Services

Develop and prepare the annual operating budget for the Board’s review and approval.
Prepare a mailing to owners of the approved budget in accordance with California Civil Code.
Prepare and submit to the Board a year-to-date budgeted versus actual income and expense analysis on a monthly basis.
Prepare and maintain books and records necessary to produce financial statements in accordance with generally accepted accounting practice.
Prepare and submit a monthly financial summary of all receipts to the Board. Receive, review and approve vendor invoices and other bills, and prepare checks for payment and subsequent mailing.
Collect all assessments as they become due and payable and deposit all cash receipts in the Association's bank accounts, maintained at an FDIC-insured banking institution.
Maintain a record of homeowners’ dues and receipts and provide the Board with a monthly delinquency listing. Send monthly arrear notices and cause notices of default and liens to be recorded against delinquent homeowners (some such services are at an additional cost).
Provide free 24/7 web-portal access to each homeowner so they can view their account ledger and pay their assessments online via EFT (without any transaction fees to the homeowner), make maintenance requests, and more.
Provide free 24/7 web-portal access to each Board member with the ability to generate numerous real-time financial reports and obtain association-related information.

Receive and investigate significant complaints regarding rule violations, and report all such violations to the Board for appropriate follow-up
Prepare general correspondence between the Association and owners, contractors, etc. Maintain a file of all Association correspondence received or issued.
Assist the Association in the procurement of insurance coverage, as well as the processing of insurance claims.
Coordinate general membership meetings including the Annual Meeting at the direction of the Board.
Attend scheduled Board Meetings (frequency determined by the Board).
Attend and provide input for any Board and/or operating committee meeting at the request of Board.
Assist Association's legal counsel, as necessary, to initiate required legal action consistent with the Association's By-Laws, Covenants, Conditions, and Restrictions.
Work with the Board to develop and adopt policies and procedures as required by law including a fine policy, collection policy, internal dispute resolution policy (IDR), alternative dispute resolution (ADR).
Make annual disclosures to the membership on behalf of the Board as required by the Davis-Stirling Act.

Competitively bid non-emergency services and provide input in the selection of contractors and in the development of contract specifications.
Obtain competitive bids
Obtain from each contractor relevant certificates of insurance including workers’ compensation and general liability insurance.
Direct contractors who are providing recurring services and monitor specific contractor performance to ensure full compliance with contract specifications.
Perform regular monthly site inspections in order to maintain a satisfactory knowledge of the condition of the property and the performance of the association's contractors.
Receive service requests for property repairs or maintenance and report trends in service requests to the Board.
Arrange for a prompt and satisfactory response to emergency service requests.
Advise the Board of major problems or trends in maintenance service requests as they occur.
Manager shall respond to all issues in a professional manner on an individual basis. Manager’s regular office hours are Monday to Friday 9am to 5pm PT, with emergency service being available 24 hours per day, 7 days a week.

Icon Realty Services, Inc.