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Professional Community Association Management Since 1984
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February 2016
eNews Monthly
The Collections Process
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For the majority of associations, assessments are due by January 1st and overdue after January 31st of each year. Although most owners pay on time, the delinquent collections process begins for the rest in February. So now is a good time to review our standard collection procedure.

Annual Statements.  The process begins when the annual statements are mailed to all owners. This is done soon after the annual budget is adopted by the Board of Directors. Draft budgets are reviewed as early as August and approved as late as November. The annual statement mailout includes a cover letter summarizing how the assessment will be used, a copy of the operating budget and a statement with coupon and return envelope. Many communities also include our popular "multi-payment option" which has more coupons and return envelopes that allow the owners to make 2, 3 or 4 payments by January 31st.

February.  In February, a late fee and interest is added to each account not on a formal payment plan. A past due notice is mailed with a statement. The owner is asked to contact our office to setup a payment plan if needed. The notice notes the next step that will be taken if necessary. Setting up a payment plan is easy. We work with the owner to establish a manageable monthly payment. We document the plan in a letter which the owner signs and returns with their first payment. All plans are monitored for compliance and we follow-up with a reminder if needed.

March.  Another late fee is added and a statement and notice is sent by certified mail in March as required by the Texas Property Code. The owner is again encouraged to contact our office for a payment plan if needed. The letter notes the next steps that will be taken if necessary.

April.  A lien is filed by an attorney in April and a fee is added to the account for the legal cost of preparing the lien and the subsequent release along with the county filing fees. Once we receive the recorded lien back from the county, we mail it to the owner with another letter offering a payment plan and noting the next step, if needed. Since the lien is filed in the public records, this debt is picked up by the credit reporting agencies.

May/June.  In May or June, accounts are presented to the Board of Directors for approval to send to an attorney for a demand letter. Once approved, a current title search is performed to verify ownership and a fee is added to the owner’s account. The cost of the attorney demand letter is also added to the owner’s account.

Next.  While this procedure is highly effective, there are situations that will require additional legal action.  For a comprehensive discussion of the steps described here and what comes next, please attend our upcoming seminars on Understanding Collections and Financial Reports seminar and Advanced Topics for Board Members.

Fun Times
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Hockey Night 2016
by LeAnn Bruton

Hockey Night with C.I.A. Services is always great fun and our 8th annual Hockey Night with the San Antonio Rampage on January 23 proved to be one of the most exciting. About 300 guests were on hand to watch the Rampage end a weekend sweep over the Bakersfield Condors with a 5-2 win on Saturday.  

For many it was the first time to witness a game with a Hat Trick, which means one player scores three goals in one game. Mikko Rantanen, a/k/a the Flying Finn, led the offense and scored the first Rampage hat trick since February 2014. The crowd went wild and hats were sent flying onto the ice when he scored the third goal.  

We had door prizes for everyone, and they included the 8th in our series of collectible cowbells. The bells were pink, and this year our special Rampage t-shirts were available in two colors: pink and black.  

We look forward to Hockey Night 2017 and hope to see you there!

Click below to see photos of the fun from the last eight years.

2016   2015     2014     2013     2012     2011     2010    2009

Volunteer Spotlight
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Summerwood - Kathi Hawn
by Jennifer Northington

Kathi Hawn has been a resident volunteer in the Summerwood community for over 10 years. Most residents first met Kathi when they first bought their home, meeting her when she worked in the Visitors Center. Kathi is a current board member and has been active on multiple committees, including Crime Watch, Beautification, and Activities Committee. Kathi is a positive influence on everyone she meets and a truly wonderful person!

Kathi was diagnosed with Lymphangioleiomyomatosis, more commonly called LAM, 2 years ago.  LAM is a rare, progressive lung disease that affects almost exclusively women, usually during their childbearing years. LAM literally takes your breath away and there is no known cure.  But Kathi has not let LAM get her down; she has stayed the positve person everyone knows her to be.  She knew she had a choice.  She could ask “why me” or she could rely on her faith to see her through this journey.  She chose to keep smiling!

Kathi has been blessed with her wonderful husband Robert, her loving and caring family, the best friends and co-workers anyone could ask for, and excellent doctors. Through this disease she has met some of the finest people – her sister Lammies. While she is facing some health challenges, Kathi can always be counted on to have a positive attitude and smile on her face.

To raise awareness and funds for the LAM Foundation, the Summerwood community will proudly host the 2nd Annual SLAM LAM 5k walk on Saturday, April 9th.  The LAM Foundation is the global leader in LAM education and the fight to find a cure.  Last year’s event included fun for all ages with prizes donated by local businesses, music, photos and more. Last year over $38,000 was raised for the LAM Foundation. This year the event qualified for a “Challenge Grant” that will match net proceeds dollar for dollar.  The event organizers have a goal to raise of $40,000, which will give the opportunity to raise a total of $80,000 with the matching grant!  For more information on LAM please visit www.thelamfoundation.org.

We are so happy to feature Kathi as this month’s Volunteer Spotlight.

Seminar Series
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We are pleased to present the C.I.A. Services Seminar Series.  During our series, we present seven classroom seminars and one webinar throughout the year - each at multiple locations for a total of 28 training sessions. Click here to read the full seminar descriptions and see the schedule.  

Each seminar concentrates on the practical aspects of the topic and provides board members with background knowledge to help them in their decision making. We consistently receive positive feedback on the content and presentation.

  • Board Member Orientation
  • Advanced Topics for Board Members
  • Meeting & Records - The Legal Requirements
  • Understanding Collections & Financial Reports
  • The Super Budgeting Process
  • Practical Deed Restriction Management
  • Essentials of Architectural Control
  • Community Website Administrator (Webinar)

Each two-hour seminar begins at 6:00 pm and we provide deli sandwiches in case you come straight from work.  You’ll leave with a wealth of practical information and a notebook for future reference.

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Meetings & Records - The Legal Requirements

This is a critical seminar for understanding the legal responsibilities of board members and their associations under the laws enacted in the 82nd legislative session. This seminar deals with board and members meetings and how those meetings must be announced, conducted and documented. We’ll review what can be done in board executive sessions and unannounced meetings. We’ll cover elections and voting. And finally, we’ll explain members’ access to Association records. This is an extremely important seminar for all board members.

Space is limited and advance registration is required.  To register, please send an email to seminars@ciaservices.com.

02/10/16 - Wednesday

6 – 8 pm

San Antonio

02/16/16 - Tuesday

6 – 8 pm

Humble

02/18/16 - Thursday

6 – 8 pm

Southwest Houston

 

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Community Website Administrator Training

This is the required training course for certification as a Community Website Administrator (CWSA) on the C.I.A Services web site (www.ciaservices.com). As a CWSA you’ll be able to maintain the pages for your community. You’ll be able to create news and events, update key personnel, add community information, display photos, conduct surveys and much more. Being a website administrator is very easy on www.ciaservices.com and you can do it from anywhere you have an Internet connection. All CWSA training is done by webinar in the comfort of your home.

Space is limited and advance registration is required.  To register, please send an email to seminars@ciaservices.com.

02/25/16 – Thursday

6 – 7 pm

Webinar

 

Community of the Month
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We are proud of every one of our communities so it is always hard to find just one to highlight. We start by having each of our Community Managers write a nomination for one of their communities. We then read them and take a vote. Here are our most recent selections:

  • February - Homeowners Association of Timber Forest - North Office - Linda Morris
  • January - New Forest Homeowners Association - North Office - Valerie Lehr
  • December - River Park on the Brazos Property Owners Association - Southwest Office - Kim Moore
  • November - Community Association of the Highlands - Southwest Office - Candace Look
  • October - Cedar Springs - San Antonio Office - Tina Jameson
  • September - Eldridge Park Village - Southwest Office - Susan Bratton
  • August - Cinco Ranch Residential Association II - North Office - Laura Tate
  • July - Cypresswood Green Property Owners Association - North Office - Brenda Ellington
  • June - Fairway Pointe Community Association - Southwest Office - Libby Hodges
  • May - Eilan Condominium Association, Inc. - San Antonio Office - Ralph Troiano
  • April - Summerwood Community Association - North Office - Jennifer Northington
  • March - Diamond Ridge Property Owners Association - San Antonio Office - Rosie Saenz

To see the full story on these communities and to see the past winners, visit the Community of the Month page on our site.

Anniversaries
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Every month we appreciate the communities that are celebrating their anniversaries with us. Here are the clients that started with us in February.

  • Oyster Point Homeowners Association — 20 years
  • Oak Hollow Homeowners Association — 15 years
  • Eastpoint Subdivision Homeowners Association — 13 years
  • Post Wood Civic Association — 12 years
  • Greensbrook Community Association — 10 years
  • Eilan Property Owners Association — 2 years
  • Eilan Condominium Association — 2 years
  • Colonial Lakes Office Park Owners Association — 1 year 

Our goal has always been to create a positive, long term relationship with all of our client communities. We are very proud to be managing all of these communities.

Employee Corner
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Anniversaries

We love to celebrate special milestones with our employees. In the Employee Corner of each eNews issue, we list all employees that have reached their 1 year anniversary with our company.  Additionally, once an employee celebrates their 5th year, we will acknowledge them on their anniversary each year thereafter.  

Olene Kelly, Onsite Assistant for Cinco Ranch II is celebrating 5 years with the company!  Olene is always smiling and a wonderful part of the Cinco Ranch II team.

Charles Driskell, Maintenance Coordinator from the San Antonio office is celebrating 1 year with us!  Organized and efficient, Charles is an awesome Maintenance Coordinator.

Congratulations on your anniversaries!

Read Past Issues of eNews Monthly

Every month, we issue an electronic newsletter, eNews Monthly, to keep clients informed about Association items, spotlight clients, answer frequently asked questions and let you know what is happening with the company. Old issues of eNews Monthly are available on our Library page.