Proud Member CALIFORNIA ASSOCIATION OF COMMUNITY MANAGERS

HOA MANAGEMENT SERVICES includes but is not limited to:

Board Meetings & Board Interaction

· Provide an Agenda Packet to the Board prior to every meeting

· Schedule, attend, and take minutes at all regularly scheduled Board meetings (meeting frequency
based on Board’s requirements: monthly, bi-monthly, quarterly, semi-annually)

· Provide an updated Maintenance & Administration Calendar for Board review at every meeting

· Review common area maintenance needs with the Board at every meeting

· Provide a detailed Action List for the Board at every meeting (to track OPEN & COMPLETED activities)

· Write and mail compliance letters as requested by the Board

· Provide compliance letters written to residents for Board review at every meeting, if requested

· Present a Manager’s Report at every Board meeting

· Assist with annual budget preparation

· Provide advice to the Board on association policy matters

· Periodically review the association’s rules & guidelines for compliance and relevance

· Inform the Board of new laws or rulings, which may affect the association

Annual Meetings

· Prepare the Annual Meeting notice and mail it to homeowners

·                       Collect proxies and coordinate the effort to establish a quorum (goal: to hold a legitimate Annual
Meeting on the first attempt)

· Attend the Annual Meeting and take minutes

· Assist the president in preparing the 'state of the association' at each Annual Meeting (and, if the
Board prefers, deliver it)

Resident Interaction

· Compose and distribute newsletters to residents and homeowners (frequency TBD by the Board)

· Take phone calls and answer homeowner questions during regular business hours

· Solve homeowner problems that are the Association’s responsibility to solve

· Review Modification Requests submitted by homeowners

· Distribute keys to homeowners upon request

· Provide 24-hour emergency access to an on call manager via pager

· Mail a Welcome Kit to all new owners

Maintenance & Administration

· Inspect the common area, i.e., perform walk-throughs (frequency TBD by the Board)

· Write & mail compliance letters as part of walk-through follow up

· Issue work orders for routine maintenance (when anticipated cost is below pre-determined bid limit)

· Write repair specifications, solicit multiple bids for larger repair jobs (e.g., when anticipated cost
exceeds limit determined by the Board), and submit proposals to Board

· Stay in touch with contractor during large projects to deal with issues as they arise and/or monitor
progress of large jobs in person

· Put association services, e.g., insurance, gutter cleaning, pest control, etc., out for bid when the
Board requests it

· Maintain a file containing the association’s governing documents (Articles of Incorporation, CC&Rs,
Bylaws, and amendments)

· Provide association documents to owners who are selling or re-financing their units

· Review all invoices prior to submission for payment; compare to proposal to verify accuracy

Licenses, Renewals, and Certifications

· File required corporate information forms bi-annually with California Secretary of State

· Review the association’s insurance every year for proper coverage levels

· Order and coordinate completion of a Reserve Study as required by law

· Renew pool certificates with County Health Department (where applicable)

· Contract for annual fire extinguisher certification (where applicable)

· Contract for required fire equipment testing, including fire alarm systems, sprinkler systems, and
standpipe certification (where applicable)

Maintain Files

· Maintain homeowner files with correspondence, compliance letters, termite reports, etc.

· Maintain files for meeting minutes & newsletters

· Maintain files for association invoices, contracts, and important maintenance records, e.g., last
painted, last asphalt sealing, last roof job, etc.

· Maintain insurance files including current policy(s) and summary including coverage levels,
deductibles, premiums, and claims history

· Maintain Annual Meeting records including sign in roster, physical proxy / ballots, and minutes

Management Only or Management & Accounting

APMS provides HOA property management services.  For associations needing property management
and financial management, we partner with CPAs who specialize in HOA accounting, tax preparation,
and financial statement reviews & audits to provide you with a complete management solution.  
When completing our Reply Form, please specify whether you are looking for a proposal for
management services only or a proposal for management and accounting services.