ADMINISTRATIVE SERVICES

General Administrative

  • Handle all general correspondence for the Association
  • Maintain current Association records up to 2 boxes and minute books
  • Assist in development and enforcement of rules and regulations
  • Coordinate ACC requests and make recommendations to Board and committee
  • Assist with complaints from owners and make recommendations to Board for precedent setting decisions
  • Provide property survey information for lenders seeking FMNA and/or GNMA approval
  • Provide closing attorneys with HOA dues statement and other Association required collections
  • Check association post office box weekly

Emergency Preparedness

  • Assist with coordinating emergency response plans for storm events
  • Pre-storm coordination with vendors to facilitate rapid response to HOA needs

Meeting Coordination

  • Confer with President prior to meetings for agenda and notice preparation
  • Attend quarterly Association Board meetings
  • Attend quarterly Board meetings in accordance with Roberts Rules
  • Facilitate one annual meeting preparation and documents.
  • Conduct presentation and attend one general membership meeting per year; attendance at additional meetings charged separately
  • Perform duties of Registered Agent for the Association
  • Use of conference room at Renaissance for quarterly Board member meetings

Insurance Administration

  • Obtain quotes for liability, property damage and D&O policies
  • Work with Board in obtaining, organizing and evaluating proposals
  • Make recommendation on insurance renewals and process documentation
  • Facilitate processing Association insurance claims
  • Maintain all insurance policies and renewals for the HOA
  • Obtain certificate of insurance for all subdivision vendors

Liaison Services

  • Assist Association in partnering with Parish and City officials
  • Serve as liaison with all member utility companies and public service commissioner for HOA owned properties
  • Assist Association in partnering with Department of Environmental Quality, Mosquito Abatement District, State and Parish Emergency Preparedness and FEMA

Public Safety

  • Schedule police details with St. Tammany Sheriff’s Office as directed by Board

Facility Services

  • Once a week drive-thru subdivision inspections for covenant infractions and vendor quality control
  • Coordination of landscaping and other contractors for HOA owned property
  • Facilitate repairs and maintenance to all HOA common amenities
  • Address covenant infractions in writing with homeowners per governing documents
  • Produce monthly or quarterly report to Board for covenant infractions

FISCAL SERVICES

Operating Budget

  • Coordinate with Board to determine budget goals and objectives
  • Review financial documents with membership at annual meeting
  • Review current years’ expenditures for comparison with budget allocations
  • Provide comparison information from similar properties
  • Obtain rate projections for yearly expenses

Financial Statements

  • Produce HOA financial reports determined by the Board monthly or quarterly
  • Produce HOA financial reports for the annual meeting and review with membership
  • Itemization of revenue and expense categories for both current month and year to date
  • Comparative P & L Variance comparing current month and YTD
  • Review homeowner collection activity with the Board monthly or quarterly

Assessment Collection

  • Process and mail invoices for homeowner assessments on an annual, semi-annual or quarterly basis
  • Post homeowner dues payments in association database
  • Credit card payment option available
  • Process deposits at appropriate bank
  • Facilitate collection process approved by Board for assessment delinquencies
  • Implementation of Board authorized late fees and fine system
  • Prepare lien and lawsuits at Justice of the Peace level for delinquencies
  • File required documentation for Ch7 & Ch13 filings
  • Attend court hearings and debtor rule hearings of behalf of Association for delinquent assessments
  • Maintain ACH system for dues collections

Tax Returns and Financial Correspondence

  • File annual report with Secretary of State and update directors as needed
  • Coordinate yearly tax returns with Board approved CPA
  • Issue assessment certifications for real estate closings as required
  • Clarify yearly subdivision property tax assessments and process payments
  • Apply for free status with the Tax Assessor’s office for HOA owned property
  • Coordinate with CPA on issues such as tax return preparation and property depreciation schedules

Account Maintenance

  • All association funds are maintained in F.D.I.C. insured accounts in name of the Association
  • Maintain two bank accounts at Resource Bank to expedite assessment deposits
  • Maintain general ledger and register for operating account and reserve account
  • Monthly reconciliation of bank accounts

Accounts Payable

  • Pay association invoices and maintain current vendor records
  • Facilitate check signing for invoices and mail to appropriate board member signatories
  • Facilitate getting all utility invoices on electronic Association checking withdrawal

Other Professional Services offered at an additional rate

  • Notarial Services
  • Website Design
  • Newsletter Design
  • Pool Maintenance & Repairs
  • Preparation of yearly 1099s
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