• Board meetings

We prepare meeting agendas and all necessary information for each Board meeting, and provide agenda packets to every Board member for review one week before the meeting. We also take minutes at all Board meetings. We are happy to run the meeting if requested - the role for the CJM manager at the meeting is determined by the Board.

• Annual Meetings

We prepare all necessary Annual meeting documents, which includes sending Board Interest forms, Notice of Meeting and ballots, and mail them to homeowners within the timeframes required by law. We also prepare the agenda, ballots, tally sheet, a Committee sign-up and list of Association activities, as well as the agenda and necessary documents to complete the Organizational Board Meeting packet, which follows the Annual Meeting.

• Maintenance Requests and Work-orders

We handle maintenance requests that are within the Association's responsibility. Our Customer Service department determines the necessary steps to resolve the problem, including contacting vendors, obtaining estimates and estimated completion dates, and issuing work orders. We obtain Board authorization before issuing work orders when the cost of the project exceeds a pre-determined authorized amount. Each work order is electronically logged and tracked to completion. A copy of every work order is provided to the Board Secretary.

• Live Customer Service

Customer service representatives are available during regular business hours to assist in resolving homeowner concerns. If a particular person is unavailable, you may leave a voicemail message. We make every effort to return all calls the same day messages are received.

• 24-hour Hotline for Emergencies

We provide a 24-hour on-call emergency line for Association-related emergencies. The emergency line is staffed by a CJM manager who will assist with the emergency and contact the Association manager if needed. This service is provided at no additional charge.

• Walk-through Inspections

Your manager conducts monthly formal inspections of the community and provides detailed written reports of his or her findings, with photographs. During the inspections we follow-up on maintenance and vendor work to ensure it was completed properly. If any problems are found, we work with the vendor to resolve the situation within thirty days.

In addition to the formal inspections, we conduct periodic informal inspections and note any issues to the manager so that maintenance issues can be addressed and violation letters generated.

• Violation Letters

We write violation letters according to the Association's CC&R's and provide a copy of all correspondence and work orders to the Board Secretary for review (additional copies can be provided upon request). If the violation letter is addressing a renter issue, the letter is written to the owner and a copy is mailed to the tenant. A copy of the violation is also placed in the owner's lot file. All violations are electronically tracked.

• Online Access to Customized Web Portals

We provide every community with a complimentary customized website where homeowners and tenants can contact their community managers, submit maintenance requests, and read newsletters, minutes and other HOA documents.

• Vendor Certifications and Licensing

We require all vendors to submit all necessary licenses and proof of insurance before signing a contract. We periodically update and re-check this information to ensure vendors remain in compliance.

• Welcome Packet

We provide new owners with a welcome packet that includes the most current rules and policies for the Association.

• Other Services

CJM managers interact with Committee Chairs and supply any necessary information to assist them in their duties.

• Bookkeeping

All Association receivables and payables are handled by our in-house bookkeeping department. The bookkeeping department also coordinates year-end tax return preparation and review/audit with the Association's CPA. We also prepare and distribute vendor 1099 forms.

• Financial Reports

Financial reports are prepared on an accrual basis monthly and include a cash budget comparison report. Bank statements are reconciled within a week of their receipt. Each month is closed immediately following bank reconciliation and financial report preparation.

• Vendor Invoices

We match vendor invoices to work order/contract and distribute to managers for review, coding, and approval. Payables are generated on the 1st and 15th of each month and mailed to Board members for signature.

• Payments

We prepare cover letters and a "checks submitted for signature" report and mail them with a return postage-paid envelope to a designated Board Member for first signature. Signatures of two Board members are required for each check. CJM has no signing authority on Association accounts.

• Annual Budget

CJM managers work closely with our bookkeeping department to prepare a first budget draft based on past budget performance and possible future expenses. The first draft is submitted to the Board members for review. Any adjustments and recommendations are re-calculated and subsequent drafts are submitted to the Board for approval. After the final draft is approved, we formalize the budget and distribute it to all owners, along with other disclosure information required by law.

• Escrows

Requests for escrows are handled by our Bookkeeping Supervisor. Normal turn-around time for this service is five business days or fewer. Requests for certifications or copies of Association documents are also available online for immediate download.

CJM managers are available for consultation services on an hourly-fee basis. Our company brings to you over 50 years of solid professional experience working with homeowners, developers, and contractors.