|
Stone Oak / Sonterra POA |
| HOME |
D. Scot Wilson, Administrator scotwilson@hillcountrymgmt.com Tonja Condor, Office Administrator tcondor@hillcountrymgmt.com Evelyn Kirby, Account Administrator evelyn@hillcountrymgmt.com Amanda Kraiger, Accounting Assistant amanda@hillcountrymgmt.com Lyndzee DeLeon, Office Assistant ldeleon@hillcountrymgmt.com Mitch Rich, Property Superintendent, Systems Administrator mitchrich@hillcountrymgmt.com Israel Mauricio, Maintenance Technician
SCOPE OF
SERVICES HILL COUNTRY
MANAGEMENT SERVICE Annual POA Meeting: 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. Quarterly Board Meetings: 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. Monthly Board Meetings: Scheduling, preparing agenda, preparing minutes, preparing exhibits, distributing copies to Board members, confirming quorum, attending (usually 3 from management company), recording for minutes. Bi-Weekly ARC Meetings: 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. Daily: Fielding calls from property owners regarding billing, submittals, security, complaints, change of information, etc. Maintaining a database with current property owner information. 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 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. 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. Pursuing collections: a.
Friendly reminder letter b.
Final reminder letter c.
Initial collection letter from attorney d.
Payment plan e.
File suit f.
Monitor judgments Annual evaluation of assessment fee; report to Board. Evaluating and updating Sonterra equipment list; track depreciation. Sale of maintenance vehicles. Scheduling, preparing agendas, preparing exhibits, making copies for month Security Committee meetings. Soliciting, analyzing, reviewing and submitting Proposals to 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 implementing Road repairs – review study, compare bids, negotiate contracts, schedule 5 years Wall repair Gate repair Landscaping Street cleaning Signage Drainage and lot mowing 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 issues in Stone Oak.
|