CONDO ASSOCIATION MANAGEMENT

Condo Association Management In Texas

As a board member, you know that running a condo association takes hard work. You juggle maintenance, finances, vendor management, regulations - the list goes on. It's a labor of love, but also time-consuming and complex, especially for volunteer boards. Keeping everything in control for your condominium can be a job in itself. Fortunately, SBB Management offers customized condo association management services so you can focus on big-picture governance while we handle day-to-day operations. With over 50 years of experience providing condo association management services in communities across Houston and Dallas, Texas, the team at SBB quickly becomes an extension of your association’s success. Take advantage of our condominium association management services to make condo living smooth and stress-free.

Ready to explore how SBB Community Management can enhance your condo association in Dallas or Houston?

Condo Association Management Services

VIRTUAL OR IN-PERSON CONDO MANAGEMENT COMPANY

We take a proactive approach to condominium association management, focusing on efficient operations, transparent communication, and proactive problem-solving. Our goal is to enhance the overall quality of life for residents while protecting and enhancing the value of their investments. At SBB, we offer comprehensive condo association management services tailored to meet the specific requirements of each community we serve.

Team Assignment

SBB begins each relationship by assigning an experienced condominium association property manager and an Accounting Representative to each association.

In addition, every community receives back-of-house support from our world-class:

Administrative Team
Compliance Team
Customer Care Team
A/R Team
A/P Team

Condo HOA Administration

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 in addition to frequent email status updates to the Board
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
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
Prepare the draft budget for the treasurer to review
Prepare annual records for storage; and set up accounting files for the new fiscal year

HOA 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

Property Maintenance

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 HOA 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
*Inspections, site visits, and owner compliance are components of the full-service management option

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
See below for accounting and financial management information

Financial & Accounting Management

SBB adopts a personalized approach to Association Management with a dedicated focus on transparent Condo HOA accounting and Condo HOA financial management. To ensure efficient and tailored service, we assign a designated account representative to each association. Financials are reconciled daily. Boards have visibility of up-to-date bank balances and invoices and may click on the category within the income statement to quickly see a current list of expenditures.

The account representative will be responsible and overseeing tasks for preparing financial statements, reconciling bank accounts, and all financial activities specific to that condo association. More specific accounting functions may include the following:

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

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). Utilize our in-house Payment Solutions Initiative for proven results saving time and association funds.
Prepare annually a year-to-date detailed owner ledger and provide information to auditor as needed

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.

Why Texas Trust SBB Community Management For Condo Association

Since 1974, SBB Community Management has prioritized quality over quantity, carefully selecting partnerships with communities across Texas. Our focused approach allows us to work efficiently while providing a personal touch, ensuring that all essential tasks are handled seamlessly. With our expert condo association management services, you can manage your condominium with ease.

We are the only Condo management company that blends decades of experience with cutting-edge innovation, backed by our commitment to exceptional personal service. As your trusted partner in Texas, SBB Community Management is dedicated to delivering excellence in Condo HOA management.

Contact SBB today to learn more about our condo association management services and how we can support your community’s success. Let us take care of the day-to-day management so you can focus on enjoying your home and neighborhood to the fullest.

Request proposal

Ready to learn how SBB Community Management can help you with your condominium in Texas? Fill out the request and we’ll get back to you as soon as we can. If you are a current homeowner in one of our communities please submit your messages in the residents portal.

affiliations & accreditations

headquarters:

12801 N central EXPRESSWAY
suite 1401, DALLAS, TX 75243
Phone: 972-960-2800