Property Maintenance

• Manage all aspects of the common area
• Perform weekly property inspections
• Coordinate all maintenance and repair visits
• Supervise on-site personnel, if required
• Prepare bid specifications
• Monitor the performance of vendors and contractors
• Enforce CC&Rs, Rules & Regulations and Architectural Design Guidelines
• Obtain insurance and oversee any claim processing
• Process architectural requests
• Maintain architectural and violations tracking systems

Finance and Accounting

• Collect homeowner assessments and miscellaneous income
• Process and pay vendor invoices weekly
• Prepare monthly financial statements and reports
• Coordinate the preparation of association reserve studies
• Coordinate tax returns and audits
• Prepare state corporation commission filings
• Assess late charges and fines based on association policy
• Coordinate the implementation of any special assessments
• Collect delinquent homeowner assessments (notices, lien filings, judgments)
• Establish and maintain association bank accounts
• Coordinate budget analysis and preparation

Digitally Stored Property Files

• Meeting minutes and resolutions
• Meeting notices and announcements
• Recorded lot deeds and related documents
• Violation letters, delinquency notices and homeowner correspondence
• Association Board of Directors correspondence
• Committee member correspondence
• Emails sent through RossmarConnect

Community Administration

• Coordinate meetings and agendas
• Coordinate document amendment activities
• Provide voting explanations and assistance, as needed
• Attend Association Board of Directors meetings
• Attend Membership Annual meeting
• Coordinate preparation of community newsletters
• Prepare and distribute meeting notices
• Provide envelope stuffing, copying and postage
• Maintain a record of all homeowner address changes
• Maintain association corporate records
• Communicate with homeowners, vendors and others, as needed
• Coordinate requests for architectural changes
• Keep Board abreast of current and pending HOA legislation

Resale Disclosure

• Closing instructions
• Homeowner account status
• Communicate with title company and homeowners
• Distribute HOA disclosure package to prospective buyer
• Process checks received from close of escrow

Emergency Service

• Rossmar staff members on call after hours for emergencies
• Rossmar staff members on call weekends for emergencies
• We maintain 24-hour access arrangements with vendors and contractors
• Community managers have company-issued iPhones which contain the history of the association so information can be accessed anywhere, anytime