AMBASSADOR PROPERTY MANAGEMENT HOME OWNERS ASSOCIATION SERVICES
There are three categories that encompass Ambassador’s day-to-day services on behalf of HOA Communities:
- Physical Maintenance
- Return all phone calls and/or emails the same day if possible or within a reasonable amount of time. Keep a
log of all calls and/or emails received and returned.
- Reply to all written correspondence within five days of receipt.
- Follow up on all complaints and inquires to ensure completion and satisfaction.
- Make sure all third-party contractors have proper insurance and necessary licenses (if applicable) and
retain proof of such in the HOA’s files.
- Review all HOA insurance policies with the HOA’s insurance professional to ensure they are in place and
- Develop action lists (punch lists) from Board meetings, correspondence and telephone calls.
- Inspect the HOA property per the management contract.
- Meet with service providers and other professionals as needed to complete contracts.
- Submit a written draft of the meeting minutes to the Board within five working days after the meeting,
along with a copy of the punch list from the meeting to ensure the proper directives have been provided by
the Board for completion by Ambassador.
- Meet with committees as required and per the job description.
- Process architectural submittals per the CC&Rs and written architectural policy and procedures.
- Maintain proper documentation to back up correspondence, repairs, and activities.
- Keep open communication with the designated Board liaison, typically the President.
- Submit Director’s meeting packet at least 3-5 days prior to the Board meeting.
- Meet all Civil Code and Corporations Code requirements and deadlines.
- Comply with the HOA’s governing documents.
- Track and follow up on all CC&Rs, Architectural, and Rules violations.
- 18. Coordinate the necessary items for the Board meeting agenda prior to its publication.
- Review and understand the overall financial condition of the HOA.
- Advise the Board regarding the HOA Budget status (i.e., if they are over or under budget in certain categories).
- Review the interim financial statement (monthly) prior to the Board meeting. Note any impending investment maturity dates (i.e., Certificates of Deposit, etc.) in the management report in order for the Board to determine reinvestment of funds.
- Investigate any unusual expenditures or variances on the financial statement.
- Review or approve all accounts payable to assure proper payment for services rendered. Verify any past due balances and dates due.
- Include the most recent interim financial report in the Directors’ meeting packet.
- Train or schedule training for the Treasurer who may have difficulty comprehending the financial statement.
- Approximately 120 days prior to fiscal year-end, begin to prepare draft pro-forma budget with written facts and assumptions for Board review.
- Five months prior to the fiscal year-end, utilize the services of a professional reserve study service to review or conduct an inspection of reserve components. (Inspection of components is required at least every three years and must be reviewed/updated annually by the Board.)
- Review existing reserve study, current financial statement and current list of components that have cycled up, and determine if repairs or replacement is required for the coming year. Advise reserve study service of any work done since the last service update.
- Keep the Board apprised of delinquent assessments and the status of each. Recommend proper action to be taken per the adopted HOA delinquency policy (Collection Policy) in accordance with state statutory requirements.
- Keep signature cards current for all financial institutions for HOA deposits or investments. Present new signature cards to the Board upon any change of Directors.
- Conduct site observations/reviews and walkthroughs.
- Know areas of HOA maintenance responsibilities. Look to CC&Rs, including any Maintenance, Repair and Replacement Matrix or similar document, and reserve study components.
- Keep log of customer service issues related to physical property.
- Verify proper completion/inspection of work prior to payment of contractor.
- When repairs are necessary, accurately describe the problem so it can be quickly resolved without any additional service calls.
- Perform quarterly visual inspection of all building exteriors, common area, equipment, and grounds for operational, maintenance, and potential liability concerns.
- Review annual calendar and reserve study for maintenance items.
Ambassador Property Management is a California Association of Community Managers member. Ambassador’s President/Broker Bob Fuselier is a Real Estate Attorney and a Certified Community Interest Manager (HOA). Ambassador’s Director of Marketing, Ann Landers, is a Certified Community Interest Manager. Ambassador’s brokers and agents are licensees of the Department of Real Estate.