Jean Bates & Associates

1. How long has Jean Bates & Associates been in business?: Since 1975
2. Who will be the assigned Manager for our Association?: Will determine with contract signing
3. How much experience does this Manager have?: Discuss during interview
4. Which licenses or certifications does this Manager have?: Discuss during interview
5. To which professional organizations does Jean Bates & Associates belong?: California Association of Community Managers (CACM)
6. What are Jean Bates & Associates office hours?: 8:00AM to 5:00PM, Monday through Friday
7. What form of after-hours service does Jean Bates & Associates provide?: 24 hours with answering service contact to on call Manager
8. How will you help us run our Association efficiently?: Discuss a definitive plan during interview
9. If we are dissatisfied with the service being provided to us, whom do we contact within Jean Bates & Associates?: Manager then Operations Manager then Owner & President

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 Managerâ€™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 Managerâ€™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 Associationâ€™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 ownerâ€™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 Associationâ€™s bank accounts in the Associationâ€™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 Associationâ€™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 & Associatesâ€™ financial statements show how much funds are in each of the Associationâ€™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 â€œDirect Depositâ€ 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 Associationâ€™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; 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 Associationâ€™s taxes are paid on a timely basis?: Yes
5. Does Jean Bates & Associates prepare the 1099s for all of the Associationâ€™s unincorporated vendors?: Yes

1. Does Jean Bates & Associates use a list of pre-cleared contractors/vendors?: Yes
2. Does Jean Bates & Associates provide a list of the Associationâ€™s vendors to Board Members on a regular basis?: Yes, will be at each meeting, if requested
3. Does Jean Bates & Associates request the following information from a contractor BEFORE awarding a contract for major work?: Contractorâ€™s License- Yes; Certificate of Insurance- Yes; Illness and Injury Prevention Program (IIPP)- Yes; Eligibility for Bonding- Yes; List of References- Yes; Professional Certificates- Yes
4. Does Jean Bates & Associates file and retain this information?: Yes
5. At what monetary threshold does Jean Bates & Associates obtain multiple bids?: $1000 or more unless Board changes
6. How many bids does Jean Bates & Associates obtain for these jobs?: Three
7. Does your company supervise the vendors/contractors?: Yes
8. Does Jean Bates & Associates inspect or tour major projects periodically during the project? If so, how often?: Yes, depending on scope could require a professional construction Manager
9. Does Jean Bates & Associates provide any in-house maintenance services for the Associations you manage? If yes, what kind of services and what are the rates?: No, not at this time

1. What is your proposed monthly property management fee?: Please see proposal.
2. What services are included in this fee?: Please see proposal.
3. Will there be a start-up or close-out fee?: Yes, $5 per door
4. What hourly rates are charged for services by company employees beyond that covered by the monthly fee?: $125 for Manager, $75 for bookkeeping,clerical, or secretarial

1. Does Jean Bates & Associates provide any of the following to the Association? If so, what are the extra costs, if any?: Legal Advice- No; Insurance Claims Submission and Facilitation- Facilitation; Revision of Association Legal Documents- No, attorney of your choice would do; Negotiating & Administering Large Contracts- Yes and No
2. Please attach a list of charges for various other supplies and services to include such items as copies, coupons or statements, postage, envelopes, faxes or e-mail messages, mileage by company employees, other office supplies, fees for depositing receipts, check stock, etc.: See Proposal Flat Rate Sheet

ECHO QUESTIONAIRE