• Monthly Reports
  • Detailed Management Report
  • Balance Sheet
  • Income and Expense Statement
  • Budget Performance
  • Collection Report
  • Check Book register
  • Bank Account Reconciliation
• Collections
• Bank Accounts
• Account Signatures
• Check Writing
• Deposits
• Disbursements
• Emergency Disbursements
• Provide documents for Audit/Income Tax Preparation
• Budget Preparation
• Reserve Accounts
• Advancement of Funds

• Records Retained
• Owners Right to Inspect Records
• Copying Cost
• Membership List/Transfer of Ownership

• Make maximum use of automation and electronic means to perform bookkeeping functions to include electronic bill payments, automatic payment of assessments (ACH), online payment capability, etc.
• Utilize professional commercial bookkeeping software for record keeping.
• Prepare, review and distribute to the Board of Directors via email the monthly reports summarizing that period’s income and expenses as itemized in the Budget.
• Maintain the Association’s records in a manner that will assist in preparation of an Annual Audit and appropriate tax returns.
• Process payment of all of the Association’s bills in HOA Managements Knoxville Office.

• Create and manage Association’s web page that includes online documents, membership and property information, owner communication tools, notices and minutes, and online payment capability.  The web page and emails are the primary methods of communication. Owners have access to our Online Services.
• Assist in the preparation of notices, bulletins, newsletters, and other general correspondence directed to all homeowners when required.

• Collect monthly/quarterly/annual assessments and any special assessments from each owner
• All owner assessments collected through electronic means including automatic bank withdrawal/payment via ACH or online payments through the Association’s web page by electronic check or credit card

Any maintenance issues that arise are handled by a licensed and bonded service professional. If the repair exceeds our approved limit and requires bids, we make arrangements to obtain bids required for Board approval. Provide a 24-Hour a day, seven days a week, 365 days a year emergency service.

• Ensure maintenance issues are fully resolved
• As requested by the Board perform proper periodic and preventive maintenance of the common areas
• Assist in the supervision and coordination of construction and/or renovation of common areas as directed by the Board.
• Assist the Board in the hiring of vendors to maintain the common areas

• Arrange for meeting times, when needed, and prepare, post and/or mail notices and agendas for all scheduled meetings.
• Prepare election notices, ballots, proxies and other related requirements for annual or special meetings of the membership.
• Attend meetings and assist Board President in conducting the meeting in accordance with Roberts Rules of Order. Take Minutes in accordance with Roberts Rules of Order.  Post Minutes on Association’s web page and maintain copy for record.

• Maintain the Association’s Corporate Book, membership rosters, all financial record books, accounts and other records required to be kept by the Association. 
• Act as a liaison with Real Estate Agents, Title Companies, Closing Agents and Legal Representatives to provide necessary information for Real Estate transactions. 
• Maintain all individual records in accordance with Privacy Act standards.
• Governing Document and Regulatory Compliance
• Strictly follow and take actions to comply with laws, statutes, and ordinances or rules of pertinent government authorities.
• Adhere to the Associations Master Deed Declaration, By-laws, Rules and Regulations and neighborhoods Covenants, Conditions, and Restrictions.
• Assist the Board and/or appointed committees in the enforcement of the Association’s governing documents and rules and regulations.
• Provide the Association’s legal counsel with requested documents that will assist them with creating documents, amending documents and, or other legal matters
• Ensure association meets all licensing, permitting and inspection requirements to include but not limited to balconies, public pools and spas, elevators, and annual corporate report

• Assist Board in obtaining property, liability, D&O, fidelity bond, and workman’s compensation insurance through reputable agency.
• Reduce exposure through risk management, eliminating or mitigating hazards, regulatory compliance, and properly maintain common elements.
• In case of emergencies, take all necessary steps to mitigate further damages to common property.
• Assist appraisers, adjusters, and contactors in post disaster cleanup and possible re-construction.

• Oversee all contracts, sub-contacts, and contractor personnel to ensure compliance with scope of work and agreed upon performance.
• Contractors must be licensed, bonded, and insured for work performed.
• Ensure contactor and personnel adhere to all regulatory guidelines and maintain proper safety, security, and respect for association property.
• Assist Board of Directors in creating a statement of work for a particular need and in the preparation of request for proposal to obtain bids.
• Negotiate with potential contractors and make recommendations to the Board of Directors on acceptance.