Maintenance 

• Implement and maintain a Work Ticket system to initiate, record and process all work orders for all Association service requests.

• Prepare contract and bid specifications for Board approval, send out requests, receive proposals and prepare spreadsheets for Board consideration.

• Monitor and review contractor's performance and work product.

• Implement Preventative Maintenance program.

• Evaluate contract proposals and make recommendations to the Board of Trustees.

Record Keeping

• Have knowledge of Association documents, including By-Laws and resolutions and interpret them for members and Trustees.

• Implement and enforce all rules, By-Laws, covenants and procedures, and recommend revisions and additions when appropriate.

• Maintain current owner/tenant unit roster and provide quarterly updates to Trustees.

• Administer insurance program including routine, minor claims processing.

• Maintain inventory of Association property

• Maintain all records of the Association.

• Maintain rules enforcement procedures, process violation letters, Property Modification Requests and all routine correspondence for the Board.

Association Meetings and Correspondence

• Attend monthly, annual and/or special meetings in accordance with contractual terms.

• Provide minutes transcribing services, distribute minutes and maintain minutes file.

• Coordinate elections and referenda at annual and special meetings.

• Prepare all written documents required, including correspondence, agendas, meeting notices, meeting minutes, delinquency notices, notices of violation, architectural modification approvals, etc.

• Provide all support and clerical services for the administration correspondence and documents of the Board of Trustees and Association committees decisions.

• Prepare monthly Correspondence Report - a chronological summary of all correspondence sent and reviewed by the Association.

Community Affairs

• Provide on-going liaison with Board of Trustees and community through written and telephone communications as required, in order to administer the business of the Association.

• Provide necessary support and liaison services to all Association committees (including violation reporting, fines, etc.).

• Provide liaison with Auditor, Attorney and municipal authorities as required.

• Assist with newsletter preparation.

Customer Services

• Provide 24-hour answering/emergency telephone service.

• Prepare and distribute a new resident "Welcome Packet".