Home Owners Association Management

At Armstrong Property Management, we pride ourselves in providing our clients with some of the best service in the area. Our staff participates in coursework through the CACM (California Association of Community Managers) and CAI (Community Associations Institute) in order to be up to date with all the current issues and laws for Homeowners Associations.

We recognize that each Association is unique and not all can fit full service management into their budgets. We work with Associations of all sizes to develop a level of management service that fits their individual needs. No matter how large or small, we are willing to assist your Association with their needs!

Following is a list of some of the services we can provide to your Association.

Budget Preparation

• Prepare and submit to the Board of Directors a proposed pro forma operation budget subject to their final approval.

Financial Management

• Provide for the collection and timely deposits of all Association assessments.
• Pay all expenses for the operation of the Association in accordance with the approved budget or as otherwise authorized by the Association’s Board of Directors.
• Prepare monthly financial statements for the Board.
• Take reasonable steps for the collection of delinquent accounts, including assessing late charges and recording a lien against the delinquent owner’s property in accordance with the Association Declarations, approved collection policy, and the Davis-Stirling Common Interest Development Act.
• Assist the Board in establishing reserve accounts.
• Cooperate with the Association’s accountant(s) in their preparation of applicable tax returns and in their performance of audits and reviews of Association records.
• At the direction of the Board, distribute to all Association members copies of annual financial reports, budgets, collection policies, and other publications and reports deemed necessary by the Board of Directors and applicable laws.

Reserve Study

• In the event the Association elects to have an outside firm perform a reserve study, cooperate and furnish documents upon request.

Maintenance Coordination

• Assist the Board of Directors in its responsibility for the upkeep, maintenance, and management of common area and equipment, pursuant to the Association’s documents.
• Receive maintenance requests and/or complaint concerning the Association’s common areas and communicate them to appropriate Association contractors and vendors for correction, repairs, and maintenance.
• Provide a 24 hour per day, 7 day per week call center to assist or refer emergencies in the common areas of the Association.
• Perform periodic reviews of the Association common areas and facilities and submit findings, actions taken, and recommendations to the Board of Directors.
• Request bids from insured vendors for goods and services according to standards, specifications, and criteria as established by the Board.
• Hire, supervise, and discharge third party contractors as may be necessary to maintain and operate the Association.

Administration

• Write letters and communicate as necessary to assist the Board in carrying out its responsibilities.
• Counsel and advise Board of Directors and its committees in their day to day operations.
• Assist in interpretation of rules of the Association and suggest possible steps for enforcement.
• Send notices of Association meetings, prepare the agendas for said meetings, and circulate minutes of any such meetings.
• Attend meetings of the Board of Directors. Assist in preparation for the Association Annual Membership Meetings, including notices, proxies, and agendas.
• Will attend and participate in conducting the meeting if so requested by the Board of Directors.
• Maintain possession of all records of the affairs of the Association.
• Make allowable Association records, available for review to Association members.
• Make special mailings as requested by the Board.

Association Insurance Coverage

• Assist the Board in reviewing and renewing insurance coverage, including solicitation of bids for such coverage.
• Assist in the coordinating of insurance claims.

Agent’s Insurance Coverage

• Maintain a Fidelity Bond with coverage for all Agent’s employees.
• Carry comprehensive general liability coverage.
• Provide Workman’s Compensation Insurance for all Agent’s employees.
• Carry Errors & Omissions coverage.

Employees

• Spend significant amount of time and money to hire and train employees for the operation of Associations.

Records Retention

• Keep Association current records of the Agent’s office. Such records shall be available for inspection and copying during Agent’s normal business hours in accordance with California state laws and Association document provisions.
• Maintain a current list of homeowners in the Association.
• Maintain documents and complete files for all correspondence relating to the Association, such as incoming unit owner correspondence.