Association Management Services

Inspections and Maintenance

• Regularly inspect the association's property and monitor the condition and maintenance needs of all facilities and common areas
• Assist the association in securing bids on services and products and ensure maintenance providers are properly insured
• Monitoring the activity and performance of maintenance providers
• Regularly inspect the member properties to ensure compliance with covenants, restrictions and bylaws of the association.
• Follow up on complaints of violations or maintenance issues received from association members or the Board
• Assist in processing Architectural Review Board applications
• Assist in obtaining property and liability insurance for the association and assist in the reporting and filing of insurance claims on behalf of the association
  

Member Assessments

• Maintain the assessment rolls and coordinate closing information with the title companies
• Prepare and distribute member assessments and collect and deposit assessments into an association bank account insured by the FDIC
• Prepare past due notices, intent to lien notices and liens in accordance with the policies of the association

Accounting

• Preparation of all monthly and year end financial statements and other reports as needed such as detailed general ledger, cash receipts, and disbursement registers
• Maintain the associations bank account and if necessary will assist the association with maximizing income and minimizing costs from associated accounts
• Prepare monthly bank reconciliation
• Assist the board in preparing the annual budget

Tax Requirements

• Assist the board with all IRS tax requirements which may include 1099 forms for vendor payment and preparation and filing of the Annual Report as required by the Florida Department of State
• Coordinate the filing of tax returns via an independent CPA firm and will coordinate any financial audits or reviews as required

Association Governance

• Prepare monthly Management Reports for the President of the Association summarizing significant events and actions for the period
• Attend Board of Directors meetings, special meetings or annual meetings at request of the Board
• Advise Board of items that may be appropriate for meeting agenda
• Arrange for transcription of minutes upon request of the Board
• Prepare and mail proper notice for annual and special meetings
• Facilitate communications between the members and the Board

Records Maintenance

We will maintain the official records and files of the Association including:

• Member roster
• Minutes of Board meetings, special meetings and annual meetings
• Annual and special meeting attendance records
• Accounting records including cash receipt and disbursement records
• Federal and State tax returns and other tax related records

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