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Archived Newsletters

Every month, we issue an electronic newsletter, eNews Monthly, to keep clients informed about Association items, spotlight clients, and answer frequently asked questions and let you know what is happening with the company.  Old issues of eNews Monthly are available on our Library page. 

February 2014
eNews Monthly
Fun Times
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San Antonio Hockey Night
by Roseann Ashe

On January 25th we celebrated our 6th annual hockey night with the San Antonio Rampage.  As usual, the evening was great fun with more than 150 friends and family that joined us.  This year we had our pregame event at the colorful Market Square in San Antonio!  It was a sunny, beautiful day, with live entertainment and great food.

The Rampage was the first to score in the first period, with the Wild not scoring until the 2nd period.  It stayed 1 -1 until the very end of the game when the Wild tied it up. Unfortunately, the Rampage fell to the Iowa Wild 2 – 1 in overtime.  Although it was nice to have the Iowa Wild to Texas, it was also bittersweet, as most everyone knows the Houston Aeros were relocated to Iowa.  We were able to spot Aeros jersey’s and colors throughout. 

This year we had 10 Houston area board members and their families win the trip to our hockey night! The prize package included hockey tickets, door prizes and $250.00. Congratulations to all of the winners.  Our lucky guests were as follows:

  • Amanda Van Dusen, Fairfax Villages HOA
  • Brian Batcheller, Marina Bay Park CA
  • Debbie Moreno, Lincoln Green Estates CA
  • Herlinda Estrada, Kirkmont Section II
  • Jennifer Travers, Parkway Forest POA
  • Keith & Debbie Hymer, Ridgepoint CA
  • Patricia Burke, Parkway Forest POA
  • Sharon Phelps, Atascocita West CIA
  • Shawn Sanders, Atascocita West CIA
  • Yolanda Laws, Copper Creek CIA

Click below to see photos of the fun from the last six years.

2014    2013     2012     2011     2010     2009 

Area Happenings
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National Go Red Month

February is National Go Red Month for women’s heart health. 

Heart disease is the No. 1 killer of women in the United States, claiming more lives than all forms of cancer combined. For more than 10 years, the American Heart Association has sponsored National Wear Red Day® to raise awareness in the fight against heart disease in women.

Our employees have joined the campaign in support of this cause by wearing Go Red Dress Lapel Pins.  A symbol of women and heart disease, the red dress pin comes mounted on a card explaining its significance.  Proceeds from the purchase of the pins supports Go Red for Women.

Celebrate National Wear Red Day® with Go Red For Women on Friday, Feb. 7, 2014 to help fight women’s No. 1 killer—heart disease. Join the movement nationwide and learn how you can honor women like you on this important day in the information below.

Houston area happenings: Click Here

San Antonio area happenings: Click Here

National happenings: Click Here

Did You Know?
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Collections Process

For the majority of associations, assessments are due by January 1st and overdue after January 31st of each year. Although most owners pay on time, the delinquent collections process begins for the rest in February. So now is a good time to review our standard collection procedure.

Annual Statements.  The process begins when the annual statements are mailed to all owners. This is done soon after the annual budget is adopted by the Board of Directors. Draft budgets are reviewed as early as August and approved as late as November. The annual statement mailout includes a cover letter summarizing how the assessment will be used, a copy of the operating budget and a statement with coupon and return envelope. Many communities also include our popular "multi-payment option" which has more coupons and return envelopes that allow the owners to make 2, 3 or 4 payments by January 31st.

February.  In February, a late fee and interest is added to each account not on a formal payment plan. A past due notice is mailed with a statement. The owner is asked to contact our office to setup a payment plan if needed. The notice notes the next step that will be taken if necessary. Setting up a payment plan is easy. We work with the owner to establish a manageable monthly payment. We document the plan in a letter which the owner signs and returns with their first payment. All plans are monitored for compliance and we follow-up with a reminder if needed.

March.  Another late fee is added and a statement and notice is sent by certified mail in March as required by the Texas Property Code. The owner is again encouraged to contact our office for a payment plan if needed. The letter notes the next steps that will be taken if necessary.

April.  A lien is filed by an attorney in April and a fee is added to the account for the legal cost of preparing the lien and the subsequent release along with the county filing fees. Once we receive the recorded lien back from the county, we mail it to the owner with another letter offering a payment plan and noting the next step, if needed. Since the lien is filed in the public records, this debt is picked up by the credit reporting agencies.

May/June.  In May or June, accounts are presented to the Board of Directors for approval to send to an attorney for a demand letter. Once approved, a current title search is performed to verify ownership and a fee is added to the owner’s account. The cost of the attorney demand letter is also added to the owner’s account.

Next.  While this procedure is highly effective, there are situations that will require additional legal action.  For a comprehensive discussion of the steps described here and what comes next, please attend our upcoming seminars on Understanding Collections and Financial Reports seminar and Advanced Topics for Board Members.

Seminar Series
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2014 Seminar Series

Our 2014 schedule for the C.I.A. Services Seminar Series has been finalized.  We are please to again present seven seminars throughout the year - each at three locations for a total of 21 training sessions. Click here to read the seminar descriptions and see the schedule.

Our core group of seminars are all back and updated with additional information. Even if you have attended any of these before, you will find the updated versions informative.

  • Board Member Orientation
  • Advanced Topics for Board Members
  • Meeting & Records - The Legal Requirements
  • Understanding Collections & Financial Reports
  • The Super Budgeting Process
  • Practical Deed Restriction Management
  • Essentials of Architectural Control

Each two-hour seminar begins at 6:00 pm and we provide deli sandwiches in case you come straight from work.  You’ll leave with a wealth of practical information and a notebook for future reference.

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Meetings & Records - The Legal Requirements

This is a critical seminar for understanding the legal responsibilities of board members and their associations under the laws enacted in the 82nd legislative session. This seminar deals with board and members meetings and how those meetings must be announced, conducted and documented. We’ll review what can be done in board executive sessions and unannounced meetings. We’ll cover elections and voting. And finally, we’ll explain members’ access to Association records. This is an extremely important seminar for all board members.

02/10/14 - Monday

6 – 8 pm

Bandera

02/11/14 - Tuesday

6 – 8 pm

North

02/12/14 - Wednesday

6 – 8 pm

Southwest

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Understanding Collections & Financial Reports

The first half of this seminar will cover all the steps involved in successful assessment collections.  Since not everyone pays on time, we’ll get into late fees, liens, payment plans, bankruptcy and all the legal remedies.  The second half of the seminar deals with reading and understanding your financial reports.  We’ll trace the flow of money throughout the reports so you’ll never be in the dark when staring at all those numbers.

Space is limited and advance registration is required.  To register, please call our office or send an email to seminars@ciaservices.com.

03/12/14 - Wednesday

6 – 8 pm

Bandera

03/19/14 - Wednesday

6 – 8 pm

North

03/20/14 - Thursday

6 – 8 pm

Southwest

Community Highlight
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Volunteer Spotlight - Ashcreek's Vickie Cooper
by Brenda Ellington

Vickie Cooper has lived in the Ashcreek Homeowners Association since 1999. Since she has lived in the community she has volunteered in several capacities while serving on the Board of Directors.  She has been on the Board of Directors since 2000 and is currently the President of the Board of Directors.  She also headed up the MUD project for a community center to be built in the community.  Currently, Vickie is the chairperson for the Home Improvement Request (HIR) Review Committee and works diligently to ensure all HIR’s are reviewed and approved in a timely manner.  Vickie also composes the community newsletter and heads most of the events within the community. 

Vickie keeps active in the community events and makes sure the community functions as a whole.  She is a working mother of three active boys.   She balances her job, raising three boys and still takes the time to serve on her Board of Directors.  She has learned through time it is hard to manage three things at a time but does it well.  Serving on her Board is very close to her heart and she always has the community in mind in whatever she does. 

Vickie is an asset to Ashcreek HOA and we are very thankful to work with such a wonderful, dedicated volunteer. We salute Vickie in all that she has done and we would like to recognize her this month.  Thank you Vickie, we appreciate all of our dedicated volunteers.  They are the ones that make it all work!

Community of the Month
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Cross Creeck Ranch Community Association

We are proud of every one of our communities so it is always hard to find just one to highlight. We start by having each of our Community Managers write a nomination for one of their communities. We then read them and take a vote. Here are our most recent selections:

  • February - Cross Creek Ranch Community Association - North Office - Renea Miksch
  • January- Treasure Island Homes Association - Bandera Office - Megan Lamb
  • December - Eldridge Park Village Community Association - Southwest Office - Gina Victor
  • November - Royal Palms Homeowners Associon - Southwest Office - Susan Bratton
  • October - Bowling Green Garden Homes Association - North Office - Colline Chavera

To see the full story on these communities and to see the past winners, visit the Community of the Month page on our web site.

Community Anniversaries
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Every month we appreciate the communities that are celebrating their anniversaries with us. Here are the clients that started with us in February.

  • Oyster Point Homeowners Association— 18 years
  • Oak Hollow Homeowners Association— 13 years
  • Eastpoint Subdivision Homeowners Association— 11 years
  • Silverglen North Homeowners Association— 11 years
  • Post Wood Civic Association— 10 years
  • Greensbrook Community Association— 8 years

Our goal has always been to create a positive, long term relationship with all of our client communities. We are very proud to be managing all of these communities.

Employee Corner
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Employee Anniversaries

Congratulations to Patricia Jensen on completing one year with us.  Patricia is a member of the clerical support team at our Southwest office.  She processes any returned mail and makes sure the appropriate corrections are made across all of our systems. It’s good to have you on board!

Read Past Issues of eNews Monthly

Every month, we issue an electronic newsletter, eNews Monthly, to keep clients informed about Association items, spotlight clients, answer frequently asked questions and let you know what is happening with the company. Old issues of eNews Monthly are available on our Library page.