Summary of Management Duties

​​Financial reporting: Agent will prepare monthly financial statements
 
Financial accounting: Agent will provide the day-to-day bookkeeping services necessary to pay the bills of the Association and any other debts approved by the Association. Agent will maintain Association Operating and Reserve Accounts. Agent will collect, on behalf of Association, all common expenses, charges assessments or other payments due from Owners and other monies and debts which may become due to the Association. Agent will deposit all funds collected in Association’s Bank so that said funds may be withdrawn by the Agent to pay all expenses of operation and maintenance of the Association.  Agent will assist the Association in preparing an Annual Budget in a timely manner.
 
Owner Accounts: Agent will maintain the current roster of owners, maintain individual ledger cards (statement), answer inquiries from owners when deemed necessary by Agent, and provide copies of statements to owners. Agent will bill, collect, post and deposit these assessments to individual ledgers. Agent will, in the event of default of such payment, take all such legal or other action in the name of the Association as may be necessary or appropriate to collect delinquent assessments following procedures outlined by the Board of Directors in accordance with the documents of the Association and Florida Statutes. Agent will post violations and fines on a separate fines ledger, if needed, and enforce Violation Policy procedures.
 
Agent will take such action as the Board may request to assist the Association in causing the Association, owners and occupants of units to comply with the Declaration of Covenants and By-laws of the Association.
 
Meetings: Agent will prepare and distribute necessary materials for meetings, including agenda and attachments, post notice of meetings, attend regular Board of Directors’ meetings when called by the Board of Directors, which may be in person or virtual, plus one (1) Annual membership meeting, and will prepare and distribute the minutes for such meetings.
 
Maintenance: Agent will perform common ground inspection of property once per month to coincide with unit/lot inspections. Agent will document items of interest and notify the Board of interest items. Agent will document maintenance requests, coordinate work orders with contracted vendors or hire contractors as needed and will inspect the work when completed. Agent will provide maintenance services as requested by BOD. Agent or the contractors will file for all permits, Notice of Liens, Notice of Commencements etc. involved to fulfill this agreement. Agent will purchase on behalf of the Association, and at the expense of the Association, all tools, equipment, supplies and materials as may be necessary or desirable for the maintenance and upkeep of the Association.
 
Inspections: One onsite inspection of units/lots and common grounds will be performed once each month for violations and maintenance needs. Agent will document inspections and resulting violations in a format mutually agreeable to both parties.
 
Contractors/Vendors: Agent will oversee contracted services to ensure services are carried out. Agent, when approved by the Board of Directors, will develop specifications and obtain competitive bids for regular contracts and for other projects as directed by the BOD. Agent will document maintenance requests, coordinate work orders with contracted vendors or hire contractors, as needed and will inspect the work when completed. Agent retains the right to use Agent’s personnel, with the Board’s permission, when the cost of doing so is justified.
 
Architectural review requests: Agent will work with Architectural Review Committee to handle owner ARC requests. Agent will provide and receive applications, request proper documentation, coordinate with ARC who actually performs the approval/denial of requests, and complete then Agent will complete the paperwork with the proper letters to owners.
 
Miscellaneous: Agent will work as liaison for the BOD with CPA for audit and tax purposes, with attorneys on legal matters, with insurance agents/brokers on insurance purchases/matters, and with other agencies requiring coordination of information as necessary. Agent will file all Federal and State Corporate tax filings under the supervision of the BOD as required. Agent will maintain correspondence to owners as requested by the BOD. Agent may act as Registered Agent for the Association. Agent will maintain for safekeeping, all books and records (including electronic format) of the Association as required by covenant and statute.
 
Website/Portal: Agent will provide to the Association a website/portal from Agent’s software provider. This website will provide access to the Community’s information for the Association members.