MEA services include meeting mangement, bookkeeping, administration (mail, email, other upon request), deed enforcement, document management. Other available services are physical property management, project management and web services.
At Boards request, can facilitate the Board meetings to keep them moving appropriately, respectfully and in a professional business-like manner.
Accounting / Bookkeeping Services
Maintain Association assessment ledger balances.
Coordinate and oversee invoice or coupon billing to each Association member on monthly, quarterly, semi-annual or annual basis, as applicable.
Collection and deposit of assessments into Association bank account insured by the FDIC.
Preparation of monthly and year-end financial statements including preparation of supporting financial reports which are delivered to each Board member via email in Adobe PDF format, or via website, if applicable.
Maintain and update detailed accounts receivable records including aging reports.
Maintenance of Association bank account.
Preparation of monthly bank reconciliation.
Preparation of annual budget under guidance of the Association Board.
Preparation and approval of disbursements in accordance with the terms of approved vendor contracts, the approved budget or the Board.
Tax and Association Reporting Requirements
Preparation of IRS Form 1099 for vendor payments.
Coordinate the preparation and filing of Federal and State tax returns.
Upon Board Request, coordinate the preparation and filing of the Annual Report required by the FL Dept. of State.
Coordination of financial audit and reviews by independent CPA as required by Florida Statutes or requested by the Board.
Association Governance / Administration
Preparation of Management Reports for the Board summarizing significant events and actions for the covered period.
Attend Board of Directors meetings and the Annual Meeting of Members.
Advise Board of items that may be appropriate for meeting agenda.
Prepare Minutes of Board meetings attended.
Prepare and mail proper notice for regular, annual and special meetings.
Facilitate communications between the members and the Board.
Provide custodial services of your official, financial and accounting records, and provide access to the records to appropriate persons with prior appointment upon reasonable notice.
Maintain Official Records of the Association and respond to records review requests in accordance with Florida Statutes.
Perform regular site inspections to monitor the condition and maintenance needs of the Association's common areas and assess compliance of member properties with the Association Documents.
Assist the Association in locating, securing competitive bids, and contracting with maintenance/service providers.
Coordinate and monitor the activity and performance of those providing maintenance and services to the Association.
Confirm that maintenance providers are insured and obtain certificates of insurance.
Follow up on complaints of violations or maintenance issues received from Association members or the Board.
Issue violation notices and take other appropriate action necessary to resolve a violation in accordance with Association documents and instructions of the Board.
Assist in the processing of Architectural Review applications.
Provide assistance in obtaining liability, property, D & O and other forms of insurance appropriate for the Association.
Provide assistance in reporting and filing of insurance claims on behalf of the Association.
Other Available Services
Full project overhead management from creating project requirements, securing bids, to ensuring qualified bidders are licensed and insured. Upon proper permitting, oversee the project implementation and ensure project is completed meeting defined expectations.
Full web site development services are available and are priced separately.