Crystal Property Management offers a multitude of different services for the homeowner associations that we manage and work with. Below is a sample of the services that we offer. Please contact us to discuss the needs that you would like fulfilled so that we can help!

Association Web Site Maintenance

• Create and maintain a web database of all pertinent Association information including Association covenants, bylaws, rules, meeting minutes, financial reports, insurance policies, contact information, annual budgets, notices, design review information, etc.
• Prepare and scan necessary documents that are approved by the Board for website access.

Association Covenant Violations/ Property Inspections

• Inspect the community on a routine basis to identify covenant violations and areas of concern in the community.
• Prepare and mail out certified letters to covenant violation offenders.
• Communicate and follow-up on violations with owners. Communicate with Board on all issues.
• Re-inspect the violations to see ensure compliance.
• Facilitate further correspondence if the violation has not been corrected.
• Take necessary action by issuing daily or weekly fines if the violation is not corrected.
• Act as liaison between Board, attorney and homeowners in these situations.

Covenant Violations (Complaint Driven)

• Communicate with homeowners for complaints on specific addresses.
• Maintain the anonymity of concerned homeowners as to not create neighbor hostility.
• Inspect the issue and to evaluate the complaint.
• Communicate with the Board on the issue.
• Follow same procedure as above for further action.

Association Home Sales

• Mail out welcome packets to all new owners.

• Provide new owners with owner update form and ensure that Association has correct correspondence details.

• Answer questions from prospective buyers as well as new owners.
• Help answer questions about neighborhood information: parking rules, covenants, rules, etc.
• Help answer and facilitate questions concerning utility companies and general information about the Association.

Association Design Review Process

• Facilitate the design review process by communicating with owners in regards to their requests.
• Ensuring design review requests are complete and thorough before presenting to the Board for approval.
• Prepare approval or denial letters regarding the application.
• Explain and communicate approvals, exceptions and timeframes to owners regarding the Board’s decisions.
• Communicate with homeowners to ensure that projects are completed as agreed upon.

Association Mailings

• Maintain updated list of owners, properties and their mailing addresses.
• Investigate returned mail due to an incorrect mailing address and take appropriate measures to ensure the list is accurate.
• Mail notices, newsletters and agendas for annual meetings as directed by the Board.
• Post notices to all residents as needed concerning updates, violations, newsletters, etc.

Association Vendor Communication

• Work with the vendors that are selected by the Board.
• Prepare contracts between the vendor and the Association.
• Follow up with the vendors to ensure the job is being done correctly. Meet with vendors as necessary to ensure quality.

Association Dues Collections

• Prepare statements or coupon books for routine assessments.
• Routinely deposit and post assessment payments.
• Send out a reminder letter 30 days after the statement has been sent to owners who have not sent in a payment.
• Follow up on past due accounts by sending additional correspondence at the 60 day past due dates.
• Prepare statements and documentation for the attorney to send out a collection letter.
• Continual follow up on past due accounts via working with Association attorney.

Association Budgetary Process

• Prepare the first draft of the budget for Board review.
• Explain and communicate with owners for budget related questions.
• Continually update budget forecasts via accounting software to track monthly expenses and compare to budget forecasts.

• Prepare reserve studies for reserve account forecasting.

Association Board / Annual Meetings

• Prepare the agenda draft and packet.
• Compile all documentation required for the meeting including budgetary information.
• Proactively ensure quorum requirements are met for all meetings.
• Prepare packets for all attendees for all meetings.
• Attend all meetings.
• Prepare the draft of the meeting minutes.
• Submit final meeting minutes to the web site company that need to be posted on the web site.

Association Workshops and Government Meeting Attendance (As needed)

• Same as above.

Government Forms

• Provide end of year documents to the CPA who files the taxes.
• Provide discounted rates to the Association via relationships with vendor.
• Keep contractor insurance and W-9’s on file.
• Prepare and mail out IRS 1099 forms as required by law.

State Statute Compliance

• As new State Statutes become law, get the information to the Board members.

Association Legal Affairs

• Meet and communicate with Association attorney on legal matters of the Association
• Act as liaison between attorney and Board.
• Attend all meetings between the attorney and the Board on issues affecting the HOA.

Project Bidding

• To obtain bids (upon direction of the Board) for any work performed for the association.
• Once a bid has been agreed upon; create, prepare and edit the proper contracts.
• Facilitate Board members contract review contract and execute contracts if authority is given to CPM by the Board.

Association Accounts Payable

• Pay all bills as they become due.
• Schedule a time for a Board member to sign and review checks before they go out if requested.

Association Document Storage

• Keep and maintain all records for the required amount of time by State Law.

Homeowner Communication

• Communicate with all owners regarding all issues that arise in subdivision.
• Act as the primary contact between owners and Board.

Emergency Response

• Maintain 24 hour availability in the case of emergencies.