Best Management Practices - Overview of Services, General
Community Management Group
Landscaping & Grounds
Set schedules for fertilization, annual color planting, mulch and pine straw application
Ensure all maintenance activities carried out, refine services per owner comments
Maintain water well pumps and irrigations systems in cooperation with vendor(s)
Maintain street signs, major and minor entry features
Change light bulbs and maintain electrical elements in all common areas
Lakes/Ponds
Maintain fountains and lighting features, administer pond maint contracts
Work with landscaper and lake water quality contractor to clean blown trash
Refine maintenance services per owner comments and our observations
Amenities
Booking agent for private events – collect fees and deposits, conduct inspections
Leasing agent for boat and RV storage
Maintain all facilities and equipment; see that trash is picked up and emptied
Tow vehicles in violation of rules and posted signs
Manage vehicular and pedestrian gates and computer access systems
Administer lock-outs for owners with unpaid Assessments
Administer pool and janitorial maintenance contracts
Actively, continually monitor contractor service quality and condition of amenity areas
Covenants Enforcement and Communications
Provide counsel to Board on complex matters of Association law
Suggest and draft Resolutions and Inspection Policies based upon Documents
Conduct inspections for rule compliance; issue and escalate citations. Follow up
Provide “Positive Violations” as upbeat postcards for exceptionally-maintained properties
Maintain detailed records and inspection reports for all addresses in the community
Provide online access to review HOA documents, manager “blog” and owner notices
Provide real-time Instant Messaging, Voice Mail, e-mail, phone and mobile access
Hurricane and disaster preparedness consultation
Apply and collect fines for non-compliance at Board’s direction
Work with Boards to change/modify rules and regulations
Architectural Review (varies considerably by community)
Draft and enforce guidelines to comply with Board directives
Communicate with owners on all compliance considerations
Check (or pre-screen) all submittals for compliance with Association requirements
Manage all correspondence for the ARB/ARC/ACC/DRB
Conduct follow-up compliance inspections
Financial
Generate and review financial reports and create variance reports for Board evaluation
Propose draft budgets, coordinate reserve studies and administer reserve savings
Keep all accounting (incl AP, AR); provide monthly financials in accordance with GAAP
Draft Collections Policy based upon Documents, Board interpretation, FDCPA and law.
Provide staff to make calls, handle research and collect delinquent accounts
Coordinate with CPA preparation of audits, reviews, Compilations
Administer and file corporate tax returns on appropriate forms and nonprofit status
Administration
Create RPFs based on Board standards and negotiate contracts
Gather and maintain owner contact information database
Create and Host an advanced Governance Seminar as orientation for new Board members
Send Covenants and Welcome packages; compile newsletters
Assist Yard of the month committee
Organize and set up community events, all meetings
Provide staff for sign-in, minutes-taking, vote counting, counsel on Order and Process
Conduct community Roundtables and member and Board education seminars
Maintain insurance and other permanent records and files
Maintain paper and paperless owner files and permanent correspondence records
