What the agreement actually covers
Management proposals have a habit of being vague. Here is the work itself, line by line, so your board can compare it honestly against whatever else is on the table.
The money, handled correctly
- Assessment billing & collection
Statements issued on schedule, multiple payment methods for owners, and deposits made to the association's own account — never a commingled one.
- Delinquency follow-through
A documented collection ladder — reminder, late notice, formal demand — escalated to association counsel only on board direction.
- Accounts payable
Invoices coded, approved against the budget, and paid on terms. The board sees what was paid and why.
- Monthly financial package
Balance sheet, income and expense against budget, cash balances, delinquency report, and copies of bank statements.
- Budget preparation
A draft annual budget built with the treasurer, with every line explained and nothing left to guesswork.
- Audit, review & tax support
Records assembled for your CPA, and the association's tax filing coordinated so nothing is missed.
Meetings that start and end on time
- Agendas and board packets
Distributed in advance, so directors arrive having read the same information.
- Minutes
Drafted promptly, recording decisions and votes — not a transcript of the discussion.
- Annual meetings and elections
Notice periods observed, proxies and ballots handled, quorum tracked, results documented.
- Action tracking
Every board decision carries an owner and a due date, and comes back at the next meeting until it is closed.
Enforcement that is even-handed and defensible
- Scheduled property inspections
Walked on a regular cycle with dated photographs, not only when somebody complains.
- Violation notices
Issued under the association's own documents and North Carolina law, with the hearing rights owners are entitled to.
- Architectural requests
Logged, acknowledged, put in front of the committee, and answered in writing within the window your documents require.
- A consistent record
Because uneven enforcement is how associations lose — both the neighbourhood's trust and the case.
Someone actually follows up
- Work orders
Logged with a reference number, assigned, and chased until the work is confirmed complete.
- Competitive bidding
Multiple written bids on major projects, presented side by side in the same format so the board is comparing like with like.
- Vendor vetting
Certificates of insurance, W-9s and licences verified and kept current before work begins.
- Insurance claims
Claims filed, adjusters met on site, and documentation assembled on the association's behalf.
- After-hours emergencies
A published emergency path for water, fire and access failures, answered 24/7.
Owners who are informed complain less
- Owner portal
Balances, payment history, governing documents and forms available to every owner without an email to the office.
- Community alerts
Email and text notices for water shut-offs, paving, meetings and weather events — reaching renters as well as owners.
- A response standard
Owner and board enquiries answered within one business day, in writing, so there is a record.
- A community website
An optional public page for your association — documents, contacts, forms and announcements.
Leaving your current manager, without losing anything
- A written transition plan
Records, funds, keys, vendor contracts and owner data moved across on a schedule with named responsibilities.
- Document library
Declaration, bylaws, rules, plats, insurance policies, contracts and minutes — indexed and retrievable.
- Resale & lender packages
Statements of account, questionnaires and estoppel-style certificates turned around in three business days.
- Statutory records
Kept in the form North Carolina requires, and produced for owners who are entitled to inspect them.
Priced on the work, not on a formula
Fees depend on the number of homes, whether the association is a condominium or a planned community, and how much of the above your board wants to keep doing itself. Every proposal is a written scope with a flat monthly management fee and any per-item charges disclosed up front.
Nothing on this page is legal advice. Associations should have their governing documents and any enforcement matter reviewed by their own attorney.