Scope of Services
East Coast Management officers a large variety of services to meet the needs or your Property Owners or Home Owners Association.
• All Inclusive
Combine both financial and administrative services for complete peace of mind.
• Customized
Contact our office to discuss a customized plan for your association today.
• All Inclusive
Combine both financial and administrative services for complete peace of mind.
• Customized
Contact our office to discuss a customized plan for your association today.
Service & Communication
• Assist Board of Directors in community administration.
• Prompt response to all telephone calls, emails and correspondence from board members and management company..
• Act as a liaison between the Architectural Review Committee (A.R.C.) and homeowners..
• Filed correspondence on business related issues..
• Maintain master mailing list and homeowner roster..
• Community mailings, notices and newsletters.
• Prompt response to all telephone calls, emails and correspondence from board members and management company..
• Act as a liaison between the Architectural Review Committee (A.R.C.) and homeowners..
• Filed correspondence on business related issues..
• Maintain master mailing list and homeowner roster..
• Community mailings, notices and newsletters.
Insurance:
• Make recommendations to the Board of Directors as to the form or
forms of insurance needed to protect the "HOA."
• Ensure proper insurance coverage as established in the Association's governing documents.
• Annual insurance review of coverage and premium rate.
• Ensure proper insurance coverage as established in the Association's governing documents.
• Annual insurance review of coverage and premium rate.
Accounts Payable
• Prompt payment of all associated invoices.
• Create and maintain timely payment schedule, utilizing all available vendor discounts.
• Establish and control cash flow regarding reserve funds.
• Use general ledger accounts for proper budget control and auditing.
• Create and provide detailed records, including filing of paid invoices for proof of expenditure.
• Create and maintain timely payment schedule, utilizing all available vendor discounts.
• Establish and control cash flow regarding reserve funds.
• Use general ledger accounts for proper budget control and auditing.
• Create and provide detailed records, including filing of paid invoices for proof of expenditure.
Accounts Receivable
• Facilitation of HOA dues and assessment billing.
• Availability of multiple payment options for homeowners including check or automatic draft.
• Prompt deposit payments to appropriate Association.
• Maintain each homeowner's payment records.
• Availability of multiple payment options for homeowners including check or automatic draft.
• Prompt deposit payments to appropriate Association.
• Maintain each homeowner's payment records.
Financial
• Assist Board of Directors with annual budget.
• Provide financial statements monthly or as requested by Board of Directors.
• Implement late charges as a percentage or fixed amount.
• Administer and prepare payment plans.
• Assist in the preparation and filing of all tax returns.
• Payment coupons upon request.
• Provide financial statements monthly or as requested by Board of Directors.
• Implement late charges as a percentage or fixed amount.
• Administer and prepare payment plans.
• Assist in the preparation and filing of all tax returns.
• Payment coupons upon request.
Administrative
• Attendance at Annual Meeting and any Board of Directors
meetings requested.
• Preparation for the Annual Meeting; Including but not limited to, the informal notices, nomination applications, formal notices, proxy forms, and agendas.
• Recording and publishing of the minutes of each Annual Meeting.
• Maintaining of the governing documents for the Association.
• Coordination of any maintenance requests between the Association and vendors.
• Vendor management - A minimum of 3 estimates obtained for any maintenance repairs or requests.
• Monthly inspections conducted and reported to the board upon completion.
• Preparation for the Annual Meeting; Including but not limited to, the informal notices, nomination applications, formal notices, proxy forms, and agendas.
• Recording and publishing of the minutes of each Annual Meeting.
• Maintaining of the governing documents for the Association.
• Coordination of any maintenance requests between the Association and vendors.
• Vendor management - A minimum of 3 estimates obtained for any maintenance repairs or requests.
• Monthly inspections conducted and reported to the board upon completion.