Billing and Collections

• Mail annual assessment billing with cover letter, budget and statement
• Provide automatic multi-payment option for owners’ annual assessment
• Work with owners on payment plans, as needed, and monitor compliance
• Prepare proof of claim for owners filing bankruptcy and monitor payments
• Carry out a structured delinquent collections process including legal remedies
• Prepare and file notices of lien and releases in-house to reduce collection costs
• Coordinate all legal activities with attorney after Board approval
• Maintain lockbox system where owner payments are mailed directly to bank
• Provide online payment option for owners using credit cards or electronic checks

Financial Services

• Monthly reconciliation of all bank accounts
• Monthly financial statements with custom, detailed & readable reports
• Payables review/approval and check disbursements
• Computer check printing to eliminate the need to purchase checks
• Investments administration
• Detailed budget preparation with reserve analysis and long term projections

Administrative Expense Recovery

• Chargebacks at certain steps in delinquent collections process
• Chargebacks at certain steps in deed restrictions management process
• Recovered fees split between community and management to offset costs
• Management portion paid only after community receives payment from owner

Deed Restriction Management

• Assign a specialized inspector to each community
• Perform full community inspections every two weeks
• Use a proprietary violation tracking and management system
• Perform all violation follow-up including legal remedies
• Mail "Thank You" letters for corrected violations
• Perform all work done in compliance with the Texas Property Code
• Handle complete processing of ACC submissions from receipt to response
• Provide experienced assistance in preparing DR and ACC guidelines

Management Services

• Coordinate all Board meetings with comprehensive packages to the Board in advance
• Coordinate Annual meeting and other members meetings
• Provide secure online voting for annual meetings and other member issues
• Prepare meeting packages in advance of each Board or member meeting
• Prepare minutes for each Board or member meeting
• Provide experienced consultation on homeowners’ association issues
• Maintain official corporate records available for member inspection
• Mail “Welcome Postcards” to new owners after notification of closing
• Provide all associated administrative services
• Provide liaison with contractors, consultants, and government officials
• Assist committees in coordinating community special events
• Assist with community newsletter preparation and distribution
• Maintain extended customer service hours until 8 p.m.
• Provide on-call manager for emergencies 24 hrs/day
• Provide Board and volunteer training through our C.I.A. Services Seminar Series
• Provide monthly email on current topics of interest through eNews Monthly
• Provide free website for each community

Facilities Management

• Assign a specialized maintenance coordinator to each community
• Inspect all common areas and amenities on a routine basis
• Prepare bid specifications, solicit proposals and summarize results
• Coordinate projects and maintenance with written work order system
• Track contractor certificates of insurance to ensure they are current