Management Services

PERSONALIZED SERVICE

SCM stays current with your community by walking the property on a  regular basis, meeting with association members and service contractors.  We make a point of introducing ourselves to your residents, becoming  part of the community and fulfilling the SCM commitment of a personal  touch in association management.

Management
 

• Assist the association in locating and contracting with maintenance  providers, taking full advantage of our knowledge and relationships with  qualified vendors.
• Assist in securing competitive bids on services to obtain the highest quality and value.
• Coordinate and monitor the activity and performance of maintenance providers.
• Confirm that maintenance providers are properly bonded and insured. 
• Perform regular inspections per contract of the physical appearance  of the common area properties to assess compliance with the governing  documents of the association. 
• Follow up on complaints of violations and/or maintenance issues as required in the governing documents. 
• Issue violation notices and take other appropriate action necessary  to resolve a violation in accordance with the association governing  documents. 
• Process architectural requests as liaison between the board and the homeowner.
   

Assessments
 

• Maintaining assessment roles including coordination of closing information with the title companies.
• Preparation and mailing of invoices according to association requirements.
• Collection and deposit of assessments into FDIC insured financial institution.
• Preparation and processing of past due notices and collection processes.

 Accounting
 

• Preparation of monthly and year end financial statements. 
• Preparation of supporting financial reports including detailed general ledger, cash receipts and disbursement registers. 
• Maintenance and reconciliation of association bank accounts. 
• Preparation of annual budget under guidance of the board. 
• Preparation and approval of disbursements in accordance with the  terms of approved vendor contracts or as authorized by the board.

 Tax and Association Reporting Requirements
 

• Preparation of IRS form 1099 for vendor payments. 
• Coordination and preparation for filing of Federal and State tax returns. 
• Preparation and filing of Annual Report required by State of Oregon. 
• Coordination and oversight of financial audits or reviews by independent CPA if required by statute or requested by the board.

  Association Governance
 

• Provide consultation on all policy and procedural matters of Association business in accordance with Governing Documents, Statutes, and Better Business Judgment.
• Attending Board of Director meetings, special meetings or annual meetings at the request of the board. 
• Advise the board of items that may be appropriate for meeting agenda. 
• Arrange for transcription of minutes upon request of the board. 
• Prepare and mail proper notice for annual and special meetings. 
• Facilitate communications between the homeowners and the Board of Directors.

Maintenance of Association Records
 

We act as custodian of official records and files of the association including:

• Minutes of Board meetings, special meetings and annual meetings. 
• Annual and special meeting attendance records. 
• Accounting records including cash receipt and disbursement records. 
• Federal and State tax returns and other tax related documents. 
• Insurance records.