Shaben & Associates will introduce you to our innovative service model that will save you both time and money!
From helping you find the right vendors, to partnering with you in a way to meet your association’s unique needs, our services are designed to make your job as a volunteer Board member easier. We assign a licensed Community Association Manager who works directly with your Board of Directors to oversee operations, financial matters, contractors, maintenance needs, compliance enforcement, and so much more.
Our Services
Accounting & Financial Management
Architectural
Control
Administrative Support
& Communications
Vendor
Relationships
Accounting & Financial Management
Annual Budget Preparation
Assist Board of Directors in preparation of the annual budget to reflect all known and anticipated income and expenses. The management agent will analyze and compare the current year with the proposed budget. Year to date analysis is done monthly.
Tax Preparation
Assistance is given to the designated CPA for the preparation of annual tax statements for both State and Federal Returns.
Preparation of Monthly Financial Statements
All pertinent monthly financial statements will be prepared and delivered to the Board of Directors.
Maintenance of Financial Files
All accounting and related financial statements are maintained for a minimum of seven (7) years.
Annual Assessment Collection
All necessary actions to collect the annual assessment will be taken by the management agent. These will usually include mailing the bills, overseeing the posting of receipts and mailing delinquency notices, and initiating the appropriate action with legal counsel when necessary. A monthly statement will be provided of collection status.
HOA/Developer Disbursements
The management agent will make all necessary disbursements.
Architectural Control
Architectural Modification Control
The management agent will monitor, approve, and/or deny requests of homeowners to make architectural modifications to their property. The agent will follow the Association’s established guidelines for approving or denying modifications. The agent will be responsible for distributing written notification to the homeowner of the decision. Violation letters will also be sent to homeowners who fail to comply with the Association Architectural Guidelines. On the scheduled drive-thru, the agent will check for violations throughout the community. The Board will be provided a monthly log of modifications and violations.
Routine Property Inspections
The management agent will make routine inspections of the community. Based on these inspections, recommendations will be made to repair and/or correct any maintenance deficiencies or covenant violations observed. The status for each covenant violation is tracked in our management software and the Board has access to a specific Board area within the web portal to view statuses for each action item.
Administrative Support & Communications
Assist Legal Counsel
The management agent will be the liaison for the Board to the Association’s legal counsel as necessary to enforce Association by-laws, covenants, conditions, and restrictions. This includes the filing of liens on delinquent properties or pursuing court action to collect past due monies and fines. The agent will also coordinate information with closing attorneys regarding assessments on residential sales.
Management Reports
A management report will be provided to the Board showing action items that the management company has pending/ completed for each regular meeting the managing agent is contracted to attend.
Emergency Call System
An “after hours” emergency call system is available for resident calls and emergency maintenance requests.
Administrative Services
The management agent will coordinate the day-to-day administrative activities for the Association to ensure a functional Board/Management/Homeowner relationship.
Vendor Relationships
Competitive Bids
The management agent will solicit competitive bids for all service contracts. A detailed comparison of the bids will be provided to the Board of Directors to assure that the Association is getting the best value for their money.
Contract Price Negotiations
Our management agents provide experience and leverage when it comes time to execute contracts on behalf of your Association. Our goal is to get the best “value-based pricing” for each Association.
Certification of Contractors
All vendors are required to provide valid insurance coverage, business license, and completed W-9 tax forms prior to the commencement of any work for the Association.
Vendor Selection
The management agent will make any or all selections of vendors as delegated by the Association.
Verification and Monitoring
of Services
The management agent is responsible for verifying that all the services that were contracted for have been completed prior to making any disbursements to the vendor. The agent will also review the contractor’s work and recommend any changes foreseen to provide future efficiency and or lower maintenance costs.
Maintenance of Vendor Files
The management agent will maintain files of all vendors that have been solicited for services. These will include bid proposals, correspondences, all executed contracts, corresponding insurance documents, and W-9 forms.
