Administrative Services
ADMINISTRATIVE SERVICES

• Attend annual membership and Board of Directors meetings.
• Prepare and distribute meeting notices, agendas, proxies, ballots and other materials needed for membership meetings.
• Prepare and distribute meeting minutes for Board of Directors meetings.
• Prepare information packets (Board packets) for Board members with agenda and related information for Board meetings.
• Prepare and distribute welcome packages to new property owners to include – letter of welcome, annual budget, rules and regulations, Board list, recent newsletter, A-1 contact information, and other important homeowner’s association information.
• Process modification requests as outlined by the Board.
• Recommend and acquire insurance policies as required by the Association’s governing documents.
• Act as liaison with the Association’s attorney, accountant, insurance agent and other professional advisor.
• Work with architect engineer on engineering/reserve study.
• Work with Board members on special projects.
• Negotiate maintenance and service contracts on behalf of the Association.
• Handle all mailings, notices and correspondence on behalf of the Association.
• Assist with the preparation and distribution of letters, bulletins, and newsletters.
• Advise the Board on policy considerations.
• Assist in enforcement of the Association’s governing documents.
• Maintain and provide access to all Association records.
• Provide 24 hour emergency service, 7 days a week.
• Provide responsive customer service.
• Assist homeowners regarding questions and issues.
• Maintain accounting and homeowner database.
• Issue violation notices in accordance with the Association’s enforcement procedures.
• Respond to all closing requirements.  Provide all Association disclosure packages on a timely basis.
• Enforce and process leasing requirements as established by the Association.  Obtain copies of leases for any rental properties within the community. 
 
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