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SERVICES
OUTLINE OF PROPERTY MANAGEMENT SERVICES
ADMINISTRATIVE SERVICES
HHS&G can arrange communications, manage documents, and coordinate administrative activities for your Association.
Services include:
• Attending regularly scheduled Board of Director’s meetings as well as the annual meeting.
• Working with the Board of Directors to coordinate and facilitate meetings of the homeowners as well as the annual meeting.
• Preparing and distributing a management report to all Board members at each regularly scheduled meeting that will summarize the activity at the property and propose action on Association concerns.
• Acting as a liaison between the Board of Directors and legal counsel.
• Assisting the Board of Directors in the enforcement of policies as set forth in the Association’s rules and regulations.
• Informing the Board of written complaints from homeowners and suggest remedies.
• Notifying the Board of Directors of neighborhood concerns and revisions to applicable laws and zoning codes.
• Facilitating the inspections of the municipality to ensure the building meets all required codes.
• Providing homeowners with the documents necessary for sales and refinancing.
• Sending a copy of appropriate Association correspondence to the Board President and to any other officers and/or committee members.
OPERATIONAL SERVICES
HHS&G can maintain the appearance, integrity, and general atmosphere of the building and common areas.
Operational Services include:
• Providing regular inspections and assistance in long range maintenance planning.
• Obtaining multiple proposals from contractors for major projects (i.e. roofing, façade studies, elevator maintenance, landscaping improvements, etc.).
• Negotiating contracts with vendors for services. HHS&G will always obtain the permission of the Board of Directors before entering into any contractual agreement on behalf of the Association.
• Negotiating with utility providers.
• Supervising, hiring and dismissing Association employees.
• Hiring, inspecting and coordinating with outside contractors.
• Offering regular office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. Emergency answering service is available 24 hours a day, seven days a week.
OUTLINE OF FINANCIAL MANAGEMENT SERVICES
Our Accounting Service Department, audited by Certified Public Accountants, can service all of the accounting needs of your Association. This includes, but is not limited to, assessment collection, bill payment, bank account reconciliation, payroll, and financial statement preparation.
The Accounting Service Department will:
• Prepare and send to the Board of Directors, no later than the 15th of each month, a Monthly Property Analysis of Income and Expenses which includes:
• An Accrual Balance Sheet
• A Budget Comparison
• A Statement of Homeowner Accounts
• A Check Register
• An Unpaid Bills Report
• A Payroll Summary
• Provide financial statements in an accrual or a cash basis.
• Collect assessment payments and post them to individual homeowner’s accounts daily.
• At the beginning of each fiscal year, and after the Board of Directors has approved the Association’s budget, we will send a 12-month assessment payment coupon book to each homeowner or a homeowner can request the Electronic Fund Transfer (EFT) of assessments directly from their bank account.
• Assemble a complete set of financial records including a General Ledger in accordance with Generally Accepted Accounting Practices.
• Maintain Association funds in a separate operating account.
• Pay Association related expenses including utilities, contractors, suppliers, employees, etc.
• Charge Homeowners for required repair work in their units, violation fines, late fees, and any special assessments as determined by the Board of Directors.
• Work with a Certified Public Accounting firm to compile a year-end financial statement, and federal and state income tax returns.
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