SERVICES WE OFFER

Prepare Complete Monthly Financial Statements consisting of the Balance Sheet., Income and Expense Statement, Delinquent Owner Report, Check Listing, General Ledger and Bank Reconciliations. Process invoices and prepare accounts payable checks.

Examination of approved accounts payable invoices.

Bi-monthly preparation of accounts payable checks.

Emergency checks prepared within 24 hours (usually sooner)

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MAINTENANCE COLLECTION includes: Mail a yearly coupon, book to each homeowner after budget is decided for following year-coordinated thru printing company no extra charge on our end.

Invoice and mail any Special Assessments Monthly delinquency updates Mail late notices according to Association's collection procedures

Provide the association's attorney information relating to delinquent units.

Upon completion from the Associations Accountant , distribute such year-end financial statements to owners as may be required by the Association Documents or applicable State Laws.

Arrange for the preparation of all required federal, state and local corporate tax returns through an accountant of the Board's choosing.

Collect, organize and maintain the Associations files including the Declaration and Bylaws of the Association, insurance policies, owners' lists, correspondence, rules and regulations, contracts, proposals, vendor insurance certificates and any and all documents required to be maintained by the association per Florida Statutes.

Maintain all minutes of meetings.

Prepare notices of meetings, proxies and agendas and organize meetings of the Association.

Assist in the process of election of directors and tabulation of votes.

Assist in resolving owner's concerns/problems, as they may pertain to the Association, common elements, and governing rules and regulations.

Enforce the rules and regulations as created and approved by the Board of Directors.

Prepare and distribute Annual Meeting notices, proxies and agenda for each Annual Meeting, in conjunction with Association Documents and the Florida Statutes.

Prepare and distribute such other mailings or notices as may be requested by the Board of Directors from time to time.

Process applications for the transfer (by lease, sale, etc.) of units within the Association.

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Act as liaison for the Association in negotiations with government agencies or regulatory bodies as required

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Prepare and coordinate bid specifications, when requested by the Board of Directors for any work to be performed, which insures that the Association will receive contractual services at the most competitive rate. Management will review bids and make available with recommendations to the Board of Directors for their approval. These services include any for which the Association is responsible, such as exterminating services, pool maintenance, lawn and landscaping maintenance, trash collection, repairs or reconstruction of structural improvements, security, etc.Inspect the progress of services being performed on common elements and prepare, as necessary, compliance letters to vendors.

Communicate with owners to promote compliance with Association rules, regulations and governing documents.

Direct the activities of the Architectural Control Committee in accordance with the Association documents including acceptance and processing of applications for the committee, maintaining and monitoring of compliance with the standards set forth by the Association.​

Obtain and analyze bids for insurance coverage as required in the Bylaws and recommend such modifications, amendments and additions as may be of benefit to the Association.

Prepare claims as required and follow up on the settlement process act as the Board's representative in negotiating settlement.

Maintain records of insurance coverage carried by the Association. Agent shall cooperate with the Board in investigating and reporting all accidents or claims for damage relating to the ownership, operation and maintenance of the common elements of the Association.​

Provide a licensed CAM onsite at the association.

Provide coverage for all onsite maintenance issues.

Supervise services such that the real property of the Association is maintained according to standards acceptable to the Board of Directors.

Prioritize and coordinate operations so as to maintain the property to the satisfaction of the Board of Directors, arranging for such repairs and alterations as are necessary to that end.

Supervise on-site personnel and contractors to see that maintenance procedures and contracts are completed in a proper and timely manner.

Compile, assemble and analyze data, prepare specifications and call for bids for major improvement projects.

Analyze and compare bids, issue contracts and coordinate work maintain close and constant inspection to ensure that all work is performed according to specifications.

Southern Shores Management will offer three (3) bids for each and is responsible for selecting only those contractors who are licensed and have adequate insurance coverage and limits.

Provide ideas and suggestions on improvements to the property and its operating procedures.

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