Recurrent and Regulatory Community Walk Throughs
• Inclusive community walk-through reviews are administered on a regular basis in order to dynamically identify any prospective community maintenance issues.
• The board of directors immediately act upon any reported minor maintenance issues.
• More serious maintenance issues are immediately reported to the board of directors and reparative action shall be executed upon board approval.
• Comprehensive work orders and infraction reports are brought in front of the board of directors as part of the monthly board meeting.
• All properties in escrow are examined and reviewed for needed owner repairs and outstanding infractions prior to the close of escrow.

Maintenance Service Order Request Processing
• Request repair or maintenance services concerning individual residential properties from H.O.A. members utilizing our online work order request form.
• Compliant to the Association's policies and budget limitations, work order requests are efficiently processed and followed through completion.
• Current and completed work order requests and jobs are reported to the board of directors as part of the monthly board meeting.
• Maintain pool, laundry facilities and other amenities and administer any work order requests for those conveniences.

Contractor Bidding Procedures
• The Weymouth Company administrates all requests for contractor proposals, bids concerning major requests and projects are obtained for the board of directors consideration.
• Execute and oversee bid specifications to authorized service contractors.
• Receive completed bids from contractors and develop a comparative summary report which is provided to the board through their selection process.
• Administer qualified leadership regarding bid reviews and contractor selection.
• Upon the board of directors selection of a contractor, The Weymouth Company shall aid the association in the preparation and negotiation of contracts for serious services and projects.

H.O.A. Contractor Oversight
• Organization and planning of regular, annual, periodic, and seasonal maintenance and residential property reviews.
• Analyze and manage contractor proficiency to insure Association compliance with contract specifications.
• Maintain contractor insurance certificates and documents.
• Initiate and organize preventive maintenance programs.

• Offer, create, host, and regularly update Community Websites for communities we serve, providing a beneficial and convenient way for homeowners to stay informed about what is happening with their association by providing up-to-date community specific information and resources.
• Draft and allocate ALL notices required by State Statute and/or Association's Governing
documents (i.e. Annual Meeting Notices, Budget Disclosures, Resolutions, etc.)
• On behalf of the Association, draft and allocate other routine operative correspondence.
• Allocate other formal correspondence drafted by the Board when requested to do so.
• Offer a paperless office with Software
• Maintain current membership records/rosters
• Maintain minute books and upload minutes to Association websites.
• Provide eviction services and procedures for home owner's who own rental properties.

Board Support
• Professional consultation through our attendance at regularly scheduled Board meetings, annual General Membership meetings, and annual Budget Ratification meetings.
• Extensive support through the preparation and allocation of Board Packets prior to regularly schedule Board meetings which include:
         1. Meeting Agenda
         2. Previous Meeting Minutes
         3. Supporting Materials
         4. Manager's Narrative Report
         5. Infraction and Work Order Activity Reports

Compliance Enforcement
• Regular, complete, and consistent community inspections. Preparation and allocation of homeowner infraction letters based on Association compliance standards.
• Process and receive compliance issues from Board members and other homeowners according to the Board approval process.
• Provide Board members a copy of all compliance letters distributed each month.
• Assist the Association in the creation or modification of Association rules, regulations, and policies in accordance with State Statute and the Association's Governing documents.

Insurance / Risk Management
• Correlate with the Association and their insurance agents to acquire applicable insurance coverage and relative documents.
• Assist and provide knowledgeable support and counsel regarding Property Insurance, General Liability Insurance, Directors and Officers Insurance, and Fidelity Insurance.
• Acquire and report any known incident which may result in an insurance claim to the Association's insurance agent.
• Work with the Association and board of directors to perform an Annual Risk Assessment in order to identify and moderate any potential areas of loss or over exposure.

Policy Development
• Educate and inform the Association of any potential modifications in the national or local Community Association Industry (i.e. legislation, court decisions, insurance, taxes, etc.)
• Administer professional support and counsel to the Board of Directors regarding their fiduciary responsibilities and their overall governance practices.
• Assist and counsel the Association during continued development of Policy and Administrative Resolutions in accordance with State Statute and the Association's Governing documents.

Professional Services Coordination
• Administer professional support and counsel to the Association regarding the benefits and authorization of additional professional services as needed (i.e. general legal counsel, collections, engineering, public accounting, reserve studies, investments, etc.)

Other Administrative Services
• Serve as Registered Agent and accept any notices on Association's behalf. Administer a physical business presence for the Association.
• Administer requested information regarding real estate transactions within the Association (i.e. mortgage questionnaires, resale certificates, escrow demands, etc.)
• Preserve Association files and records, making available for inspection in accordance with State Statute and the Association's Governing documents and policies.

Management of Operating Checking and Reserve Accounts
• Accounts shall be under the Association's name and not commingled with funds of any other party.
• Additional reserve funds invested in other accounts or investment vehicles shall be under the sole control of the association.

Management of Accounts Payable
• Acquire and assess all association invoices and process for payments at least twice a month.
• Monitor vendor invoices and corresponding payment information, process and file accordingly.
• Maintain vendor W-9's and certificates of insurance.
• Issue 1099 Forms to association vendors annually.
• Electronic review of invoices by treasurer.

Management of Accounts Receivable
• Receive and process homeowner assessment payments. Respond accordingly to homeowner account inquiries.
• On-line credit card or e-check payment options and processing.

Management of Homeowner Delinquencies
• We work with the Association to draft a collection policy, if not already in place.
• Monthly review of individual homeowner accounts, draft and distribute any applicable "Late Letters", and charging of any applicable Late Fees.
• Prepare and forward account information to Association's collection attorney (upon Board approval) to assist in further collection or litigation activity.
• Provide Board of Directors current Homeowner Delinquency Report and comprehensive status reports at each meeting.

Financial Reports
• We can customize reports to fit your community’s needs.
• We can arrange graphs and spreadsheets for assistance on special projects.
• Prepare and distribute monthly financial statements to the Board of Directors
each month, which include:
         1. Manager's Financial Narrative Report
         2. Balance Sheet
         3. Income and Expense Statement (P & L)
         4. Homeowner Delinquency Report
         5. Monthly Cash Disbursement Summary
• Bank Reconciliations accompanied with bank statements.

Annual Tax Filing and Financial Review
• Prior to the end of the fiscal year, assist the board of directors in the selection of a Certified Public Accountant to perform Tax Filing and /or a Financial Review.
• At the end of each fiscal year, coordinate with Board's selected CPA by preparing all the Association's financial records, books, and files for their review.

Annual Budget Development
• Initial draft of annual budget shall be prepared approximately 90 days prior to the beginning of each fiscal year.
• Upon the Board's approval of the annual budget, the budget and budget disclosure information shall be mailed to the general membership for ratification according to State Statute and the association's governing documents.

Please feel free to give us a call or drop us an email if you have any questions regarding the information on this site. If you are interested in The Weymouth Company Services, we look forward to helping you create a clean, well maintained and positive community for your residents.