HOW TO REDUCE YOUR CURRENT ASSOCIATION MANAGEMENT FEES BY 20% WITH ONE PHONE CALL!
Ambassador’s monthly base fee for the first year will be 20% less than what you are paying now. The Ambassador Team would welcome an opportunity to meet with your association’s Board of Directors to discuss the services and support we offer to HOA communities. It doesn’t cost anything to talk, and it could save you 20% in monthly management fees.
Ambassador Property Management’s president, Bob Fuselier, is a real estate broker and a real estate attorney. Ambassador’s professional management team, Jessica Baru; Linda Silva; Moises Sandoval; Christie Perez; and Ann Landers are all licensed real estate agents. Ambassador is a certified property manager with the California Association of Community Managers, and Ann and Bob are individually certified HOA Community Managers. Ambassador has been in the property management business for over 30 years. Ambassador’s staff is very hands on in our approach to community management. By that, we mean you will have access to help 24/7.
Property Management Services +
1. 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.
2. Reply to all written correspondence within five days of receipt.
3. Follow up on all complaints and inquires to ensure completion and satisfaction.
4. Make sure all third-party contractors have proper insurance and necessary licenses (if applicable) and retain proof of such in the HOA’s files.
5. Review all HOA insurance policies with the HOA’s insurance professional to ensure they are in place and current.
6. Develop action lists (punch lists) from Board meetings, correspondence and telephone calls.
7. Inspect the HOA property per the management contract.
8. Meet with service providers and other professionals as needed to complete contracts.
9. 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.
10. Meet with committees as required and per the job description.
11. Process architectural submittals per the CC&Rs and written architectural policy and procedures
12. Maintain proper documentation to back up correspondence, repairs, and activities.
13. Keep open communication with the designated Board liaison, typically the President.
14. Submit Director’s meeting packet at least 3-5 days prior to the Board meeting.
15. Meet all Civil Code and Corporations Code requirements and deadlines.
16. Comply with the HOA’s governing documents.
17. 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.
Financial Services +
1. Review and understand the overall financial condition of the HOA.
2. Advise the Board regarding the HOA Budget status (i.e., if they are over or under budget in certain categories).
3. 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.
4. Investigate any unusual expenditures or variances on the financial statement.
5. Review or approve all accounts payable to assure proper payment for services rendered. Verify any past due balances and dates due.
6. Include the most recent interim financial report in the Directors’ meeting packet.
7. Train or schedule training for the Treasurer who may have difficulty comprehending the financial statement.
8. Approximately 120 days prior to fiscal year-end, begin to prepare draft pro-forma budget with written facts and assumptions for Board review.
9. 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.)
10. 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.
11. 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.
12. 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.
Our approach to working with Boards is one of being available. We will advise in an effort to keep the Board Members in compliance with your governing documents and the Davis Sterling Act, but we are mindful that you live in the association – not us. You govern, and we implement. Other than being asked to do something illegal or unethical, we work for you.