Association Management Services
Excalibur Home Management is also offers professional Association Management Services. Excalibur provides excellent proactive customer service at an affordable price by fusing advanced technology with our expertise in property management. Excalibur offers three main services for your association: physical management, financial management and administration. Here are some of the features that stand us apart from other management companies:
- • 24/7 direct access to homeowners’ account information through our online web portal
- • Web based accounting and banking
- • Online payment via bank draft or credit card
- • Monthly and annual statements accessible through your online portal 24/7
- • Online work order requests
- • In-house maintenance company as well as a long list of outside vendors
- • 24-hour emergency maintenance line
Current clients can access the portal by clicking here
FAQ
FINANCIAL MANAGEMENT
PHYSICAL MANAGEMENT
ADMINISTRATION
FAQs
What is a management company and what do they do?
A management company is contracted by the Board of Directors to provide such services as: Collection of dues, supervision of subcontractors, obtaining bids for subcontracted services, providing financial statements and collection reports, as well as a general clearing house for problem solving, communications with homeowners and the Board of Directors and to serve in an advisor capacity. The management company reports directly to the Board and all decisions are made by a majority vote of the Board of Directors.
What is the Declaration?
The Declaration is the document that establishes an association. It defines what makes up a unit, common and limited common elements and is the collection of covenants imposed on the property to provide for the power, authority, and responsibility of the association in making and enforcing rules, and the obligation of each owner to share on some basis the funding of the costs of the association's operations.
What are the CC&R's?
The Covenants, Conditions and Restrictions (CC&R's) are the governing legal documents in a homeowners association that set up the guidelines for the operation of the planned community as a non-profit corporation. The CC&R's were recorded by the County Recorder's office of the county in which the property is located and are included in the title to your property. Failure to abide by the CC&R's may result in an enforcement assessment to a homeowner by the association.
Are there any other rules?
Most associations have developed Rules and Regulations as provided for in the Declarations, CC&R's and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and pool use hours, etc. In addition, your Association will adopt Architectural Guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well. Violations of these rules may result in action by the Board of Directors and an enforcement assessment. In addition, if you proceed with an exterior improvement or change, without written approval of the Board of Directors, or Architectural Committee, as applicable, you will be required to remove or correct the alteration and/or have a enforcement assessment given to you for the violation.
OPERATING A COMMUNITY ASSOCIATION IS A COMPLICATED JOB
REQUIRING A PROFESSIONAL APPROACH
This information was designed to familiarize you with Excalibur. We feel confident that we can provide the necessary financial, physical and administrative expertise that each association member expects and certainly deserves.
Excalibur will service your association in three basic areas: financial management, physical management and administration. The activities outlined below will safeguard the assets and maintain the integrity of the income stream.
FINANCIAL MANAGEMENT
Budget
No community can function without a proper budget and financial plan. We will prepare a complete budget which best consolidates the needs of the Association with the level of service which it can afford. In preparing the budget, we will provide the Board with options, where applicable, and their comparative cost.
Accounts Receivable
Primarily this involves the collection and accounting for all assessments and maintenance fees. Association members will be furnished with either payment coupons or a monthly statement of account. We will provide the Board monthly (or upon an agreed upon schedule) with a delinquency list.
Accounts Payable
All bills of the Association will be paid from the management office. We maintain complete financial records for each corporation and they will be available for review upon request.
Financial Reports
A complete financial report will be prepared on a monthly basis. It will include an Operating Statement with both monthly and year-to-date figures, a Balance Sheet, a Disbursements Listing, an Accounts Payable Listing, and reconciled Bank Account Statements. This report will provide the financial data needed for adequate decisions to be made.
PHYSICAL MANAGEMENT
Maintenance
The Board will establish a policy regarding maintenance and landscaping. These established requirements will be accomplished by qualified subcontractors or by on-side personnel who will be under the supervision of the management company.
Emergency Answering Service
Excalibur maintains a 24-hour answering service to receive any after hours emergency notifications.
Communications
The property manager will make on-site visits at which time s/he will be available, if requested, to meet with the designated representative to discuss specific problems. We are, of course, also available by telephone and e-mail during regular business hours.
Physical Controls
A system of work orders and purchase orders may be implemented to insure proper follow through on maintenance requests.
ADMINISTRATION
Clerical
Our staff will assist, as necessary, in keeping the non-financial records of the Association. We can provide clerical assistance for correspondence and notices for your Board. This could include problems related to Rules and Regulations enforcement.
Contracts
Where time permits, all major work will be handled under the competitive bid system. Bids and recommendations will be presented to your Board for approval.
Insurance
When authorized by the Board, we will cause placement of all policies necessary to provide property coverage for your Association. We will promptly investigate and report any and all claims to the insurance company and to the Board.