The following information outlines some of the daily activities included in our standard HOA management agreement:


  • Welcome each new homeowner reminding them of restrictions and offer copies of their community documents.
  • Maintain permanent file of each Lot for all correspondence with homeowners.
  • Periodically inspect community for violations.
  • Send written notice of violation to the homeowners.
  • Coordinate hearings before the Board of Directors.
  • Administer fines and action to enforce restrictive covenants.
  • Assist the Board of Directors with understanding the governing documents for their community.


  • Prepare annual budget including long term reserve planning.
  • Review invoices and process all payments for utilities and vendor services.
  • Provide a detailed monthly statement of finances with list of delinquent homeowners to the Board of Directors.
  • Send notice of assessment to each homeowner and collect payments for deposit.
  • Send monthly past due notices to each delinquent homeowner.
  • Send delinquent letter to homeowner of intent to lien based on the Board of Director’s predetermined timeframe.
  • Coordinate filing of liens with association’s attorney.
  • Coordinate foreclosure of lien at the Board of Director’s direction.
  • Administer and monitor bankruptcy collections and lender foreclosures.
  • Coordinate filing of tax return with third party accountant.
  • Coordinate year end audit or review at the Board of Director’s direction.


  • Maintain extensive approved vendor database of contractors with proven track record.
  • Periodically inspect community for performance and supervision of contractors.
  • Respond to homeowner calls for maintenance needs in a timely fashion.
  • Inspect community assets for maintenance necessities and report findings to the Board of Directors.
  • Solicit multiple bids for contracts and large renovation or repair projects for presentation to the Board of Directors.
  • Research and document future expense projections for asset reserve planning.
  • Assist the Board of Directors in processing all insurance claims of the common areas.


  • Provide 24 hour emergency answering service.
  • Answer each call Monday through Friday 8:30am-5:00pm by the receptionist or staff.
  • Maintain permanent files of the association which include meeting minutes, tax returns, financial data and contracts.
  • Provide website enabling homeowners to pay dues online, view and download community documents, request maintenance service and report a violation at https://hawthornemgmt.com/.
  • Attend and assist with board meetings.
  • Attend and provide assistance with coordinating the annual meeting of the membership.

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