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Sonterra Property Owners Association, Inc.
19210 Huebner Road, Ste. 100
San Antonio, Texas 78258
210-490-9481
The Sonterra Property Owners Association, Inc. is managed by The Sonterra Property Management Company, Inc., also located at 19210 Huebner Road, Suite 100, San Antonio, Texas 78258.
MANAGEMENT COMPANY STAFF:
Matt Holbrook - Director of Management Services
mholbrook@mgmtco.com
Barbara DeSantis - Assistant Manager
bdesantis@mgmtco.com
Cindy Davison - Financial Specialist
cdavison@mgmtco.com
Chelsea Platt - Receptionist/Administrative Assistant
cplatt@mgmtco.com
Tonja Condor - Administrative Assistant/ARC Coordinator
tcondor@mgmtco.com
Mitch Rich - Maintenance Supervisor
Chris Haning - Maintenance
Scope of Services
Administration
- Maintaining a database with current property owner information.
- Fielding calls from property owners regarding billing, submittals, security, complaints, change of information, etc.
- Scheduling, confirming attendance, preparing agendas for plan submittals, preparing summary of previous actions, attending (usually 2 from management company), reviewing committee decisions, preparing and sending response letters, tracking status.
- Scheduling, preparing agenda, preparing minutes, preparing exhibits, distributing copies to Board members, confirming quorum, attending (usually 3 from management company), recording for minutes.
- Scheduling, sending reminder notices to area representatives, preparing agenda, preparing minutes, preparing exhibits, making and providing copies for Board members, confirming quorum, attending (usually 3 from management company), recording for minutes.
- Scheduling, reserving meeting space, preparing agenda, preparing minutes, preparing exhibits, making and providing copies for attendees, confirming quorum, attending (usually 3 from management company), recording for minutes.
- Obtaining information on new residents and entering into database.
- Administering auto decals for residents; coordinating with security.
- Maintaining information on realtor/contractor database.
- Monitoring zoning changes, platting changes in Sonterra.
- Reviewing and processing conveyance of private streets to the POA.
- Soliciting and reviewing quarterly neighborhood reports; submitting to Board.
- Providing articles or information for the newsletter.
- Changing owner guest lists when called by owners.
- Conducting emergency repairs to streets, gates, irrigation, etc., as necessary.
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Covenants and Policies
- Inspecting neighborhoods monthly (usually 2 from management company) to detect, track or monitor any violations.
- Preparing letters to residents regarding covenant or policy violations.
- Preparing letters to builders/contractors regarding covenant or policy violations.
- Maintaining property files with pertinent ARC or violation notices.
- Fielding calls regarding violation notices.
- Monitoring response and status of violations; reporting progress to ARC.
- Coordinating further action from attorney when directed by ARC or Board.
- Providing form for ARC submittals; collecting and depositing review fees.
- Drafting, reviewing coordinating and submitting to Board new policies, such as:
- Realtor registration policy and procedure
- Contractor registration policy and procedure
- On-street parking violation and fine policy and vehicle towing notice, policy and procedure
- Determining drainage easement status and sending notification letters to residents.
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Financial
- Maintaining information on over 1500 accounts.
- Preparing and sending quarterly billings.
- Collecting and processing payments of assessments daily.
- Depositing payments to Sonterra operating account at Falcon Bank.
- Evaluating/processing 15-20 invoices weekly.
- Printing and sending checks to vendors weekly.
- Maintaining tax amounts on vendors’ files for IRS reporting.
- Processing appropriate payroll withholding and tax reporting for maintenance employees.
- Providing monthly financial statements compiled by an independent CPA, including balance sheet, income statement and general ledger.
- Comparing and correlating actual to budget.
- Preparing and submitting to Board annual operating budget.
- Processing monthly transfers from operating account to investment account.
- Providing monthly status reports of investment account to Financial Committee and Board.
- Tracking and processing monthly reimbursements to and from related entities.
- Reconciling operating account bank statements monthly.
- Supervising preparation of annual federal tax return.
- Monitoring/rebidding insurance policies: General Liability, Directors & Officers Liability, Commercial Umbrella Policy, Commercial Property, Equipment Floater, Employee Dishonesty and Worker’s Comp, Health/Life/Dental.
- Coordinate and supervise annual Financial Statement audit.
- Monitoring delinquencies
- Pursuing collections, to include Friendly reminder letters, Final reminder letters, Initial collection letters from attorneys, Payment plans, File suits, and Monitor judgments.
- Annual evaluation of assessment fee; report to Board.
- Evaluating and updating Sonterra equipment list; track depreciation.
- Sale of maintenance vehicles.
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Security
- Scheduling, preparing agendas, preparing exhibits, making copies for monthly Awareness Committee meetings.
- Soliciting, analyzing, reviewing and submitting proposals to the Board.
- Reviewing and monitoring security contract.
- Daily review of incident reports; direct response when necessary.
- Maintaining, retrieving and storing digital security tapes, and establishing procedures.
- Meeting with security company to discuss performance and charges.
- Obtaining specifications and soliciting bids for laser gate system; evaluating logistics of implementation.
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Contracting
Review study, compare bids, negotiate contracts, five year schedule. Items to include wall repair, gate repair, landscaping, street cleaning, signage, drainage and lot mowing.
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Liaison
Representing the Sonterra POA in meetings with numerous city and county agencies, other POAs and commercial interests with regards to a myriad of issues, such as streets, crime prevention, parks and other quality of life issues in Sonterra.
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