Trustee reSPONSIBILITIES

The following is a list of the typical responsibilities that are performed by the trustees.

Accounting/Administration:

• Review & submit all bills indicating account to charge.

• Maintain website content.

• Business Property Taxes - Maintain Asset inventory list.

• Review income taxes.

• Correspondence - Send out occasional communication to the residents to keep them informed. Respond to general questions.

• Residential Data - Maintain contact information for all pool members.

• Respond to loan and title company inquiries.

• Process Pool Membership Contract.

• Monitor HOA Mailbox.

• Maintain budget and reserve fund and update for the annual meeting.

• Negotiate a contract for accounting firm.

• File liens when needed.

• Monitor pool membership unpaid contracts and request accountant to send bill for 2nd membership payment.

• Maintain subdivision files on Google drive.

• Process Architectural Request.

• Certificate of Insurance -For any contracted work or services performed on the property the HOA requires a valid certificate of insurance.

• Complete Business Property Declaration – Due March 1

• Issue 1099 Miscellaneous to every vendor paid over $600

• Mail assessments for next year – one payment

• Mail out ballots and meeting agenda– must be 21 days prior to meeting.

• Waste and recycling contract.

• Send notices when home owners are violating indentures.

• Send out late notices to residents

• Send out mail-in trustee applications for nominations

• Send out Second Late Fee Notice

• Schedule meeting place for annual meeting.

• Subdivision Insurance items and contract.

Landscaping and Common Ground

• Maintain entrance monument for painting and repairs.

• Maintain parking lot.

• Contract negotiation.

• Ongoing communication with the lawn rep.

• Enforcement of the contract items.

• Trouble shooting and emails related to resident and SLE issues.

• Reviewing invoices and sending to Nicole for payment.

• Monitoring ongoing services.

• Trees need trimming or removed.

• Culverts are kept cleaned.

• Cul-de-sacs for trimming and planting in the Spring.

• Schedule sprinklers to be turned on and off

Pool Items

• Negotiate and oversee the Pool Management company contract.

• Monitor and authorize Pool Management Company invoices.

• Oversee pool area maintenance.

• Electric.

• Fire extinguishers.

• Filters.

• Concrete caulking.

• Concrete repairs.

• Fence

• Keystone wall for mold, issues and weeds.

• Diving board.

• Bathroom/Shower area

• Pool house exterior/interior paint.

• Get closing date setup for pool

• Have lifeguards power wash inside of all buildings at pool to prepare for closing.

• Maintain pool pass system.

• Once pool closes, get rid of any broken furniture.

• Order furniture.

• Main contact of pool related issues and pool pass items

• Make sure electric pumps are off when pool closes

• Schedule Pool opening and meet with new lifeguards; have lifeguards clean everything at pool.

Sports Court Items

• Maintain fence, nets and surface.

• Locate and get bids from contractors for repairs.