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


  • 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


  • 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


  • 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”