HOA Management :: Frequently Asked Questions

Frequently Asked Questions

Board and Homeowner response times.: By default, responses are within 1 business-day, although we usually check email numerous times each day. Our normal process is to receive calls on our voice mail system, which has the option of paging for emergencies. Additionally, Board members will have personal cell-phone numbers.
Requesting bids, negotiating contracts, managing contractors.: Management of 3rd party contractors and bids are covered by our default contract at no charge. We do not charge a percentage of any contracts signed. If it is necessary for us to have direct supervision or oversight of projects on site, we charge a default hourly rate.
Legal services offered / prepaid legal advice?: We perform many common tasks in-house including collections, lien filing and release, common tax filings (1099 and returns), and title searches. Additionally, we work closely with a law firm that specializes in HOA and property management issues for foreclosures or other specific legal advice.
Is there a degreed professional on your staff for financial matters?: None of our in-house staff is a CPA, however we regularly handle tens of thousands of dollars in multiple accounts and CDs. Almost all accounting details are available on the web-site for review at any time.
Letters, post cards, surveys, etc... Fee 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 $15 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 may be $0.10/each while a four page homeowner survey with return envelope may be $0.50/each. We also offer content-creation services if desired.
Acceptance of credit cards for home owner payment of HOA dues, fines, etc.: Homeowners have the option of paying assessments by credit card via PayPal. We shopped a number of processing options, and PayPal was the most inexpensive, most recognized, and most flexible supplier available. We do not charge additional costs for processing and transferring those funds, however your Association may request an additional surcharge to cover the typically 2-4% taken by PayPal.
Website management and Association communication.: All of our software is web-based, and we normally set up and host a web site for each Association. The web site includes restricted access to all records of the Association including financial, homeowner contact information and history, and violations. Other features include homeowner access to message boards, voting on various topics (such as yard-of-the-month), and posting of all other documents or forms as needed (such as meeting minutes). Additionally, much of our software is custom-written in-house. If there's a feature you need, we can probably add it within a short amount of time.; Likewise, we create several email lists for use by the Association, including lists for Board Member/Officers, each Committee, as well as of all Residents. Not only does this facilitate communication, all lists are automatically indexed and archived by month and year.
Contract length and renewal.: Our standard contract is one 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 2.5% upon contract renewal.
Contract Termination.: Termination requires 60-days written notice. There are no penalties for terminating a contract early (before the annual renewal). Additionally, the software used to manage the Association and run the web site is free, and you will be able to continue using it or to export and transfer your records at any time.
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.