Administration

General Services Performed

• Provide a Florida licensed CAM Manager Part Time or Full Time depending upon size of property or as desired by Board

• Maintain a current and accurate Owner Roster List with names, address, and contact information

• Assist Board members with compliance with Federal and State statute, Administrative Code, and Local Ordinance

• Provide new Board member orientation and describe duties and obligations

• Assist Board members in performance of their obligations and development of Association policies and procedures

• Keep and maintain all official records, including, but not limited to, the Declaration, Articles of Incorporation, By-Laws, rules and regulations, policies, minutes of meetings, copies of contracts, financial records, etc.

• Manage all Association records for accuracy and work to digitize all Association documents

• Assist the board to maintain Association website per requirements of Chapter 718 F.S. Conduct an annual audit of website for current content and compliance

• Consult with Association board members, employees, members, and independent contractors regarding Condominium related questions and concerns

• Handle all other general correspondence to maintain efficient operations of the Association

• Timely and efficiently administer prompt turnaround of all Official Records Requests and Inspections following policies set forth by the Board and F.S. 718

• Ensure Corporation Filing and annual Directors Statement of Information is filed with the Secretary of State on an annual basis

• Act as Board Liaison with Association attorney 

• Provide after hours emergency maintenance assistance

Staff Management & Payroll Administration

• Utilize third party Human Resources/Payroll company for administration of salaries payout, labor burden, payroll taxes, and other administrative roles or fulfill any existing payroll systems and processes already in use

• Can pay management company for salaries as pass through cost or Association can engage directly with Human Resources/Payroll third party company 

• Employee benefit packages available and as well as carry over PTO, Sick, and Vacation Time for existing employees

• Can Train, direct, and supervise all existing maintenance, janitorial cleaning, and security staff

• Can Recruit, hire, train, direct, and supervise any needed maintenance, janitorial cleaning, and security staff

• Can engage with third party contract labor company for spot demand, temporary gap workers during high season

• Direct all other Association employees, vendors, and contractors

Rules & Regulations/CC&R Enforcement

• Guide the Board through process of deleting, amending, and adding new Rules & Regulations/CC&Rs via properly noticed and conducted Board meetings

• Assist the Board in seating a Fine/Compliance Committee to hear violations brought by the Board for adjudication

• Conduct a minimum of two random site inspections per week for the purpose of identifying Rules & Regs/CCR violations

• Follow up and notify the Board of any violations and discuss actions to correct all violations recorded

• Assist with  all Board duly noticed and conducted meetings to levy fines, Committee meetings to adjudicate violations and affirm or deny fines levied by the Board

• Invoice violations fines as approved by Board and affirmed by Committee

• Collect violations fines
  

Insurance Policies Management

• Annual scrutiny and review of all Association policies

• Understand all policy exclusions and negative impact on Association

• Work with agent/broker on annual market shop for all policies

• Work with Board on transition to any new agency/broker with agent of record mailings to all carriers

• Work with agent/broker to anticipate sharp increases in policy costs upcoming due to recent storm damage payouts by carriers

• Work with Board to anticipate how to pay for sharp increases in policy costs upcoming due to recent storm damage payouts by carriers
  

Contracts Management

• Handle bids specification development, preparation, and coordination, for services or projects under consideration by Board

• Manage and secure bids for association contracts, including but not limited to, insurance, security, landscape maintenance, pool service, and beach service

• Assist the board with the preparation, delivery, and negotiation of bid specifications related to vendor proposals and service related contracts

• Negotiate terms and price with Board approved Vendor/Contractor for least cost to Association

• Coordinate preparation and execution of final contract documentation, including the verification of proper insurance, updated license status, lien releases, etc.

• Review workmanship/performance of Association vendors/contractors and assure compliance is being achieved per the specifications in their contract

• In-Process contract supervision and provide construction/maintenance progress reports to Board

• Establish trigger-dates reminders to avoid auto renewing contracts the Association does not want to continue on with past end of term of the contract
  

Board of Directors Meetings

• Assist the Board with setting yearly calendar of Regular Board of Directors meetings, quarterly, monthly, or other and effectively communicate those dates with all homeowners

• Advise Board at least bi-weekly of status quo of Association operations, any updates, and any anticipated decisions needing to be brought before the Board and acted upon

• Assist Board with developing running list of action items to consider for upcoming meeting Agenda Items

• Prioritize and refine with the board the Agenda Items for next-meeting scheduling

• Prepare for any pre-scheduled Regular meetings of the Board

• Schedule any Special meetings of the Board

• Prepare Board packages with all updates, supporting documentation, and cost analysis in advance of meetings and distribute to members

• Properly notice any Board meeting according to statute and governing documents of the Association

• Organize, attend, and conduct all Board meetings

• Record and transcribe all Board meeting minutes and produce Draft Minutes of the meetings for approval at the next Board meeting

Annual Owners Meeting & Election

• Work with Board to establish place, date, and time of Annual Meeting, communicate to all owners once established

• Set trigger dates for First Notice of Annual Meeting, Second Notice, due date of Board Candidacy declaration, and deadline for receipt of all proxies and ballots

• Execute all trigger dates accurately and on time

• Prepare and maintain copies of all correspondence on behalf of the Association

• Prepare and distribute all paperwork associated with the annual meeting (agenda, proxy, ballot, prior year draft minutes, return envelopes)

• Manage all returned proxies and keep Board informed of whether or not quorum has been achieved

• Attend meeting and provide administrative support (check people in, hand out ballots, count ballots if vote takes place, etc.)

• Chair and conduct Annual Meeting if desired by Board

• Assist Board with establishment of Committee to count election votes

• Assist the Association attorney to oversee the counting of the election votes

• Assist the Board with Association attorney liaison to conduct Board Organization meeting after meeting to elect Board officers

• Record and transcribe the meeting minutes and produce Draft Minutes for approval at the next Annual Owners meeting

• Collect and secure all meeting materials for statutory record keeping; proxies and return envelopes, ballots and return envelopes, candidacy forms, election results etc.

Special Owners Meetings

• Work with Board to establish place, date, and time of Special Owners Meeting, communicate to all owners once set

• Mail out proxies timely if owner vote is required e.g. a material alteration of the building yes or no vote such as color change for upcoming seal and painting

• Properly notice the Special meeting according to statute and governing documents of the Association

• Organize, attend, and conduct the Special meetings

• Record and transcribe the meeting minutes and produce Draft Minutes of the meetings for approval at the next Owners meeting

Committee Meetings

• Assist the Board with need for a committee, ad hoc or a standing committee such as a Fine/Compliance committee

• Draft a Committee Charter for Board approval to establish why the committee exists and set parameters and boundaries and responsibilities 

• Properly notice committee meetings according to statute and governing documents of the Association

• Organize, attend, and conduct the committee meetings

• Record and transcribe the meeting minutes and produce Draft Minutes of the meetings for approval at the next committee meeting

Accounting - Fiscal Services

Owner Assessment Administration and Collection

• Prepare and mail all assessment billing statements and/or coupon books to homeowners

• Monitor and collect and deposit all assessment payments

• Answer homeowner inquiries regarding assessments and provide individual account statement recaps as needed

• Monitor all assessment accounts and manage collection of delinquent accounts by applying Association collection policy

• If no Association collection policy exists, can draft one for Board review and approval

• Distribute or make available the Association collection policy to membership

• Follow trigger dates for delinquent accounts and send out notices of intent to lien, notices of recordation of lien, and notice of intent to foreclose

• Can utilize full-service third-party collection agency if desired by Board

Accounts Payables Management

• Receive, review, and approve or submit to the Board for approval, all invoices submitted to the Association for payment

• Manage accounts payable expenses to ensure timely payment of all invoices, providing opportunity for approval and/or signature of Board members

• Make all disbursements from assessments collected for normal recurring expenses

• Invoice scanning and direct-submit payables to third-party bill pay provider available as desired by the Board

• Ledger and invoice reviews conducted

• Payables dispute resolution provided

Cash Control and Cash Flow Management

• Maintain checking, savings, and other investment accounts in the name of the Association

• Bank account management. Reconcile bank accounts statements at least monthly

• Maintain and update bank signature cards annually

• Secure electronic funds management

• Coordinate with bank to update our systems with cash receipts on a daily basis

• Prepare all operating funds checks for designated Board member review and signature

• Prepare any reserve funds checks for designated Board member review and signature for related to Reserve Expenditures of transfers to Operating Account

• Checks distribution to payees timely and accurately

• Proper management of all Association financial files regarding storage and access

Financial Reporting & Statements

• Prepare and furnish monthly financial statements to the Board by the 15th working day of each month which will include all income and expenses and reflect the net cash position of the Association

• Provide general ledger, income statement, and balance sheet

• Prepare detailed budget versus actual statements for income and expenses 

• Provide all bank statements and their reconciliation

• Provide all cash disbursement journals 

• Provide all owners assessment balances

• Provide all delinquent assessment collection reports

• Assist  Board treasurer directly with financial information requested for board meeting financial reports

• Provide a year-end financial recap report to the Board

Budgets

• Throughout the year, provide the Board with periodic, detailed budget versus actual income and expense reports. Guide and assist Board regarding the Associations financial performance compared to budget throughout the year. Identify cost saving opportunities for association

• Schedule budget workshops with Board in late summer to scrutinize current budgeted versus actual expenditures, and all anticipated future expenses to account for in the coming year. Study the cost trends that have occurred over time, identify any cost anomalies (spikes), and  secure cost projections and contractual price escalations for the coming year from major service providers such as insurance, utilities, fire safety, managed WiFi, elevators contracts etc.

• Prepare a management recommended draft budget for Board review based on prior operating expenses, estimated future expenses, and required or needed capital reserves. Prepare draft letter to homeowners related to Board adopted annual budget

• Gain a majority affirmation of the Board to adopt the coming year budget 

• Schedule and properly notice not less than 14 days prior a meeting of the Board to ratify the adopted budget for the coming year. Mail out Notice of Meeting to all homeowners of record with a copy of the letter to homeowners and the Board-adopted budget in side-by-side format contacting current year and next year numbers

Reserve Funds Analysis & Management

• Contract with professional Reserve Study preparer once every 3 years as required by law to ensure the Association has an updated Reserve Study. Review Reserve Study annually to plan for upcoming projects and Budget

• Hire only professional Reserve Study Analyst or Reserve Study Firm. Ask if dedicated industry industry professionals and/or engineers will be consulted when making conclusions on proper funding levels and end-of-life expectation and realistic replacement costs

• Reserving at inappropriate levels based on unrealistic end-of-life cost projections have been the doom of many associations

• We help to get your reserve funding right

• Monitor all reserve funds allocations often to be sure funds are actually accumulating as planned

• Discuss with Board benefits and pitfalls of moving from Straight Line reserves to Pooled Reserves

Yearly Tax Preparation/Filing & Annual Audit Preparation

• Assistance with audits and preparation/processing of tax documents, coordinate annual audit and tax return with Association CPA

• Provide Year-End compilation, reviewed, or audited financial statements to all homeowners when completed

Association Investment & Money Market Funds 

• Manage operating and reserve funds accounts to ensure FDIC insured coverage, invest funds when appropriate



• Execute any CD investments, renewals, or transfers as directed by the Board

• Utilize money market accounts when appropriate

• Investment fund and rollover date monitoring to alert Board