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.