HOMEOWNER ASSOCIATION MANAGEMENT
Outline of Services

Northwest Properties Agency, Inc. provides real estate services to Pierce County Home Owners Associations as outlined below:

BOOKKEEPING SERVICES:

• Collection of Dues
• Payment of Bills
• Monthly Reports
• Provide records to HOA Accountant for preparation of financial statements and tax preparation
• Assists Board in preparation of annual budget
• Deposits to Reserve Accounts
• Reconcile all bank statements
• Meet with designated Board Member to review monthly accounting
• Advise designated Board Member of large or irregular accounts payable
• Send out late letters for unpaid dues
• Provide information to HOA attorney for legal action on unpaid HOA dues
• Prepare Annual Corporation renewal for Board President to sign
• Provide information to Board as may be required from time-to-time for special expenditures/bookkeeping requirements.
• Provide monthly delinquency list of unpaid HOA dues
• Mail out annual payment coupons to Home Owners
• Prepare Resale Certificates*

MAINTENANCE:

• Order and work with contractors for routine HOA repairs
• Assess Home Owner requests to determine if it is a HOA expense or something that should be paid by the Home Owner
• Meet with and communicate with the designated Board Member for maintenance of the property.
• Obtain bids for work requirements
• Work closely with the Board Member designated for Maintenance Committee in regard to the needs of the Association for monthly, annual, and periodic services by contractors.
• Obtain bids for renewal of contract services
• Provide monthly maintenance report
• Assist Board with suggestions of Contractors or evaluation of work requirements for the property.
• Monitor emergency line for problems that may arise when office is closed

CLERICAL:

• Assist Board Secretary with monthly mailings to Home Owners *
• Prepare and mail letters as needed to Home Owners in violation of CC&R’s and other related areas as required *
• Prepare mailings for Annual and Special Meetings *
• Clerical services as requested *

ADMINISTRATIVE:

• Attend Board Meetings*
• Attend Annual Meeting
• Provide consultation to Board
• Meet with and assist Board members for special projects or situations **
• Administrative services as may be required

*Attendance at Board meetings and Annual Meetings is subject to availability.  We currently have obligations to some of the Home Owner Associations we manage at this time that require our attendance.  If Bill and Pat Price are not available, then we will send another staff member unless there are some extraordinary conflicts.  Normally, with proper notification, we are able to resolve meeting conflicts.

For those Associations with monthly fees to the Brokerage of less than $750.00 per month, there will be a fee of $20.00 per meeting for meetings held during regular business hours and $40.00 per meeting for evening meetings.  There will also be fees for certain services (clerical, postage, mailing, consultation, maintenance coordination, and as outlined in the agreement with the Association).  The minimum monthly fee for an Association is $500.00. Associations paying minimum fees will be charged for services as they are requested by mutual agreement with the HOA and our company.

Annual Meetings:  No fee for attending Annual Meetings except if a quorum is not met and an additional meeting must be scheduled.  Attendance at a second scheduled Annual meeting shall be charged at our hourly rate.

**Some services are charged back to the HOA in addition to the monthly management fee as well as postage, office supplies, and postage.

Northwest Properties uses the PROMAS Homeowner Association software and there are a variety of reports available to the HOA.  Typically, the President and the Treasurer will meet with the Bookkeeper to determine which reports the Board would like to use for the monthly meetings.  Reports will be prepared in advance of the Board Meeting and available for the Board to review prior to the monthly meeting.

The Bookkeeper prepares a file each month and includes everything that has taken place during that month including the bookkeeping records, letters to Home Owners, Maintenance report, copies of large invoices, and any other related information.  Those files are available for the HOA Accountant to review at any time and to pick up for preparation of financial records.  Our Bookkeeper will meet with the Accountant to review the records in the monthly folders to determine what records the Accountant will need to provide the Accountant services.   She also prepares the Resale Certificates that are required when a unit sells and the Seller pays for the expense.

Our Maintenance Coordinator organizes work requirements for the property, takes calls or e-mail requests from Home Owners with work requirements, coordinates work with contractors, discusses needs for the HOA with contractor, communicates regularly with the Board Maintenance Committee Member by phone or e-mail regarding the needs of the HOA.  She also obtains bids, communicates with the HOA Board on member requests, and any other areas related to the maintenance of the property.

The Property Manager and the Maintenance Coordinator monitor the emergency repair phone line to review messages and determine the need for repair when the office is closed.  If it is determined that the request is an actual emergency, they will contact the Board Maintenance Chairperson and/or arrange for a contractor to make the required repair.

We do not organize individual Home Owner repairs not covered by the HOA but will provide a Home Owner with a list of contractors that the company uses for various situations, if they need some help finding a contractor.

Broker-Owners:  Bill and Pat Price.  If we are requested to attend the Board of Director monthly meetings and the annual meetings, there are evenings that are not available so attendance is subject to availability if it conflicts with meetings we already attend for Associations that we currently manage.   As mentioned earlier, if we can arrange it, our Property Manager or a Staff member can usually be available with adequate notice.  Currently, we have meetings on the second Monday, Tuesday and the Wednesday and the third Wednesday each month for larger Associations that we manage.  We manage several Associations that do not require attendance at monthly meetings but they all have annual meetings so our dates for these annual meetings need some organization to avoid a conflict. 

 We coordinate during the month with the Board Members for information you may need and provide information, as requested, at the monthly meetings.

About our Company:

Northwest Properties Agency, Inc. was established in 1960 by Pat Price’s parents after her father retired from the Army and began his real estate career.  Within a couple of years he started the company. 

Bill was an Industrial Arts teacher and owned a remodeling and construction company in Oregon for the first few years of their marriage and joined the Company after the birth of their first daughter in May of 1969.

Bill and Pat’s father were very close and it became very apparent that after the baby was born, there was not going to be enough money left to eat on his Teacher’s salary in 1969 so Pat’s father encouraged Bill to begin a career in real estate.

Bill became the Broker of the company in the early 1970’s and Pat joined the company in 1973.  Because of the location and proximity to the military bases, in addition to real estate sales, the Property Management Department naturally developed very early in the company’s history to serve families leaving the area but preferred to keep their homes for the time they returned to the area.

One of the areas that the Associations we currently manage appreciate is Bill’s knowledge of building and construction.  He was an Industrial Arts Teacher, had been involved in projects through his family and neighbors in his early years, and then during his teaching career, started a construction company for additional income during those years.  He has been building and remodeling properties all of his adult life along with the knowledge he has developed through organizing work requirements for the hundreds of homes that our company has managed and sold over the past 30+ years of his real estate career.

Consequently, over all these years we have developed the systems required to provide bookkeeping, maintenance, and consulting services to Owners who need management services.  With the exception of marketing properties to prospective Tenants, all the services we provide to our Rental Owners are the same ones that are required of Home Owner Associations so it was a natural progression to begin HOA management services.
 

We have the background and expertise to provide necessary services to pull together all the pieces of the puzzle to assist the Board of Directors for the Associations we manage for their daily and annual needs. 

After meeting with the Board members, we will be happy to provide references and a financial proposal for the management services.

If you would like to have us meet with your Association, just let us know.  We are not available on the second Monday and Wednesday or the third Wednesday as those are scheduled Association meetings of some of the larger Associations we currently manage.  If we are not in the office when you call, ask for Michelle Selberg, the Property Management Coordinator.