Management for community associations.

01

HOA board meeting support

We prepare the agenda with the board president, assemble the packet, and attend the meeting. Directors should be able to open the materials and decide — not spend the evening hunting for last month’s financials.

After the meeting, the work is the list: notices, vendor follow-up, owner communication, and a record that matches what the board actually approved. Minutes and open items live with the association, not in a private inbox.

02

Operational support

Between meetings, the association still needs communication, records, insurance administration, and a steady hand on the requests the board has approved.

• Board members kept current on management activity
• Advice on practices commonly used by community associations
• Attendance at board meetings and the annual meeting
• Minutes recorded and delivered after board and community meetings
• Association records kept in order, including minutes, resolutions, proxies, insurance, and contracts
• Insurance renewals tracked so coverage stays active
• Claims coordinated for the association
• Resident notifications, violation notices, and other communications the board requests
• A written path for architectural requests, from application through review and approval

03

Property inspections

Common areas get a scheduled look: landscaping, drainage, pavement, signage, amenities, and whatever snow or monsoon season left behind. Findings come back with a recommended order, not a pile of unlabeled photos.

Repairs and preventive work are coordinated with the vendors the board approves. The inspection is how a small problem stays a maintenance item instead of becoming a special assessment.

04

HOA accounting

Assessments are billed and collected. Payables are paid against the approvals the board has given. Accounts are reconciled, and the monthly report is written so a director can see what changed without a translator.

We help build the annual budget and close the year with a package the treasurer and the association’s CPA can use. We do not replace the auditor, and we do not replace a reserve analyst. We make sure the books they rely on are current.

05

HOA management technology

Vlge is the system of record for the associations we manage. The assistant answers questions from that community’s own CC&Rs, bylaws, and guidelines. Balances, documents, announcements, architectural requests, and meeting materials sit in one place instead of a shared drive named Final_v7.

Boards use it to run the association. Residents use it to see their account and send a request. Tenants see what the board has published for occupants. Every community has its own portal address.

06

Community standards

Architectural requests move through the process the board already approved: submission, review, decision, and a record the owner can see. Owners should not have to guess where an application went.

Covenant questions get an answer tied to the documents. Enforcement follows the policy the board set. We administer the process. The board keeps the authority.

07

Vendor management and contract oversight

We keep a bench of people who will come to Flagstaff in January. Proposals are compared on scope and price, not on whoever answered the phone first.

Contracts are tracked for renewal, insurance, and whether the work matched the bid. When performance slips, the board hears about it before the contract quietly renews.

08

Customer care

Owners, residents, and board members can reach the management team about association business. Requests are logged in the community portal so the next person who picks up the question can see what already happened.

After-hours emergencies follow the instruction that board has set for that community. A dripping faucet is not the same thing as a broken main, and we will not pretend they are.

09

Records and compliance support

Arizona associations have notice, meeting, and records rules that get missed when a board turns over. We keep the file organized and the calendar visible so the next president is not starting from a box of paper.

When a question belongs to an attorney, we coordinate with the counsel the association hires. We do not practice law, and we do not hand the board a borrowed opinion.

10

Reserve planning support

A reserve study only helps if the budget listens to it. We help the board set the annual plan next to the study and next to the work that is actually due — roofs, roads, paint, fencing, and the equipment that fails at this altitude.

We do not sell a reserve study under our own name. We make the one the association has part of the operating year.

11

Local knowledge

Snow removal, ice on the shaded side of a building, monsoon cuts, freeze-thaw on pavement, and defensible space in the ponderosa all belong on the calendar. A maintenance plan written for the desert floor does not survive a Flagstaff winter.

Vendor relationships are local for the same reason. The communities we work among sit in town and out along the forest — toward Kachina Village, Mountainaire, Doney Park, Bellemont, and Munds Park.

12

Changing management companies

Changing management companies can seem complicated, but we are here to lead you every step of the way: from financial records to governing documents, vendor contracts, owner ledgers, and all open items from architectural through violations. We will ensure a comprehensive, complete, and successful move. We will notify your residents when the portal changes, with complete instructions on how to get the most out of the new technology.