ADMINISTRATION 

** All communication with the association and action to be taken by the management firm

 will be coordinated through the Communities Board of Directors.

    A).   Attend all Board of Directors' meetings.

   B).   Enforce Association Documents.

   C).   Perform regular inspections of the physical appearance and condition of the members property to access

          compliance with the covenant restrictions, and by-laws of the community. Issue violation notices and take

          other necessary actions to resolve violation in accordance with the association documents and the direction

          from the Board.

   D).   Follow up on complaints of violations or maintenance issues received from association members or

          the Board.

   E).   Regularly scheduled walk through inspections of the buildings and property's common areas looking for

          any issues requiring attention or improvement. 

   F).   At the Boards request, develop specifications and seek bids for services from quality vendors, taking

          advantage of our database of vendors, our knowledge and vendor relationships based on years of

          experience with other communities. 

   G).   Obtain "Proof of Insurance" forms from all contractors.

   H).   Obtain "Waiver of Lien" form from contractors performing work which requires major purchases from other

          suppliers of goods and services.

   I).    Provide an evaluation of the companies and/or contracts for the Board of Directors.

   J).    Coordinate maintenance projects and monitor progress and performance of vendors.

   K).   Enforce all maintenance contracts let, such as, but not limited to:

          a).  Landscaping

          b).  Swimming pool

          c).  Pest control in and around buildings

          d).  Review roof conditions with roofing contractor

   L).   Advise contractors of the safety and fire hazard precautions expected.

   M).  Maintain records of maintenance contracts solicited and see that actions are taken to assure the

         association is protected.

   N).  Review all maintenance invoices and approve for payment those which cover reasonable goods and/or        

         services.

   O).  Provide emergency services to owners and/or list of suggested service companies for repairs inside their

          units which are their responsibility.

   P).  Coordinate all maintenance contractors to assure practical sequence of work performed.

   Q).  Advise the Board of licenses, documents or contracts approaching renewal date and take or advise

          suggested action.

   R).  Process Architectural Review Board applications.

   S).  Provide assistance is securing property and liability insurance to the association.

   T).  Provide assistance in reporting and filing of insurance claims on behalf of the association.  

   U).  Management will process, as requested, all rental and resale applications as required by the Association

         at a fee not to exceed one hundred dollars ($100.00) per application, at the cost of the unit owner.

         Processing includes the handling of the application, issuance of estoppel letter and certificate of approval.

   V).  Assure continuity of services throughout the summer months and employee vacation periods.

OFFICE SERVICES

     A).  File copies of all records in the office.

    B).  Prepare and post notice of all official meetings as directed in statutes.

    C).  Assist with the preparation and distribution of materials for the annual membership meeting.

    D).  Record minutes of Board and annual membership meetings, distribute minutes, reports, etc., and maintain

          "Minute Book".         

    E).  Copy and distribute periodic communications to the members, including the annual meeting information,

          annual financial report, etc.

    F).  Assist in the development of budgets containing operating expenses and fully funded reserves.

    G).  Make a written report to the Board of Directors covering substandard physical, operational or financial

          conditions for the monthly Board Meeting.

    H).  Monitor reserve balances and advise treasurer when new investment instruments should be purchased,

          keeping in mind the upcoming expenditure requirements.

 Custodial Care Taker of Official Records and Files of The Association

       Including: 

     Meeting Minutes:  Board Meetings, Annual Meetings, and Special Meetings

     Attendance Records:  Annual Meetings and Special Meetings    

     Accounting Records:  Including Cash Receipt and Disbursement Records    

     Tax Returns:  Federal and State Tax Returns and Other Tax Related Documents

     Annual Corporate Filings

     Insurance Records

ACCOUNTING AND FINANCIAL SERVICES

     Association files are housed in the Management office and secured to prevent unauthorized use.

    A).  Coordination of the preparation and disbursement of the assessment coupon books to each

          association member.

    B).  Collection and deposits of assessments into association bank accounts and recording of same into

          individual owner record accordingly.

    C).  Prepare individual statements monthly, quarterly, annually or as required.

    D).  Make all bank deposits and maintenance of the association bank accounts.

    E).  Preparation of monthly bank reconciliation.

    F).  Maintain complete accounting system acceptable to Florida statutes, including the development of budgets

          containing operating expenses and fully funded reserves.

    G).  Preparation and approval of disbursements, in a timely manner, in accordance of the terms of

          approved vendor contracts or as authorized by the governing Board of Directors.

    H).  Collect delinquent accounts; preparation and processing of past due notices, intent to lien notices

          and liens in accordance with the policies of the associations.

    I).  Make a written report of financial conditions to the Board of Directors for their monthly meeting.

    J).  Arrange for an annual review/audit of accounts.

    K).  Maintain reserve balance and advise Board when new investment instruments should be purchased,

          keeping in mind the upcoming expenditure requirements.

    L).  Provide Monthly and Year End Financial Statements, including, but not limited to, Income

          Statement, Balance Sheet and Receivables.

    M).  Preparation of the Annual Budget under guidance of the board.

   SKILLED MAINTENANCE

    A).  Provide suitable contractors for the skilled maintenance or repair required for:

           Electrical, Plumbing, Carpentry, Masonry and Painting

  B).   Major projects will be approved by the Board as separate contracts for which the  Association will develop

         the complete specifications.

CUSTODIAL ACTIVITIES

(If Selected To Be Part of Your Customized Management Contract )

  A).  Maintain all pool furniture so it appears clean at all times. Scrub and rinse to remove mold and mildew when

        necessary.

  B).  Pool deck to be kept looking fresh and free of mold and mildew at all times.

  C).  Restrooms to be serviced and stocked with supplies.

  D).  Maintain fresh appearance, sweep carpets of elevators each week and keep elevator door track clean (if

        applicable).

  E).  Check dumpster rooms each week and keep neat and clean. Pressure wash dumpster rooms as necessary.

  F).  Routinely check and replace burned out bulbs. Clean and repair fixtures as indicated by owners on

        AVO forms.

  G). Building Cleaning, on service of each building and adjoining carport:

        a). Brush all ceilings and walls removing bugs and webs.

        b). Brush all light fittings removing bugs and webs.

        c). Wipe down all handrails

        d). Sweep during season or use blower during off season all walkways after walls are brushed.

        e). Pressure-wash all walkway and building stains as necessary.

  H).  Monthly check all elevator phones for service.

  I).  Monthly check all water shut off valves are in working order on each building.

  J).  Bi-Monthly check each vacant unit when accompanying pest control service, for possible water intrusion.

  K). Semi-annually, remove all light fittings, wash out globe and clean fixtures thoroughly.

  L). Maintain the overall property in a neat and tidy appearance.

  M). Report any unusual activities or possible concerns for damage to the Association property. 

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