Board Meeting Management

Monthly Financial Reporting

Bylaws & DCCR Enforcement

Vendor Procurement & Oversight

Gates & Asset Management

On-site Inspections

HOA Management Services combines association management, communication, accounting, compliance, developer services, and excellent customer care to deliver exceptional community association management.

Board Meetings

  • Your HOA Manager will should work closely with the board president to ensure that the meeting packets that the manager prepares for the board are thorough.
  • The published agenda should align with the topics and should be published to the community.
  • Address all decisions the management company needs the board to address, and are distributed to board members well in advance of the meeting.

Monthly Financials

  • Accounts Receivable – HOA Management Services takes a pro active approach to collecting your money. We offer in house collection services and work as needed with HOA attorneys to keep collections at a minimum. We offer many convenient ways to pay, online, via text, via email, or the owner portal we set up for your HOA.
  • Accounts Payable – HOA Management Services strives at maintaining great relationships with vendors. Payments are always paid promptly. Digital copies of all invoices are archived and available upon request at any time.
  • Budget and Reserve Analysis – HOA Management Services makes budget writing easy. HOA Management Services creates a customized budget each year to fit the specific needs of your HOA. Then meets with the Board to go over it in great detail and make any changes.    We also work with several San Antonio based reserve study firms to make sure the HOA is prepared for future short term and long term expenditures.

Community Documents and Enforcement

  • Legal Documents & Rules – HOA’s have rules, regulations, and policies in place for community safety and structure. Enforcement and compliance means understanding governing documents and bylaws, as well as your state and local laws. HOA Management will work to maintain compliance in all areas by frequent communication and explanation to owners in your community.

Contract and Vendor Negotiation

All new Contractors, Suppliers, and Vendors are required to complete and return the forms listed below with the requested documentation attached before your firm can be considered an approved vendor and be eligible for payment for goods and/or services performed.

  • Independent Contractor Information Form
  • W-9 Request for Taxpayer Identification Number and Certification
  • Copy of your Trade Name Registration from the Secretary of State
  • Vendor Agreement Disclaimer of Liability Form
  • Liability Insurance Certificate from your Insurance Agent with a minimum of $1,000,000.00 in Liability Coverage
  • Current Workers Compensation Certificate (or in the case of a Sole Proprietor the Sole Proprietor, Independent Contractor Workers Compensation
  • Indemnity Agreement Completed and Notarized)

Gates – The same gate that makes your community desirable can also become a liability if it isn’t maintained properly.

  • Just like anything, gates need proper service and maintenance to prevent them from malfunctioning. We work hand-in-hand with both boards and homeowners to make living in your community a joy.

Onsite Inspections

Performing a routine property inspections of your community’s common areas is an important duty of an HOA manager. It increases the well-being and safety of homeowners as well as reducing the risk lawsuits, costly repairs, and protecting property values. These inspections allow the board of directors to better understand the condition of the community and affords them the opportunity to proactively address potential issues.

  • Property Code Violations, Insurance Company Risks.
  • Maintenance Issues , Hazardous Issues, HOA Violations.
  • Your HOA Manager is focused  protecting your community’s investment.