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SUMMARY OF MANAGEMENT SERVICES
This is a summary of management services provided by our firm
and is written with the intent that the managerial, secretarial and
administrative functions will be conducted from the offices of Acri
Commercial Realty, Inc.
Prior to assuming management of the Association, we will
communicate with the Board of Directors in order to become familiar with the
existing conditions of the Association.
Upon taking over the management duties, our firm will supply
each unit owner with an informational packet, to include a letter of
introduction with our address and telephone number and information
concerning our management procedures.
If applicable, an inventory of all Association equipment will
be taken immediately following our assumption of management. The results of
this inventory will be submitted to the Board of Directors to ensure all
equipment is accounted for through the transition.
A. FINANCIAL DUTIES:
1. Prepare and submit to the Executive Board the annual
Management Plan, to include (a) an operating budget showing the anticipated
revenue and expenses, and (b) a capital projects budget showing the required
reserve contributions and the anticipated capital project expenditures.
2. Keep accurate and auditable accounts receivable,
accounts payable, payroll and general ledger records and books of account on
an accrued modified fund basis of accounting, including encompassing all
transactions of the Association, on a fully computerized in-house system.
3. Monthly invoice each property owner on an itemized
basis for: (a) all recurring charges such as common charges and reserve
contributions, (b) any nonrecurring charges, and (c) any other charges
imposed by the Executive Board.
4. Receive all revenue due to the Association and upon
receipt, deposit such revenues received into a separate Agency Account at a
financial institution selected by the Executive Board. Such revenues shall
be, for all purposes, the revenues of the Association and shall not be
co-mingled with funds of the Managing Agent.
5. Review the accuracy and pay, in a timely manner, all
legitimate bills received for services performed and supplies received in
connection with both managing the Association, and maintaining the Property.
6. On a monthly basis, prepare and submit to the
Executive Board: (a) a balance sheet, (b) a profit and loss statement
showing the actual, budgeted, and variance amounts for the current month and
year to date, (c) a detailed or summarized accounts receivable report, (d) a
detailed accounts payable report.
7. On an annual basis, on or before 30 days after the
last day of the Association's fiscal year, prepare and submit to the
Executive Board, a balance sheet and a profit and loss statement concerning
the management of the Association during the preceding year.
8. Cooperate with any accounting firm selected by the
Executive Board during its preparation of any audit report or specific
review of the Association's books of account.
B. ADMINISTRATIVE DUTIES:
1. Designate one of its employees as the Property
Manager who shall attend to the proper performance of the Managing Agent's
duties hereunder and who shall be present at the Property on an as needed
basis as determined by the Managing Agent.
2. Maintain, at its office, the appropriate records
concerning the management of the Association and the maintenance of the
Property including, but not limited to, copies of the original documents,
the official-minute book, contracts, insurance policies, income tax returns,
and notices.
3. When appropriate, make every reasonable effort to
obtain (a) the federal tax identification number, and (b) a certificate of
insurance evidencing comprehensive liability and workers' compensation
insurance coverage from each independent contractor performing services for
the Property.
4. Work in conjunction with, and coordinate the efforts
of, other professionals selected by the Board, to include insurance agents,
accountants, lawyers, engineers, etc., who are conducting normal Association
business. The manager will insure that the best interest of the Association
are served.
5. To cause a Property Manager to attend the scheduled
Executive Board meetings and the Association annual meeting. In addition,
cause the Property Manager to attend any other emergency Board or
Association meetings, when possible.
6. Coordinate any meeting held with the Executive Board
or Association by (a) preparing an agenda, (b) typing the minutes of the
previous Association or Executive Board meeting, as the case may be, and (c)
copying and distributing all appropriate information to each Executive Board
member or property owner.
7. Prepare on behalf of the Association, all
documentation that the law requires a seller to distribute to a buyer for
the resale of a unit. This cost will be billed directly to the unit owner
and paid directly to the Managing Agent.
C. DUTIES RELATING TO THE PROPERTY:
1. Maintain, repair, and replace the Property in
accordance with the Management Plan.
2. Receive oral and written service requests from
property owners, non-owner residents, and other appropriate persons and
maintain a written service request system for identifying and controlling
work to be completed as well as work completed at the Property.
3. Hire, schedule, supervise, and terminate (a) all
Association employees, and (b) all independent contractors required to
maintain, repair, and replace the Property.
4. Respond to after-business hours emergencies by
maintaining a 24-hour-a-day answering service with (a) an On-Call Employee
and also, (b) a Property manager available to respond.
5. When appropriate, and if qualified, prepare
specifications, and if not qualified, cooperate with any engineer,
architect, etc., engaged by the Association to prepare specifications for
contracted services or supplies, and solicit bids for contracted services or
supplies for the Property.
6. Enter into contracts upon submittal to and approval
by the Executive Board for any contracted service for the Property.
7. Purchase equipment, material, and supplies necessary
for the proper maintenance, repair, and replacement of the Property.
8.Conduct a comprehensive inspection of the Property and
prepare a written report for submission to the Executive Board to assure
that the Property is being maintained in a preventive maintenance mode and
in accordance with the provisions of the Management Plan.
D. MISCELLANEOUS:
1. The Managing Agent shall insure that all management
and Association members who handle Association monies are covered by
adequate fidelity insurance or bond.
2.The Managing Agent shall assume no responsibility or
authority for the maintenance of or repair to individual units in the
Association.
3.The Managing Agent shall enforce the Association
rules, regulations or restrictions, provide clerical assistance in issuing
notices of violation to the individual owners, levy fines approved by the
Board, and assist the Association attorney in the event legal action is
necessary.
4. Between Executive Board meetings, the property
manager will be given instructions by only one Board representative. |