Management Services of Associations

1. Administrative

A. Attend and assist in the conduct of all meetings pertaining to normal business of the Association. Prepare all notices and agendas for previous said meetings and record all minutes.
B. Advise/Inform the Board of all projects, policies, rules, and actions that need to be approved by the Board.
C. Will be “Legal Agent of Service” and as such will sign and execute:

i.) Maintenance and service agreements
ii) Federal, state and local tax returns, if any
iii) Liens
iv) Release of Liens
v) Suits and Judgments
vi) Domestic corporations filings
vii) Others as appropriate and consistent with the powers of the agent

D. Routine site inspections, which may result in the issuance of notices and violation letters
E. Normal office hours will be maintained for the convenience of Association members and any companies conducting business with the Association.

2) Accounting

A. Propose annual budget for approval by Board including Reserve Funding recommendations
B. Bill and collect assessments. Prepare monthly statement of overdue assessments
C. Prepare and send notices and statements of overdue accounts until account is settled.
D. Establish and administer control system for purchasing of goods and services by the Association
E. Receive all invoices, billings and statements for the Association
F. Maintain and make all entries and postings to general journal, other journals and general ledger
G. Maintain accounts receivable and accounts payable system that ensures timely collection of receivables and payment of payables
H. Receive all payments to the Association and other Association deposits, and then deposit those into the bank
I. Develop and administer payment authorization system for the Board
J. Reconcile bank statements
K.Prepare and file all required Federal, state and local tax returns and all required tax forms
L. Provide monthly financial statements for the Board including:

i) General ledger and journal
ii) Balance sheet including changes in Homeowner Equity
iii) Monthly and YTD statements of income, expense, surplus (deficit)
iv) Monthly and YTD actual vs. budget

M. Assist and participate in the preparation of an audited annual statement by the Associations designated auditor