REQUEST FOR PROPOSALS Village Racquet Club, Palm Springs, CA March 17th 2022
Expected Management Activities:
1. Arrange, schedule and attend annual, organization and board meetings. 2. Monthly site visit which includes walking property, survey / inspect property condition. Document findings. 3. Prepare documentation for board meeting agendas, management reports, and meeting minutes? Maintain files, records and minute book for the association? 4. Post minutes, announcements, notices, newsletters to a website? 5. Preparation and presentation of administrative reports and business correspondence? 6. Describe your procedure for electronic backup of documents and information. 7. Homeowner communication 8. How soon are calls returned? How soon are emails returned? 9. How are after-hours calls handled (i.e. pager, answering service, etc.)? 10. How are emergency calls handled? 11. What are preferred methods of communicating with homeowners? 12. How is correspondence with homeowners logged and filed? 13. Does supplier provide a website for homeowners? 14. Board communication 15. Does supplier provide a separate website for board members? 16. Does supplier provide email server for board members 17. Provide third-party contract administration? 18. Coordinate with onsite staff, including Vendor Liaison and Handyman - if any. 19. Process and coordinate Architectural and Landscape Variance requests 20. Provide onsite inspection for deed restriction violations and who conducts inspection? 21. Experience with short term and long term rental issues within a condominium community Send out violation letters, set up hearings, and manage fines 22. Review and recommend modifications to HOA documents to meet Davis-Stirling and current needs? (i.e. bylaws, resolutions, etc.) Expected Financial Services: 1. Who performs financial management? 2. Describe the credentials of the accountant and/or accounting staff 3. Does the same accountant or staff person handle the day-to-day financial data? Are financial statements reviewed prior to submission to the board? 4. List accounting software used in preparation of HOA financials 5. On what date each month are financial reports completed and provided to the board? Are financial reports electronically archived and delivered to the board? 6. List financial reports produced on a monthly basis List financial reports produced on an annual basis Are federal tax returns filed on or before April 15? Any monthly bank charges for association accounts? Monthly reconciliation of all bank accounts? 7. When are expenses posted? 8. Invoice backup provided (i.e. receipts, etc.)? Monitor expenses for unexplained increases? Monthly schedule of accounts payable provided? 9. What methods are available for collecting assessments? (i.e. lockbox, manually, ACH, credit card) Capable of collecting quarterly/annual assessments? 10. What is process for handling delinquent accounts? How are collections of overdue accounts handled? Monthly delinquency report provided? Page 4
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