Sterling Property Services

Meeting Services

Draft notices and agendas for Board meetings

Draft notices, agendas and coordinate the ballot and proxy process for Annual meetings

Draft notices and agendas for any special meetings

Attend all Board/Annual meetings

Prepare minutes of all Board/Annual meetings and deliver within stated timeframes

Provide reports to Board members when required or requested

Provide delivery of all financial reporting within stated timeframes

Provide analysis of budget variances when requested

Keep all Board members informed of their association's affairs

Provide a monthly "Dashboard" report on all issues utilizing our RAG methodology for clear and concise status reporting

Provide delivery of delinquency reports within stated timeframes

Keep all Board members informed of current laws and statutes

Keep all Board members informed of new laws and statutes

Organize offsite facilities for Board meetings when requested

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Administration Services

Prompt and timely responses to members' concerns and problems

Any member issues not resolved during initial communication (or discussion) are logged and subject to regular status checks until closed

Mail information to members as required or when requested

Efficient collection of Association fees

Accounts payable and receivable handled in a timely manner

Covenants, Conditions and Restrictions (CC&R) enforcement

Execution of notices and procedures of Delinquency within stated timeframes

Maintenance of Association records

Maintain certificates of insurance

Provision of estoppel letters.

Ensure your Community website is updated with the association's latest set of documentation within the stated timeframes.*

*If you do not have a community website and feel your community may benefit from one, we can provide web design services. Sample pages are available upon request.

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Service Level Agreement

Our commitment to you is defined in our Service Level Agreement (SLA).

In addition to our services above, we would look to establish (with the Board) a set of excellence criteria more specific to your association's requirements in our Service Level Agreement. This would firmly define the minimum standards against which our performance can be measured.

An example of a typical SLA would be as follows:

Minutes to be produced and distributed within five business days of any meeting

Month-end financial reporting to be produced and made available by the 20th day of the following month

Questions or concerns raised by members should be responded to within one business day.

Annual assessments due on January 1st each year will be billed directly to each home owner no later than six weeks before due date

Delinquency notification to be strictly enforced as specified in the Association's documents

Any ad-hoc reporting requests will be met within three business days unless the complexity of the request prohibits, in which case notification of the revised timeline will be given

Accounts Receivable and Accounts Payable will be processed bi-weekly around the 15th and 30th day of the month (or nearest good preceding business day).

Draft budgets will be prepared by the middle of each October (based on September year-to-date actuals) for approval from October month-end

All Annual Corporate Reporting (defined as reporting and filing as required by Florida statute) will be provided according to regulatory deadlines

Inspection of the common areas will be made at least bi-weekly

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Maintenance Services

24/7 on-call emergency availability

Regular inspection of the property and ad-hoc inspections where necessary

Consultation with contractors where necessary

Compilation of competitive bids

Specification preparation

Although we do have our own in-house Maintenance Resource, we are an independent Property Management company. This allows us to fully represent your association without conflicting interests.

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