THE FOLLOWING ARE SOME FREQUENTLY ASKED QUESTIONS TO HELP YOU GET ON THE RIGHT PATH
1. BOARD AND HOMEOWNER RESPONSE TIMES.
By default, the response times are within 1 business-day, although we usually check and respond to email numerous times a day. Our normal process is to receive calls on our voice mail system, which has the option of paging us and we respond promptly. Additionally, the president will have personal cell-phone numbers.
2. REQUESTING BIDS, NEGOTIATING CONTRACTS, AND MANAGING CONTRACTORS.
Managing of 3rd party contractors and bids are covered at no charge. We do not charge a percentage of any contracts signed. However, if it is necessary for us to have direct supervision or oversight of projects on site, we charge a default hourly rate.
3. LETTERS, POST CARDS, SURVEYS, ETC… FREE ASSOCIATED WITH EACH OR INCLUDED
Annual dues statements, annual meeting notices, and violation notices, are included in the contract by default (excluding postage). We charge past-due homeowners a fee for each collection notice mailed. Additional mailings may be requested and will be estimated depending on the size of the job, e.g., a mass mailing of post cards/four page homeowner surveys with return envelopes.
4. BOARD PURCHASE OF SUPPLIES/REIMBURSEMENTS
Board members can purchase supplies for neighborhood parties, replacement of defective items (light bulbs), or direct payment of vendors. We simply ask that you let us know when this has occurred, and to mail the receipt, so we are able to reimburse you.
5. LEGAL SERVICES OFFERED / PREPAID LEGAL SERVICES
We can recommend reliable vendors and professional that we trust for tax advice. Additionally, we work closely with a law firm that specializes in HOA and property management issues for foreclosures or other specific legal advice.
6. IS THERE A PROFESSIONAL ON YOUR STAFF FOR FINANCIAL MATTERS
None of our in-house staff is CPA, however we regularly handle tens of thousands of dollars in multiple-accounts. Almost all accounting details are available by calling our book keeper and are available for view with appointment at almost any time
7. CONTRACT LENGTH AND RENEWAL
Our standard contract is on year auto renewing, based on calendar years. So, if you begin a contract on July 1st, we would renew on January 1st for 12 months. Unless renegotiated otherwise, the standard monthly rate increases by 1.5% upon contract renewal.
8. CONTRACT TERMINATION
Termination requires 60-days written notice. There are no penalties for terminating a contract early (before the annual renewal)
9. PENALTIES FOR NON-PERFORMANCE
We do not have any provisions in our contract for financial penalties for non-performance, and hope that any concerns are freely raised, addressed, and resolved long before such action would be considered.