The community association manager acts within the scope of authority granted by the board of directors of the association. The role of an association manager is to: 1. implement decisions of the board 2. administer services and programs within the guidlines set by the board 3. Fulfill the terms of the management contract Management of a an association involves complex and diverse tasks. While a complete list of these tasks would be quite lengthy, the areas of responsibility for community association management fall into the categories of general administration, financial management, managing the physical assets and risk management. We offer a comprehensive range of services relative to the operation of community associations, both developing and owner controlled. Among our clients are developers and builders who seek a level of service that can be found through no other management firm in the country. And we offer an unparalleled scope of services to master planned communities, high-rise residences, subdivisions, condominiums and townhomes, and commercial property owners associations.
GENERAL ADMINISTRATION notifying members of meetings and conducting the meetings keeping records of the proceedings of all meetings communicating with property owners by letter, by association newsletters and/or websites keeping the records including all contracts, legal documents, rules, bylaws, financial statements, membership rosters, and tax records developing and administering the procedure for preparing bid specifications and letting contracts for services such as landscaping and exterior maintenance coordinating volunteer efforts, such as bylaws revision or special beautification projects; and assisting the board of directors in setting policies and procedures for such items as general management, budgets, assessment collection procedures, and establishing annual or monthly assessment amounts.
FINANCIAL MANAGEMENT preparing annual budgets and estimates for long-term reserves to cover capital improvements collecting the association fees from the property owners and handling collection procedures for delinquent payments setting up the association's bank accounts and reconciling them each month paying bills for services, supplies, insurance, and property taxes; and preparing financial statement and assisting professionals such as accountants and attorneys with financial information	INSURANCE AND OTHER LIABILITY ISSUES The association faces a number of risk management issues. The association manager functions as an agent for risk control by taking responsibility for such items as the following: securing bids for and making certain that fire and casualty insurance is in place as required by the association documents; filing any documents required by government authorities, such as the annual corporate statement required by the Georgia Secretary of State's Office (for incorporated associations); obtaining fidelity bonds for the corporate officers of the association (if required by the association documents or mandated by the board); and hiring professionals such as accountants and attorneys to assist in compliance matters.
MANAGING THE PHYSICAL ASSETS The manager enforces the design standards, periodically inspects the common areas, contracts for services, and sees that the facilities comply with legal requirements. The dual purpose of design controls is to create and preserve a quality physical environment for the owners and to preserve the owners' property value. By establishing design controls, the community sets standards that each owner knows when he or she purchases their property. In relying on these standards, in making the purchase decision, each property owner has a right to expect that the association's design enforcement mechanism will preserve the value of their property. It is the manager's duty to inspect periodically the common elements to determine the approriate maintenance needed. In some condominiums, this inspection can include the outside of the dwelling units, if the association is responsible for exterior maintenance. The inspection would also include other common areas such as parking, recreation facilities, drainage retention ponds, and waste disposal areas. The manager also contracts for maintenance an upkeep services, such as parking lot resurfacing, painting, and tree removal. Contracting for property services and ensuring that the services are provided regularly on a quality basis is another area of responsibility for the association manager. Such services may include trash removal, landscape maintenance, swimming pool maintenance, pest control, and security services. Finally, the manager ensures that the association's property complies with local zoning laws and ordinances as well as federal and state regulations.