Administrative Services

  • Prepare Meeting Board Packages
  • Attend scheduled Board of Directors Meetings as per contract
  • Prepare for and attend Annual Meetings or Special Meetings; assure that all meeting requirements and notices follow Maryland Law.
  • Maintain computerized data base of homeowner information, including architectural changes, phone calls, and work orders
  • Promptly respond to homeowner calls and correspondence
  • Identify liability and risk exposure
  • Respond to claims of damage to the common property promptly
  • 24 hour emergency on-call service
  • Follow the community’s procedures for enforcement of community rules and regulations
  • Maintain and store all community records

Financial and Accounting Services

  • Collection and accounting of all regular and special assessments
  • Provide options for payment of assessments- e-check, charge card, automatic debit
  • Prepare monthly financial statements: Balance sheet, Income and Expense Statement, General Ledger and Delinquency Report
  • Prepare a draft of the annual budget
  • Reconcile all bank accounts on a monthly basis
  • Manage accounts payable
  • Prepare year-end materials for auditor for both audit and taxes; afford the auditor access to all records and space in office to complete tasks
  • Review Reserve Study for remaining useful life of common elements; recommend updating periodically
  • Follow the collection policy of each community to include the sending of late reminders and final warnings.
  • Coordination of collection with attorney; represent community in court as necessary
  • Work with Board and Attorney to reduce delinquency rate

Property Management Services

  • Conduct weekly property inspections of common areas; issue a report of deficiencies to the Board
  • Obtain competitive bids for service at request of the Board
  • Manage and supervise contracts awarded by the Board of Directors including ground maintenance, snow removal, building maintenance, pest control and capital improvement projects.
  • Supervise maintenance of common area facilities and equipment
  • Prepare bid specifications and negotiate contract terms for contract services
  • Act as liaison between Board and contractors

 
 

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