A. Meetings:
- 1. Will the assigned Manager attend monthly/every other month/quarterly board meetings?
- As specified by Board in contract
- 2. Does Jean Bates & Associates offer an early meeting discount?
- No, but will consider if a meeting is held between 9:00AM & 4:00PM
- 3. How many hours do you allow for meetings before extra charges are incurred?
- 2 1/2 Hours
- 4. How much do you charge per hour after the limit?
- $125 in half hour increments
- 5. Does the Manager attend annual member meetings?
- Yes
- 6. Will you prepare ballots and annual meeting notices?
- Yes
- 7. Will you prepare agendas for all meetings?
- Yes and in accordance with Civil Code
- 9. Are your Manager’s reports to the board oral or written?
- Both
- 10. Does Jean Bates & Associates provide board meeting packages prior to the meeting? If so, how much in advance?
- Yes, by Friday before the weekend before the meeting
- 11. If yes, do the meeting packages include:
- Meeting Agenda- YES
- Previous Meeting Minutes- YES
- A Manager’s Report- YES
- Financial Reports/Statements- YES
- Copies or List of Correspondence for past month- YES
- List of Service Work Orders Pending & Completed- YES
- Telephone Logs or journal entry of calls- Discuss
- Assessment Delinquency Report- YES
- Service bids and specifications- YES
B. Record Keeping:
- 1. Does Jean Bates & Associates maintain an owner roster?
- Yes
- 2. How about a tenant roster?
- Yes, if Known
- 3. Does Jean Bates & Associates use lot files for the units for keeping track of what occurs or has occurred with individual units.
- Yes
- 4. Does Jean Bates & Associates have general files where you store the Association’s records? (Examples include accounting, insurance, roofs, landscaping, etc.)
- Yes, at the main office
- 5. Does Jean Bates & Associates charge a storage fee for maintaining old Association files and records? If so, how much?
- Yes, see flat rate sheet
C. Correspondence and Mailings:
- 1. Does Jean Bates & Associates send out any of the following? If yes, how much is charged the Association?
- General Informational Letters- Yes, see flat rate sheet
- Notices (e.g., utility outages)- Yes, however, owners get these anyway.
- Monthly Newsletters- If contracted for and fee set
- Welcoming Letter for New Owners- Yes, part of transfer fees
- Other (Specify)- No, CC&R enforcement letters
- 2. Does Jean Bates & Associates primarily use e-mail to communicate with the Association Board Members?
- Yes & no. All forms of correspondence are used, with e-mail generally preferred
D. Escrow Coordination:
- 1. Are Jean Bates & Associates costs billed to the Association or the owner?
- Owner in escrow
- 2. How much does Jean Bates & Associates charge for a transfer fee?
- See sheet provided in contract
- 3. How much does Jean Bates & Associates charge for a refinance fee?
- See sheet provided in contract
- 4. Does Jean Bates & Associates charge for copies of any of the following documents? If so, how much?
- Minutes [Civil Code Section 1363(k)]- See Sheet Provided In Contract
- Articles of Incorporation- See Sheet Provided In Contract
- CC&Rs- See Sheet Provided In Contract
- Bylaws- See Sheet Provided In Contract
- Rules and Regulations- See Sheet Provided In Contract
- Financial Statements- See Sheet Provided In Contract
- Statement/Demand of owner’s account- See Sheet Provided In Contract
- Statement of approved assessment increase- See Sheet Provided In Contract
- Statement of restrictions in governing documents limiting the occupancy, residency or the use of a separate interest- See Sheet Provided In Contract
E. Enforcement of Rules and Regulations:
- 1. Does Jean Bates & Associates send out rule violation letters?
- Yes
- 2. Does Jean Bates & Associates charge a fee for sending them?
- No
- 3. Does Jean Bates & Associates procedures include the right to appeal?
- This is done in accordance with California Civil Code
- 4. Does Jean Bates & Associates help the Board establish an appeal/hearing procedure?
- California Civil Code prevails as to how
A. Bank Accounts:
- 1. Does Jean Bates & Associates keep all of the Association’s bank accounts in the Association’s name?
- Yes
- 2. Does Jean Bates & Associates use trust accounts?
- No
- 3. If yes, who gets the interest?
- N/A
- 4. Will all of the Association’s bank accounts be interest bearing?
- Yes
- 5. Does Jean Bates & Associates maintain separate bank accounts for Association reserves?
- Yes, that is your decision as to where
B. Bookkeeping and Accounting:
- 1. Does Jean Bates & Associates do bookkeeping in-house?
- Yes, complete, all functions
- 2. How frequently does Jean Bates & Associates provide the Board Association financial statements?
- Monthly
- 3. Are cash receipts and disbursements statements submitted to the Board monthly or quarterly?
- Monthly
- 4. Does Jean Bates & Associates provide Association income statement show an actual-to-budget comparison?
- Yes
- 5. How often are the bank statements reconciled?
- Montly
- 6. How frequently does Jean Bates & Associates reconcile reserve accounts?
- Monthly or when statement is received
- 7. Does Jean Bates & Associates provide each Board Member a copy of the reconciliations?
- In the copied financial statement
- 8. Does Jean Bates & Associates’ financial statements show how much funds are in each of the Association’s bank accounts?
- Yes
C. Homeowner Assessments:
- 1. How does Jean Bates & Associates handle billing of Members for their monthly assessments? Are monthly statements or coupons used?
- Monthly statements
- 2. Does Jean Bates & Associates use “Direct Deposit†or Lock Box to the bank?
- Both, however lock box is preferred
- 3. If the assessments are received at the office, how often are deposits sent to the bank?
- Twice per week
D. Accounts Payable:
- 1. Are invoices compared to bids/contracts/work orders before payment for services/products are made?
- Yes, by the Manager
- 2. Who approves payment for services/products invoiced to the Association?
- Manager
- 3. Who signs Association checks and how many signatures do you recommend?
- The Board Treasurer, two signatures are always done
- 4. After the disbursements have been made, how does Jean Bates & Associates file the paid invoices? By month? By vendor?
- By Month, chronologically
E.Delinquency Collections:
- 1. Does Jean Bates & Associates send out a notice at least annually describing the Association’s delinquency collection policies and practices in enforcing lien rights?
- Yes, required by Civil Code, with budget
- 2. Does Jean Bates & Associates encourage negotiated payment plans before going to collection agencies?
- That is up to the Board
- 3. Is the delinquency collection process handled in-house or by an outside company?
- Out sourced per contract with Pro Solutions or other Board choice
- 4. Are there any additional costs for the delinquency collection? If yes, what are they and how much?
- Yes, see proposal
- 5. Does Jean Bates & Associates bill the Association or the delinquent member?
- Both. The Association pays and levys reimbursement assess on owner.
- 6. Delinquency report provided monthly or quarterly?
- Monthly, but usually at Board Meetings
- 7. Is the report written or oral?
- Written
F. Association Budgets:
- 1. Will Jean Bates & Associates prepare a pro forma budget?
- Yes
- 2. Does Jean Bates & Associates coordinate budget preparation with the Board?
- Yes
- 3. Does Jean Bates & Associates bill an individual homeowner for a copy of the approved budget?
- No
- 4. Does Jean Bates & Associates do the entire reserve study?
- No
- 5. Does Jean Bates & Associates oversee the preparation of a reserve study by an outside party?
- Yes
- 6. How often is the reserve study conducted?
- Per Civil Code, three year intervals
G. Annual Financial Statement Audit/Review & Taxes:
- 1. Does Jean Bates & Associates coordinate the activities involved in the annual audit or review?
- Yes
2. Does Jean Bates & Associates distribute the review/audit report? When?
- Yes, within 120 days after fiscal year end
- 3. Does Jean Bates & Associates charge an individual homeowner for a copy of the review/audit report?
- Mailed to all owners yearly, and Yes, extra copies can be made per Civil Code
- 4. Does Jean Bates & Associates have controls to ensure that the Association’s taxes are paid on a timely basis?
- Yes
- 5. Does Jean Bates & Associates prepare the 1099s for all of the Association’s unincorporated vendors?
- Yes