HOA MANAGEMENT SERVICES
The following information outlines some of the daily activities included in our standard HOA management agreement:
ENFORCEMENT OF RESTRICTIONS
- 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.
FINANCIAL
- 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.
MAINTENANCE OF COMMUNITY ASSETS
- 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.
GENERAL
- 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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