Management
Management List of Duties
- Manager will inspect the property at least one (1) time per week notating any maintenance concerns, violations or any other concerns and report to the Board of Directors as needed.
- Manager will assist the Board of Directors in the daily operation and administration of Association business.
- Manager will assist the Board of Directors or Association Treasurer in reviewing all vendor invoices, coding as needed, and process for payment. The Board President and Treasurer will also be responsible for reviewing the invoices and approving prior to payment processing.
- Assist the Board President and Treasurer in overseeing accounting procedures such as: Accounts Receivables, Accounts Payables, Invoicing, and Financial Reports.
- Review Delinquent Letters and Attorney Referrals as needed.
- Assist the Board President and Treasurer in formulating and preparing preliminary and final Budgets for the Board of Directors review and approval, and coordinate the Budget Meeting as required by the associations By-Laws.
- Assist the Board President and Treasurer in providing to and coordinating with the Associations CPA of choice, in the filing of the associations state and federal income taxes and preparing the associations year end financials or audit.
- Assist the Board President and Treasurer by providing to the Associations Attorney or Collection Agency all proper documentation, back-up required for filing of liens on behalf of the Association.
- Attend regular meetings of the Board of Directors either in person or by Zoom, assist in compiling the agenda, posting of the notice, and the preparation of the meeting materials for the board as well as, coordinating mailing of all statutory required notices and forms.
- Supervise all of your contractual services (i.e. landscape, irrigation, pool, etc...) delivering reports to the Board on the progress of the contracts and work being performed. Also, the Manager will obtain bids and proposals when requested by the Board of Directors.
- Will communicate the contents of all incoming mail to the appropriate Board Member, or Committee Members. A response to all correspondence will be prepared by the Manager, as directed by the Board. The Board will be given copies of all incoming and outgoing correspondence. Copies will be filed with the association files in the association office (if applicable) or management office.
- All the following maintained in association office (if applicable) or management office as needed: Record keeping and file maintenance, Regular correspondence and general mailings, Filing, Processing of rental/resale applications, Production of the minutes of Annual Meeting and Regular Board Meetings (Special Meetings or other meetings in addition to the regular monthly meeting, could result in additional charges).
- Manager will be responsible for carrying out all directives set forth by the Board of Directors in accordance with the provisions of the association’s governing documents, policies, and rules and regulations. Manager will assist in establishing guidelines to ensure proper rule enforcement. All complaints which come to their attention will receive a prompt response and will be dealt with in a timely fashion.
- Manager to respond to and evaluate any emergency problems and determine a course of action. Site visits due to unforeseen or emergency situations will be responded to promptly. These additional services are subject to an additional charge.
- Assist ASSOCIATION to obtain and review annually all necessary insurances, including building insurances, liability insurance, Officers & Directors Errors and Omissions insurance and a Fidelity Bond for the handling of ASSOCIATION funds.
- If desired, establish and maintain an ASSOCIATION website with all of the ASSOCIATION documents and information. This service will subject to an additional charge.
- Manager will supervise and coordinate maintenance and repairs of all ASSOCIATION property and facilities, being proactive in the preservation of community property.
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