Administrative Services

a.    Act as an advisor to the Board in areas such as assessment collections, rules and regulations, architectural control, communications, review of governing documents, parliamentary procedures, elections, formation of committees and other areas unique to association management.

b.    Attend Board Meetings.

c.     Prepare and deliver a Board Packet at least 3 days prior to the Board Meeting, including an Agenda; written Management Report; action items; copies of significant correspondence, bids, and other material needed for effective decision-making; and previous month's financial statements.

d.    Administer the Annual Meeting procedure in compliance with the governing documents and relevant statutes, also attend and assist in tallying ballots.

e.    Prepare an Annual Report as required by the documents and law.

f.      Provide a Homeowner Information Packet to all present and future owners, explaining the role of Management and basic procedures.

g.     Act as liaison between Board and Homeowners.

h.    Initiate and answer correspondence as appropriate.

i.      Provide a live emergency call service, 24 hours a day, 7 days a week.

j.      Assist in the interpretation of the governing documents and relevant legislation (this shall not be construed as rendering legal advice).

k.     Advise the Board of local, state and federal legislative and court developments, which affect the Association.

l.      Assist in the administration and enforcement procedures of the rules and regulations and architectural guidelines.

m.   Record keeping of legal documents, construction plans, owner, mortgagee and resident files, minutes, annual reports, financial records, contracts, insurance policies and certificates, etc..

n.    Advise the Board in its arrangements for liability and casualty insurance on the common and/or real property, fidelity bonds and crime coverage, directors and officer's liability insurance, and workers' compensation.

o.    Prepare insurance specifications for approval by the Board, and solicit competitive bids.

p.    Investigate potential insurance claims, report any claims to the insurer, solicit bids for repair, submit loss claim for payment, and assess insurance deductible amounts pursuant to Board policy.

q.    Secure necessary licenses, such as swimming pool, multi-family dwelling, etc., and notify Board promptly of any notices of violation of building ordinances or laws.

r.      Prepare an annual calendar highlighting those dates and activities important to the operation of the Association.

s.     Serve as liaison for professional services such as legal, audit and income tax, architectural, design and engineering.

t.      Provide the Board with a Homeowner Directory listing by unit address, unit owner name, home and work phone number (where available) and mailing address, if absentee owned.