SERVICE & COMMUNICATION 

• Assist Board of Directors in administering the governing documents
• Prompt response to all telephone calls, emails and correspondence regarding problems and/or concerns
• Assistance with association newsletter
• If association has a website affiliated with Jorel, we will update the website on a weekly basis and the owner’s directory will always be current
• Preparation of special reports and recommendations as requested by Board
• Interface with specialists retained by association for specific tasks
• Provide (and assist) CPA with information needed for audits/reviews
• Assist owners with explanation of policies & procedures in the governing documents
• Coordinate contract negotiations

MEETINGS 

• Schedule, notice and coordinate Board meetings
• Prepare meeting agenda
• Provide Board packages prior to meetings
• Assistance with conducting annual meetings and elections
• Attend quarterly Board meeting and annual meetings
• Distribution/filing of meeting minutes
• Prepare proxies and ballots

LEGAL 

• Legal liaison, as directed by Board
• Assist in preparation, passage, and filing of amendments to documents
• Distribution of amendments to documents

RECORDS 

• Maintain master mailing list and current owner database.  Research legal newspapers and returned mail for sales, bankruptcies and foreclosures
• Maintain custody of all association records in a professionally acceptable manner
• Ensure all records are updated and available for Board and owner review.  These include: Declaration of Covenants, Bylaws, Rules & Regulations, Plans/Blueprints, Contracts, Roster, Election Results (proxies, ballots, proof of notices), and other documents

MAINTENANCE MANAGEMENT 

• Oversee association repairs and maintenance
• Procure bids and contract services as advised by the Board
• Assist and prepare specifications for bid procurement
• Supervise contracts to assure contract fulfillment
• Schedule maintenance set-up schedule and procedures
• Preventative maintenance, advise Board and set-up schedule
• Inspect property on a regular basis for both covenant violations & vendor work
• Contract with dependable, licensed & insured vendors who perform quality work
• Timely response to Board and homeowner inquiries for maintenance requests
• On-call emergency maintenance services – 24/7
• Property inspections more often when special contracted work is in progress
• During major repairs, the inspections will include careful attention to details as well as to potentially hazardous conditions
• All community contracted services, as well as non-contracted repairs and maintenance are periodically reviewed to ensure that your property will have the neat appearance and high standards which homeowners expect

FINANCIAL 

• Prepare annual budget & discuss various options with Board
• Maximize investment income
• Ensure the Reserve Study is reviewed, undated regularly, and incorporated into the annual budget
• Provide financial statements on a modified-accrual basis
• Late charges can be implemented either as a %, fixed amount or combination
• Long-term financial planning (cash flow and reserves)
• Financial Reporting Package – available by the 15^th of the following month, includes: Balance Sheet, Income Statement, Budget Comparison Report, List of Delinquent Accounts, List of Prepaid Accounts, Current Status of all Delinquent Accounts, Check Register, and Management Report

ACCOUNTS RECEIVABLE 

• Prepare recommendations on policy and procedures for Board approval
• Facilitate billing with payment coupons
• Offer and set up automatic draft from owner’s checking account
• Offer online payment of dues through e-checks and credit cards
• Promptly deposit payments to appropriate association account through the lockbox or check-imaging software
• Maintain individual unit owner payment records
• Diligently and aggressively pursue collection efforts
• Collect dues and special assessments from homeowners and builders through various methods of payment (check, ACH, online e-checks, credit cards & billpay)
• Collection of delinquent dues via late letters at various set intervals and working with the association’s attorney
• Legal liaison: assist with liens, and foreclosures, proceed at Board’s direction

 ACCOUNTS PAYABLE 

• Prompt payment of all association expenses.  Vendors are paid timely – checks are written several times each week.
• Maintain credibility of association with vendors
• Establish and maintain cash flow
• Submit abnormal bills to Board for approval
• Use correct general ledger accounts for proper budget control and auditing
• Maintain check register
• Maintain detailed records, including filing of paid invoices for proof of expenditure

INSURANCE

• Assist with soliciting bids and securing annual insurance policy
• Ensure that insurance coverage is at least the minimum coverage set forth in the Declaration of Covenants
• Provide annual review of coverage, costs and obtain competitive bids
• Confirm all contractors have appropriate insurance coverage
• File association insurance claims