Board & Committee Support
Board Self Assessment (BSA)
The first step is to evaluate the operation of the Board of Directors. A simple 20-question survey will be provided for each Board Member. A link for the survey will be sent to all Board members, and the Board will have ten days to complete the survey and return it to StrongerHOA. Within ten days of the survey's deadline, the results will be shared with the Board.
A 30-minute Zoom call will be scheduled to review the results of the survey and discuss if there are additional services that would be beneficial to the property. The results will include who participated, but individual responses will not be revealed. The Board of Directors will have the option of sharing the survey results with homeowners.
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Owner Assessment of the Board (OAB)
This assessment consists of a twenty-question survey regarding the Board’s management of the property that will be sent to all homeowners. Homeowners will be asked about the Board’s management of the community and if association funds are being spent appropriately. The survey will ask about Board preparation and deliberation of the issues during meetings. Communication with the homeowners will be queried, and if systems are in place to disseminate essential information.
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The survey will ask questions regarding the Board's knowledge of the property, the governing documents, and whether the rules are enforced consistently. It will also ask questions about the monthly assessments to gauge how the homeowner views the current assessment amount. The results will include who participated, but individual responses will not be revealed. This service includes scheduling an uninterrupted 60-minute Zoom call with the Board to report on the survey’s findings.
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Board Binder Organization Including a Orientation Packet (BOP)
It is essential that during the first month of a new Board, training and an orientation are held for all Board members. We offer a Board Support Packet (BSP). While the participation of the experienced Board members is optional, it can be helpful as a team-building exercise. The packet will educate new Board members on how a Board member should communicate with owners, vendors, and staff.
The packet will outline some legal issues regarding holding meetings and responding to potential insurance claims or legal action directed at the Association. It will also profile lines of communication and who is responsible for the various aspects of the property's operation.
The packet will provide the tab sheet for a board member handbook noting all-important property management aspects. A few management components will be a contact sheet with all Board Members profiled, an administrative calendar, and property maps. The Board profile sheet will briefly describe each member’s duties and the terms of their service.
This organizational binder contents includes a helpful checklist for Board meetings and a draft calendar for your Annual Meeting and Board Elections.
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ARCHITECTURAL REVIEW COMMITTEE SUPPORT
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Architectural Review Process Evaluation (ARPE)
We will review your architectural review process and documents. We will inspect your application, checklists, and committee handbook and provide recommendations on improving your process. We will evaluate your review meeting schedule and Committee structure to ascertain if the system is reasonable for your property. If you don’t have checklists, we can develop these documents for your application process.
The checklists ensure that the documents for your property have been reviewed for each type of improvement
and that all property requirements will be addressed. This makes review by the Architectural Review Committee or Board of Directors much easier and establishes high consistency for all applications.
The charge includes scheduling an uninterrupted 60-minute Zoom call with your current manager or Compliance Committee Chairperson.
Architectural Committee Support Packet (ACSP)
This service will include recommendations regarding your Design Guidelines. Depending on the level of required editing for your Design Guidelines, we will provide a charge that will produce a sound document. The packet will provide a draft application form, joint fence agreement, neighbor notification form, and contractor rules. A draft committee charter will be supplied, as well as an index for a handbook for use by members of the Architectural Review Committee.
The handbook and charter will help ensure that new committee members consistently approach the review process. The handbook will also be a valuable guide for committee members reviewing applications before the committee.
The Architectural Review Support packet includes a draft of the Architectural Review Committee.
Charter and a handbook index. Your manager will amend the documents provided in the ARSP packet to be specific to your property. For an additional charge, you can choose StrongerHOA to undertake the editing. The Board or Architectural Review Committee can mark up the original draft, which will be reviewed by StrongerHOA one final time. Additional editions will incur supplementary charges, which must be negotiated before further editing.
The support packet charge includes scheduling an uninterrupted 30-minute Zoom call with your current manager or Compliance Committee Chairperson.
The packet includes ARC.02 - Design Guidelines Recommendations, ARC.04 - Application, AR.05 - Draft Committee Charter. AR.06 - Index for Committee Handbook, ARC.07 -Common Fence Agreement, AR.08 - Contractor Rules, AR.09 - Good Neighbor Notification,
Architectural Application Checklists (AAC)
You can also purchase 30 checklists, which will address almost any application made to your committee. Your manager will be responsible for amending the checklist specific to your property. For an additional charge, you can choose StrongerHOA to undertake the editing. The Board or Architectural Review Committee can mark up the original draft, which will be reviewed by StrongerHOA one final time. Additional editions will incur supplementary charges, which must be negotiated before further editing.
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COMPLIANCE COMMITTEE SUPPORT
Compliance Process Review (CPR)
We will evaluate your compliance process and documents. Your rules and regulations, Bylaws, CC&Rs, schedule of fines, and Compliance Committee handbook will be reviewed. We will note any issues with consistency with State statutes and property documents and possible problems with enforceability. We will evaluate your
hearing process and recommend any changes that would make the process more efficient and within the guidelines of the property documents.
We can provide template Rules and regulations if contracted and work to create a document that reflects your community's specific needs. This service includes scheduling an uninterrupted 30-minute Zoom call with your current manager or Compliance Committee Chairperson.
Compliance Committee Support Packet (CCSP)
StrongerHOA will provide tried and true forms that will enable you to create a sound and fair system of compliance for your community. Many homeowners feel the motivation of the Compliance process is to collect funds for the association. Hopefully, with a consistent program and clear rules and regulations, they will understand that the goal of the property's Compliance Community is to reach compliance and not to collect revenue.
The Compliance Committee Support Packet includes a draft of a Compliance Committee Charter and committee handbook index. The amendments to the documents provided in the CCSP packet that are specific to your property will be your manager's responsibility. For an additional charge, you can choose to have StrongerHOA undertake the editing. The Board or Compliance Committee can mark up an original draft, which will be reviewed and finalized by StrongerHOA once. Additional editions will incur additional charges, which will be invoiced and paid in full before beginning the extra work.
In all cases, when the final records are complete, your attorney should give them a cursory review to ensure they comply with State requirements. Included in the packet will be the following: Draft Compliance Committee Charter, Compliance Process, Compliance Chart of Responsibility and Timeline, Compliance Committee Handbook Index, Complaint Form, Short Violation Notice, Overnight Parking Notice, First Compliance Letter, Second Compliance Letter, Small Claims Authorization to Appear, Instructions for Small Claims, Notice and Summons for Small Claims, Small Claims Guidelines, Towing Policy, Hoarding Guidelines, Security Camera Installation
This charge includes scheduling an uninterrupted 60-minute Zoom call with your current manager or Compliance Committee Chairperson.
FINANCE COMMITTEE SUPPORT
Financial Administration Review (FAR)
A review of ten financial components of the property will be completed. Accounts receivable, reserve funding, budget development, and document management are four of the areas that will be evaluated. A current copy of the latest monthly financials, including a balance sheet, income & expense statement,
AR report, bank statements, and year-to-date expenditure report will be required. In addition, the current Reserve Study, budget, adopted assessment collection policy, and Finance Committee Charter should also be provided.
The initial step will be to email a table from StrongerHOA to the property manager. The table will require the Manager to provide information on ten areas of the property’s financial system. Within ten days, the information and documents should be returned to StrongerHOA. After evaluating these documents and the information provided by the Manager, we will report to the Board of Directors on the status of the financial systems in place.
This review includes scheduling an uninterrupted 30-minute Zoom call with your current Manager or Finance Committee Chairperson. Board Members can be included on the Zoom call if one person can be designated as the Board’s spokesperson.
Finance Committee Support Packet (FCSP)
The packet will include a draft Committee Charter and an index for the Committee handbook. This will
Allow new members of the Committee to have and use the same policies and information to make informed decisions.
The Finance Committee Support packet includes a draft of a Finance Committee Charter and a Handbook index. A draft of a collection policy will be included in the packet and can be amended to reflect your property’s requirements. The amendment of the documents provided in the FCSP packet to be specific to your property will be your manager's responsibility.
For an additional charge, you can choose StrongerHOA to undertake the editing. The Board or Finance Committee can mark up the original draft, which will be reviewed by StrongerHOA one final time. Additional editions will incur supplementary charges, which must be negotiated before further editing. A final review by your attorney is recommended as the requirements of the State change from time to time, and your legal advisor will be aware of any updates.
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