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The cornerstone of a successful association is hiring an effective management team that implements principles that support communication and practices that delineate responsibilities in regard to the association’s administrative, fiscal and physical management.

ADMINISTRATIVE
One of the key components to administrative management is communication.  Communication is also one of the most effective ways to increase support of Board decisions.  If the members are informed of the issues facing their community and understand why the Board makes the decisions that is does, then they are more likely to support and comply with those community decisions.  In addition, effective communication also allows members to voice their comments, requests, concerns and ideas so that the Board can make its decision based on the best interests of the entire membership. 

Clear delineation of association responsibilities allows the association to optimize the use of Board, committee, management and volunteer resources.  Our role as the management company is to carry out the directives of the Board; as the policy making body of the Association.  In this way the Board may delegate the day-to-day operations of the association to JES Management such as:

  • Committed support to the Association, Board of Directors and Committees
  • Promptly manage incoming/outgoing calls and correspondence
  • Implement and enforce all rules and regulations and fines set forth by the By Laws, CC&R’s and written Board Policies
  • Offer in house legal counsel to assist when needed
  • Respond to routine information and maintenance requests from members
  • Organize and maintain a file management system for homeowners, vendors, and subcontractors for immediate retrieval
  • Attend and arrange Board meetings and annual meetings; prepare and distribute approved minutes to general membership
  • Advise Board on good management practices in dealing with business matters as needed
  • Keep Board current on changes in State and Federal statutes pertaining to HOA’s
  • Solicit competitive bids from subcontractors for cost control measures
  • Provide orientation to new owners regarding CC&R’s and the Association Community in general
  • Provide resale information to Title Companies and Mortgage Companies
  • Run errands such as bank deposits, post office and pick up supplies/material for association.  Collect mail and disburse as necessary.

FISCAL
One of the greatest exposures to a volunteer Board of Directors is the proper accounting of association income and expenditures.  It is critical that a budget is in place and that competitive cost control measures have been taken.  More importantly association dues and adequate reserves must be funded in order to maintain the community.  Let JES Management take on these burdens leaving you with your free time and peace of mind knowing that the fiscal aspects of your association are being handled with expertise and professionalism.

  • Establish and maintain an accounting system
  • Assist in preparation of the annual budget
  • Pay all approved association expenses on a monthly basis or as necessary
  • Preparation and distribution of detailed monthly financial reports including: Balance sheet, Unpaid Bills Details, Customer Balance Summary, Profit & Loss Budget vs. Actual
  • Invest, as directed by the Board, all reserve replacement and excess funds into interest bearing accounts
  • Maintenance of separate accounts for each homeowner
  • Billing and accounting for all homeowners assessments (annual, semi annual, quarterly, monthly or as preferred)
  • Handling delinquencies including processing liens and initiating legal action in accordance with the association’s collection policy
  • Assure proper accounting of assessments upon closing of home sale
  • Prepare documents necessary for corporation tax forms and 1099’s and provide to accountant on an annual basis
  • Corporation Commission filings

PHYSICAL
A crucial factor in achieving exceptional end results is having the right contractors and vendors working for you.  Our experience at JES Management will ensure that you receive quality work completed on time and at a reasonable price.  We offer the following on site services:

  • Supervision of contractors including:
    • General maintenance and repairs
    • Common area lighting
    • Vacant lot mowing
    • Snow plowing and sanding of roadways
    • Spring street clean-up
    • Road maintenance and repair
    • General landscaping, irrigation and tree maintenance
    • Building maintenance for townhome association
  • Emergency site visits as necessary
  • Assist in enforcement of CC&R’s
  • Liaison with city/state/county authorities as needed
  • Perform periodic inspections of the premises

To request a proposal please contact us at 406.837.4536 or email us at info@jesmanagement.com.

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