Proud Member CALIFORNIA ASSOCIATION OF COMMUNITY MANAGERS
HOA MANAGEMENT SERVICES includes but is not limited to:
Board Meeting & Board Interaction
- Collect Monthly Fees and assessments,pay accounts due,maintain accounting
- Provide Agenda Packet to the Board prior to every meeting
- Schedule,attend,and take minutes at all regularly scheduled Board meeting (meeting frequency based on Board’s requirements:monthly,bi-monthly,quarterly,semi annually)
- Provide an Updated Status Report for Board review at every meeting
- Review common area maintenance needs with the Board at every meeting
- Provide a Detailed Action List for the Board at every meeting (to track OPEN & COMPLETED activities)
- Write and mail compliance letters as requested by the Board
- Provide compliance letters written to residents for Board review at every meeting , if requested
- Present a Manager’s Report at every Board meeting
- Assist With annual budget preparation
- Provide advice to the Board on association policy matters
- Periodically review the association’s rules & guidelines for compliance and relevance
- Inform the Board of new laws or rulings,which may affect the association
Annual Meetings
- Prepare the Annual Meeting notice and mail it to homeowners
- Collect Proxies and Coordinate the effort to establish a quorum (goal to hold a legitimate Annual Meeting on the first attempt)
- Attend the Annual Meeting and take minutes
- Assist the President in preparing the ‘state of the association ‘at each Annual Meeting (and, if the Board prefers, deliver it )
Resident Interation
- Compose and distribute newsletters to residents and homeowners(frequency TBD by the Board)
- Take Phone Calls and answer homeowner questions during regular business hours
- Solve homeowner problems that are the Association’s responsibility to solve
- Review Modification Requests Submitted by homeowners
- Mail a Welcome Kit to all new owners
Maintenance & Administration
- Inspect the common area,i.e.,perform walk-troughs (frequency TBD by the Board)
- Write & mail compliance letters as part of walk-through follow up
- Issue work orders for routine maintenance(When anticipated cost is below predetermined bid limit)
- Write repair specifications,solicit multiple bids for larger repair jobs(e.g.,When anticipated cost exceeds limit determined by the Board),and submit proposals to Board
- Stay in touch with contractor during large projects to deal with issues as they arise and/or monitor progress of large jobs in person
- Put association services,e.g.,insurance,gutter cleaning,pest control,etc.,out for bid when the Board requests it
- Maintain a file containing the association’s governing documents(Articles of Incorporation, CC&Rs, Bylaws, and amendments)
- Provide association documents to owners who are selling or re-financing their units
- Review all invoices prior to submission for payment; compare to proposal to verify accuracy
Licenses, Renewals, and Certifications
- File required corporate information forms bi-annually with California Secretary of State
- Review the association’s insurance every year for proper coverage levels
- Order and coordinate completion of a Reserve Study as required by law
- Renew pool certificates with County Health Department (where applicable)
- Contract for annual fire extinguisher certification (where applicable)
- Contract for required fire equipment testing, including fire alarm systems, sprinkler systems, and standpipe certification (where applicable)
Maintain FIles
- Maintain homeowner files with correspondence, compliance letters, termite reports, etc.
- Maintain files for meeting minutes & newsletters
- Maintain files for association invoices, contracts, and important maintenance records, e.g., last painted, last asphalt sealing, last roof job, etc.
- Maintain insurance files including current policy(s) and summary including coverage levels, deductibles, premiums, and claims history
- Maintain Annual Meeting records including sign in roster, physical proxy/ballots, and minutes
Management Only or Management & Accounting
APMS provides HOA property management services. For associations needing property management and financial management, we partner with CPAs who specialize in HOA accounting, tax, preparation, and financial statement reviews & audits to provide you with a complete management solution.
When completing our Reply Form, please specify whether you are looking for a proposal management services only or a proposal for management and accounting services.