(Extracted from Colorado Silver Management Agreement)
-Manage the property in the same manner as is customary and usual in the management of comparable facilities.
-Maintain professional relations with Board or its authorized representative, state, local, federal agencies, owners, renters, contractors, utility and maintenance personnel.
-Advise board or its authorized representative of pending legislative action concerning the legal responsibilities of homeowner Associations in Colorado.
-Ensure the Association’s compliance with Colorado laws and the Department of Regulatory Agencies.
-Ensure that the Association is registered with the Secretary of State as required by the Colorado Non-Profit Act and that the Annual Report is filed.
-Ensure that the Association is registered as a Homeowner’s Association with the Department of Regulatory Agencies (DORA) and that annual fees are paid.
-Coordinate with Association’s insurance company and conduct inquiries regarding adequacy of coverage/rate increases.
-Attend annual or quarterly board meetings as directed by the Board.
-Respond in a timely manner via phone, email, or text with Board members or their authorized representative or owners regarding Board/owners/ residents/maintenance or safety issues.
-Inspect property on a weekly basis for repairs, upkeep and take corrective action.
-Interview and select personnel required for janitorial.
-Provide photographic evidence via email of any needed repairs with explanation to Board upon inspection/discovery with recommendations for corrective action.
-Consult with board on insurance company premiums to ensure adequate coverage for property. Notify board on a timely basis of increase(s).
-Respond to and arrange for emergency services.
-Maintain owner payments/deposits in QuickBooks.
-Receive monthly homeowner Association dues in a manner prescribed by the Board, i.e., personal checks and account for same in QuickBooks.
-Receive all monthly homeowner dues at Colorado Silver designated post office box and deposit same in a Colorado Silver designated Wells Fargo Operating Account for your Association. Colorado Silver maintains Association accounts at Wells Fargo Bank at Alameda and Teller, Lakewood CO. Colorado Silver does not assume signatory responsibility for checks issued in the name of the Association. Typically, a designated Board Member/representative signs checks presented for payment of invoices with Colorado Silver ensuring mailing.
-Reconcile monthly bank statements and make available to the Board at any time with either oral or written notice.
-Prepare annual budget and any required revised budgets as needed and directed by the Board of Directors.
-Prepare financials on a quarterly or monthly basis and distribute either via emailings or at board meetings as required by the Board.
-Prepare all tax returns and related forms and present for signature by the Board.
-Issue collection notices to delinquent homeowners and follow-up and inform board of progress.
-Accompany the Board of Directors in Small Claims Court against delinquent homeowners.
-Receive annual insurance premium and monitor premium increases.
-Receive bills from utility companies, contractors, and maintenance and prepare checks for such bills on a monthly basis.
-Respond to title companies request for status letters and Association documents (bylaws, declarations, Rules, and meeting minutes). Prepare response to all such requests on a timely basis to meet contract deadlines of Real Estate Brokers for benefit of seller/buyer.
-Contact and coordinate with attorney representing the Association regarding all Association matters as directed by the Board or its authorized representative.
-Provide administrative services, such as mailing notices of annual or quarterly homeowner meetings.
-Purchase administrative supplies, stamps, envelopes, ink, and paper to conduct Association business.
-Communicate via email, texts, or in person regarding any and all Association needs or as required by the Board.
-Submit quarterly mileage and administrative supplies with receipts to the board for reimbursement. Mileage to be paid at a rate approved by the Board.
MAINTENANCE/UTILITY/SUBJECT MATTER EXPERT CONTRACTORS
-Prepare Requests For Proposals (RFPs) and secure a minimum of three bids for projects at an amount to be determined by the Board for contractor decisions.
-Research and consult with subject-matter experts at the state or federal level regarding issues that require specialized expertise to assist in decision making by the Board. Research presented orally or in writing.
- Monitor progress of work by subject-matter expert licensed contractors as agreed in Request for Bid and signed contract. Monitor performance of contracted personnel for non-subject matter experts.
-Arrange for utility service, landscape (lawn care), snow removal and waste services contracts as selected and approved by the Board. The Board must approve all contracts.
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Colorado Silver Community Association Management
Lakewood, CO 80226
Community Association Manager