1. Owner Invoicing:
Accell mails an assessment billing statement to each property owner on a monthly basis. This service is included in Accell's base monthly fee and there are no additional charges for processing and/or mailing of the monthly statements. Statements include balance forward amounts and detail the past thirty (30) days of activity. Association's may print messages on the front of the statements and/or use the billing stubs as a questionnaire for important community issues. Newsletter may be printed on the back of the statement to save costs and assist in communication with property owners. All of these are excellent communication tools.
2. Vendor Invoices:
All vendor and utility invoicing is approved by the Association's HOA manager. The manager also assigns general ledger coding for payment. Checks are cut by a data processing clerk and sent to appropriate parties for signatures as designated by the board. Typically 2-3 check runs are performed a month depending on activity. However, checks can be cut at any frequency as specified by the board.
3. Accrual and Cash Accounting:
Accell normally prepares the monthly interim financial statements on a modified accrual (only accounts receivable transactions are accrued) or on a cash basis. Full accrual accounting is possible but is time consuming and more costly. We would be happy to work with your board to arrange appropriate financial reporting that meets your needs.
4. Statement Format:
Accell prepares all financial reports and reconciliations in-house and has the ability to customize our financial reporting to facilitate understanding and usefulness.
Financial Statements are prepared the week prior to the board meeting and are included as part of Accell's monthly management report provided to the board the week before the meeting.
6. Audit & Taxes:
Accell works with the CPA selected by the board in preparing the year-end audit and tax returns for your community. Typically Accell will make documents available to the auditor prior to year's end to facilitate and speed this process. Fiscal Year-End closing statements are provided as soon as they become available.
Accell recommends reserve studies begin 6-8 months prior to your fiscal year's end to provide reasonable time for the preparation of a draft study, review by the board and finalization of the reserve report.
Accell incorporates reserve study recommendations into a proposed budget worksheet, which is submitted to the board 3-5 months prior to the end of the fiscal year. Budget worksheets are prepared in Excel (spreadsheet software), include comparisons to the most recent budget, actual costs and budgeting notes.
Accell works with most banks and financial institutions serving in Orange County. Board members select all appropriate investments and institutions for their association funds. Accell does require each association to maintain one operating checking account at City National Bank for daily deposit of property owner assessment payments. Board members control the balance of this account.
Because of the sensitivity and specialty nature of this area, Accell recommends the association work with a certified financial consultant in developing investment strategies. Accell has worked with many such advisors on behalf of our client associations in the past and can recommend a qualified consultant for your homeowners association. In addition, we will also be happy to share with you our experience with regards to appropriate association investments.
Accell currently works with many highly skilled and qualified contractors on behalf of our client associations. Contractors are screened for appropriate license and insurance certifications. Bidding is based on written specifications using open and sealed bidding procedures as specified by the board. Accell company policy prohibits acceptance of gratuities or referral fees from association contractors. An exception is allowed for small gifts (may not exceed a $35.00 value) traditionally given in the spirit of the holiday season.
Accell prepares a monthly management report, delivered to each board member the week prior to the meeting. The report includes a notice of meeting, agenda and table of contents as well as all association correspondence, documents, reports and records generated or received over the past month. Accell's management representative takes the meeting minutes and prepares an action item list from every meeting.
Newsletters provide a valuable and effective means of communicating with community members. Associations lucky enough to have volunteers to prepare a newsletter are greatly enhanced. Accell encourages this communication and will assist in the typing and layout of your newsletter at no additional charge. If you have newsworthy information to disseminate, then a monthly newsletter may be appropriate. However, a board needs to consider volunteer's time, newsworthiness and impact when deciding on the frequency of communications. Accell will assist your community in developing appropriate forms of newsletters/communications for your community. Examples include flash minutes, board notes, billing statement messages, formal newsletters, etc...
3. Telephone Calls:
All telephone calls are returned the same business day or within 24 hours at the latest.
4. Written Correspondence:
Accell places courtesy and service very high on our priorities. Therefore, Accell responds to every piece of correspondence received. No matter how big or small the issue the customer is always entitled to a response. For those matters in which we require direction from the board or a committee, we frequently send our friendly response cards just to let the senders know we received their correspondence and that action is pending.
5. Manager's Case Load:
While the case load of property managers fluctuates depending on the intensity of the projects managed and managers' abilities, we generally find a case load between 5-6 projects is appropriate. Our firm is currently averaging 5.75 projects per HOA manager. In addition, each manager is assisted by a support staff that averages 2.1 communities per employee. All of our employees are cross-trained and can assist property owners from any of the communities Accell manages.
6. Emergency Services:
Accell maintains a 24-hour answering service with qualified personal on-call 365 days per year.
Accell has actively managed commercial homeowners associations since 1994. About 10% of our clients are business parks, retail centers and office parks operating as commercial homeowners associations. Our extensive specialized knowledge of common interest development commercial properties and management of associations makes us uniquely qualified to represent your property.
One Last Thing...
We don't stop here. Accell is dedicated to a continued process of quality improvement and advancement. For this reason, we welcome your suggestions and ideas.