Management Services
for
Fox Valley Ranch at Three Peaks
RESPONSIBILITIES OF WPM - WPM shall have the responsibility for the day-to-day operation and management of the Community, for the maintenance of the common elements thereon, and for coordinating all activity associated with the Community with the advice and consent of the Board of Directors, more specifically:
A. Basic Services
1. To maintain the Association financial accounts, books and records, to bill owners for dues and/or special assessments, to receive and record owners dues payments; to administer Association bank account(s) in a current and businesslike manner; to prepare a monthly operating statement; to prepare a dues delinquency list at least monthly; to provide each Board Member with requested financial information at least one week prior to scheduled Board Meetings; to pay all approved Association bills when due and keep adequate records of such payments; to pursue collection of all funds due the Association using all legal means up to releasing the case to an attorney for litigation; to cooperate with auditors/accountants as hired by the Board; prepare an Annual Budget Proposal for the Directors about 30 days prior to the start of the fiscal year; and to complete an annual review of the financial records by the company controller. (Note: WPM to supply qualified bookkeeper only. All audits, tax returns, or special accounting procedures to be done by a CPA at the Association's expense.)
2. To provide telephone answering service 24 hours per day, seven days per week.
3. WPM will create and maintain a website to be used as the primary
communication vehicle for Board members and for homeowners.
The website's home page for all associations will include: the meeting schedule, links to other sites, a Who's Who at Wildernest, and notices of interest to all homeowners. Each association's website will include: the Association's covenants, rules and regulations, meeting minutes, management services, financial statements and notices. Pictures will be included at an additional charge.
Additionally, there will be no charge for the following mailings to homeowners:
1. Notices of special and annual meetings.
2. Notices that involve life/safety issues.
3. Violations [unless via certified mail].
4. Notices of delinquency.
5. Payment/coupon books.
6. New owner information packets.
7. Meeting minutes if requested by a homeowner.
8. Financial statements if requested by a Board member.
All other mailings will be at an additional charge.
4. To enforce all rules promulgated by the Board of Directors, to call County law enforcement authorities when deemed necessary; to report all rules infractions or illegal activities to the Board.
5. WPM representative to attend Board of Directors meetings and annual meetings and report on physical and financial condition of the Community and Association; to aid in preparing agendas, committee reports, etc., for such meetings; to help plan, prepare for, and to attend the annual owners meeting. Meeting minutes will be taken at no additional charge. WPM General Manager and/or Operations Manager shall attend any meeting upon request of the Board of Directors. (Up to 4 meetings per year.)
6. Maintain keys for each homeowner to the extent they are provided.
7. File insurance claims on behalf of the Association, for an additional charge.
8. Complete annual corporate reports for the Colorado Secretary of State.
9. Provide Repair & Maintenance coordination for the Association and for the individual owners.
10. Coordinate trash removal from the project.
11. Draft and update new owner information packets and provide to owners upon purchase.
12. Complete special projects for the Directors including:
a) Complete affidavits to facilitate sales.
b) Research By-Laws and Declarations from time to time.
c) Draft proposed Rules & Regulations.
d) Coordinate architectural review for the Directors.
13. Coordinate snow removal from parking lot and sanding when needed.
14. Assist the owners and guests with lockouts, emergency message
delivery, rules enforcement and maintenance emergencies.
15. Maintain and update homeowner listings.
16. Assist the Association with outside contractors attempting to negotiate
as desirable arrangements as possible. Also let for bid the Association's property
and liability insurance coverage's annually.
17. Maintain a fidelity bond at WPM's expense.
18. To provide telephone answering service 24 hours per day, seven days per week.
B. Additional Services - Additional services are those services provided by
Property Management personnel assigned to Fox Valley at Three Peaks as well
as services provided by other Property Management personnel on a limited basis.
The additional services listed below are charged on an hourly basis.
1. Maintain the cleanliness of the Development.
2. Remove snow and ice from front porches, walkways and in front of garages.
3. Maintain common area lighting to the extent not maintained by the Town of
Silverthorne.
4. Complete fall and spring checklists to ensure project is properly prepared
for winter in the fall and primarily for energy conservation purposes in the
spring.
5. Enforce the Rules and regulations as established by the Board of Directors.
6. Provide basic landscaping service such as mowing, fertilizing grass,
but not deep root fertilization of trees, spraying trees to prevent beetle infestations
or spraying grounds to address noxious weeds.
C. Outside Contractors/Services - WPM shall contract for and maintain services
for major snow removal, trash, common area liability insurance, and other services
deemed advisable by the Board. Such services shall be contracted for in the
Association name and shall be at the Association's expense.
D. Purchase on Behalf of the Association - WPM shall purchase and maintain at
the
Association expense such equipment, tools, appliances, materials, and supplies
as
are necessary to maintain the common elements of the Community. All such
purchases shall be made in the name of the Association and, except for
emergencies, shall be consistent with the Association's most recent approved
budget. All available discounts, commissions, or rebates shall be obtained for
the
credit of the Association.
E. Budgets (Basic Service) - WPM shall, under the direction of the Association Treasurer, prepare and present to the Board, at least 30 days prior to stipulated regular Board meetings, an operating budget setting forth an itemized coming year. Said budgets shall serve as the basis for Owner assessments and as the major fiscal control under which WPM shall operate.
G. Personnel Insurance - All WPM personnel shall be covered by liability insurance, workmen's compensation insurance, and a fidelity bond. WPM shall maintain normal and adequate insurance covering liability for its acts or its negligence and the acts or negligence of its employees, agents, and contractors and shall furnish the Board with evidence of such insurance annually.
H. Tools and Equipment - The Association shall provide all hand tools required
to
perform the duties of it herein (e.g., shovels, rakes, hammers, wrenches, mops,
etc).
This page last updated on October 31, 2006