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
