Community association management in Pierce County

• Prepare and mail billing statements and coupon books as directed by the Board.
• Coordinate with the bank to post cash receipts daily.
• Collect and deposit payments made to our office daily.
• Distribute the collection policy to the membership as required by law.
• Review invoices and submit them for Board approval.
• Prepare all checks for vendors and service providers.
• Reconcile bank statements monthly.
• Prepare monthly general ledger, income statement and balance sheet, posted to the owner portal.
• Obtain CPA letters of engagement for audit and coordinate the tax return.
• Close the fiscal year and load the new budget annually.
• Assist the Board with the annual budget and distribute it as required by law.
• Contract a professional reserve study every three years as required by law, and review it annually.
• Execute CD investments, renewals and transfers as directed by the Board.
• Update vendor files and issue annual 1099s.
• Answer homeowner and vendor account inquiries daily.
• Provide account balances to title companies during home sales.
• Maintain bank signature cards and assessment rolls.
• Deposit assessments into the Association’s FDIC-insured account.
• Prepare past due notices, intent to lien notices and liens per Association policy.
• Engage attorneys for further collection steps.
• Maintain operating and reserve accounts.
• Prepare resale certificates and escrow questionnaires.
• File the annual corporation filing with the Secretary of State.

Board meetings. Attendance per contract, packets prepared in advance, executive session as requested.

Annual meetings. Notice, agenda, proxy, ballot, minutes and return envelopes prepared and distributed. We track proxies, keep you posted on quorum, and attend to check people in and count ballots.

• Maintain all Association correspondence electronically.
• Respond to email promptly.
• Prepare and distribute newsletters per contract.
• Keep the homeowner database current daily.
• Act as the Board’s liaison with owners, vendors, legal counsel, insurance brokers, CPAs and everyone involved in home sales.
• Provide 24/7 after-hours emergency service.
• Maintain corporate documents.
• Staff a service team including a person who knows your community and your Board’s practices.
• Confirm required Association insurance is in force and renewed annually.
• Verify vendor insurance, licence status and lien releases before contracts execute.
• Process and keep records of all work orders.

• Provide a route of communication between owners and management.
• Log every complaint and handle it promptly.
• Keep staff available for emergencies.
• Distribute newsletters per contract.
• Assist the Board with CC&R interpretation, Washington law compliance, and guidance from managing other associations.

• Routine site inspections for CC&R and rule violations, and to check vendor performance. Seasonal focus on pool, landscape and drainage.
• Note violations at inspection and send compliance letters once the Board approves them.
• Administer the governing documents as they relate to management functions.
• Enforce community, pool, court and clubhouse rules and the Association’s rules and regulations.
• Recommend new rules and amendments where current ones are no longer realistic.
• Work on owner-to-owner issues: noise, odours, common areas, unit appearance, pets.

• Handle maintenance calls and issue work orders to the right vendor once the Board approves.
• Coordinate small maintenance issues end to end.
• Prepare bid specifications for larger jobs and run the bid process.
• Obtain third-party bids and provide routine maintenance per contract.

See Association Maintenance Services.