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ADMINISTRATION/OPERATIONS
1. A property manager will visit the property to investigate problems, survey conditions of project, and coordinate efforts of the maintenance personnel with Jones and Forrest, Inc. management objectives and wishes of the Board and owners.
2. In addition to a direct line to the office durring business hours, there is a 24-hour answering service to contact the property manager to receive and record owner requests.
3. Handle telephone contact and correspondence required by the Board, and that which is necessary to provide compliance with Association rules.
4. Provide assistance in interpreting the By-Laws and Covenants conditions and restrictions of the Association.
5. Review all of the services being performed. This review would compare the present services to alternative type of services as to cost, efficiency and quality. Obtain the most favorable prices available for all supplies and services and propose suggestions that will attempt to keep expenses within the budgeted amounts.
6. Receive, examine, and pay bills relating to approved obligations of the Homeowners Association from funds in the proper checking and savings accounts.
7. Procure all goods and services necessary for the operation of the property in accordance with policies established by the Board.
8. Assist the Board in the procurement of insurance bids when requested by the board. Act as agent of the Board in administering claims.
9. Attend Board meetings as required by CC&R's and one annual meeting of the membership, to answer questions, report on Association operations, present financial statements, and receive instructions from the Board of directors.
10. Assist the Secretary of the Board of Directors, by furnishing all notices and related information pertaining to the Annual Meeting for all homeowners.
11. Prepare minutes of the Board meetings.
12. Advise the Board on legislative matters that effect home owners associations.
13. Act as Board's representative in any proceedings.
14. Act as custodian for files containing all important documents that are relevant to the Association.
FINANCIAL
1. Invoice monthly billings for association dues.
2. Invoice special assessment, if required.
3. Collect and deposit association dues or special assessments into the Association's bank account.
4. Prepare a monthly delinquency report on past due association dues and assessments. Carry out delinquency policy in accordance with the CC&R's up to and including a lien and foreclosure, if necessary. Management will file a Notice of Assessment with the County Recorder's office to insure that all homeowners selling their property are unable to complete escrow without paying the Association all dues and assessments owed. At each release, Management will notify escrow of the current status of the assessments of the units being sold and will obtain current information regarding Buyer for Association's records. Management is responsible to collect the fee and if not collected, Management has no claim upon Association for payment.
5. Receive, examine, and pay bills relating to approved obligations of the Association from funds in the proper checking and savings accounts.
6. Transfer funds from the operating account to an interest bearing reserve account on a monthly basis.
7. Develop and monitor an investment program as approved by the Board of Directors to optimize the reserve fund. Invest all reserves in FDIC or FSLIC insured interest bearing accounts or as directed by Board.
8. Reconcile operating and reserve bank statements.
9. Maintain accounting records in accordance with generally accepted accounting methods and Federal and State requirements that would enable tax returns and related governmental reports to be filed by a Certified Public Accountant.
10. Prepare monthly financial statements including a balance sheet, profit and loss summary and operating statement-indicating actuals versus budget, balance of checking accounts and reserve balances.
11. Assist the Board in the preparation of an annual budget.
12. Compare actual disbursements with budgeted items and explain discrepancies.
13. Procure competitive bids from Certified Public Accountants to perform an annual audit and prepare Federal and State Income Tax returns.