"A cornerstone of a successful association is effective governance principles and practices - principles that support communication and practices that delineate responsibilities."

Communication

One of the most effective ways to help increase support of Board decisions is through communication. If the members are informed of the issues facing their community and understand why the Board makes the decisions that it 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 decisions based on the best interests of the entire membership.

1.      COMMUNICATIONS AND CORRESPONDENCE

• Advise the Board of new trends and laws pertaining to Community Associations.
• Maintain correspondence dealing with business matters of the ASSOCIATION and its residents, contractors or agents.
• Coordinate the mailing and distribution of notices to all unit owners and residents as required.
• MANAGER  shall  assist  the officers and Board in maintaining ASSOCIATION'S minute book, membership list, and other records required to be kept by ASSOCIATION.  Such records shall be kept by MANAGER and shall be available for use and inspection by ASSOCIATION during normal business hours.
• MANAGER shall assist the appointed committee in preparing and distributing newsletters to the general membership relating to affairs of ASSOCIATION.
• Communication between the Board and MANAGER will be through a designated liaison, preferably the President.

2.      INSURANCE ADMINISTRATION

• KA Diehl has partnered with an Insurance Brokerage to provide insurance brokerage services to maximize savings on insurance premiums by utilizing their specialized expertise in community ASSOCIATION insurance and obtaining quotes from the highest rated insurance companies in the country on behalf of the ASSOCIATION.
• In conjunction with our in house Insurance Consultant, we will review the insurance specifications outlined  in the documents, create submissions and solicit quotes, review all quotes received and present for Board approval.
• Assemble information to establish an ASSOCIATION claim in response to any circumstance covered under the policy and to maintain protection of property.

3.      RECORD KEEPING

Maintain a complete set of files and records including the following where applicable:

1.  Individual Unit Files
2.  Association Documents
3.  Amendments to the Declaration
4.  Rules and Regulations
5.  Policies and Resolutions
6.  Current Contracts
7.   Insurance Policies and Quotes
8.   Financial Statements
9.   Minute Book and Corporate Seal
10.   Board Agendas 
11.   Plot plans
12.   Property Inventory
13.   List of Contractors
14.   Specifications and Guidelines for Architectural Requests
15.   Current Resident List

4.     RECORD STORAGE:

If requested, permanent records which are older than three years and other materials or records will be stored by the MANAGER for an annual fee charged to ASSOCIATION.  The ASSOCIATION recognizes that its records are not kept in a fireproof environment and could be subject to loss or damage.        

5.      MEETINGS

• Supervise and assist in the annual election meeting of the ASSOCIATION.  Prepare all election material, proxies, ballots and notices.
• Attend  meetings of the ASSOCIATION  as established in the contract.  Additional meeting attendance beyond those designated shall be charged as outlined in Section V of the management agreement.
• Distribute to the Board in advance of the meeting, the agenda as established by the President, along with any materials which will support in the facilitation of those meetings.

 6.      RE-SALE CERTIFICATION

MANAGER shall be responsible for all administrative work required to process transfers of unit ownership, including assessment payment information for title closing agents, needed information to lending institutions, and permanent files on new owners. MANAGER charges a reasonable fee as set forth in Section V of the Management Agreement for its efforts to provide these services. Such fee is an expense of the party requesting such service and not the responsibility of ASSOCIATION.

7.      PROFESSIONAL CONSULTANTS      

MANAGER, at  the  expense  of ASSOCIATION, shall  retain and  employ  attorneys  at  law, accountants, engineers, architects and such other experts and professionals whose services are reasonably required by MANAGER to effectively perform its duties and exercise its powers hereunder.

8.      OPERATION PROCEDURES

Assist the Board in developing a permanent file for the ASSOCIATION relating to specifications on paint colors, roof type, electrical replacement, building exteriors, recreational facilities and policy guidelines dealing with financial and maintenance affecting common areas.

To achieve support and adherence to the governance by the membership we foster communication through board and committee meetings, newsletters, private intranets for the board and committees, and Online Services for members to stay abreast of board and committee meeting schedules, meeting minutes, and actions taken. With our communication programs, members can even participate in membership surveys and vote - all online.

Responsibilities
Clear delineation of association responsibilities allows the association to optimize the use of Board, committee, and volunteer resources. Our management philosophy views the Board of Directors as the policy making body of the association. Our managers act as advisor to the Board when our expertise and experience can add value. We view our role as the Managing Agent for your community responsible for carrying out the directives of the Board. In this way the Board may delegate the day-to-day operations of the association to the manager.