Homeowners Association Management

Agave Management Solutions is a management service provider that helps oversee the day-to-day operations, maintenance, and administration of a residential community or neighborhood governed by a community association. Agave Management consults with the Board of Directors. It provides other services to the HOA board to ensure that the community remains well-maintained, compliant with the rules and regulations, and financially stable.

 

 

Board Support & Governance: Assisting the HOA board with decision-making, organizing meetings, preparing agendas, and ensuring compliance with the governing documents (CC&Rs, bylaws, etc.).

 

Record-Keeping: Maintaining official HOA records, such as meeting minutes, financial reports, contracts, and other important documents.

 

Communication: Sending out letters, notices, and updates to homeowners about community events, rule enforcement, and other important information.

 

Meeting Coordination: Organizing and facilitating board meetings, annual meetings, and other community gatherings (including virtual meetings when necessary).

 

Budget Creation & Management: Developing the annual budget, monitoring financial performance, and adjusting as needed to ensure the HOA remains financially stable.

 

Accounting Services: Handling accounts payable and receivable, paying vendors, managing deposits, and keeping financial records up to date.

 

Reserve Fund Management: Establishing and managing reserve funds for long-term capital improvements (e.g., roof replacements, street repairs, etc.).

 

Billing & Collections: Sending out due’s notices, collecting assessments from homeowners, and managing delinquency issues, including following up on late payments and potentially working with collection agencies.

 

Financial Reporting: Providing regular financial statements (monthly, quarterly, or annually) to the board and homeowners, offering transparency on income, expenses, and overall financial health of the HOA.

 

Routine Maintenance: Scheduling regular inspections and maintenance of common areas (e.g., landscaping, pool cleaning, street repairs, etc.) to ensure the community is well-kept.

 

Emergency Repairs: Handling emergency repairs as needed (e.g., plumbing issues, electrical problems, HVAC maintenance in common areas).

 

Vendor Management: Hiring and overseeing contractors for landscaping, pest control, trash removal, snow removal, and other specialized maintenance services.

 

Preventive Maintenance Programs: Establishing long-term maintenance plans to extend the life of community assets (e.g., resurfacing roads, painting fences, etc.).

 

CC&R Enforcement: Ensuring that homeowners adhere to the HOA's governing documents, including rules about property appearance, noise, parking, etc. This can include issuing violation notices and overseeing the fine process.

 

Dispute Resolution: Assisting with resolving conflicts between homeowners, including issues related to CC&R violations.

Legal Guidance: Providing access with an attorney on issues related to governance, rules enforcement, or disputes with homeowners.

 

Insurance Management: Managing the HOA's insurance policies, ensuring that the community is adequately covered for property damage, liability, and other potential risks.

 

Online Payment Systems: Providing a portal where homeowners can pay dues online, view their account history, and access financial documents.

 

Community Websites or Portals: Offer dedicated websites or digital portals where homeowners can access community news, meeting minutes, event calendars, and more.

 

Mobile App: Offer apps for homeowners to communicate with the HOA, submit maintenance requests, view documents, and even vote in board elections.

 

Online Voting: Electronic voting will be enabled for board elections and community issues, making it easier for homeowners to participate.

 

Election Support: Assisting with the election process for HOA board members, including verifying eligibility, organizing ballots, and managing the election count.

 

Board Member Training: We offer training sessions for new board members on their roles and responsibilities and how to manage the HOA effectively.

 

Project Management: Assisting with large-scale capital projects like pool resurfacing, playground installations, or clubhouse renovations, from planning and budgeting to execution.

 

Contract Negotiation: Helping the HOA negotiate insurance, landscaping, or property management services contracts. Will assist with (3) Bids for the board. 

 

Reserve Studies: Coordinating reserve studies to determine the community's long-term capital improvement needs and how to fund them adequately.