A. General Administration
The Management Agent will provide general administration and community service management to the Association. The Management Agent will supervise the Association to insure proper operational management and maintenance, and to promote a meaningful Board/Resident/Management Agent relationship.
B. Board Meetings
The Management Agent, or a managing agent or service hired by the Management Agent, shall provide administrative support services to the Association’s Board of Directors to include notifying the Directors of Board meetings and circulation of the Minutes of the preceding meetings as prepared by the Secretary. The Management Agent shall assist in outlining and amending rules and regulations, and will attend, at minimum, one Board meeting per fiscal quarter or up to one board meeting per month and an Annual Meeting if desired by the Board of Directors.
C. General Meeting
The Management Agent, or a managing agent or service hired by the Management Agent, shall organize the annual meeting of the Association, including the preparation and delivery of the meeting notice, the proposed budget and the preparation of proxy forms. The Management Agent, or a managing agent or service hired by the Management Agent, will prepare the agenda for this meeting and will assist in overseeing the election of any new directors.
D. Assist with Communication
The Management Agent shall assist the Association with their newsletters, special notices, questionnaires, etc. The Management Agent shall assist in resolving individual owner’s problems as they pertain to the Association, common elements and governing rules and regulation.
E. Maintain Files
The Management Agent shall collect, organize and maintain complete files for the Association of all legal documents, owners lists, correspondence, house rules, site plans, blue prints and specifications, etc.
F. Property Inspection
The Management Agent shall make monthly inspections of the Property, and if warranted, in Management Agent’s sole discretion, render reports, and make recommendations concerning the Property to the Board.
G. Contractual and Physical Administration
The Management Agent will supervise the maintenance of the common areas, improvements, and equipment of the Association.
1. Service Contracting. The Management Agent shall solicit, analyze and compare bids, and negotiate contracts for execution by the Board for the services of contractors for any requisite grounds maintenance, landscaping, lighting, security services, audit and legal services and all other services required by the Association.
2. Monitor Contractors’ Performances. The Management Agent shall review the service contractor’s performances and recommend changes based upon experience to provide greater efficiency and lower maintenance effort or cost.
The Management Agent, or a managing agent or service hired by the Management Agent, will provide financial management services to the Association, including an effective accounting/financial system.
A. Annual Budgeting
The Management Agent, or a managing agent or service hired by the Management Agent, shall prepare an annual budget for the Association, detailed to reflect expected operations for each month during the twelve- month period. The budget will be established to illustrate expected, recurring receipts and disbursement. It will also be used for comparison of actual monthly income with expenditures. The Management Agent, or a managing agent or service hired by the Management Agent, shall analyze and compare operating receipts and disbursements against the Board-approved budgets (cash-flow budgets) and suggest corrective recommendations if indicated.
B. Financial Statements
The Management Agent, or a managing agent or service hired by the Management Agent, shall prepare monthly financial statements to be delivered to the Board Treasurer on a schedule as set forth in the contract which will include:
A. disbursements during previous month;
B. amount collected during the pervious month;
C. funds withheld as reserved to cover later expenditures for which current income may be insufficient;
D. compensation retained by Management Agent
E. bank reconciliation
F. cash receipts and disbursements statement;
G. delinquency reports will be received three days prior to board meeting, delivered to treasurer.
C. Year-End Statements.
The Management Agent, or a managing agent or service hired by the Management Agent, shall prepare a Year-End Statement of the operations for the Association. The Management Agent, or a managing agent or service hired by the Management Agent, shall assist the CPA, selected by the Board, to perform an audit, prepare forms, pay taxes, and to file local state and federal reports as required.
D. Collect Assessments
The Management Agent, or a managing agent or service hired by the Management Agent, shall collect all assessments semi-annually. All assessment payments shall be made payable to the Association and shall be deposited directly into the Association’s account. The Management Agent, or a managing agent or service hired by the Management Agent, will keep accounting records to reflect the status of each owner’s assessment payments and other account activity. The Management Agent, or a managing agent or service hired by the Management Agent, shall mail delinquency notices to any owner in arrears and exert reasonable efforts to collect delinquent accounts including reminder notices, delinquency letter, and/or telephone calls. Assessment fees due and not received by the due date per the Covenants will be assessed a late fee and a notice mailed to the homeowner. In the event of failure to collect delinquent accounts, and at the discretion of the Board, the Management Agent shall pursue payment through the Association’s attorney, or an attorney or collection agent hired by the Management Agent (at the expense of the Association).
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