HOA Services
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Chatelain Property Management is happy to announce the addition of a Homeowner Association (HOA) department to our Property Management services.

 

 

Marian Hughes has joined our team as the head of our Association Department. We are very happy to welcome her aboard.

Marian comes to us with over 20 years experience in property management. She began her real estate career in multi-family housing management. For the past 6 years has been actively managing an Association Department with over 1,500 homes and condominiums. Her philosophy closely matches ours at Chatelain with a focus on excellent customer service.

Marian has the expertise to take care of all your Association needs.  She is goal oriented and strives to always maintain a balanced budget.  She has a great deal of knowledge in all areas of HOA and Condominium Management.

HOMEOWNER ASSOCIATION SCHEDULE OF SERVICES

FINANCIAL MANAGEMENT

• Provide for the collection and deposits of Association dues, charges and assessments.
• Monitor and pursue delinquent accounts and mail monthly notifications for ovedrue accounts according to the direction or collection policy of the Association.
• Maintain records showing receipts and expenditures of the Association.
• Prepare and process payments af Association's accounts payable.
• Prepare monthly financial reports, which shall inculde balance sheets, income statements, delinquency reports, etc.
• Prepare for the Association a proposed annual budget prior to the end of each fiscal year.
• On the basis of a professional reserve study, assist the Association in determining estimated short term and long term reserves.
• Provide financial and other information to the Association's accountant or CPA for the timely preparation of tax documents.

ADMINISTRATIVE

• Assist the Board in establishing the Association's goals, objectives, priorities and expectations.
• Assist the Board in its efforts to comply with its covenants, by-laws, rules a nd regulations of the Association.
• Maintain Association unit owner records including name, address, etc.
• Coordinate with Association Committees to answer questions, submit requests to Committees, and provide homeowners with results of Committee decisions.
• Assist Asscoiation  in monitoring archetectural requests and covenant compliance and issue of enforcement letters.
• Receive and review all Association mail and perform appropriate actions.
• Mail authorized payments, violation notices, collection letters, etc.
• Assist the Association with the proper and timely completion of governmental reports and licenses as required.
• Assist the Association in securing and reviewing insurance as required by the Association's governing documents.
• Assist the Association in filing and processing insurance claims.
• Provide Board Packets to the Association's Borad of Directors.  Board Packets will include an agenda, previous meeting minutes, financial reports, contractor information and other information.
• Attend and participate in monthly association and the annual meeting to provide information, answer questions, etc.
• Serve as a liaison with Association members, realtors, mortgage companies, and title companies when properties are sold or refinanced.
• Respond to homeowner complaints, questions, and requests in a timely and businesslike manner.
• Provide information to and from the Association's attorney as may be required.

MAINTENANCE

• Obtain competitive bids for contracted services and assist in monitoring contractor performance, etc.
• Perform scheduled property inspections, per contractual agreement, including compliance letters as needed.
• Inspection of Association grounds and external structures.  Issue and assign work orders to contractors for routine maintenance and repairs.
• Meet with contractors, where appropriate, to explain the expectations of the Association in the performance of the contract.