Description of Services

Management Services

• Attend all Board and member meetings and prepare meeting minutes
• Coordinate Board meetings with packages mailed to each Board member in advance
• Send annual meeting notices to all members and coordinate the meeting
• Provide consultation to Board on homeowner association issues
• Send "Welcome to the Community" packets to new residents
• Provide free notary service to community residents at our offices during normal business hours
• Keep official records of community
• Prepare and distribute community newsletters as requested
• Maintain community web sites as part of www.ciaservices.com

Common Area Maintenance

• Prepare bid specifications and oversee contractors
• Coordinate projects and maintenance items with written work order system
• Schedule recurring maintenance items with automated preventative maintenance system
• Provide liaison with contractors, consultants and government officials, as needed
• Ensure that insurance is in place and administer claims as needed
• Maintain two managers on call for emergencies 24 hrs/day

Billing and Collections

• Annual billing and past due statements
• Assessments mailed directly to bank lockbox for daily deposits
• Automatic multi-payment options on annual assessments
• ACH draft available on monthly fees
• Payment plans available with compliance monitoring
• Prepare and file liens and releases
• Coordinate delinquent collections with attorney as needed

Financial Services

• Prepare monthly financial reports in customized, detailed & readable formats
• Reconcile all bank accounts on a monthly basis
• Receive, review and approve bills for timely payment
• Generate checks via internal software to eliminate need to purchase checks
• Administer investments and manage cash flow
• Prepare detailed annual budget with reserve analysis and long term projections
• Prepare federal income tax returns and schedule quarterly tax deposits
• Prepare state franchise tax returns - petition for exemption if qualified
• Process property tax statements - petition for nominal value when qualified

Deed Restriction Management

• Perform complete community inspections every two weeks
• Utilize a proprietary violation history and tracking system
• Participate in mediation efforts as needed
• Coordinate enforcement efforts with attorney as needed
• Perform all work in compliance with Texas Property Code
• Mail "Thank You" letters for corrected violations
• Process all submissions for architectural review
• Assist with preparation of architectural guidelines
• Carry out a continuous education and awareness campaign for residents