A glimpse of PHOAC’s completely customizable services to parallel an association’s needs.
Board Meeting Packages:
Our company prepares and distributes meeting packages to the Board of Directors at least five days in advance of each meeting. These packages are comprised of, but not limited to, a meeting agenda, a detailed management summary, minutes, action list, compliance and work order report and complete financial report(s).
Onsite Property Inspections:
Property Inspections of an Association’s property are conducted as frequently as requested or agreed upon. Representatives of the company physically inspect the exterior of buildings, condition of landscape and common area facilities. The findings from these inspections are then presented to the Board of Directors in a written report. Included in these reports are general observations, lists of violations of the CC&Rs and Rules & Regulations, and suggestions and recommendations for the landscaper, pool and spa service provider, etc.
Billing & Collections:
PHOAC monitors and takes the appropriate action to collect on all past due accounts. Delinquent accounts are sent ‘past due’ notices on a monthly basis. PHOAC will work with the Association’s legal counsel/collections team to enforce further collection efforts per Board approval. Detailed delinquency reports are provided with each month’s financial statements.
PHOAC has contracted with Alliance Association Bank (AAB) to process assessment payments. As such, we currently offer owners four (4) options when paying their Association dues. Owners may send or hand-deliver their check directly to our office, send payments directly to the bank, set up one time or recurring credit card payments or use Automated Clearing House (ACH), which allows the owner to have their dues automatically deducted from their checking or savings account. In each case, payments are processed quickly and efficiently.
PHOAC has a complete accounting department. Client bank accounts are monitored on a regular basis and all accounts are reconciled monthly. Reconciled reports and copies of bank statements are sent to all Board Members every month for review. All accounts payable invoices are date stamped upon receipt and inspected by the Community Association Manager for validity. Check writing is done every week to ensure all vendors are paid on a timely basis.
Communication is key when it comes to homeowners and their associations. PHOAC creates newsletters that ensure all important information is communicated to each homeowner and the unit residents. Our newsletters are welcoming, clean and highly informative for each property.
Electronic Communication Delivery:
Creating efficiency and eliminating waste within an Association is one of PHOAC’s strong suits. Another way we streamline an Association is providing many items to be sent electronically to homeowners and tenants. This method is highly desired by many, as it reduces administration fees, such as postage and printed copies.
PHOAC employs a support staff dedicated to maintaining online portals for communities to connect with. Sites are maintained in-house to ensure the most current information is clearly and professionally available. Great pride is taken in offering an Association a website that ensures the families residing there are always well informed.