RECORD KEEPING

Maintain the records of the Association including all correspondence by and between the Board of Directors, Homeowners and the Management firm.

Maintain copies of Board minutes and transactions.

Prepare and disseminate all Board communications to Homeowners.

Maintain and continually update the official record of ownership, including the correct mailing addresses

ADMINISTRATIVE

Provide input to the Board during scheduled Board Meetings

Attend (per contract) scheduled meetings of the Board of Directors or Homeowners.

Prepare and file on behalf of the Association, all legal reports required under Federal and State Law (excluding tax returns).

At the discretion of the Board, obtain premium quotations for such insurance as shall be required.

Assist Association legal counsel in whatever actions are required

Assist the Board of Directors in dealing with the Home-owners affairs and provide input as to prudent courses of action

On behalf of the Association, and at their discretion, attempt to secure compliance with all owners regarding the Association’s Rules and Regulations

FINANCIAL

Prepare and submit to the Board, a proposed annual operating and reserve budget and assist in the preparation and distribution of the final budget.

Perform ongoing budget analysis and continually monitor cost trends in the area to avail the Association of the most economical operational practices.

Maintain a computerized corporate ledger which includes all receipt and disbursement information which shall be available for inspection by the Board upon request.

Prepare a monthly financial activity analysis including comparison to budget and prior year actuals. The reports will be provided to interested owners upon request and at the discretion of the Board.

Prepare the annual financial report and distribute to each owner at the expense of the Association.

Prepare any additional financial reports requested by the Board

Review billing for accurancy in costs and good received, creating checks for approved invoices ONLY.

Maintain a check register and payable journal while performing monthly bank reconciliations.

Upon request, provide individual Homeowners with the status of their account and coordinate the solution of any discrepancies that may occur between the official record and a Home-owner’s record

Maintain a comprehensive “bills-paid” file that shall be available to inspection by the Board at any time.

Provide the Board of Directors with monthly detailed statements of delinquent accounts.

Communicate and coordinate delinquent account information to home-owner and/or attorney as to minimize the overall uncollectable status of the Accounts Receivable account.

Assist and cooperate with any outside auditing firm that may be retained by the Board.

MAINTENANCE

Manage all service requests and work orders to minimize the overall cost expenditures to the community.

Upon request, furnish Board members with the supportng documentation relating to service calls and work orders for payment of invoices.

Solicit bids for special projects and implement and supervise the completion of such project; reporting the status of the same to the Board as requested.

Receive, advise and process service requests by Homeowners per guidelines set out by the Board of Directors.

Communicate value added alternatives to the Board of Directors from time to time.

SERVICES AT ADDITIONAL COST

Typing of the Board Minutes

Edit and Publish newsletters and other community notices (other than monthly board meeting notices)

When special assessments are implemented, a fee equal to 1% of the assessment will be charged for administrative costs.

Any other special requests not mentioned in the Management Contract.

For more information or to schedule a management proposal for your neighborhood, please contact us either via email at tfernandez@fourseasonspm.com.  You may also call us at 317-846-3687 during normal business hours from 8:00am to 5:00pm.

We look forward to serving you.

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