The following material was developed by the Ad Hoc Committee to Research Management Companies and was released to the RHOA eMail Reflector on October 6, 2001, by Committee Chairman Walter Umphres. He requested that it be posted here for general access.

SPECIFICATIONS FOR A MANAGEMENT COMPANY
FOR BIDDING ON OFFSITE MANAGEMENT OF
ROCKPOINTE HOMEOWNERS ASSOCIATION

FINANCIAL:
1. Assist in the development and preparation of the annual operating budget.
2. Prepare a mailing to owners of the budget as per California Civil Code.
3. Prepare and submit a Year To Date Budgeted versus Actual Income and Expense analysis on a monthly basis.
4. Prepare and maintain books and records necessary to produce Financial Statements in accordance with accepted accounting practice.
5. Prepare and submit a monthly financial summary of all receipts and disbursements.
6. Receive, review and approve vendor invoices and other bills, and prepare checks for payment and subsequent mailing.
7. Payment of all bills approved by the Board from association funds, and signed by two parties designated by the Board.
8. Collect all assessments as they become due and payable, and deposit all cash receipts in Rockpointe's bank accounts maintained at an FDIC insured banking institution.
9. Provide monthly bank statements and reconciliation to the Board.
10. Maintain reserve accounts according to the reserve study, or by Board directives.
11. Maintain a record of homeowner's dues and receipts, and provide Rockpointe with a monthly delinquency listing. Send monthly arrears notices as well as notices of default, and record liens against delinquent homeowners.
12. Assist Rockpointe's legal council to initiate required legal action consistent with the By-Laws and CCR's.

ADMINISTRATIVE MANAGEMENT:
1. Receive and investigate significant complaints regarding rule violations, and report all such to the Board for appropriate follow up.
2. Assist and advise Rockpointe in the preparation of general correspondence to residents, owners, contractors, etc. maintain a file of all such correspondence received or issued.
3. Assist Rockpointe in procurement of insurance coverage as well as the processing of insurance claims. Recommend coverage to the Board. Provide monthly status to association on claims.
4. Assist owners in securing evidence of insurance for financial institutions.
5. Establish insurance ticklers for timely renewals of policies.
6. Work with association in securing insurance certificates for vendors.
7. Maintain the present Rockpointe onsite office, and hire at least two of the present staff to operate that office. Those persons are to be on your payroll.
8. Assist Rockpointe in coordinating general membership meetings including the annual meeting. Attend all Board meetings (usually once a month), and provide a person to take notes and generate the minutes of that meeting.
9. When requested by the Board, attend and provide input at any operating committee meeting. An additional charge would be expected for this service.

ESCROW PROCESSING:
1. Work with escrow companies to provide necessary information on transfers and refinances. Transfer fee to be charged through escrow.
2. Provide any documents as needed including CCR's, Bylaws, and proof of insurance. An additional cost would be expected and is to be charged through escrow.
3. Provide demand statements on escrows to collect outstanding assessments, late fees, and special assessments prior to transfer of title.
4. Prepare certification forms as needed for lenders.

ADMINISTRATIVE SERVICES:
1. Type and print newsletters as submitted by the association and Board.
2. Type minutes of the Board meetings.
3. Mail delinquent notices to members according to collection policies.
4. Receive and record call-ins and contact vendors for appropriate action.
5. Process work orders on all maintenance requests.
6. Provide historical annual work order listing for Board review.
7. Prepare and mail annual election packages to members.
8. Prepare and mail correspondence for architectural and rules violations as well as all general communication.

CONSULTANT SERVICES:
1. Work with vendors in correction of maintenance problems and observe contractor performance for recommendations to the Board.
2. Regular site inspections to note needed maintenance as well as architectural and rules violations.
3. Periodic inspections with the landscaper to review work, and work needed.
4. Obtain bids for contracts for Board approval.
5. 24-hour emergency calls service, 365 days a year for maintenance.
6. Organize and assist in conducting annual meetings.
7. Prior to each Board meeting, prepare and submit a Board package to include: management report, complete financial package, and meeting agenda.

LANDSCAPE:
1. Obtain at least three bids to submit to the Board for selection. The landscape contractor is to hire the entire present Rockpointe landscape staff and retain the present foreman in a supervisory position with hiring and firing authority.

ON SITE MAINTENANCE (HANDY MAN TYPE):
1. Retain at least two of the present Rockpointe maintenance personnel to perform regular maintenance tasks that do not require a contractor or bid process, and report any/all larger maintenance items that need immediate attention.
2. The present Rockpointe lead maintenance person is to be placed in a supervisory position. On site maintenance personnel to be on your salary, i.e. payroll.

ROCKPOINTE EQUIPMENT:
1. All presently owned gardening etc. equipment is to be placed in a storage mode, i.e. pickled, and placed in the storage area behind the Rockpointe office.
2. All equipment is to be protected so it can be reactivated if necessary.

ROCKPOINTE PAYROLL:
1. There shall NOT be a Rockpointe payroll. Onsite personnel salaries are to be handled through your payroll system.




Posted October 6, 2001