1. Files and Records
a. Develop and maintain a filing system of the Association's important papers. Included would be such things as contracts, resident communications, public agency filings, financial information, insurance policies, resolutions, and legal documents. Originals of all important records are maintained by Manager although they are the property of the Association.
b. Make the Association's routine books and records available for inspection by any owner or mortgage holder upon reasonable notice during regular business hours at Manager's regular office location. Access to individual files shall be determined by policy of the Association. Go to top of page2. Communications
a. Prepare general correspondence dealing with routine operational matters between the Association and residents, contractors, agents, government officials, or other entities.
b. Arrange for the mailing or other distribution of Notices required by the Documents or directed by the Association, including but not limited to Notice Of Annual Meetings, Notice Of Elections, etc. Go to top of page
3. Insurance Administration
a. Assist the Association and its qualified insurance agent in placing the required insurance by providing required information. The Association retains sole responsibility regarding the type and amount of insurance coverage selected.
b. Receive and report to the insurance agent any known incident which may result in an insurance claim for which the Association may have responsibility. This Agreement specifically excludes any activity which could be construed as "claims adjusting" on the part of Manager.
c. Report to the Association any accidents, fires, or other claims related to the management, maintenance, and operation of the Association's property.
d. Prepare the necessary information to assist the insurance carrier in the event of a workers compensation audit. Go to top of page
4. Complaints, Rules and Administration
a. Implement a Computerized Complaint Tracking Program which shall be updated daily with all complaints from residents, directors, Association, etc. Activities related to the resolution of each complaint shall also be logged. Manager shall upon request of Association provide a current report and shall also include a monthly report of all complaints, reflecting the status of both solved and open items, as part of the monthly report package to Association.
b. Assist the Association in the refinement and/or development of the rules, regulations, and architectural review guidelines. Develop a rules compliance procedure for approval by the Association.
c. Receive written and signed complaints regarding rules violations and investigate as provided by present policy (these shall be included in the complaint tracking program).
d. In accordance with the Association's policies, inform, in writing, residents who are in violation of rules.
e. Identify those readily visible and observed rules violations as part of routine site inspections.
f. Take other such actions as are consistent with the Association policy to assist the Association in the administration of enforcement provisions of the Documents, Resolutions, Rules and Regulations as are consistent with Association policy. Resulting Association-approved litigation which requires Manager involvement may be an additional charge as provided by the Management Staff Time Allocations section of this Agreement. Go to top of page
5. Policy Development
a. Inform the Association concerning significant and relevant legislation, insurance, financial practices, court decisions, or tax rulings pertaining to community associations which come to Manager's attention.
b. Support an on-going Association development of resolutions to address important administrative and policy matters.
c. Offer advice and direction to the Association regarding their governing process and responsibilities. Go to top of page
a. Provide basic information about the Association as requested by a seller, prospective buyer, or agent. Included would be any resale certificate mandated by law or Association documents. Costs for preparation of items such as resale certificates, or uniform project questionnaires shall be initially borne by Association and charged to those requesting such services. Manager is not expected to complete forms or applications for individual financing or for secondary market financing approval, and if it does, Manager shall charge the person requesting same.
b. Prepare the necessary correspondence, including payment status information, which will facilitate settlements.
c. Upon receipt of notification of a sale of a unit, prepare the necessary records and files required for accurate assessment billing and other communications.
d. Retain listing of recent Conveyancing information.
e. Establish and implement a system to insure that all residents have received and are aware of Association By-laws, Rules & Regulations, and other appropriate documents prior to taking possession of their unit.
f. Develop, at the option and discretion of the Board, a screening program as required by Association documents for potential residents (owners and tenants). Manager shall be paid a fee for providing the services listed above (sections a-f) which is anticipated to be 50% of the fee paid by the potential resident to the Association for having the screening program performed. Go to top of page
7. Professional Services Coordination
a. Upon request, provide assistance to the Association in selection of consultants to accomplish specialized functions for the Association in such areas as engineering, law, or public accounting.
b. Cooperate with those consultants selected and retained by the Association. Go to top of page
8. Meeting Coordination
a. Coordinate and attend the annual resident's meeting and other meetings where voting is to take place.
b. Prepare notices, nomination forms, proxies, mail ballots and other appropriate documentation which are required to support the meetings.
c. Arrange the necessary materials, procedures, personnel, and otherwise support the operation of those meetings. Costs (other than those specifically designated as Manager's responsibility within this Agreement) related to membership meetings shall be borne by the Association. Go to top of page
9. Management Report
a. Prepare a Monthly Management Report in an consistent, organized, tabbed format to facilitate the Board Member's understanding of the events of the past and upcoming month. This report shall highlight those items where the Management Company is requesting the Board to make a decision and should be categorized into the following components:
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An Agenda for the meeting
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A written report from the Management Company summarizing all events and materials within the Monthly Report.
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Financial Reports
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Copies of all incoming correspondence.
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Copies of all outgoing correspondence.
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Operations report from Property Manager.
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Computer report reflecting status and actions taken of all Architectural Violations as well as Covenant,
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Rule and Regulation Violations.
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Computer report reflecting status and actions taken regarding all service requests from unit owners over the past month.
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Computer report reflecting status and actions taken for all work orders generated over the past month.
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Written property inspection report by property manager.
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Specifications and bids on required projects.
b. Deliver the management report, along with other appropriate supporting information, to each Director at least TWO (2) days prior to each of the Association's regularly scheduled Board Meetings. Go to top of page
10. Board Meetings
a. Manager shall attend a monthly board meeting at no additional charge to Association. Association shall be responsible for taking minutes at these meetings. Go to top of page
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