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FAQ's

Part I - General Information

  • How long has Jean Bates & Associates been in business?

    • Since 1975

  • Who will be the assigned Manager for our Association?

    • Will determine with contract signing

  • How much experience does this Manager have?

    • Discuss during interview

  • Which licenses or certifications does this Manager have?

    • Discuss during interview

  • To which professional organizations does Jean Bates & Associates belong?

    • California Association of Community Managers (CACM)

  • What are Jean Bates & Associates office hours?

    • 8:00AM to 5:00PM, Monday through Friday

  • What form of after-hours service does Jean Bates & Associates provide?

    • 24 hours with answering service contact to on call Manager

  • How will you help us run our Association efficiently?

    • Discuss a definitive plan during interview

  • If we are dissatisfied with the service being provided to us, whom do we contact within Jean Bates & Associates?

    • Manager then Operations Manager then Owner & President

Part II - Administrative

A. Meetings:

  • Will the assigned Manager attend monthly/every other month/quarterly board meetings?

    • As specified by Board in contract

  • Does Jean Bates & Associates offer an early meeting discount?

    • No, but will consider if a meeting is held between 9:00AM & 4:00PM

  • How many hours do you allow for meetings before extra charges are incurred?

    • 2 1/2 Hours

  • How much do you charge per hour after the limit?

    • $125 in half hour increments

  • Does the Manager attend annual member meetings?

    • Yes

  • Will you prepare ballots and annual meeting notices?

    • Yes

  • Will you prepare agendas for all meetings?

    • Yes and in accordance with Civil Code

  • Are your Manager's reports to the board oral or written?

    • Both

  • Does Jean Bates & Associates provide board meeting packages prior to the meeting? If so, how much in advance?

    • Yes, by Friday before the weekend before the meeting

  • If yes, do the meeting packages include:

    • Meeting Agenda- YES

    • Previous Meeting Minutes- YES

    • A Manager's Report- YES

    • Financial Reports/Statements- YES

    • Copies or List of Correspondence for past month- YES

    • List of Service Work Orders Pending & Completed- YES

    • Telephone Logs or journal entry of calls- Discuss

    • Assessment Delinquency Report- YES

    • Service bids and specifications- YES

 

B. Record Keeping:

  • Does Jean Bates & Associates maintain an owner roster?

    • Yes

  • How about a tenant roster?

    • Yes, if Known

  • Does Jean Bates & Associates use lot files for the units for keeping track of what occurs or has occurred with individual units.

    • Yes

  • Does Jean Bates & Associates have general files where you store the Association records? (Examples include accounting, insurance, roofs, landscaping, etc.)

    • Yes, at the main office

  • Does Jean Bates & Associates charge a storage fee for maintaining old Association files and records? If so, how much?

    • Yes, see flat rate sheet

 

C. Correspondence and Mailings:

  • Does Jean Bates & Associates send out any of the following? If yes, how much is charged the Association?

    • General Informational Letters- Yes, see flat rate sheet

    • Notices (e.g., utility outages)- Yes, however, owners get these anyway.

    • Monthly Newsletters- If contracted for and fee set

    • Welcoming Letter for New Owners- Yes, part of transfer fees

    • Other (Specify)- No, CC&R enforcement letters

  • Does Jean Bates & Associates primarily use e-mail to communicate with the Association Board Members?

    • Yes & no. All forms of correspondence are used, with e-mail generally preferred

 

D. Escrow Coordination:

  • Are Jean Bates & Associates costs billed to the Association or the owner?

    • Owner in escrow

  • How much does Jean Bates & Associates charge for a transfer fee?

    • See sheet provided in contract

  • How much does Jean Bates & Associates charge for a refinance fee?

    • See sheet provided in contract

  • Does Jean Bates & Associates charge for copies of any of the following documents? If so, how much?

    • Minutes [Civil Code Section 1363(k)]- See Sheet Provided In Contract

    • Articles of Incorporation- See Sheet Provided In Contract

    • CC&Rs- See Sheet Provided In Contract

    • Bylaws- See Sheet Provided In Contract

    • Rules and Regulations- See Sheet Provided In Contract

    • Financial Statements- See Sheet Provided In Contract

    • Statement/Demand of owner's account- See Sheet Provided In Contract

    • Statement of approved assessment increase- See Sheet Provided In Contract

    • Statement of restrictions in governing documents limiting the occupancy, residency or the use of a separate interest- See Sheet Provided In Contract

 

E. Enforcement of Rules and Regulations:

  • Does Jean Bates & Associates send out rule violation letters?

    • Yes

  • Does Jean Bates & Associates charge a fee for sending them?

    • No

  • Does Jean Bates & Associates procedures include the right to appeal?

    • This is done in accordance with California Civil Code

  • Does Jean Bates & Associates help the Board establish an appeal/hearing procedure?

    • California Civil Code prevails as to how

Part III - Financial

A. Bank Accounts:

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  • Does Jean Bates & Associates keep all of the Association's bank accounts in the Association's name?

    • Yes

  • Does Jean Bates & Associates use trust accounts?

    • No

  • If yes, who gets the interest?

    • N/A

  • Will all of the Association's bank accounts be interest bearing?

    • Yes

  • Does Jean Bates & Associates maintain separate bank accounts for Association reserves?

    • Yes, that is your decision as to where

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B. Bookkeeping and Accounting:

  • Does Jean Bates & Associates do bookkeeping in-house?

    • Yes, complete, all functions

  • How frequently does Jean Bates & Associates provide the Board Association financial statements?

    • Monthly

  • Are cash receipts and disbursements statements submitted to the Board monthly or quarterly?

    • Monthly

  • Does Jean Bates & Associates provide Association income statement show an actual-to-budget comparison?

    • Yes

  • How often are the bank statements reconciled?

    • Monthly

  • How frequently does Jean Bates & Associates reconcile reserve accounts?

    • Monthly or when statement is received

  • Does Jean Bates & Associates provide each Board Member a copy of the reconciliations?

    • In the copied financial statement

  • Does Jean Bates & Associates financial statements show how much funds are in each of the Association's bank accounts?

    • Yes

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C. Homeowner Assessments:

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  • How does Jean Bates & Associates handle billing of Members for their monthly assessments? Are monthly statements or coupons used?

    • Monthly statements

  • Does Jean Bates & Associates use Direct Deposit or Lock Box to the bank?

    • Both, however lock box is preferred

  • If the assessments are received at the office, how often are deposits sent to the bank?

    • Twice per week

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D. Accounts Payable:

 

  • Are invoices compared to bids/contracts/work orders before payment for services/products are made?

    • Yes, by the Manager

  • Who approves payment for services/products invoiced to the Association?

    • Manager

  • Who signs Association checks and how many signatures do you recommend?

    • The Board Treasurer, two signatures are always done

  • After the disbursements have been made, how does Jean Bates & Associates file the paid invoices? By month? By vendor?

    • By Month, chronologically

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E.Delinquency Collections:

 

  • Does Jean Bates & Associates send out a notice at least annually describing the Association's delinquency collection policies and practices in enforcing lien rights?

    • Yes, required by Civil Code, with budget

  • Does Jean Bates & Associates encourage negotiated payment plans before going to collection agencies?

    • That is up to the Board

  • Is the delinquency collection process handled in-house or by an outside company?

    • Out sourced per contract with Pro Solutions or other Board choice

  • Are there any additional costs for the delinquency collection? If yes, what are they and how much?

    • Yes, see proposal

  • Does Jean Bates & Associates bill the Association or the delinquent member?

    • Both. The Association pays and levy reimbursement assess on owner.

  • Delinquency report provided monthly or quarterly?

    • Monthly, but usually at Board Meetings

  • Is the report written or oral?

    • Written

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F. Association Budgets:

 

  • Will Jean Bates & Associates prepare a pro forma budget?

    • Yes

  • Does Jean Bates & Associates coordinate budget preparation with the Board?

    • Yes

  • Does Jean Bates & Associates bill an individual homeowner for a copy of the approved budget?

    • No

  • Does Jean Bates & Associates do the entire reserve study?

    • No

  • Does Jean Bates & Associates oversee the preparation of a reserve study by an outside party?

    • Yes

  • How often is the reserve study conducted?

    • Per Civil Code, three year intervals

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G. Annual Financial Statement Audit/Review & Taxes:

 

  • Does Jean Bates & Associates coordinate the activities involved in the annual audit or review?

    • Yes

  • Does Jean Bates & Associates distribute the review/audit report? When?

    • Yes, within 120 days after fiscal year end

  • Does Jean Bates & Associates charge an individual homeowner for a copy of the review/audit report?

    • Mailed to all owners yearly, and Yes, extra copies can be made per Civil Code

  • Does Jean Bates & Associates have controls to ensure that the Association's taxes are paid on a timely basis?

    • Yes

  • Does Jean Bates & Associates prepare the 1099s for all of the Association's unincorporated vendors?

    • Yes

Part IV - Maintenance, Repairs and Janitorial Services

  • Does Jean Bates & Associates use a list of pre-cleared contractors/vendors?

    • Yes

  • Does Jean Bates & Associates provide a list of the Association's vendors to Board Members on a regular basis?

    • Yes, will be at each meeting, if requested

  • Does Jean Bates & Associates request the following information from a contractor BEFORE awarding a contract for major work?

    • Contractor's License- Yes

    • Certificate of Insurance- Yes

    • Illness and Injury Prevention Program (IIPP)- Yes

    • Eligibility for Bonding- Yes

    • List of References- Yes

    • Professional Certificates- Yes

  • Does Jean Bates & Associates file and retain this information?

    • Yes

  • At what monetary threshold does Jean Bates & Associates obtain multiple bids?

    • $1000 or more unless Board changes

  • How many bids does Jean Bates & Associates obtain for these jobs?

    • Three

  • Does your company supervise the vendors/contractors?

    • Yes

  • Does Jean Bates & Associates inspect or tour major projects periodically during the project? If so, how often?

    • Yes, depending on scope could require a professional construction Manager

  • Does Jean Bates & Associates provide any in-house maintenance services for the Associations you manage? If yes, what kind of services and what are the rates?

    • No, not at this time

Part V - Management Fees

  • What is your proposed monthly property management fee?

    • Please see proposal.

  • What services are included in this fee?

    • Please see proposal.

  • Will there be a start-up or close-out fee?

    • Yes, $5 per door

  • What hourly rates are charged for services by company employees beyond that covered by the monthly fee?

    • $125 for Manager, $75 for bookkeeping,clerical, or secretarial

Part VI - Charges and Extra Services

  • Does Jean Bates & Associates provide any of the following to the Association? If so, what are the extra costs, if any?

    • Legal Advice- No

    • Insurance Claims Submission and Facilitation- Facilitation

    • Revision of Association Legal Documents- No, attorney of your choice would do

    • Negotiating & Administering Large Contracts- Yes and No

  • Please attach a list of charges for various other supplies and services to include such items as copies, coupons or statements, postage, envelopes, faxes or e-mail messages, mileage by company employees, other office supplies, fees for depositing receipts, check stock, etc.

    • See Proposal Flat Rate Sheet

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