BASIC LEVEL SERVICES (LEVEL I):
Keep a database of owners names, property address, mailing address, account number, phone numbers, email addresses, date purchased and sold, prior owners name, amounts invoiced and amounts paid including the ability to print out an account history.
We provide a Post Office box address, phone number and fax number for use by the Association at no additional cost. We maintain a business office open during regular business hours.
Update list when owners move, often by reviewing courthouse records.
We keep a database of pertinent corporate information including: HOA official name, HOA address, current Board members including address, phone number, email addresses, term information and offices or committees, other committees and committee persons, federal id number, official city, mailing city, zip code, location, dues, due date, interest, penalty, Redbud contract term, level and amount, annual meeting date, registered agent, date Articles of Incorporation filed, Welcome Letter highlights and notes.
For Associations that have contracted for Level II services we also keep track of the Association's banking information. We produce monthly financials statements and help plan and attend the annual homeowners meeting (see additional detail below on Level II). For Level III customers we do almost everything necessary to operate your HOA including, but not limited to, obtaining bids for insurance policies (liability, property and officer/director), mowing contracts, maintenance and supplier information (see explanation of services for Level III and IV for further information).
Answer daily phone calls during business hours from homeowners about their accounts.
Answer daily phone calls from title companies, real estate agents, mortgage companies, and relocation companies concerning the status of a homeowners account.
Answer daily phone calls from Board members concerning the Association's accounts receivables, invoices, delinquency notices and liens.
Pass along payment requests to the Board and track modifications allowed by the Board of Directors to homeowners accounts.
Prepare and mail dues invoices approximately three weeks in advance of due date. Follow up on wrong addresses and homeowners that have moved. Track down landlords and relatives that should be receiving invoices instead of tenant.
Prepare and mail first reminders approximately three weeks after due date. Compute interest and add finance charges and penalties prior to mailing reminders.
Prepare and mail second reminders approximately thirty days after first reminder. Compute interest and add finance charges and penalties prior to mailing second reminder.
Prepare and mail third and final notice approximately thirty days after second reminder. Compute interest and add finance charges and penalties prior to mailing third and final notices.
Prepare and sign on behalf of Association Liens and file the Liens in the Oklahoma County Clerks office in downtown Oklahoma City, Norman or El Reno as the case may be
Post payments daily to homeowners accounts. Normally deposits are made bi-monthly. During heavy payment periods payments are posted weekly. Deposits are sometimes required on other occasions because of a lien payoff or other special circumstances.
Follow up on payments of incorrect amounts including issuing refund checks for dues paid twice. Payments of accounts where liens have been filed have to be followed up with the preparation and filing of a lien release in the County Clerks office.
Act as registered agent with the Oklahoma Secretary of State for service of Process and other official mailings. Forward correspondence and other documents from the State and various governmental entities and vendors to Board.
Respond to requests from title companies on a daily basis for HOA Dues letters. Most title companies provide three days or more notice, however, at least one-third of the time the closing is occurring that day or the next day so the response has to be almost immediate.
Our response to the title company is either fax'd or emailed and includes (i) a check list of items that need to be provided to the Association from closing, (ii) a cover letter to the new homeowner(s) of information they need immediately such as a gate access code and our contact number, (iii) the "dues" letter that states exactly how much the title company should collect and from whom and whether the Seller is due any money from the Buyer and so on, (iv) an invoice to pay the search fee (paid directly to Redbud), and (v) the "Acknowledgment Letter" which is required by law to be signed at closing or the homeowner does not have to pay homeowners dues.
Quite often this information will have to be explained or supplemented over the phone just prior to closing if the Seller or the Buyer or the Title Company does not understand something.
Keep a Log Book of all pending closings including the Title Company's name, closers name, title company office address, phone number, fax number, date of request, proposed date of closing, Addition name, Lot, Block, Property Address, and Buyers name
"Log In" each closing by (i) checking to make sure we receive the correct amount of dues, (ii) checking to make sure we receive the Acknowledgment Letter, (iii) checking to make sure Redbud's fee is paid.
Closings are done correctly about 2/3rds of the time. The other 1/3 we have to follow up with written correspondence demanding the dues amount or the Acknowledgment Letter. Normally you must follow up your written correspondence with phone calls to ensure that the title companies follow up and get the problem corrected.
We log in each new owner with all the information stated in the first paragraph above. We follow up on incorrect or missing information by contacting the new homeowner .
Mail a Welcome Packet to all new homeowners when the correct dues and the Acknowledgment Letter are received (packets are held until we receive all the necessary documents). The Welcome Packet will consist of the Welcome Letter, current Budget, Declarations of Covenants, Conditions and Restrictions, Bylaws and anything else the Board wishes included. The documents should be kept updated so new owners get current information.
Prepare and deliver to Board a monthly report showing including (i) Accounts Receivable list including status of delinquent accounts, (ii) Detail of deposits made that month listing each payment received, (iii) Name, address and phone number (when supplied) of new homeowners.
Help the Board keep the neighborhood Web Page at www.NeighborhoodsPlus.com updated and fresh.
Time required per month for Level I services varies with the size of the Association but typically will range from 15 hours per month for small Associations to over 20 hours per month for large Associations.
