Community One provides all of the professional property management services necessary to operate a successful association for communities of all sizes – from small neighborhood subdivisions to large master-planned communities to luxury high rises.
From the inception of a community association, our goal is to implement processes that simplify community management for both board members and homeowners. And unlike other Atlanta management companies, we offer you Connect, an award-winning, state of the art software that will make your life easier and more productive.
Listed below is a comprehensive list of services we provide as part of our Standard HOA Management Agreement. Our goal is to meet or exceed the expectations of our clients without charging ‘extra’ as many management companies do for services we consider to be included as part of our Management agreement.
Administrative Services
Board Meetings
Frequency of attendance per contract
Prepare Board packages in advance of meetings
Notice of meetings-prepare and distribute agendas, notices, ballots, proxies, etc.
Annual Meeting
Prepare and distribute all paperwork associated with the annual meeting (agenda, proxy, ballot, minutes, return envelopes)
Manage all returned proxies and keep Board informed of whether or not quorum has been achieved
Attend meeting and provide administrative support (check people in, hand out ballots, count ballots if vote takes place, etc.)
Conduct Annual Meeting if Desired by Board
Prepare process, follow up on, and maintain records of all work orders for the Association. In addition, work order reports are provided as part of each Board package to provide the Board with an overview of all work
orders issued since the last Board meeting.
Prepare and maintain copies of all correspondence on behalf of the Association in an organized fashion.
Purge files annually, label appropriately for future reference if needed, and send to storage.
Provide storage facility for archived Association records. See Schedule A of the contract.
Process incoming and outgoing mail.
Respond to all e-mail correspondence in a timely fashion
Coordinate production of newsletters via Tleh’s or other online or free resource.
Maintain homeowner information database and keep current on daily basis.
Provide organized filing system to maintain and reference as needed
Create and mail violation letters, architectural requests responses, and other correspondence to homeowners as needed.
Serve as primary contact and liaison for Board with but not limited to:
Homeowners
Association vendors
Legal counsel
Insurance brokers/agents
All parties involved in home sales (lenders, assessors, title companies, h/o’s, realtors)
CPA’s
Provide for 24/7 after hours answering and emergency services.
Maintain corporate documents.
Daily record back up on and off site with a double redundant back up system.
Change of Ownership/Escrow Services
Welcome letters to new owners
Provide all rules/policy information to new homeowners as well.
Provide a full time person in our office to interact will all parities involved in a real estate transaction.
Maintain software with updated owner information.
Provide a team of customer Service Professionals to handle all incoming calls from homeowners, vendors, parties to a real estate transaction, vendors, board members etc.,
including a dedicated person to your community that is familiar with the community, rules and policies, and practices as established by the Board.
Add owners to the Association Voice web site system for a fee charged to the HOA
Assist Board with Governing document interpretation, compliance with Georgia laws, and guidance for the Board drawing from our experience on all other issues
associated with managing the Association.
Manage and assure all required Association insurance is in force and renewed annually. We also serve as the primary contact for any claims made.
Serve as primary contact for any legal issues in community.
Property Services
Conduct routine site inspections of the community for the purpose of identifying covenant violations and checking on the performance of Association vendors. Inspections are generally focused on seasonal demands like pool, landscape, drainage, and always include covenant compliance requirements and routine follow up of vendor activity and performance.
Violation report provided to the Board as needed.
Bids and Routine Maintenance
Prepare bid specifications for larger jobs and oversee bid process per contract
Coordinate entire process of handling small maintenance issues in the community
Maintenance calls come to our office. Work orders are issued to the proper vendor
depending upon the nature of the work.
Major repairs are inspected by management prior to issuing a work order
Manage and oversee all vendors associated with your community
Review workmanship/performance of Association vendors/contractors and assure compliance is being achieved per the specifications in their contract
Coordinate preparation and execution of final contract documentation, including the verification of proper insurance, updated license status, lien releases, etc.
Financial/Accounting Services
Prepare and mail all billing statements/coupon books to homeowners.
Coordinate with bank to update our systems with cash receipts on a daily basis.
Collect and deposit all payments and deposits made to our office on a daily basis.
Manage collection of delinquent accounts in our office for up to 90 days past due. Includes sending past due letters out.
Coordinate with Collection Attorney when accounts go 90 days or more past due. We automatically send accounts at 90 days past due to Collection attorney and then provide
them with historical information, etc.
Ensure Association Collection policy is up to date and in line with the covenants.
Review and approve all invoices submitted for payment.
Prepare and sign all checks for payment of monthly and periodic obligations.
Reconcile bank statements monthly.
Prepare financials statements on a monthly or quarterly basis per contract on an accrual basis, including general ledger, income statement, and balance sheet. Also includes detailed budget versus actual for income and expenses, all bank statements and reconciliations, cash disbursement journals, balances by homeowners, and collection reports from your attorney or via their online system.
Retain an independent CPA to complete tax returns, audits and reviews as needed.
Ensure Corporation Filing and annual Statement of Information is filed with the Secretary of Stateon an annual basis.
Close out fiscal year and update system with new budget annually.
Draft the annual budget for review by the Board. Distribute as necessary.
Advise Board on choice of reserve study analayst.
Execute any CD investments, renewals, or transfers as directed by the Board.
Update vendor files annually. Reconcile, generate, and mail annual 1099’s to required vendors.
Answer homeowner and vendor inquiries regarding dues and receivables daily. Provide account recaps as needed.
