RZ Realty is a full service management company. Listed below is a comprehensive list of services we provide as part of our Standard Homeowner Management Agreement with our clients. Our goal is to meet or exceed the expectations of our clients without charging 'extra' as many management companies do for services we consider to be included as part of our Management Agreement.
BOARD MEETINGS
- Frequency of attendance per contract, typically quarterly
- Prepare Board packages in advance of meetings.
- Executive session attendance as needed.
- Notice of meetings-prepare and distribute agendas, notices, ballots, proxies, etc.
- Schedule and attend hearings with home owners prior to Board Meetings when necessary.
ANNUAL MEETING
- Prepare and distribute all paperwork associated with the annual meeting (agenda, proxy, ballot, minutes, return envelopes).
- Manage all returned proxies and keep Board informed of whether or not quorum has been achieved.
- Attend meeting and provide administrative support (check people in, hand out ballots, count ballots if vote takes place, etc.).
- Run Annual Meeting if desired by Board.
GENERAL ADMINISTRATIVE
- Prepare, process, follow up on, and maintain records of all work orders for the Association. In addition, work order reports are provided through email communication with all Board members.
- Prepare and maintain all correspondence on behalf of the Association in an organized fashion.
- Provide electronic storage for archived Association records.
- Process incoming and outgoing mail.
- Respond to all e-mail correspondence in a timely fashion.
- Prepare and/or distribute newsletters per contract (additional fee).
- Maintain homeowner information database and keep current on daily basis. Provide organized electronic filing system to maintain and reference as needed.
- Create and mail violation letters, architectural requests, responses, and other correspondence to homeowners as needed.
- Serve as primary contact and liaison for Board with, but not limited to:
- Homeowners
- Association vendors
- Legal counsel
- Insurance brokers/agents
- All parties involved in sales (lenders, assessors, title companies, home owners, realtors).
- CPA’s
- Provide for 24/7 answering and/or emergency services.
- Maintain corporate documents as provided by COA.
- Back-up all electronic Association records.
- Provide all COA approved documentation to new homeowners during sale of homes.
- Provide all rules/ policy information to new owners.
- Provide customer service professionals to handle all incoming calls from homeowners, vendors, parties to a real estate transaction, Board members etc., including a dedicated person to your commu nity that is familiar with the community, rules and policies, and practices as established by the Board.
- Provide for the creation and maintenance of an Association website if desired by the Board (additional fee).
- Assist Board with Ohio Revised Code (ORC) governing document interpretation, compliance with Ohio laws, and guidance for the Board drawing from our experience on all issues associat-ed with managing an Association. However, we are not attorneys, and we would always recommend consulting legal representation.
- Ensure all required Association insurance is in force and renewed annually. We also serve as the primary contact for any claims made.
- Serve as primary contact for any legal issues in community.
FINANCIAL/ACCOUNTING SERVICES
- Prepare and mail all billing statements / coupon books to homeowners.
- Coordinate with bank to update our systems with cash receipts on a daily basis.
- Collect and deposit all payments and deposits made to our office on a daily basis.
- Manage collection of delinquent accounts per Association rules and regulations. Includes issuing past due letters.
- Coordinate with Collection Agency when accounts are 60 days or more past due. We will send accounts that are past due to Collection Agency or Attorney for lien filings as directed by COA and then provide historical information, etc., as required.
- Ensure Association collection policy is up to date and in line with the ORC.
- Review and approve all invoices submitted for payment.
- Prepare all checks, pay all budgeted expenses and prepare non budget invoices for review and approval by Board of Directors.
- Reconcile bank statements monthly/quarterly or as directed by HOA.
- Prepare financial statements on a monthly or quarterly basis per contract on a cash basis, including general ledger, income statement, and balance sheet. Also includes detailed budget versus actual for income and expenses, all bank statements and reconciliations, cash disbursement journals and balances by homeowners.
- Coordinate and distribute to membership annually as required by Ohio law the Annual Financial Review.
- Coordinate tax return preparation with Association CPA.
- Close out fiscal year and update system with new budget annually.
- Assist Board with preparing annual budget for coming year and distribute to all homeowners as required by Ohio law (also includes all required disclosures as required by law).
- Contract with professional Reserve Study preparer, if desired by Board at Board's expense, to ensure the Association has an updated Reserve Study. Review Reserve Study annually to plan for upcoming projects (at Board's discretion).
- Execute any CD investments, renewals, or transfers as directed by the Board.
- Update vendor files annually. Reconcile, generate, and mail annual 1099's to required vendors.
- Answer homeowner and vendor inquiries regarding dues and receivables daily. Provide account recaps as needed.
- Provide current account balance to title companies during sale of homes.
Property Services
RZ Realty believes that a responsive maintenance program is an essential component of a given property’s financial strength. RZ Realty has a team of experienced and proven maintenance technicians as well as a well-developed network of independent sub-contractors and service providers for most maintenance items.
However, when a property has an existing maintenance staff, every effort is made to incorporate this staff into the daily operations. Similarly, if there are particular contractors who have a strong working knowledge of the property, every effort is made to utilize their services.
Our property manager will oversee and coordinate all maintenance needs of the Association. We ensure that the property is maintained in a professional fashion, including the development and implemen- tation of preventive maintenance schedules and work to create or adopt an emergency management plan to include life safety issues. In addition RZ Realty will:
- Conduct routine site inspections of the community for the purpose of identifying ORC/ rule violations and checking on the performance of Association vendors. Inspections are generally focused on seasonal demands like pool, landscape, drainage, and always include ORC compliance requirements and routine follow up of vendor activity and performance.
- ORC/rule enforcement - Provide assistance to Board to enforce all rules and regulations, etc. RZ Realty will note violations during on site inspections and send letters promptly to those in non-compliance.
BIDS AND ROUTINE MAINTENANCE
- Prepare bid specifications for larger jobs and oversee bid process.
- Coordinate entire process of handling small maintenance issues in the community.
- Receive and process all maintenance calls. Work orders are issued to the proper vendor depending upon the nature of the work.
- Major repairs are inspected by management prior to issuing a work order.
- Manage and oversee all vendors associated with your community.
- Review workmanship/performance of Associa-tion vendors/contractors and assure compliance is being achieved per the specifications in their contract.
- Coordinate preparation and execution of final contract documentation, including the verification of proper insurance, updated license status, lien releases, etc.