ASSOCIATION MANAGEMENT

Association Management begins with understanding the documents, policies and procedures of each community, and understanding your goals and needs. We begin each partnership by creating a foundation of what you know, what we know and how we can best partner with you to achieve the HOA’s goals.

The SBB team’s approach to management ensures that your association works directly with a Community Manager and an Administrative Assistant. While SBB’s leading industry technology and advanced online strategies streamline a considerable amount of association business, you can always count on the management team to respond to your needs by phone or email, and in person.

Your Community Association Manager oversees all association activities, providing experienced guidance and leadership. From attending board and annual meetings to overseeing all communications with board members and association professionals, our SBB management professionals are your key connection to superior association organization and management.

SBB Community Management

sbb offers a variety of PREMIER SERVICES for those in the know

Team Assignment

SBB begins each relationship by assigning management and accounting department representatives to each association, including:

An experienced Community Manager to supervise all association activities within the management contract
An Administrative Assistant to assist in handling association business
An Account Representative to facilitate all accounting database functions
An Accounts Receivable Representative to handle all incoming account and payment inquiries
An Accounts Payable Representative to handle payment processing of all invoices

Administration & Management

Maintain accurate listings of all board members
Maintain consistent contact with all board members regarding association business and important matters to affect a timely response
Maintain professional conduct and communication with all owners, prospective purchasers, title companies, realtors, contractors, suppliers, vendors, attorneys, accountants and others doing business with the association
Maintain a telephone service to handle association correspondence, including after-hours emergency calls
Maintain association management files, in conjunction with the accounting department
Correspond with owners or residents regarding enforcement of covenants, conditions, restrictions, as well as rules and regulations
Maintain communication with CPA firms, attorneys, engineers or other professionals engaged by the association
Arrange a location for regular board meetings
Prepare and/or provide all materials necessary for an efficient, productive board meeting on a regular basis, in accordance with instructions from the board
Maintain an association minute book for review by owners, CPA firms, board members and SBB staff
Prepare notice for the annual meeting of owners, and make certain to deliver it within the requirements stated in the community governing documents
Arrange location for annual meeting and make certain facility is equipped for the expected turnout of owners
Confirm that an annual meeting can be conducted by verifying the quorum as required by the governing documents
Prepare and/or provide all materials necessary for the annual meeting, including minutes, agenda, financial statements, documents or other items as requested by the Board of Directors
Maintain all corporate records as dictated by the State of Texas
Act as Management Agent/Registered Agent and be appointed as such in the records of the office of the Texas Secretary of State

Insurance

Solicit, evaluate and assist in obtaining proposals for necessary, suggested or required insurance coverage
Place and monitor coverage(s) with the selected insurance agency
Report any claims to the Board of Directors and the insurance company as necessary
Follow through with solicitation of proposals, estimates of damage or documentation required to obtain payment from insurance coverage
Make claims to other insurance companies on behalf of the association when damage is caused to common areas by vehicles, guests or residents, and ensure the compensation for this damage is vigorously pursued

Physical Property

Use all association documents to formally identify association common areas
Make regular site visits of all common area facilities including landscaping, pool areas, all electrical lights and fixtures, fencing and perimeter walls
Evaluate and recommend when changes or improvements to common areas become necessary
Arrange preventive maintenance schedules with contractors
Make regular site visits to check that homes, buildings or structures in the community are in compliance with all governing document provisions
Communicate to all owners or board members when specific contracts involving common property are to be performed, to maximize cooperation from residents and others, minimizing inconvenience to all parties
Prepare or assist in locating a professional who can prepare a Reserve Study detailing the common area facilities and their life expectancies, as well as their repair and replacement costs

Committee Assistance

Maintain accurate lists of committee members, including current addresses, home and business telephone numbers, mobile phone numbers, fax numbers and e-mail addresses
Contact all committee volunteers regarding important association items
Distribute correspondence prepared by committees to owners, with board approval
Forward all applicable requests, comments or complaints from owners to the appropriate committees for resolution
Coordinate all committee assignments and projects
Implement contracts, solicit proposals or issue instructions to existing contractors following committee recommendations, as approved by the Board of Directors

Contract Supervision

Assess association needs for standard contracts for budgeted items
Assist Board of Directors in creating specifications or in locating professional assistance to create specifications when such experience is determined to be necessary
Obtain appropriate number of qualified, insured contractors to submit proposals, and forward the proposals to the Board of Directors for review and approval
Analyze proposals received to determine whether differences exist, whether proposals contain all required information and whether proposals as submitted will satisfy the association contractual requirements
Assist in negotiating the best terms, including pricing, scheduling and time for completion
Monitor and facilitate the contract, including regular supervision of contractor performance
Make regular reports, in writing or verbally, at board meetings regarding contractor performance, performance problems, or suggestions for improvements to the contractor service
Issue timely payments on behalf of the association

accounting & financials

SBB will assign a specific account representative to each association. The account representative will be responsible for handling all homeowner correspondence relating to the account, preparing financial statements, reconciling bank accounts, and all financial activities specific to that association. More specific accounting functions may include the following:

Accounts Receivable

Maintain a file for each lot/home in the community
Provide requested information to title companies, realtors and mortgage companies to aid in the sale or refinancing of homes
Process changes in owner information after sale is closed and completed
Provide assessment statements to owners in accordance with requirements in governing documents and instructions received by the Board of Directors
Prepare delinquency report at month end for distribution to board members prior to or in conjunction with the regularly scheduled board meeting
Assess and post late charges, interest, legal fees, fines, repair or replacement charges to owner accounts
Send collection letters to owners with an outstanding balance, by certified mail, return receipt requested, in accordance with State law
Advise the Board of Directors on the need for a collection policy, and direct association legal counsel to prepare collection policy for review by the Board of Directors
Facilitate all requests for payment plans in accordance with the adopted Payment Plan Policy, and facilitate requests to the board for approval
Facilitate all requests for consideration of waivers, settlement of accounts, short sales and so on to the board for approval
Continue collection procedures with the association attorney or other authorized collection agency (as authorized by the collection policy or by direction from the Board of Directors)
Prepare annually a year-to-date detailed owner ledger and provide information to auditor as needed

Accounts Payable

Maintain vendor files, including tax identification numbers and W-9 forms
Prepare checks regularly for approved invoices
Make estimated Federal Tax Deposits, if applicable
Sign checks (handled by an officer of SBB Management Company)
Annually prepare payables reports
Provide to auditor

Disclosure Requests

SBB will retain all documents necessary for inclusion with disclosure requests, resale certificates or refinancing information. SBB will maintain a system for processing disclosure requests and make certain that title companies, lenders and realtors have all necessary information about the system. SBB will file a Management Certificate to include information on how to contact SBB to request disclosure documents, resale certificates or refinancing information. SBB will complete all requests for disclosure information in accordance with the laws of the State of Texas. SBB will forward all requests for 60- or 90-day letters or for subordination agreements to the Board of Directors for review, when applicable.

GENERAL SERVICES

SBB will send Welcome Letters or packages to new owners after closing; assist auditors and answer questions related to the audit and tax return; provide an auditor with year-to-date general ledger and check register reports; the manager will prepare the draft budget for the treasurer to review; annually prepare records for storage; and set up accounting files for the new fiscal year.