Ø Owner Relations

·        Provide 24 hour/7 day a week contact for Property Managers

·        Available to Owners to help resolve problems related to Association business.

·        Maintains a web site (if requested) for the Association with password-protected access for owners to view their personal accounts.

·        E-bill paying available

 Ø Board of Directors Meeting Administration

• Prepare agendas-distribute Board packages including agenda, minutes, current financial statements, Property Managers report, variance report, committee reports, delinquency ageing, status of owners’ non-compliance, work order and other reports from TOPS.
• Attend Board meetings
• Advise President and Board of current FL Statute requirements and Directors’ fiduciary obligations.
• Makes suggestions to the President to improve the effectiveness of Board meetings and operations - recommend workshops, which are conducted at no cost to the Association.
• Recommend committee structure and offer suggestions for conducting efficient meetings.

Ø Annual Owner Meeting Administration

• Annual Owner Meeting Administration
• Prepare and mail notices, agendas, proxy forms, list of candidates, voting ballots and other required materials.
• Arrange for a meeting venue and required materials.
• Counts proxies to determine if a quorum exists.
• Collect and count ballots.
• Takes minutes.
• Assist the President as required.

 Ø Client Financial Services

• Develop recommended annual operating budgets in concert with Finance Committees for approval by the Board of Directors.
• Notifying owners of assessments and collecting funds.
• Reporting delinquent accounts; and initiating a proactive program to collect funds
• Maintain complete Owner records.
• Pays Association bills after appropriate review and approval – co-signing checks with the designated Board officer.
• Prepare detailed monthly financial reports including Balance Sheet, Revenue and Expense Statements, with all substantiating data
• Prepare a monthly variance report comparing actual to the budget and alerting the Board to unfavorable trends requiring corrective action.
• Managing the checking accounts along with recommending investment vehicles for reserve accounts.
• Recommend outside firms to the Board to conduct reserve fund studies to provide adequate funding for future capital repairs.
• Recommend CPAs for the annual audits or reviews.
• Maintain accurate records of the Association’s finances making certain GAAP guidelines are followed.

 Ø Common Property Maintenance

• Identify vendors, obtain bids and make recommendations to the Board of Directors
• Supervise the vendors and suppliers to achieve the standards set by the Association.
• Inspect the property weekly to identify areas of improvement and make recommendations to the Board as appropriate.
• Computer based work order system to manage projects.
• Supply MMS maintenance personnel for on-site work if requested.

 Ø Compliance

• Develop for Board approval standards and guidelines for inspections.
• Conduct weekly inspections to identify violations
• Issue letters to owners to achieve corrective action
• Follow up to ensure corrective action has been taken.
• If violation not corrected, schedule Hearing Committee meeting at the direction of the Board of Directors and record outcome.
• Issue fines as authorized and maintain the Owner’s payment schedule.

 Ø Architectural Review (additional service available)

• Review applications for completeness and conformity with the Association’s architectural review guidelines.
• Collect application fees and performance deposits.
• Communicate status of applications with owners and notify them of approval or disapproval.
• Inspect properties to insure conformance with approved plans.
• Refund deposits as appropriate.
• If ARC holds regularly scheduled meetings and wishes administrative assistance - prepare agendas and distribute with prior meeting minutes to ARC members.
• Insure applications are complete with required drawings, color samples, etc.
• Following approval- send stamped/approved plans to owner/builder for transmission to the county building department for permits.
• Prepare minutes of Board decisions and letters to applicants with the Board’s decisions
• Inform St. Johns County Building Department when project successfully completed so C of O can be issued.

 Ø Maintain All Association Official Records

• All legal documents including Minutes of Board and Owner’s meetings
• All financial records
• Contracts, licenses, permits
• Current Owner records
• Minute book
• Corporate seal
• Plans of ARB submissions and minutes of their meetings

 Ø Transition and Turnover

• Establishing a Transition committee and training members
• Overseeing the steps leading to Turnover
• Insuring all elements are thoroughly accomplished in concert with the Association’s attorney
• Providing administrative assistance and managing the Turnover meeting.

 Ø Consulting Services and Workshops

• Increasing the effectiveness of Boards of Directors
• Informing director candidates of Director and Board responsibilities.
• MAY Management’s responsibilities and the ideal working relationship with the Board of Directors
• Understanding the financial reports of the Association
• Conducting effective and efficient meetings.
• The Compliance function
• The Architectural review function
• Transition committees planning for turnovers.