The following is a list of the typical responsibilities that are performed by the trustees.
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.
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
Negotiate and oversee the Pool Management company contract.
Monitor and authorize Pool Management Company invoices.
Oversee pool area maintenance.
Keystone wall for mold, issues and weeds.
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.
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.