Our Services

Property Management Services

• Organize and facilitate annual and special meetings of the membership.
• Attend Board of Director meetings, take minutes, coordinate and provide agenda.
• Provide a central location for suggestions, complaints and information.
• Assist in the scheduling of repairs in a non-supervisory roll.
• Liaison for the Board regarding contacts in our office with landscaping, insurance, vendors, homeowners, on-site personnel, contractors, pool personnel, complaints, improvement, attorney, etc.
• Provide and update of new California statutory laws affecting common interest development to the Board.
• Review and approve bills before payment.
• Work closely with Board of Directors in annual budget preparation.
• Keep files updated.
• Supply owners, real estate agents and lenders with necessary information regarding the sale or re-finance of a property.
• Welcome baskets to new owners providing pertinent information regarding the Association and local gifts/coupons.
• Write letters, send monthly or quarterly newsletters and provide and evaluate monthly financial reports.
• Share experiences of other Associations with Board Members to avoid future problems.
  

Secretarial Services

• Correspondence and communication via telephone, email, newsletters, website.
• Incoming mail sorting and outgoing mail to Post Office, Express and UPS mail.
• All correspondence to Board Members with copies to all necessary persons.
• Screening and forwarding calls to proper personnel.
• Taking and recording messages.
• Produce work orders and purchase orders.
• Responsible for Will-Call.
• Copy, fax and postage back charging.
• Maintain mailing lists of owners and absentee owners.
• Fax machine and email available for related receiving or sending.

Sample Quarterly Newsletter

Sample Monthly Invoice

SAMPLE Board Meeting Agenda

of the <name> Association
<date>

1.  Call to Order

2.  Open Forum. Members in good standing are free to speak about issues. Speakers must observe rules of decorum and not engage in obscene gestures, shouting, profanity or other disruptive behavior. Each speaker will have three minutes to talk. If they are in the middle of a sentence when time is called, they may finish their thought before sitting down. The time guidelines ensure that others will have an opportunity to speak. Speakers may not allot their time to others.

3.  Approval of Minutes

4.  Financial Report

5.  Committee Reports

6.  Old Business

7.  New Business

8.  Adjournment

NOTE : No audio or video taping is allowed by attendees. However, the Secretary may tape the meeting to aid in the preparation of minutes. The tape is deleted once the minutes have been prepared. As provided for in the "Open Meeting Act," members may observe the meeting, but do not have the right to participate in the Board's deliberations or votes. Members may address issues during the open forum portion of the meeting. If an attendee becomes disruptive, he or she may be expelled from the meeting and/or fined.

<DISCLAIMER : This form is for informational purposes only and may not be appropriate for your particular needs, It is not a substitute for retaining an attorney and no attorney-client relationship is created between you and Adams Kessler PLC by your use of this form.>

SAMPLE AGENDA
Annual Meeting of the Members

of the <name> Association
<date>

NOTE : No audio or video recording is allowed by attendees. However, the Secretary may record the meeting to aid in the preparation of of minutes of the meeting. The recording is then disposed of once the minutes have been prepared.

1.  Registration. Registration of proxies and persons starts at 6:00 p.m.

2.  Announcement of Quorum and Call to Order. Once quorum has been achieved the meeting will be called to order by President  <name>, who will introduce the current directors, the manager and the Associations attorney.

3.  Approve Minutes.  Motion to Waive the reading of and the approval the minutes of the previous annual meeting. Vote to approve the minutes.

4.  Approval of Resolution that any excess income for the current year shall be applied to the next fiscal year as provided by IRS Revenue Ruling 70-604.

5.  President and Management Reports.

6.  Nominations. Nominations from the floor <if authorized by the election rules>

7.  Nominee Introductions. Introduce nominees and allow statements by nominees.

8.  Voting.

9.  Presentation of Awards to retiring directors.

10.  Open Forum. Members in good standing are free to speak on any matter of interest to the community. Members must observe rules of decorum and not disrupt the meeting. Each person will have three minutes to speak. If they are in the middle of a sentence when time is called, they may finish their thought before sitting down. The time guidelines ensure that others will have an opportunity to speak. Speakers may not allot their time to someone else.

11. Announcement of Election Results.

12. Adjournment.

13. Organizational Meeting of the Board. New and continuing Board Members will meet after the meeting to elect officers and establish meeting dates and times.

<DISCLAIMER : This form is for informational purposes only and may not be appropriate for your particular needs, It is not a substitute for retaining an attorney and no attorney-client relationship is created between you and Adams Kessler PLC by your use of this form.>

Maintenance Department Services

• Emergency calls for security.
• Coordination of repair and maintenance needs including contracting appropriate service personnel.
• Oversight of major component replacement.
• Collection of bids, management review and recommendation to Board of Directors.
• 24-Hour emergency service line.

Accounting Department Services

• Bank deposits.
• Receive assessments.
• Record all receivables.
• Record of delinquent assessments.
• Record of Liens and Satisfactions.
• Preparation of checks for signing by Board.
• Pay bills.
• Keep all paid invoices properly filed.
• Bill developers.
• Respond to all Title companies regarding accounts.
• Prepare monthly financial reports.
• Meetings with CPA to cooperate with the same rules and regulations for taxes and annual reports.
• Available for all homeowners to check their individual accounts.
• Online auto-payment through First Bank available.
• Deposit and keep records of all reserve accounts.
• Transfer funds from reserve to operating accounts, as directed by the Board.
• Reconcile all accounts on a regular basis.
• Payroll for Association, including tax deposits, Workers Compensation, etc.

Account Services

• Review monthly account receivables.
• Insure payments are made and that each is the correct amount.
• Correspond with owners regarding their assessments.
• Notify owners of intent to Lien.
• Record Liens and Satisfactions.
• Keep Board of Directors apprised of the status of delinquent members.
• Send and monitor seriously delinquent owners to the Association’s attorney or collection agency.
• Attend all Board meetings when requested to explain Associations rights with respect to collection of delinquencies.

Central Communication Center

• Storage of all current files (offsite historic file storage available at additional cost.
• Conference room for meetings.
• Official location for all public departments such as fire, police, insurance agents and health departments.
• Official location for all vendors, landscapers, pool companies, insurance agents, water and power companies, etc.
• Official location of agent service for the Association (i.e. taxes and litigation.