Corder and Company ( CaC ) will provide services to manage and operate each Homeowners Association/ Condominium Owners Association in accordance with the Scope of work set out by the Board of Directors and subject to the Covenants, the Articles and The Bylaws of the organization.
Corder and Company (CaC ) will be responsible for all aspects of the operation and management of the Association in accordance with the directives of the Board of Directors, the Covenants and the Articles and Bylaws of the Association. Corder and Company will provide all management services needed for the operation and management of the Association, including, but not limited to the following description of services:
Annual Owner and Board Meetings
Corder and Company will coordinate the annual meeting, procure the meeting location and any other arrangements for the meeting. Corder and Company will update the owner’s list, mail out any notices, certify attendance and tally ballots and proxies as well as prepare the minutes. We will also provide assistance to the Board as needed and directed.
Corder and Company will work with the Board of Directors to schedule all Board meetings, prepare and mail all notices needed and arrange for a location of all such meetings. Corder and Company will prepare the agenda with direction from the Board President and publicize said agenda, as well as all financial and other information as needed or pertinent to the meeting. Corder and Company staff will attend the Board meetings, record the meeting, and prepare the minutes of the meeting. Corder and Company will make sure that all meetings required in the Bylaws of the Association are held in a timely fashion and will maintain the corporate book for the association.
General Assistance to the Board
Corder and Company will provide all services reasonably needed for the operation and the management of the Association as directed by the Board of Directors.
Corder and Company will prepare and distribute statements to: ALL Property owners or their designated representative showing all regular assessments and dues to be paid, receive and deposit all dues paid. CaC will send past due notices and collect any amounts that become delinquent, file any liens and follow up with any legal action needed to collect all moneys due to the association.
Corder and Company will follow the directives of the Board by handling Accounts payable in one of the following manners: (Choice to be made by the Board at the time of signing the management agreement) 1.) Corder and Company will receive and code all bills received on a regular basis and present the bills to the associations treasurer for approval and payment by the association with the treasurer signing the checks and mailing them out OR 2.) Corder and Company will email the list of the bills to the association treasurer for their approval and will write and disburse any checks to be paid in that cycle.
Corder and Company will prepare a quarterly financial reporting package which will include the following ; a) Balance Sheet, b) Bank account statement and reconciliation, c) Savings Account Balance.
Budgets and Assessments
Corder and Company will prepare a Capital Budget, a reserve and an operating budget for submission to the Board of Directors on an annual basis. A budget report and budget variance as well as bank statements will be prepared for the Board of Directors on a regular basis.
Working with the Board of Directors will call for bids and estimates from vendors qualified to do the work requested by the Board of Directors. Once the bids and or estimates have been approved by the Board of Directors, Corder and Company will negotiate the contracts, review the vendors insurance for the proper coverage, Inspect and approve the vendors work and report the status of the project to the Board at their direction.
Corder and Company staff will be responsible for periodic inspections for Covenant Compliance, Property Maintenance, Vendor Service and other items as needed.
HOA/COA Disclosure Act Compliance
Corder and Company will ensure that all requirements of the New Mexico Homeowner Association Disclosure Act are complied with and each request for the disclosure request is dealt with in a timely manner.
Corder and Company will be familiar with the terms and conditions set out in the Covenants and Restrictions and at the Directive of the Board of Directors take any and all needed actions to ensure compliance with said Covenants and Restrictions.
Board and Association Insurance
When requested by the Board of Directors our staff will solicit and gather bids for insurance policies for the Board and the Association including hazard insurance, liability insurance, fidelity bond and director and officers insurance.
Corder and Company maintains 2 million in liability coverage and at least 250,000 coverage in employee theft, 1 million in Errors and Omissions insurance.
Corder and Company will prepare and keep current all documents needed for compliance with the State Corporation Commission.
Tax Returns and Audits
Corder and Company will solicit and gather bids at the direction of the Board of Directors for accounting and tax services. Corder and Company will submit accurate and detailed financial information to the selected firm and provide any requested assistance to the selected firm and ensure that the associations tax return is filed in a timely fashion.
Corder and Company will have a page on its web page for the association to post Notices and Newsletters on and will have copies of the Covenants and restrictions available on the web page for any association member to look at and review.
This is a proposed list that can be customized according to the needs of the Association and Boards needs and wants.