The Management Company at Stone Oak-Sonterra, Inc. Staff


          Ray Jansure, Property Manager, Sonterra POA, rjansure@mgmtco.com
          David Kincaid, Property Manager, Stone Oak POA, dkincaid@mgmtco.com

          Tonja Condor, Office Manager, tcondor@mgmtco.com

          Melissa Neffendorf, Accounting Supervisor, mneffendorf@mgmtco.com

          Amanda Cockrell, Assistant Accounting Supervisor, acockrell@mgmtco.com

          Josephine Stevens, Administrative Assistant, jstevens@mgmtco.com

          Lyndzee DeLeon, Receptionist/Clerical Assistant, ldeleon@mgmtco.com

          Israel Mauricio, Maintenance Supervisor, i.mauricio@yahoo.com

 

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 records and decals for no-trail fee golf carts.
  • 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
  • Responding to attempted neighborhood covenant amendment in The Highlands.
  • Determining drainage easement status and sending notification letters to residents.
  • Reviewing and amending the Stone Oak Master Plan to clarify Sonterra covenants.

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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 month Security 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.
  • Maintaining list of all homes with designated monitoring company.
  • Reviewing and reconciling monthly monitoring invoices.
  • Maintaining list of residents now canceling service.
  • Coordinating cancellation or changes with monitoring companies.
  • 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 Stone Oak.

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