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Maintain
the records of the association, including all correspondence by and
between the Board of Directors, homeowners and the management agent.
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Maintain
copies of Board minutes and transactions and assist in their typing
and dissemination if requested.
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Prepare
and disseminate all Board communications to homeowners (postage and
copy expense charged on a cost only basis).
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Act
as agent for the Board of Directors in carrying out programs the
Board deems necessary regarding association activities.
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Solicit
bids for special programs and implement and supervise the completion
of such programs, reporting the progress of same to the Board as
required.
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Prepare
and present a periodic Property Status Report to the Board of
Directors as may be required.
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Assign
a qualified licensed property manager to supervise and administer
the day-to-day activities. The manager shall tour the
property and be available on the premises periodically as agreed
upon with the Board. The number of such visits to the property is
determined on the basis of activity requiring attention or the
desires of the Board of Directors. In addition, where requested, a
full time or part-time on-site manager can be provided.
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Receive,
advise and process service requests according to guidelines
specified by the Board of Directors.
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Negotiate
the best possible pricing for services and goods obtained on behalf
of the Board of Directors.
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Prepare
for, attend and participate in the annual meeting of the
association, special meetings of the Association, and meetings of
the Board of Directors.
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Advise
the Board on statutory and regulatory requirements of the Florida
Condominium Act, Chapter 718. Advise the Board of amendments as they
occur.
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Prepare
and file on behalf of the association all legal reports required
under Federal and State law. Also, on behalf of the association,
secure all necessary permits for operation of condominium
facilities.
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Compile
and implement a comprehensive maintenance schedule which encompasses
both the day-to-day maintenance activities as well as
long range preventive maintenance programming.
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Hire,
train and supervise any employees required for the property.
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Supervise
ongoing property maintenance and service requirements and work of
all vendors and subcontractors for such services as lawn and pool
maintenance, elevator maintenance, fire and building security
systems, maintenance of mechanical systems, etc...
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On
behalf of the Board of Directors and at their direction, attempt to
secure compliance with association rules and regulations by all
owners, guests and lessees.
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At
the direction of the Board, obtain premium quotations for such
insurance as shall be deemed necessary by the Board.
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Maintain
and continually update the official record of ownership, including
the correct mailing addresses (seasonal or otherwise) of each unit
owner.
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If
required, formulate and implement a security program in accordance
with input from the association.
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Provide
complete, computerized accounting and bookkeeping services,
utilizing a state of the art computer system and a fully bonded
staff.
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Prepare
and submit to the Board of Directors a proposed annual operating
budget and assist in the preparation and establishment of the final
budget. Provide an updated reserve account analysis with each year's
proposed budget.
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Maintain
necessary corporate fiscal records' including all receipts and
disbursements information.
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Maintain
such separate bank accounts for and in the name of the association
as are necessary for its operation. All earned interest accrues to
the Association.
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Review
billings for accuracy and prepare checks for approved invoices.
Maintain check registers, a payables journal and perform monthly
bank account reconciliation's.
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In
connection with on-site employees, prepare all payroll tax
reports and disburse payment of same. Maintain an employee personnel
file.
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Arrange
bank deposit procedure and control receipt activity. Maintain
receivable information as to the account status of each unit.
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Secure
the printing and mailing of coupon payment booklets to all unit
owners.
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Upon
request, provide unit owners with the status of their individual fee
account and coordinate the resolution of any discrepancies that may
occur between the official record and a homeowner's record.
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Provide
the Board with a monthly financial statement which addresses all
income statement and balance sheet accounts, accounts receivable,
and reserve account status.
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Prepare
unaudited annual financial report and disseminate it to each unit
owner.
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Coordinate
with the Association's accountants the preparation and filing of the
association's annual income tax return.
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Assist
and cooperate with any independent auditing firm that may be
retained by the Board of Directors
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Maintain
a comprehensive “paid bills” file that shall be open to
inspection by the Board at any time.
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Provide
the Board of Directors with monthly statements of delinquent
accounts and work with the Board to establish policies and
procedures to reduce delinquencies.
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Generate
and mail out the correspondence necessary to bring delinquent
accounts up to date. Where unsuccessful, recommend the appropriate
legal action to the Board.
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Assist
association legal counsel when necessary.
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