management co responsibilities, or,

What does your management co do for you?
What records do they gather, maintain, keep?
What activities do they perform?
Does a mc representative attend all board meetings, or rarely?
Do they have a function there other than presentation of manager's report?
Do they speak before being spoken to with their thoughts on a matter?
Does your mc run the board?
Do you pay retirement or health coverage for them?

JC3,
Wow! Lots of information you do need.
First of all, what do they do? They do whatever you ask them to do reguarding your Association. They will have a list of services that they provide and the fees associated with the service. They will keep your records, run your office. They have "on site" managers or off site. You give them your specifications and situations and they provide them for you. Do they attend meetings? Usually yes as the Property manager can give their association report and take minutes, etc.
Do they speak? Only if they are contributing to requests from the B.O.D. They DO NOT run the Board. The Board is elected by the residents to run the association and the manager works solely for that Board. It would be unusual for an Association to pay retirement and those type of fees for a manager usually because that is payed by the Management company to their employee. Make sure that the company is licensed by your State as they will be working under State Statutes and better be aware of those laws.
Upon hiring a management company or manager, it then becomes the Boards responsibility and especially the Treasurer's job to monitor any expenses and financial handlings of it's association. That way there is a safety system in place to prevent any mishandling of funds

JoeW1
And your point is? Sounds like your B.O.D. needs a different management company unless the Board wants to take on all of the responsibilities of the M.C. Your choice but do something rather than let things go from bad to worse. It is the Boards fidituary duty as officers to take care of their association.

Full Service would consist of:

Service and Communications
Assist BOD in administering CC&R's
Prompt response to all telephone calls, emails, and correspondence regarding and problems or concerns.
Assistance with association newsletter
Preparation of special reports and recommendations as requested by Board
Interface with specialists retained by association for specific tasks.
Provide (and assist) CPA with information needed for audit/review and taxes
Assist owners with explanations of policies and procedures in the Declaration of Covenants
Coordinate contract negotiations, prepare Bid specifications per board
Meetings
Schedule, notice and coordinate board meetings
Assist BOD with preparation of the meeting agenda
Provide board packages prior to meetings
Assistance with conducting annual meetings and elections
Attend quarterly board meetings and annual meetings.
Distribution/Filing of meeting minutes.
Prepare Notice of Annual Meeting, proxies and ballots.

Legal liaison, as directed by board
Assist in preparation, passage, and filing of amendments to documents
Distribution of amendments to documents
Records
Maintain master mailing list and labels
Maintain custody of all association records in a professional acceptable manner.
Ensure all records are updated and available for board and owner review. These include: Declaration of Covenants; Bylaws; Rules and Regulations; Plans/Blueprints; Contracts; Roster; Election Results (proxies, ballots, proof of notices), and other documents
Maintenance Management
Oversee association repairs and maintenance
Procure bids and contract services as advised by the board
Assist and prepare specifications for bid procurement
Supervise contracts to assure contract fulfillment
Schedule maintenance-set-up schedule and procedures
Preventative maintenance-advise BOD and set-up schedule
Inspect property weekly for both covenant violations and review of vendor work, Inspections with reports
Contract with dependable (licensed & insured) vendors who perform quality work
Timely response to BOD and homeowner inquiries and maintenance requests.
On-call emergency maintenance services - 24 hours/day and 7 days/week
Property inspections more often when special contracted work is in progress
During major repairs, the inspections will include careful attention given to details as well as to potentially hazardous conditions.
All community contracted services, as well as non-contracted repairs and maintenance are periodically reviewed to ensure that your property will have the neat appearance and high standards which homeowners expect.
Financial:
Assist board with annual budget
Assist board with interest rate management of cash reserves
Ensure the Reserve Study is reviewed, undated regularly, and incorporated into the annual budget
Provide financial statements on a cash basis.
Monthly Late charges, monthly collections
Long-term financial planning (cash flow and reserves)
Financial Reporting Package - available by 15th of following month.
Monthly Financial Reporting Package includes: Balance Sheet, Income Statement, Budget Comparison Report, List of Delinquent Accounts, List of Prepaid Accounts, Check Register, and Current Status of all Delinquent Accounts.
Accounts Receivable
Prepare recommendations on policy and procedures for board approval
Facilitate billing with payment coupons
Offer and set up automatic draft from owner's checking account
Offer online payment of dues through e-checks and credit cards
Promptly deposit payments to appropriate association account
Maintain individual unit owner payment records
Diligently and aggressively pursue collection efforts
Collect monthly dues and special assessments from homeowners and builders though various methods of payment (checks, debit, or online)
Collection of delinquent dues via late letters at various set intervals and working with the association's attorney
Monitor association funds for maximum interest income
Legal liaison-Assist with liens, foreclosures. Proceed at board's direction.
Accounts Payable
Prompt payment of all association expenses. Vendors are paid timely - checks are written several times each week. Maintain credibility of association with vendors.
Maintain timely payment schedule, taking advantage of any vendor discounts
Establish and maintain cash flow
Submit abnormal bills to board for approval
Use correct general ledger accounts for proper budget control and auditing
Maintain check register
Maintain detailed records, including filing of paid invoices for proof of expenditure
Insurance
Assist with soliciting bids and securing annual insurance policy
Ensure that insurance coverage is at least the minimum coverage set forth in the Declaration of Covenants
Provide annual review of coverage, costs and obtain competitive bids
Confirm all contractors have appropriate insurance coverage
Assist board with filing association insurance claims

An MC works on behalf of the board with regards to the day-to-day operations of the association.

GloriaM, thank you very much. Your list is very likely complete.
Another question, please: You listed
"Maintain custody of all association records in a professional acceptable manner."

What records regarding the homeowners and lots does a good mc gather, maintain, and keep?

I appreciate your response. Your list is what I wanted.
Thank you very much.

Great list Gloria! I'd bet it even Board members who read this may be surprised

Additional items we provide are:
Provide guidance to the Board as needed and continuity from Board to Board
Coordinate with the ARC or upon request function as the ARC
Coordinate property sales and provide a Certificate of Status of Assessment
Draft documents including amendments, rules and regulations, etc. upon request
Weekly inspection reports
Prepare and mail violation of restrictions notices
Take minutes at all meetings
IRS and State tax preparation
File with the secretary of state anually to maintain the corporation's status
Management report at each Board meeting
Prepare and administer website
Prepare and distribute annual homeowners directory
Maintain each and every record; file hard copy and digital disk copy by year

I may have repeated some that you posted since there are so many functions.
I'm sure there are others but these come to mind at the moment.

Nancy, it really happens. We believe providing guidance to the Board as needed and continuity from Board to Board is one of our more important functions. This can be achieved when agents have many years experience with the same HOAs and serve a maximum of 5 HOAs. That compares to a statistical average life of an agent of 4 years managing more than 10 HOAs.

Thanks a good question Duane. I'd like to hear a response for that as well.

Also, I'm assuming that the MC has a contract or some sort for the services it provides and the fees associated with it. As a board member, I questioned the MC at a board meeting we had after not having one for over 1 year. I thought our association was dissolved because we heard nothing from the MC during that first year I moved in my community. When we finaly had our board meeting, I had a whole host of comments/questions for our MC and one of the replies I received was "that is not in my contract" Upon hearing that statement, I made a request last year to see our 'contract' and the MC just brushed off that request and never followed up on it. How do I go about obtaining a copy of the services we are under contract for? What if the contract has expired but we are not aware of it. All of my other board members would like to know the answer about this.

Lynnora, the Board should already have a copy of the Management Agreement. If not, ask the management company to provide every Board member a copy. After each Board member reviews it consider changes desired. If the MC can not provide a copy give them a 30 day written notice to terminate for cause (not written contract available).

I have a seen a copy of our mc's contract, and nowhere is there ANY info such as has been posted above by GloriaM. Our contract is very simple and almost totally without detail, therefore my question in the first place, "What does your mc do for you?"
Just because one has a copy of the contract does NOT mean that one knows then what all the MC does, what records they keep on a lot or an owner.

I have asked our mc for a presentation as to what all they do for us. Just a few months ago they sent a note to the board regarding an activity the board has been doing for at least a few years that I thought was illegal, and turns out, it is in violation of state law. Why did it take them so long to tell the board and to correct this situation?

If you send it now, certified, you may have the info you want AT the Oct meeting, rather than waiting till Nov, Dec, Jan, or whenever, or your request gets lost in the shuffle.

JC:

Sorry I haven't responded to your question, its budget time for me and I've been very busy with documenting draft's for 2008 budgets for our communities. There you go another duty we perform. lol

You asked what records do we keep and maintain; all records for the corporation/HOA:

Articles of Incoporpation
Bylaws
CCR's
Tax Returns
Financial Statements
Violation Letters - HO files
Minutes
Membership Roster
Copies of checks
Deposit tickets
Closings/statements
Correspondence
Invoices paid
Maps of the Community
Easements
Vendors Lists
Board Members List
CD's

The list goes on and on...We keep and maintain all records for the HOA.

DuaneW1,
First of all, let me re-explain to you that the MC works for you, your Board and all of your owner/members. Have no fear of them.
As you drive around and see other neighborhoods, go knock on a door. Do they have an office--go in. Look in the phone book at an address inside an area that you are impressed with. I would not go the flyer route because people hate having that junk stuck in their doors and boxes. Contact their Board and I am sure they will give you any plus and minuses of their M.C.People love to share good stuff.
Your yellow pages also has a listing of M.Cs and call them. Negotiate. Tell your M.C. owner that you are unhappy with the service that you are recieving or with it's agent that serves you. Even if you have a contract, that can be worked with, especially if you are strong in conviction that you are unhappy because of poor service. Be aggressive with them. It's your dollars.

'Tell your M.C. owner that you are unhappy with the service that you are recieving or with it's agent that serves you. Even if you have a contract, that can be worked with, especially if you are strong in conviction that you are unhappy because of poor service. Be aggressive with them. It's your dollars'

Thanks Donna & Gloria, this helps a lot, and I'll save my flyers for another situation!