Homeowner Association Services

Hill & Co HOA Management is a full service community management company.

Listed below is a list of services we provide our clients and communities. Our objective is to provide excellent service and communication to the board and members, while keeping our clients communities well maintained and compliant according to California civil codes.

Board Meetings

  • Attendance at board meetings according to contract
  • Prepare Board agendas and distribute in advance of meetings
  • Executive session attendance as needed
  • Take Minutes at all board meetings and maintain history
  • Schedule and attend hearings with homeowners prior to Board Meetings when necessary

Annual Board Meetings

  • Prepare and distribute all paperwork associated with the annual meeting (agenda, proxy, ballot, minutes, return envelopes)
  • Attend meeting and provide administrative support (check people in, hand out ballots, count ballots if vote takes place, etc.)
  • Run Annual Meeting if desired by Board
  • Prepare and maintain copies of all correspondence on behalf of the Association
  • Provide storage facility for archived Association records.
  • Respond to all e-mail correspondence within 24 hours.
  • Maintain homeowner information database and keep current
  • Create and mail violation letters, architectural requests responses, and other correspondence to homeowners as needed.
  • Serve as primary contact and liaison for the Board.
  • Assist with annual tax preparation
  • Provide for 24/7 after hours answering and emergency services.
  • Maintain corporate documents.
  • Change of Ownership/Escrow Services
  • Provide all required documentation per Civil Code to new homeowners during sale of home.
  • Provide all rules and policy information to new homeowners.
  • Provide for the creation and maintenance of an Association web site if desired by the Board.
  • Assist Board with CC&R and governing document interpretation, compliance with California laws, and guidance for the Board drawing from our experience on all other issues associated with managing the Association
  • Manage and assure all required Association insurance is in force and renewed annually. We also serve as the primary contact for any claims made.
  • Serve as primary contact for any legal issues in community

Property Management Services

  • Conduct routine site inspections of the community for the purpose of identifying CC&R and rule violations and checking on the performance of Association vendors
  • Provide assistance to Board to enforce all rules and regulations
  • Send out notices to board and homeowners for rule violations.
  • Assist community with hiring contractors and maintain all paperwork associated with the project
  • Coordinate entire process of handling small maintenance issues in the community.
  • Handle maintenance calls that come to our office, create work orders which are issued to the proper vendor.
  • Manage and oversee all vendors associated with homeowner association or community
  • Review workmanship and performance of Association vendors and contractors
  • Coordinate preparation and execution of final contract documentation, including the verification of proper insurance and updated license status

Financial and Accounting Services

  • Prepare and mail all billing statements and coupon books to homeowners if applicable.
  • Coordinate with bank to update our systems with cash receipts on a daily basis.
  • Collect and deposit all payments and deposits made to our office on a daily basis.
  • Manage collection of delinquent accounts in our office for up to 90 days past due. Includes sending past due letters out.
  • Coordinate with Collection Agency when accounts go 90 days or more past due
  • Ensure Association Collection policy is up to date and in line with CA Civil Code.
  • Distribute Collection Policy to membership as required by law on an annual basis.
  • Review and approve all invoices submitted for payment.
  • Prepare all checks for review and signature by Board of Directors.
  • Reconcile bank statements monthly.
  • Prepare financials statements on a monthly or quarterly basis per contract on an accrual basis, including general ledger, income statement, and balance sheet. Also includes detailed budget versus actual for income and expenses, all bank statements and reconciliations, cash disbursement journals, balances by homeowners, and collection reports
  • Obtain letters of engagement from CPA’s and distribute to the Board for signature.
  • Coordinate and distribute to membership annually as required by California law the Annual Financial Review.
  • Coordinate tax return preparation with Association CPA.
  • Ensure Corporation Filing and annual Statement of Information is filed with the Secretary of State on an annual basis.
  • Assist Board with preparing annual budget for coming year and distribute to all homeowners as required by California law
  • Contract with professional Reserve Study preparer once every year as required by law to ensure the Association has an updated Reserve Study. Review Reserve Study annually to plan for upcoming projects.
  • Prepare reserve checks for Board signature for related to Reserve Expenditures of transfers to Operating Account.
  • Update vendor files annually. Reconcile, generate, and mail annual 1099's to required vendors.
  • Answer homeowner and vendor inquiries regarding dues and receivables daily.
  • Provide current account balance to title companies during sale of homes in community.
  • Maintain and update annually bank signature cards.

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