HOA Management and Administration Services

HOA Management

TCO provides the exact services your community requires. We create effective solutions to the unique issues facing your association. This is accomplished by creating a comprehensive management plan that ensures your community gets the attention it deserves.

CREATING A SENSE OF COMMUNITY

We understand that one of the most important tasks for an association is to build a strong sense of community. TCO can help you accomplish this by being a conduit for open communication between the Board and its members. Together, we can create a positive perception of your association with your members and service providers.

TCO’s HOA administration services include, but are not limited to:
  • Ensuring that the Board of Representatives is informed on all matters pertaining to the administration and maintenance of the property.
  • Attend all required board meetings.
  • 24/7 emergency contact information.
  • Secure new bids, as well as update bids for existing contract services.
  • Manage large capital improvement projects (when applicable).
  • Provide bookkeeping and CPA services.
  • Supervision of all work performed onsite.
  • Ensure all contractors and subcontractors are bonded and insured.
  • Maintain a current and comprehensive Certificate of Liability file.
  • Maintain association website.
  • Publish Association newsletter.
  • Mail Board Meeting Minutes to association membership.
  • Develop an informed knowledge of Association documents and bylaws.
  • Work as the Board’s liaison with association legal team.
  • Monitor any changes in current law related to HOAs.
TCO’s HOA accounting services include, but are not limited to:
  • Assists the Board of Directors in creating an annual association budget.
  • Collect and maintain accounts on a timely basis. This includes accurate accounting for all deposits made into the operation account.
  • Prepare financial statements and distribute to each Board Member prior to the scheduled Board meetings.
  • Accurate accounting with CPA oversite:
    • Financial statements,
    • Bank reconciliation statements,
    • Balance sheets,
    • Budget comparisons,
    • Accounts receivable,
    • Any other financial information upon request.
  • Homeowner’s accounts will be maintained, up to date, and accurately recorded.
TCO’s services include, but are not limited to:
  • Hire and train the best maintenance and construction professionals in the industry.
  • All employees handling association’s funds and / or making decisions on behalf of the Board of Directors will be insured.
  • Manage the hiring, pay, supervision, and discharge of all personnel for the association.
  • Properly train and support your maintenance staff through a rigorous in-house training program. TCO also participates in various specialized training seminars and licensing programs, as requiredby our client.
  • Pay all employees through our own payroll service and accounts, thereby ensuring accurate payroll and tax compliance.
  • Actively manage our on-site maintenance personal on a daily basis. This level of supervision ensures higher priority concerns are addressed first, and in a timely manner.
TCO’s HOA membership relations include, but are not limited to:
  • Create a comprehensive and organized record of all correspondence with homeowners.
  • Maintain homeowner contact information.
  • Provides the Board of Representatives with a detailed report of all correspondence relating to homeowners concerns, complaints, and the resolutions administered.
TCO’s HOA Vendor Relations include, but are not limited to:
  • Disburse money from the association to the vendors on a monthly basis.
  • All records will be maintained and available to Board members during business hours.
  • Closely monitor all vendors and contractors for quality assurance and contract compliance.
  • Investigate and approve all invoices for payment by the association for work performed.
  • Act as the singular contact between vendors / contractors and the Board of Representatives.
TCO’s HOA Seasonal services include, but are not limited to:
  • Full service lawn care.
  • Snow and ice removal services.
  • Irrigation system installation and maintenance.
  • Landscape design, installation, and maintenance.
  • Act as the singular contact between vendors / contractors and the Board of Representatives.