Oklahoma HOA Consulting Services Provided with a Full-Service Management Contract
Web Portal
- Establish web portal for use of owners and board members
- Service Requests
- Work Orders
- Online payments
- Document storage
- Real-time access to your account status, compliance, and collection statuses
Accounting
- Dedicated Accounting Manager
- Monthly Financial Statements (available online to all members)
- Balance Sheet, Income/Expense Statements, Delinquency Reports, General Ledger, Budget Comparison Report, Check Register, and Copies of All Bank Statements
- Annual Operating Budget Preparation
- Year End Auditor Setup and Correspondence (when required)
- Disbursement of annual 1099 reports to vendors
- Vendor Payments
- Receive Homeowner Payments (online or on paper)
- Tax preparation available
Collection Services
- Some services are an additional minor cost but collected from the individual homeowner who is delinquent
- Delinquency Letters
- Demand Letters
- Lien Filings
- Release of Liens
- Attorney Correspondence
- Appearances in court (additional charges may apply
Meetings
- Prepare Meeting Agenda
- Attendance at designated board meetings
- Attendance at annual meeting of the membership
- Production of Minutes
- Prepare Board Meeting Packets
- Agenda; Summary Management Report; Detailed and Date-Stamped Management Report; Copies of Correspondence; ACC Report; Financial Packet; Copies of Bids, Proposals, Contracts, and Comparisons; and Minutes from the Previous Meeting for Adoption
- Deliver Board Packets the Friday Before Each Meeting
- Provide Draft of Minutes to Board via Email Not More than 48 Hours After the Meeting
- Counsel and Guide Board at Meetings
- Offer Experience, Training, and Knowledge for Decision-Making
Vendor Management
- Development of Preferred Vendor List
- Verification of Vendor Insurance Policies and W-9 statuses
- Bid Process Management ($1,000 or over)
- Vendor Contract Negotiations and Awarding
- Vendor Oversight
- Vendor Invoice Research and Approval
Turn-key Maintenance:
- Our in-house landscape and maintenance division is available upon approval by the board, but the board is in no way obligated to use our maintenance division.
Annual Insurance Review
Homeowner Communication
- Association Attorney Correspondence
- Home Resale Coordination
- Homeowner Disclosure Statements
- New Resident Welcome Letter
- New Resident Information Package
- Membership Transfer Facilitation (pool cards, gate openers, etc.)
- 24-Hour Emergency Call Line, returned within an hour
- Board Members Have Manager’s Cell Phone, returned within 24 hours
- Email Communication, returned within 24 hours
- Newsletter Coordination and Distribution
- Meeting Notices
- Special Mailings and Notices
- Community Email blasts
Development of Committee Guidelines, policies, and procedures
Files Maintenance
- Maintain Books and Records for Association
- Maintain Books and Records for All Lots
- Maintain Association Legal Documents
- Maintain Committee Files
- Property Asset Inventory (annually)
Board Assistance
- Review and recommendations in forming or amending the governing documents.
- Board Member Training
- Board Planning Sessions to Prepare for Meetings and Events
- Architectural Change Process Facilitation and Notification
- Development of Operating Guidelines and Development of Responsibility Charts
- Legal Updates through the association’s attorney
- Setup and Enforcement of Internal Cash Controls
Compliance
- Development of compliance policies according to Oklahoma standards
- Monthly Inspections and reports
- Digital Photos of Every Violation when applicable.
- Letters and Follow-up to Noncompliant Homeowners
- Third-Party/In house compliance cures for HOA’s who are “self-help compliant”