Our strong reputation and success is a result of the quality and full range
of services which we provide. The following details the Weldon L. Brown Company, Inc. approach to community management.
Management and the Board
of Directors
Our role is to assist the Board of Directors in maintaining, protecting and
enhancing the values of your association Real Estate Assets and meet all
legal compliances.
We provide personalized services from an assigned community association manager,
who will attend board meetings and oversee all operations and contracts of
the community. The community managers, as well as the support staff, are
eager to respond to association’s calls as well as to board requests.
Weldon L. Brown Company,
Inc. Staff
The support staff of Weldon L. Brown Company, Inc. presently consists of
an Accounts Payable Department, Accounts Receivable Department, Customer
Service,
Administrative Assistants and a Receptionist to handle your individual
needs. The Accounting Department has a financial reporting system which includes
the following:
-
General Ledger Accounting
-
Balance Sheet
-
Operating Statement; including Budget Variance
-
Delinquency Report - Collection System
-
Bank Reconciliations; including Disbursements listing and Deposit Receipts
listing
-
Plus many other reports available upon request
All Community Managers are Certified Community Association Managers (CCAM)
and are members of the California Association of Community Managers (CACM),
and adhere to its professional standards and code of ethics.
Association
Employees
We recruit, interview, hire, train, pay and supervise the field personnel
necessary to properly maintain the property or community association. All
payroll taxes and reports for the association’s employees will be prepared
by staff on a quarterly and annual basis.
Financial
Services
Weldon L. Brown Company, Inc. provides the following financial services:
- Collect and record all association assessments and deposit in a federally
insured bank account in the name of the association.
- Follow-up on the collection of delinquent assessments in conjunction with
the association’s adopted collection policy.
-
Initiate legal action on delinquencies as provided for in the documents and
as directed by the Board of Directors.
-
Provide monthly reconciliations on all bank statements pertaining to the
association.
-
Maintain complete financial records for the association including: income,
expenses, payroll, and payroll tax returns.
-
Prepare a proposed annual budget for the Board’s approval 90 days prior to
the fiscal year-end.
-
Process, approve, and pay all monthly invoices for services and supplies
in the name of the association.
Physical
Maintenance
Weldon L. Brown Company, Inc. approaches all bidding on a competitive basis.
Bids will come from at least three (3) different contractors. Our aim is
to provide quality service at the best price. The contractor must provide
a Certificate of Insurance prior to the letting and commencing of the contract.
No payment is made to the contractor until the work performed has been inspected
and proven to be in accordance with the contract.
Administrative
Services
Management Reports are provided on a monthly basis. These reports will minimally
include the following items:
- Financial Review of Monthly Statements
- Delinquency Update on every delinquent account and recommendations
- Correspondence from association’s attorney regarding legal issues, if any
- Budget Variance Analysis
- Management Information
- Summary of Work Tickets
- Summary of any contract in progress
- Personal recommendations
- Problem areas
- Decision Items
- Committee Reports
Weldon L. Brown Company, Inc. will assist the Certified Public Accountant,
selected by the Board of Directors, in preparing required financial statements
and necessary tax returns. All invoices are kept separately for each association
as a matter of company policy.
Records are maintained for each individual unit owner. Each file will contain
any correspondence relating to that particular unit owner. This will include
rules and regulations, violations, architectural violations, architectural
approvals or disapprovals, work orders, and general correspondence. If the
association requires off-site unit owners to provide the Board of Directors
with a lease; the requirement for lease will be enforced and a copy of the
lease will be kept in the owner’s file. All records will be updated as needed.
A comprehensive set of files will be maintained for your association which
will include financial, contractual, legal, and general information. The
community management files will include, but are not limited to:
-
Association - Legal Compliance documentation
- Minutes (Board, Committee Meetings)
- Policy Procedures
- Landscaping
- Swimming Pool
- Reserve Analysis
- Legal
- Clubhouse
- Committees
- Declaration and By-Laws
- Owner Complaints and Responses
- Architectural Approvals
- Bids
- Newsletter
Property
Inspections
As part of the Weldon L. Brown Company, Inc. management plan, the overall
operation of the physical areas of the property will be reviewed. The property
manager will visit the property, establish maintenance needs, determine staff
requirements and recommend any changes to the board.
The property manager will ensure that the maintenance programs are being
followed and that the contractors are performing the work as specified.
Near the end of the fiscal year, inspections will be made to determine the
maintenance requirements for the following year. During the budget process
and as required, the property manager will inform the Board of Directors
of capital improvement programs that are necessary. These items can be budgeted
in advance and scheduled over a period of years to help prevent unwanted
dramatic increases in the monthly association assessments.
Emergency
Procedure
Weldon L. Brown Company, Inc. has a prearranged emergency procedure set up
for each. The answering service is “Live” and can be activated through our
voice mail after business hours. When an emergency arises, a representative
from Weldon L. Brown Company, Inc. will respond to the call. The property
manager determines if the problem called into the answering service is an
emergency. The Property Managers carry pagers and cellular telephones so
they can be reached when they are away.
