Management Services
ADMINISTRATIVE
Board Meeting Participation & Preparation
The necessary materials will be prepared for each Board of Directors meeting. This includes the following components: Meeting Agenda, Financial Statements, Correspondence, Work Order Requests, Architectural Requests, Contract and Bidding Specifications.
Board Meeting Minutes
The Minutes for the Board of Directors meetings will be recorded and filed.
Communications
General correspondence will be prepared dealing with routine operational matters between the Association and Members, contractors, agents, government officials, or other entities. Additionally the distribution of notices required by the Association will be arranged, including but not limited to, the Notice of Annual Meetings, Executive Session Meetings, and Notice of Elections.
Complaints & Rules Administration
AMS maintains a computerized information/complaint tracking program that is updated with all inquires for the Association, and activities related to the resolution. AMS will work with the Association in the refinement and/or development of the rules, regulations, and architectural review guidelines.
Legal Coordination & Participation
Account information will be prepared to assist the Association's attorney in any litigation. In the event a court appearance with the Association’s attorney is necessary, an AMS Manager will be made available as needed.
Member Meeting Participation & Preparation
The necessary materials will be prepared for the annual Member’s meeting. These include notices, nomination forms, proxies, mail ballots and other appropriate documentation, which are required to support the meetings.
Policy Development
The Association will be informed of significant and relevant legislation, insurance, financial practices, court decisions, or tax rulings pertaining to community associations. The Association will be supported in the development of resolutions to address important administrative and policy matters. AMS will offer advice and direction to the Association regarding their governing process and responsibilities.
Professional Services Selection
The Association will have exclusive access to leading professionals and services within a Professional Services Vendors database. Said Professional Services Vendors will include qualified, reputable, and licensed professionals in the following fields: consulting, law practice, accounting & tax, insurance, banking, investment, information technology consulting, and website design & building.
Record Keeping
A filing system of the Association's important records will be developed and maintained; included would be such things as contracts, Member communications, public agency filings, financial information, insurance policies, resolutions, and legal documents in paper hard copy or computerized data format. Moreover, site residence files are maintained by address, scanned onto CD-Rom[s], and stored offsite.
Site Residence Transition Services
During the Transfer & Orientation Members will be made aware of the Association By-laws, Rules & Regulations, and other appropriate documents prior to taking possession of their unit via electronic means.
Website Creation & Management
The AMS website will provide a link for the community that will include such amenities as Announcements, Boards & Committees meeting schedule, Events Calendar, Forms, Important Links, and a Map of the community.
FINANCIAL MANAGEMENT SERVICES
Bookkeeping
A monthly record of Assessment and Special Assessments billings, charges, adjustments and payments as received will be maintained with an effective accounting system.
Budget Preparation
The annual suggested operating budget will be prepared for the Association setting forth an itemized statement of anticipated receipts and disbursements based upon the current schedule for Assessment and Special Assessments and taking into account the general condition of the Association and the Community for the board to review and modify as required.
Cash Investment Policy
Management will work with the Board of Directors to develop a Cash Investment Policy for the purpose of investing excess revenue into FDIC CD’s.
Coupon Books
One Coupon Book per Unit per year will be prepared and provided to every Member for payment of the Assessment. The use of coupon books reduces costs to the association and increases efficiency.
Delinquent Collection & Processing
A delinquency procedure will be administered by charging monthly late fees, preparing warning letters in the Association's name consistent with the procedure, and answering questions regarding accounts. The Association’s collection agency will be engaged to take such action as necessary following the associations’ delinquency procedure.
Electronic Payment
Individual Members will have their option of using Automatic Payments or Online Payments for payment of the Assessment.
Financial Audits
One annual financial audit will be conducted submitting the Association’s financial records to a Certified Public Accountant (“CPA”), and making any necessary adjustments to the Association’s financial records.
Financial Statements
Financial statements will be provided once monthly and once annually, and will include Balance Sheet, Income & Expense Statement, Delinquency Report, Cash Disbursement Journal, and Other Reports (As Requested).
Invoice Processing & Disbursement
A computerized payable system provides computer-printed Association checks to pay, as required, all financial obligations of the Association. Additionally, all bills will be received and reviewed on a monthly basis, for services, work and supplies ordered in connection with maintaining and operating the Association.
Reserves Investment
The Association will have access to a Certificate of Deposit Account Registry to safely take advantage of competitive certificate of deposit return rates offered by national FDIC insured banking institutions. Assistance will be provided in completing necessary forms required by the banking institutions.
Tax Preparation
Following the closing of the year, the Association’s financial records will be provided to the CPA to facilitate the Federal and State income tax returns and any reviews and audits as required.
SITE MANAGEMENT SERVICES
Community Site Inspection
Monthly Community Inspection will be conducted and a Community Inspection Report submitted to the Association.
Contract Bidding
A competitive bidding process will be developed for Maintenance. The bid process will include receiving bids and other Maintenance Services Contractor information and developing a comparative summary regarding the bids received.
Contract Development
The Association’s final selection of Maintenance Services Contractors will be facilitated, and the Association will be assisted in preparing and negotiating contracts for projects and services.
Contract Management
Persons or independent contractors working on behalf of the Association will be supervised for proper completion of work.
Emergency Services Program
After hour’s telephone, availability is provided via a live answering service. Homeowners may phone to report service related emergencies affecting the community for management, as defined by the Association in advance, to respond on evenings and weekends.
Maintenance Request Processing
Maintenance and Major Improvement requests for the Community will be received and processed accordingly. Prompt and satisfactory response to Maintenance and Major Improvement requests arranged for. Association Management Solutions is a Community Association Management company that takes pride in the advanced preparation for our people. Every member of our team has earned an advanced university education, and goes through a rigorous selection and training process. It is our firm belief that this penchant for selection and development of our people is a direct benefit to the customer, and speaks volumes to the quality of service a customer receives.
