Our Expertise

 

We are sometimes asked what it is that we do, so please allow us to present a synopsis of our expertise. We exist to serve community associations and the community. These are some, but are not limited to, Trend Management Solutions services offered.

 

Our primary purpose is to support the community association in its ongoing efforts to maintain the appearance of the common property as well as individual properties, which will enhance curb appeal and uphold property values for everyone, as such enhancing the community as a whole.

 

Each association is unique in many ways. Some have recreational common areas such as pools, clubhouses, horse trails, jogging paths, gaming areas, docks, boat slips, car wash stations, etc... Some have no more than a simple entrance feature and common areas such as retention/detention ponds. Some are gated and fully private. They all, however, have a need and a requirement for certain duties to be performed under statutory guidelines for both owners associations and non-profit corporations. This is where Trend Management Solutions can help by providing the expertise of proper bookkeeping, consulting, and administration of your association. 

 

Beyond our primary purpose:

 

We provide a corporate office for your association, which comprises the building, equipment, office furniture, copier/scanner, fax machine, telephone system, technology systems, supplies, organizational capacity, conference room, etc.

 

An indispensable tool that we use is a community association management software package that contains all the modules necessary to efficiently and effectively perform management functions for our clients. Of primary importance is the accounting module that is designed to properly account for association finances and provide board members with monthly financial information on a timely basis.

 

We are the "extension" of the association president, who is responsible for the day-to-day operations of the association, acting under the authority of the board of directors. We do not make decisions for the association. Rather, we implement the decisions of the president and the board, while supplying leadership and advice as requested.

 

We provide an avenue for your questions and concerns to be addressed promptly.

 

Administrative functions:

• Open every mail item which includes bills, invoices, items of correspondence, etc. Date stamp each item, distribute and file appropriately.
• Create and process certified mailings.
• Maintain copies of all correspondence.
• Keep association corporate record and minutes books up to date with all necessary information.
• Maintain and record meeting minutes.
• Prepare and file governmental forms.
• Maintain contracts and track contract dates for expirations.
• Perform any and all necessary office procedures.

       

Accounting functions:

• Account for all association funds in a professional manner and as required by law under the Florida Administrative Code.
• Maintain records of income and expense.
• Prepare and distribute monthly financial reports to all board members on a timely basis.
• Prepare and make available annual financial reports as required by statutes.
• Coordinate preparation of tax returns and financial statements as required by law.
• Maintain and reconcile bank accounts.
• Track cash balances and advise the treasurer as necessary.
• Prepare cash flow analyses as needed for proper financial decision-making.
• Assist in preparation of annual budgets and maintain proper accounts.
• Manage the cash accounts (if applicable).
• Perform all other necessary accounting functions.

 

Accounts Payable function:

• Association managers approve all invoices prior to payment.     
• Process all invoices, and outlay payments.
• Pay bills in a timely manner to avoid late fees or penalties.
• Require review of checks and invoices prior to releasing checks to ensure proper payment.
• Maintain organized files of paid bills.

 

Accounts Receivable function:

• Bill, collect and account for periodic assessments and special assessments.
• Keep accurate records for each owner's account.
• Send out delinquency notices as necessary.
• Handle owner calls regarding account balances.
• Coordinate collections with attorneys.
• Report status of accounts receivable to all board members monthly, quarterly or semi annually.

 

Prepare annual budgets:

• Prepare the annual budget in conjunction with the board or budget committee.
• Analyze the prior year data, collect information for the future year.
• Maintain accuracy of budgets based on historical data and forecasted expenses.
• Properly notice budget workshops and meetings.
• Distribute proposed, and then approved budgets.
• Act as a resource person regarding proper handling of reserves.

       

Board meetings and meetings of the members:

• Attend all meetings - board meetings and meetings of the members.
• Ensure that all meetings are properly noticed according to the statutes, the association documents, and board wishes.
• Prepare drafts of notices, ballots, proxies, record and type draft minutes as requested. Reserve meeting venues if and as necessary.
• Prepare agendas in accordance with association documents and Robert's Rules of Order.
• Chair meetings if and as requested.
• Provide advice and support to the chair as requested.

 

We maintain insurance:

• Track expiration dates.
• Gather bids as requested.
• Coordinate insurance reviews/studies as requested or required by statute.
• Cooperate with the board to investigate and report accidents or claims for damage to the common elements.

       

Corporate files:

• Make association records available for inspection as required by statute.
• Provide copies of association documents as requested.
• Change of ownership:
• Prepare HOA questionnaires as requested by lenders.
• Prepare estoppel letters as requested.
• Process welcome letter to new owners along with information pertaining to the association.

 

Assisting committees:

• Provide owners with architectural review request for changes forms.
• Process request forms.
• Serve as a liaison between owners and the architectural review board.
• Support the architectural review board as requested.
• Other committees as established by the board of directors.

 

Communications:

• Maintain open communications with the president and other board members as necessary.
• Create and distribute communications from the board to owners.
• Work directly with attorneys, CPA's, and insurance agents if and as needed.
• Receive and return calls from:
  • Owners
  • Vendors
  • Board members
• Advise the president and board members as requested regarding statutes and association documents, within the boundaries of our legal constraints.
• Ensure timely communications and rapid responses.

       

Oversight of owner compliance with Covenants, Conditions and Restrictions:

• Uphold the standards of the community as directed by the board.
• Perform community drive-throughs as agreed in the management contract.
• At the direction of the board, create mail and follow up on letters to owners regarding CC&R violations.
• Work with attorneys when applicable.

 

Maintenance:

• Cause the common elements to be maintained.
• Coordinate and manage vendors to properly maintain the property.
• Communicate to vendors the board's desires and directions.
• Request bids:
  • Prepare schedules of work so that bids are comparative.
  • Require vendors to provide proof of insurances.
  • Present bids to the board.
• Inspect the property as required by the management agreement.
• Track work order completion and follow-up.
• Frequently act as the liaison among the board, vendors and owners.
• Provide a 24 hour emergency maintenance number.

 

Transition of control from the developer to owners:

• We plan for and coordinate meetings to prepare a new budget upon termination of the developer's guarantee period.
• Track guidelines in the documents that provide for election of directors by owners prior to turnover.
• Notice and prepare for the turnover meeting.
• Oversee the nominating committee and balloting functions.
• Coordinate turnover of official records from the developer to the association, as required by statute.
• We strive to be the liaison between the developer and owners as necessary to maintain open and cordial relations between all parties.