Provide all rules/policy information to new homeowners
  • Provide for the creation and maintenance of an Association interactive web site
  • Manage and assure all required Association insurance is in force and renewed annually. We also serve as the primary contact for any claims made
  • Serve as primary contact for any legal issues in community 

Property Services 

  • Conduct periodic site inspections of the community for the purpose of identifying CC&Rs and Rules and Regulations violations and checking on the performance of Association vendors. Inspections are generally focused on seasonal demands like landscape, drainage, and always include CC&Rs compliance requirements and routine follow up of vendor activity and performance
  • CC&Rs and Rules and Regulations enforcement - Provide assistance to Board to enforce all CC&Rs and Rules and Regulations, etc. Violation report would be included in Property Reports. Real Estate Investment Services (REIS) to note violations during on site inspections and sends letters promptly to those in non-compliance
  • Obtain bids and coordinate routine maintenance Prepare bid specifications for larger jobs and oversee bid process per contract
    Inspect Major repairs prior to issuing work orders
  • Coordinate entire process of handling small maintenance issues in the community
  • Maintenance calls come to our office. Work orders are issued to the proper vendor depending upon the nature of the work
    Manage and oversee all vendors associated with your community 
Financial/Accounting Services
  • Prepare and mail all billing statements to Homeowners
  • Coordinate with bank to update our systems with cash receipts on a daily basis
    Collect and deposit all payments and deposits made to our office on a daily basis
  • Manage collection of delinquent accounts for up to 90 days past due. Including sending past due notices
  • Coordinate with Collection Agency when accounts are delinquent according to the Association's policy and then provide them with historical information, etc.
  • Ensure Association Collection Policy is up to date and in line with Washington State laws
  • Distribute Collection Policy to membership as required by law on an annual basis
  • Review and approve all invoices submitted for payment
  • Reconcile bank statements monthly
  • Prepare financial statements monthly on a cash basis, including general ledger, income statement, and balance sheet. Also includes detailed budget versus actual for income and expenses, all bank statements and reconciliations, check registers and delinquency report
  • Obtain letters of engagement from CPA, distribute to the Board for signature, and return to CPA 
Annual Financial Review

 

  • Coordinate tax return preparation and audit with Association's CPA
  • Ensure Corporation Filing and annual Statement of Information is filed with the Secretary of State on an annual basis
  • Close out fiscal year and update system with new budget annually
  • Assist Board with preparing annual budget for coming year and distribute to all Homeowners as required by Washington law
  • Contract with a professional Reserve Study preparer once every 3 years as required by law to ensure the Association has an updated Reserve Study. Review the Reserve Study annually to plan for upcoming projects
  • Execute any CD investments, renewals, or transfers as directed by the Board
  • Update vendor files annually. Reconcile, generate, and mail annual 1099's to required vendors
  • Answer Homeowner and vendor inquiries regarding dues and receivables daily. Provide account recaps as needed
  • Provide current account balance to escrow companies during sale of homes in community