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Full Management Plan
Financial Management Plan
Community Management Profile
Community Management Services
Full Management Plan

Lordon Management's growth has been enhanced by referrals from our current clients. We believe that our reputation is based on our work ethic, professionalism, and our belief that the customer comes first. Our team has provided customized and flexible management programs for over forty years. We are committed as a team to help your Board meet the needs and expectations of its members. We are continually refining our procedures, programs, and techniques to continue to provide one of the leading management programs in the industry.

Some of the services included in our Full Service Management Program are as follows:

Accounting & Financial Reporting:
  • In-house computer network for timely and comprehensive financial reporting
  • Complete financial reporting package within 1-5 days from the end of the month
  • Detailed owner payment and delinquency record on a monthly basis
  • Internal controls to protect association funds
  • Preparation of annual budget to be approved by Board and distributed within civil code requirements
  • Payment of all bills approved by Board from association funds
  • Monthly bank statements and reconciliation to the Board
  • Assist auditor chosen by the association for tax and audit preparation
  • Billings sent on a monthly basis to members, including regular assessments, late fees, special assessments and collection fees
  • All assessment and miscellaneous income deposited into association trust account
  • Timely preparation of reports and forms for governmental agencies including employer tax forms and 1099's
  • Establish and maintain reserve accounts
  • ACH – automatic member payments at no cost
  • Lockbox service to ensure timely daily deposits and credits on accounts
  • Trained collection department to work on all delinquent accounts
  • Computerized demand letters on delinquency accounts
  • Computerized history on all collection accounts and history on all member billing accounts
  • Association keeps their late fees – Management does not keep these as Additional Income
Financial Statements:
  • Complete in-house computerized and billing system with programs that were custom designed to handle the unique needs of community associations.
  • Director of accounting works personally with CPA's on all associations to ensure timely returns
  • Experienced accounting staff to handle weekly payment of vendor bills and member inquiries
  • Monthly- easy to read- complete financial statements including a summary for the Treasurer's Reports
  • Independent internal audit department to handle monthly reconciliations of all bank accounts
  • Custom program for budgeting to incorporate your reserve studies
  • Work order payment tracking
Collection and Legal Assistance Services:
  • Submit monthly report of delinquencies updated for the Board meeting with collection recommendations
  • Send out demand letters as required by civil code
  • Preparation of liens and lien releases according to association collection policies – fees charged to owners
  • Work with attorney on accounts where legal action becomes necessary to collect outstanding amounts due by owners
  • Provide monthly report on all collection accounts with attorney
  • Assist Board in interpreting CC&R's and codes in order to derive collection policies
  • Review of documents and work with association legal counsel on interpretation for maintenance, enforcement or other purposes
  • Assist Board in obtaining legal opinions or action as needed
Insurance Services
  • Recommend coverage to board per civil code
  • Secure renewal quotations from various companies upon board request and order appropriate coverage as requested by association when available
  • Assist owner, association and adjustor in processing claims
  • Provide monthly status to association on claims
  • Establish insurance tracking for timely renewal of policies
  • Process monthly insurance payments for finance agreements
  • Work with association in securing insurance certificates for vendors
  • Assist owners and insurance company in processing evidence of insurance
Escrow Processing
  • Work with escrow companies to provide necessary information on transfers and refinances. Transfer fee will be charged through escrow.
  • Provide any documents as needed including CC&R's, By-laws, rules, insurance, minutes, etc.
  • Maintain data pertaining to all transfers of ownership for billings
  • Provide demand statement on escrows to collect outstanding assessments, late fees, special assessments prior to transfer of title
  • Prepare certification forms as needed for lenders
  • Provide welcome package and disclosures to new members
  • Properly document new owner information for transfer of billing purposes
Monthly Management Reports
  • Reports are timely, easy to read and follow a logical progression through the meeting
  • Reports are delivered in advance of meetings
  • Reports include all material received during the month to help make the board meetings run efficiently
  • Agendized so Board can read those sections that they want or understand the summary without reading backup documentation
  • Reports include action item tracking with notations on item resolutions
  • Complete record of calls received, action taken and correspondence sent and received for board review
  • Complete violation letter sent tracking system along with hearing information
  • Bids and spreadsheets provided for easy review and decision making process
  • Annual year at a glance to assist in tracking important issues to be done throughout the year
Property Inspections
  • Regular property inspections for landscape, amenities, and safety issues
  • Work in progress/completion & CC&R infractions
  • Walkthroughs with contractors
  • Recruitment of vendors for bids and work needed
  • Job walks for contract bidding
  • Vendor insurance file
  • Property maintenance work order reports
  • Call maintenance reports
  • Work orders issued to document maintenance to be performed and tracking for costs paid
  • Board or committee members welcome to attend walkthroughs
Architectural Review Service:
  • Review CC&R's to determine timeframes for review process
  • Assist in preparation of architectural rules as needed
  • Architectural applications provided
  • Database/tracking of architectural application
  • Coordinate with ARC committee for review of plans
  • Correspondence to members for plans approved/denied
  • Work with Committee for information needed in order to make decisions

Customer & Administrative Services

Management Overview:
  • Enforcement of governing documents and civil code
  • Documentation of all Association business
  • Storage of Association record
  • Coordinate and implement legal activities through association attorneys
  • Insurance selection and management of insurance issues
  • Solicitation of vendors and monitoring of work orders/work in progress
  • Assistance in Board activity and communication via phone/mail/email
  • Annual Board and Delegate elections
  • Inspections and management of community owned property
  • 24-Hour emergency service
  • Maintenance coordination for common areas
  • Landscape walkthroughs
  • Gate Access directory management
  • Interact with governmental or other agencies
  • Preparation of reports, correspondence and other documents
  • Complete Accounting Services
  • Complete Budgeting Services
  • Database creation and management
  • Architectural tracking and database service
  • Typing of newsletters and minutes for community
  • Interaction with committees
  • Well trained and monitored staff
Education
  • HOA Today newsletter for Board Member
  • Orientation and training for Board members upon request
  • Orientation manual for new Board Members including parliamentary tips, board conduct and fiduciary responsibilities
  • Information provided based on civil code or other changes
  • Educational Seminars
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