St. John & Associates was founded in Santa Barbara in 2006 in response to a growing need for diligent and diplomatic management for community associations. Because of our reputation for attention to detail and quality service for our clients, our client list has grown over the years.
Here is a list of the typical tasks that we perform for your homeowners association:
General:
Implement the boards’ decisions as to policies, standards, procedures, programs, and budget of the association
Work with the board to abide by the Covenants, Conditions and Restrictions (“CC&Rs”), Articles of Incorporation, By-Laws and Rules and Regulations
Work with the board to maintain a fiduciary relationship with the Association
Assist the board in maintaining, protecting, preserving and enhancing the common areas, the value of the common areas and the value of the owner’s individual interests
Assist the board in making responsible decisions in risk management, including obtaining insurance and developing reserve funds
Human resources management of employees and volunteers
Preservation and promotion of community harmony
Development of effective assessment collection and accounts payable procedures
Comply with federal, state and local government requirements
More specifically:
Property Maintenance:
Inspect property as set forth in property management agreement
Provide list of items in need of repair
Provide list of violations
Meet with required committees regarding repairs and maintenance
Arrange for maintenance, repairs and replacements
Meet contractors for bids and to verify work
Obtain bids and contract for services
Obtain copies of required licenses and insurance
If there is an onsite facilities manager, interact on a continual basis.
Respond to emergencies
Administrative Services:
Maintain the Association records
Minutes
Owner’s files
Contractor files
Insurance files
Renovation files
Employee files
Bookkeeping files
Deposit file
Paid Invoice file
Financials file
Computer data base files
Vehicles
Owner information
Tenant information
Organize and participate in meetings of the Association, the board, and any committees per contract
Manage association’s employees and contractors
Provide guidance and advice to the board on policy issues
Maintain database of addresses, telephone numbers etc. for all residents
Maintain database of vehicles, if applicable
Board of Directors Meetings:
Provide and post meeting agendas
Provide agendas for meetings
Provide management report
Provide minutes from previous meeting
Provide recent financials for meeting
Provide information to board for violation hearings
Provide to board any correspondence from homeowners to discuss in owners’ forum
Attend all meetings
Take minutes pursuant to contract
Mail minutes, if requested
Attend Executive Sessions, if requested
Attend all other meetings, if requested
Financial Responsibilities:
Prepare and distribute monthly financials to board with all back up information to president and/or treasurer
Assist treasurer in presenting financials, if requested.
Prepare and present budget to Board (in conjunction with accountant, if required).
Work with outside company to prepare Reserve Study every three years with annual updates, if required.
Pay all invoices in a timely manner
Bookkeeping
Make all deposits in a timely manner to the appropriate account
If assessments are mailed to a bank, enter into computer the data sent
Charge all accounts for any extra item such as key expense, violation charge, etc.
Transfer appropriate amounts to Reserve Accounts
Track delinquencies, mail statement to owners each month who are late
Call delinquent owners
Follow lien procedures as set forth by board
Interact with homeowners regarding their assessment accounts
Pay all invoices in a timely manner
Balance all checkbooks on a monthly basis
Balance individual owners’ accounts when escrow closes
Financials
Balance Sheet
Profit and Loss Budget vs. Actual for month
Profit and Loss Budget vs. Actual for year to date
Profit and Loss Budget Performance
Reconciliation of accounts
End of Year (Taxes):
Turn over general ledger to accountant (print and deliver)
Turn over all records to accountant such as bank statements, deposits, paid invoices, any changes to the Governing Documents, last year’s minutes, etc.
Sent out 1099’s to all contractors hired during the year
Obtain signature from appropriate board member before mailing
Insurance:
Annually review policies with insurance agent and board
Advise board of potential liabilities on premises
Disclosure to owners regarding insurance and recommendation that each owner carry individual policy for their unit
Process insurance claims
Maintain employee insurance, if applicable
Escrow:
Complete form sent by escrow company and mail with all items requested including but not limited to the following:
Bylaws
Articles of Incorporation
Most recent financials
Most recent Review by accountant
12 months of minutes
Unrecorded CC&R’s
Insurance
Fidelity Bond
Budget
Reserve Study
Disclosures
Collection Policy
Monetary Penalty Policy
Compute funds owed to Association
Distribute any item to purchaser that is not turned over by owner such as keys, garage door openers, & vehicle parking stickers. Give receipts to sellers and obtain from buyers.
Apply closing check to account.
Change name of account to new owner with new information
Send welcome letter
Refinances:
Fill out form that lender sends and fax back with any requested information, usually a copy of budget and insurance.
Special Assessments:
Notify all owners of new Special Assessment
Set up bookkeeping for new assessment
Collect all assessment and post in account.
Follow through to make sure collected, issue delinquency notices, etc.
Send statements to owners
It is important that a manager maintain open communication with the board and committee members, association attorney (when required), accountant, escrow companies and real estate agents, owners and residents, maintenance personnel, any on-site staff and local governing facilities. St. John & Associates is an all-inclusive company. Items stated above are specific as to being stated in contract.