Management Service Packages
All of the services listed below are carefully designed to help achieve unity and success for every member of the Association based on the specific needs of your community.
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Q: Our Board is collecting bids for management services. Are you accepting new clients?
A: Yes, we are accepting new single family and townhome clients – plus some office clients at this time. Currently all our clients are in Central NC (Wake, Durham, Franklin & Johnston Counties). We are open to discussing any opportunity from the Coast to the Mountains!
Q: What package would you recommend to our community?
A: Based on our management experience and current client packages, we recommend the Gold+ to the majority of condo and townhome neighborhoods; the Gold or Gold+ for large, single family or mixed neighborhoods; and the Silver for small (less than 100 single family homes) communities.
Q: How is pricing determined?
A: Most management companies have a price range they charge per lot count to determine price. There are several factors that are considered when determining a service price. The basic factors are the size of the communtity (number of dwellings, the amenities, etc.) and the type of dwellings (attached vs. detached). Attached homes generate more work orders – which require more accounting work, contractor communications etc. The more amenities you have (landscape, irrigation, clubhouse, playground, pool, ponds, etc.) the more vendors you use, the more accouting work there is. The assumed number of meetings and inspections are also factored into pricing as well as the number of mailings.
Q: We are currently charged extra for all mailed notices – late notices, statements, meeting annoucements, etc. Are there extra fees outside of the service price?
A: No. Our monthly pricing is set. There are no other extra fees for basic management services. Our clients can confirm we do not have random line item charges in their monthly reports for envelopes, paper or stamps. Our set service package includes the printing and postage cost for all mailings you will need. The Annual Meeting Annoucements and the Annual Budget & Coupon documents are required to be mailed to all Association members per the State of North Carolina. Keeping this in mind and knowing our clients prefer set prices for budgeting purposes, we include the cost of both legally required mailings in all service contracts. All service packages also include the printing and postage costs for past due accounts (unless they are turned over to a collection attorney). We also include the cost of at least 2 other discretionary mailings (such as newsletters) in our Gold and Gold+ packages. We encourage broadcast email communications for all purposes – general and accounting.
Gold+ Package – Full Service plus Website
The following lists the services provided by Grandchester Meadows, Inc. as a part of all Gold+ Package.
ADMINISTRATION:
- Owner email database organization for unlimited email broadcast notices and general announcements.
- Support of real estate transfers which is designed to help facilitate an on-time closing. We will respond to inquiries from all potential new buyers, lenders, attorneys and/or real estate professionals in a timely manner.
- Maintain system to receive, generate and/or process HOA files: meeting minutes, owner database and correspondences, work orders with invoices, inspections and violations plus other general HOA business files.
- Board of Directors liaison to membership, municipality agents, and vendors.
- After hours emergency assistance services available.
- Inspection reports of potential violations are sent to Board electronically. Each contract includes at least 6 inspections.
- Preparation, distribution and postage of one (1) Annual Meeting notification and proxy to membership
- Preparation, distribution and postage of one (1) Annual Budget and Assessment Coupon notification to membership
- Distribution and postage fees for four (4) discretionary mailings (such as newsletters).
FINANCIALS:
- Long term financial planning with a 25 year Master Budget Plan that details future expenditures and the anticipated annual assessments required to meet those expenditures – guidance to avoid special assessments.
- The assessments will be collected and deposited upon receipt. Monthly statements and payment reminders sent to all owners. Delinquent accounts incur late fees as needed. All legal action approved by Board.
- All accounts payable will be processed within 15 days of receipt from vendor.
- Monthly financial reports are posted online around 15th of each month for member viewing – reports are also emailed directly to Board.
MEETINGS:
- Annual Meeting Attendance to lead the meeting and answer questions.
- Board Meetings – Virtual Only – Attendance and preparation assistance
- Townhome Clients: contracts include 9 to 12 meetings
- Single Family Clients: contracts include 4 to 6 meetings
WEBSITE:
- Personalized website creation, hosting, and maintenance at no additional charge. Our website allows the HOA to improve community awareness plus provides more efficient distribution of information for all members. Includes our meeting minutes generator.
- There is also a website section devoted to helping home owners learn more about the NC State Laws that govern many of the HOA functions. This is important for home owners and Board members since many are not aware of how the State defines how the HOA will govern and make decisions.
- Create and maintain in-house email addresses for Board members. Ex. SampleBOD@grandchestermeadows.com.
Gold Package – Basic Services plus Website
The following lists the services provided by Grandchester Meadows, Inc. as a part of our Gold Package.
ADMINISTRATION:
- Owner email database organization for unlimited email broadcast notices and general announcements.
- Support of real estate transfers which is designed to help facilitate an on-time closing. We will respond to inquiries from all potential new buyers, lenders, attorneys and/or real estate professionals in a timely manner.
- Maintain system to receive, generate and/or process HOA files: meeting minutes, owner database and correspondences, work orders with invoices, and other general HOA business files.
- Board of Directors liaison to membership, municipality agents, and vendors.
- After-hour contacts and 24 emergency assistance services available.
- Inspection reports of potential violations are sent to Board electronically. Each contract includes at least 6 inspections.
- Preparation, distribution and postage of one (1) Annual Meeting notification and proxy to membership
- Preparation, distribution and postage of one (1) Annual Budget and Assessment Coupon notification to membership
- Distribution and postage fees for two (2) discretionary mailings (such as newsletters).
FINANCIALS:
- Long term financial planning with a 25 year Master Budget Plan that details future expenditures and the anticipated annual assessments required to meet those expenditures – guidance to avoid special assessments.
- The assessments will be collected and deposited upon receipt. Monthly statements and payment reminders sent to all owners. Delinquent accounts incur late fees as needed. All legal action approved by Board.
- All accounts payable will be processed within 15 days of receipt from vendor.
- Monthly financial reports are posted online each month for member viewing plus emailed directly to Board.
MEETINGS:
- Annual Meeting Attendance to lead the meeting and answer questions (in-person or virtual).
- Board Meetings – Virtual Only – Attendance and preparation assistance
- Townhome Clients: contracts include 6 to 9 meetings
- Single Family Clients: contracts include 2 to 4 meetings
WEBSITE:
- Personalized website creation, hosting, and maintenance at no additional charge. Our website allows the HOA to improve community awareness plus provides more efficient distribution of information for all members. Includes our meeting minutes generator.
- There is also a website section devoted to helping home owners learn more about the NC State Laws that govern many of the HOA functions. This is important for home owners and Board members since many are not aware of how the State defines how the HOA will govern and make decisions.
- Create and maintain in-house email addresses for Board members. Ex. SampleBOD@grandchestermeadows.com.
Silver Package – Financial Services plus Website
The following lists the services provided by Grandchester Meadows, Inc. as a part of our SILVER Package.
ADMINISTRATION:
- Owner email database organization for unlimited email broadcast notices and general announcements.
- Support of real estate transfers which is designed to help facilitate an on-time closing. We will respond to inquiries from all potential new buyers, lenders, attorneys and/or real estate professionals in a timely manner.
- System to help receive and/or generate HOA files including: meeting minutes, owner roster database and correspondences, work orders with invoices, infractions and other general HOA business files.
- Preparation, distribution and postage of one (1) Annual Meeting notification and proxy to membership
- Preparation, distribution and postage of one (1) Annual Budget and Assessment Coupon notification to membership
FINANCIALS:
- Long term financial planning with a 25 year Master Budget Plan that details future expenditures and the anticipated annual assessments required to meet those expenditures – guidance to avoid special assessments.
- The assessments will be collected and deposited upon receipt. Quarterly statements and payment reminders sent to all owners. Delinquent accounts incur late fees as needed. All legal action approved by Board.
- All accounts payable will be processed within 15 days of receipt from vendor.
- Monthly financial reports are posted online each month for member viewing plus emailed directly to Board.
MEETINGS:
- Attendance at Annual Meeting to lead the meeting and answer questions.
WEBSITE:
- Personalized website creation, hosting, and maintenance at no additional charge. Our website allows the HOA to improve community awareness plus provides more efficient distribution of information for all members. Includes our meeting minutes generator.
- There is also a website section devoted to helping home owners learn more about the NC State Laws that govern many of the HOA functions. This is important for home owners and Board members since many are not aware of how the State defines how the HOA will govern and make decisions.
- Create and maintain in-house email addresses for Board members. Example: SampleBOD@grandchestermeadows.com
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