Services
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Why Choose HOA PARTNERS?
The principle values that inspired the foundation of HOA PARTNERS come from long term, first-handed experience in balancing the management of a community association. One of the most important contributions that HOA PARTNERS brings to relationships is to instill confidence with Boards, Committees and Owners. Each association’s concerns and projects are carefully reviewed and addressed by experienced personnel with a sense of urgency and attention to detail.
We educate new and existing owners of the opportunity they have to participate in their community as well as the responsibilities of the Board and HOA PARTNERS in resolving their concerns. This approach helps to influence pride in their homes and their communities. These components only reaffirm to the community the extra efforts taken by their Board of Directors and HOA PARTNERS in creating the unique and rewarding lifestyle they enjoy.
HOA PARTNERS supports the Board of Directors by relieving their involvement with the day to day operations and helping to develop a philosophy for enforcement and identifying maintenance standards for each Community. We help the Board of Directors formulate short and long term goals and maintenance plans with the community’s best interests in mind. We provide accurate problem solving from our knowledgeable managers with full support of our accounting and administrative staff on a tailored level for our communities.
Management
HOA PARTNERS offers a full range of tailored Management Services for Homeowners Associations, Condominiums and Townhomes. Let us do the work so you don’t have to!
- Administration of Association Meetings and Minutes
- Handling of Elections and Meeting Announcements
- Legal Assistance with Local and State Laws
- Assistance with Planning and Structuring Committees
Accounting
Our experienced accounting department can get your Association back to solid financial stability. We offer full service financial management to include:
- Accounts Payables and Receivables
- Budget Preparations
- Aggressive Assessment and Fining Collections
- Year End Accounting and Audit Services
Maintenance
HOA PARTNERS acknowledges routine requests for inspections and maintenance within 24 hours. If there’s an emergency in your community, our emergency response professionals are ready to respond.
- Emergency After-Hour Services
- Handling Bids and Contracts with Vendors
- Inspection of Common Areas with Vendors
- Vendor Screening (Insurance and Licensing Verification)
Enforcement Management
Purchasing a home is a major investment. Property inspections ensure that all of the homes in your Community are within the HOA safety guidelines and will also help to retain their market value.
- Monthly Property Inspections
- Full Documentation of Violations with Photos
- Monthly Status Reports for the Board
- Quick Responses to Emergency Situations
Community Involvement
There are so many factors in running a successful Association. A sense of community increases with involvement and involvement is based on interaction and communication. Let us bring your community together.
- Custom Websites for Your Community
- Preparation of Newsletters to Homeowners
- Community Events Sponsored by HOA PARTNERS
- Welcome Packages
Developer Services
One of the most important roles a Management Company plays is to instill absolute confidence with the developer and builders. Let us help you build a rewarding and unique Community.
- Prepare Initial Planning of Association Documents
- Legal Filings for Association Creation
- Staffing Assistance with Landscaping, Maintenance, Security and etc.
- Develop Budgets
Training
HOA PARTNERS provides Board Members and Committee orientations with our management team, CFO and Collections Department. Training components include:
- Conducting Effective Board and Community Meetings
- How to Establish Rules and Guidelines through Committees
- Budget and Financials
- Understanding the legal implications and requirements that effect homeowner associations
Complete Homeowner Association Financial Reporting
Monthly and annual financial reporting is made seamless. HOA PARTNERS facilitates the CPA annual review process and reduces their effort. Standard reports include - Balance Sheet by Operating and Reserve fund, Operating Income and Expense to Budget, Reserve Income and Expense to Budget, Actual Income and Expenses spread across 12 months, Aged Delinquency, Check History, Bank Statement Reconciliation, and General Ledger. These reports are clear, easy to read, and provide all the tools necessary for the association board of directors to fulfill their fiduciary responsibilities.
Click here for a sample of our financial report
Monthly Billing and Accounts Receivable
We provide clear and timely information to the directors and managing agents to manage the accounts receivable of the association. Courtesy statements are provided notifying owners of their account balance and due date of their assessments. Owners are able to see their account online and pay via e-check or credit card. The association cannot operate without prompt payment of their assessments by the homeowners, so delinquent assessment must be addressed and collection efforts made. Accounts receivables are reduced through timely monthly homeowner billing statements, lockbox services, convenient direct debit "Auto Pay" service to owners, on demand balance inquiries and late letters sent to homeowners.
Our Billing Inquiry/Accounts Receivable customer service is available 9:00 a.m. to 5:30 p.m. PST at (909) 545-6940 or via email at billing@hoa-partners.com
Auto Pay - Direct Debit
Treat your association members with the easiest way to stay current with Association assessments. HOA Accounting offers a convenient process to electronically debit monthly assessments directly to personal bank accounts with the security of the National Automated Clearing House (NACHA). Our sophisticated automatic payment system collects the exact balance due and is automatically canceled when the property is transferred.
Do you want to sign up for our free Direct Debit automatic payment service? Please fill out the Direct Debit form below and send it to HOA PARTNERS, 12598 Central Avenue | Suite 114, Chino, CA 91710-3500 or email to billing@hoa-partners.com.
Accounts Payable Services
We scan all invoices, store them digitally and can provide instant access to all invoice history using our online payables lockbox service. Managers and Boards approve payments online and checks are mailed directly to vendor. Use powerful search functions to find historical payments by date ranges, vendors, or even by expense accounts charged. We offer an emergency payment service for situations requiring immediate payments. We also comply with Federal and State reporting requirements by issuing IRS 1099s, IRS 1096 returns, Employment Development Department DE 542 and Board of Equalization Use Tax returns.
Our Accounts Payable department is available 9:00 a.m. to 5:30 p.m. PST at (909) 545-6940 or via email at billing@hoa-partners.com.
Escrow, Lender and Appraiser Services
For governing documents, lender certifications, insurance, residency ratios and demands we use CondoCerts.com to provide the most current information about the associations we serve. CondoCerts.com offers a convenient way to pay using a credit card and provides immediate online access to requested documentation 24/7. Our Escrow department is available 9:00 a.m. to 5:30 p.m. PST at (909) 545-6940 or via email at escrow@hoa-partners.com.
If you need assistance with the CondoCerts.com web site, their customer service number is (800) 310-6552.
Online Member Portal
Provide Members and Directors easy access to current accounting and Association information via our online Member Portal. Owners can see their exact balance and recent payment history plus pay via e-check or credit card. Also, Managers and Board members can have access to the membership information plus have the ability to make any documents available to the community for download such as newsletters, meeting minutes, governing documents and announcements.
California Annual Disclosure Package
We can provide customized Annual Budget Reports and Annual Policy Statements as required by California Civil Code §5300 and §5310.
California Annual Financial Package
We can provide customized Annual Financial Reports as required by California Civil Code. If the Association’s annual income is $75,000.00 or below, we could provide that information, or if over $75,000.00, we would work with the Association’s CPA in preparing that information for its members. This report must be mailed to owners within 120 days after the close of their fiscal year.
Income Tax Preparation
We are licensed with the State of California to prepare Income Tax returns for both Federal and State entities. We also file the appropriate paperwork with the Franchise Tax Board of California. The Association can also use their CPA for these filings.
Secretary of State Filings
On behalf of the Association, we will file with the Secretary of State all applicable paperwork to keep the Association active and in good standing, such as the SI-100 and SI-CID.
Portfolio Management
We understand that Associations have different needs and our team is flexible and innovative to meet those needs. Our portfolio management team is committed to maximizing the efficiency of running your community while minimizing the expenses and the time you spend on it. We have contracts available on a one or three year term.
On-Site Management
We understand and appreciate the value in providing residents the attention they deserve. We offer on-site managerial, admistrative and maintenance support to accommodate the residents on a full time or part time basis. On-site management keeps us more in touch with the detailed needs of the homeowners within your Association. We offer contracts on a one year to a three year term.
A-La-Carte/Consultation Services
So you don’t need a full service Management Company? HOA PARTNERS offers a la carte services so you can customize what you need to suit your Association. We offer consultation services to assist with accounting, association documents, landscaping and security matters just to name a few. Contact us today to see how we can help.
ESCROW SERVICE
With continued focus of providing superior service, is proud to announce its adoption of the state-of-art document and data delivery system. This delivery system provides reliable, round-the-clock online access to all association’s governing documents and other data for lenders, title/escrow companies, real estate agents and homeowners in need of information.
HOA Partners is pleased to announce that we have partnered with CondoCerts to deliver the required documents and other requested data. CondoCerts has become the de facto standard for disseminating documents/data to meet the timely needs of the real estate community. Over 300,000 lenders, title and escrow companies and real estate agents have signed up and are using CondoCerts nationwide today. Most lenders accept its online delivery of lender questionnaires. As with most service providers, CondoCerts does not provide this information for free. There is no cost to sign up or log onto the site. The only charges incurred are for obtaining specific information. The information can be paid for in several different ways: establish a business account for monthly invoicing, billed to a credit card or debited to a bank account. Keep in mind if an escrow does not close, the charges due CondoCerts are still owed.
HOW DOES THE CondoCerts SYSTEM WORK?
HOA Partners has put financial and other data along with an association's governing documents into the CondoCerts database. The data is stored in a password secured fashion.
For first time users sign up with CondoCerts in the following manner:
Go to the web-site CondoCerts.com
- Follow the links to register.
- Write down the user ID and password you chose.
- CondoCerts will contact you to verify your information and activate your account
- Create/Login to your account:
- Find your association: (Please refer to the Search Tips)
- Select your items:
- Complete your order:
- Review and Place Order:
To obtain this required information once your account has been activated, please perform the following:
-Go to our homepage cmp.CondoCerts.com/resale.
-Click on the Sign Up tab or enter your Username and Password and login.
-Click on the Place New Orders tab found directly after logging in.
-Select the Search Type.
-Enter the address or association name. Specify the transaction type as either Purchase/Sale or Refinance, and click search.
-Click on the association name under the search results section.
-Locate the document(s) you need and select the box to the right.
-Click continue at the bottom of the page.
-Proceed and enter the buyer and seller or current homeowner information; click continue.
-At the delivery and payment page enter the appropriate information; click continue.
-Review your order and add/remove items if necessary.
-Click Place Order. You will receive a confirmation number and an email confirmation as well.
If you are requesting a Resale you will be notified via email that your request is completed. After your notification that your request is complete, return to cmp.CondoCerts.com/resale, login, and click on the Retrieve Completed button, and your Disclosure and any documents can be immediately printed or downloaded to your PC.
HOA Partners and CondoCerts are pleased to bring you this Internet Utility to simplify the process of delivering and obtaining community association data and documentation for a variety of users in any association real estate transaction. This valuable technology tool will deliver valuable association information in minutes instead of days or weeks.
If you have any questions regarding the above please contact CondoCerts at 800-310-6552.
Thank you for utilizing this important tool.