Deer Valley and Park City, Utah Homeowners Association Management 

Complete Park City HOA management from developing operating budgets to reserve studies to maintenance. We have the resources to protect and maintain the financial health and value of your association.  Elevated property management has a proven track record of association management and has helped build communities that withstand the test of time.  We continually monitor our service and your demands in order to provide proactive preventative maintenance and not reactive service.  That’s why our boards trust us with the satisfaction of their association residents.

HOA Services  

Board Meetings

• Prepare Board packages in advance of meetings
• Executive session attendance as needed
• Take Minutes at all board meetings and maintain on file historical minutes
• Notice of meetings-prepare and distribute agendas, notices, ballots, proxies, etc.
• Schedule and attend hearings with homeowners prior to Board Meetings when necessary

Annual Meeting

• Prepare and distribute all paperwork associated with the annual meeting (agenda, proxy, ballot, minutes, return envelopes)
• Manage all returned proxies and keep Board informed of whether or not quorum has been achieved
• 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 the Board

Other Services

• Provide 24/7 on call personnel for emergency services
• Assist Board with CCR/Governing document interpretation, compliance with Utah laws, plus guidance of professionals if necessary.
• Conduct routine site inspections of the community for the purpose of identifying CCR/rule violations and checking on the performance of Association vendors.  Inspections are generally focused on seasonal demands like pool, landscape, drainage, and always include CCR compliance requirements and routine follow up of vendor activity and performance.
• CCR/Rule Enforcement-Provide assistance to Board to enforce all rules and regulations, violation report included in each Board package for Board review.  Note violations during onsite inspections and sends letters promptly to those in non-compliance.
• Bids and Routine Maintenance
• Assist with bid specifications for larger jobs and oversee bid process
• Coordinate entire process of handling small maintenance issues in the community
• Manage and oversee all vendors associated with your community
• Review workmanship/performance of Association vendors/contractors and assure compliance is being achieved per the specifications in their contract
• Provide landscape services per contract
• Coordinate preparation and execution of final contract documentation, including the verification of proper insurance, updated license status, lien releases, etc.
• Provide, manage, update and/or distribute HOA Website/Facebook page per contract.
• Manage Association Employees per contract
• Manage Shuttle leasing and services per board approvals
• Prepare process, follow up on, and maintain records of all maintenance for the Association.  In addition, reports are provided as part of each Board package to provide the Board with an overview of all work issued since the last Board meeting.
• Prepare and maintain copies of all correspondence on behalf of the Association.
• Purge files annually, label appropriately for future reference if needed, and send to storage.
• Arrange storage facility for archived Association records.
• Process incoming and outgoing mail.
• Respond to all e-mail correspondence in a timely fashion
• Maintain homeowner information database and keep current on as needed basis.  Provide organized filing system to maintain and reference as needed 
• Create and mail violation letters, architectural requests responses, and other correspondence to homeowners as needed.
• Serve as primary contact and liaison for Board with but not limited to:       
  • Homeowners
  • Association vendors
  • Legal counsel
  • Insurance brokers/agents All parties involved in home sales (lenders, assessors, title companies, h/o's, realtors)
  • CPA's
• Maintain corporate documents.
• All electronic Association records are backed up.  
• Change of Ownership/Refinancing/Escrow Services/Condo questionnaires completed at no charge
• 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.
• Maintain and update annually bank signature cards.

Financial/Accounting Services Offered

• Prepare, email or mail all billing statements/coupon books to homeowners.
• Coordinate with bank to update our systems with cash receipts.
• Collect and deposit all payments and deposits made to our office daily.
• 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.  We automatically send accounts at 90 days past due to Collection agency and then provide them with historical information, etc.
•   Ensure Association Collection policy is up to date and in line with UT 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. (optional)
• Reconcile bank statements monthly.
• Prepare financial 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.
• Obtain letters of engagement from CPA, distribute to the Board for signature, and return to CPA.
• Coordinate and distribute to membership annually as required by UT law the Annual Financial Review.
• Coordinate tax return preparation with Association CPA.
• Close out fiscal year and update system with new budget annually.
• Assist Board with preparing annual budget for coming year and distribute to all homeowners as required by UT law (also includes all required disclosures as required by law).
• Reserve Study compliance as required by law.  Review Reserve Study annually to plan for upcoming projects.
• Execute any CD investments, renewals, or transfers as directed by the Board.  
• 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 account recaps as needed.
• Provide current account balance to title companies during sale of homes in community.

Peace of mind while you're away. Call 435-640-4840 today!