Services
Join Our Family
Our company is locally owned and managed by an all family team. Your Hill Country Homeowners Association Manager will handle every task from financial reports, community meetings to driving the property. This ensures that your manager knows and understands your community and your needs. We are an experienced, locally owned team of professionals who are members of the Community Association Institute (CAI). Our low overhead allows us to offer the same services at a discounted rate. We live and work in the San Antonio community and have a vested interest to make our community a better place.
We offer worry free, concierge style management services where every aspect of your association will be handled by your dedicated and experienced property manager.
Most management contracts include a base price for management and a list of dozens of small charges that add up to big numbers. We will give you one price that includes EVERYTHING - meetings, emails, phone calls, faxes, mailings, box storage fees, payment plans fees, ACC review fees etc. Eliminate those unpredictable administrative costs from your budget. Planning a big project? We do not charge any oversight fees for projects. This alone can result in thousands of savings that you can put back in association reserves. With us, it's all INCLUDED!
When you hire us, you are hiring a customized service plan for your community. There is no one size fits all. Our communities range from large multi-planned communities to ranch style association with 100’s of acres. No association is too small (our smallest is 6!) or too large (in the 1000’s). Don’t need an inspection drive every month? No problem! We offer plans that range from full service to accounting only. After a short interview to determine your needs we will create a proposal customized for your community.
OUR SERVICES
Preparation of monthly financial statements, including but not exclusively:
• Balance Sheet
• Income Statement
• Budget Variance
• General Ledger
• Delinquent Homeowners Report
• Any customized reporting. All reports can be exported in excel or csv format for unlimited options.
• Assist in opening and maintaining bank accounts as directed by the Board of Directors.
• Maintain account ledgers and history for each homeowner
• Prepare and distribute a monthly financial statement to the Board of Directors that includes a balance sheet, income statement, check register report, accounts payable report, and delinquency report.
• Secure the printing and mailing of billing coupons/statements to all unit owners.
• Prepare and submit to the Board, a proposed annual budget and assist in the preparation and dissemination of the final budget.
• Perform ongoing budget analysis and continually monitor cost trends in the area to avail the Association of the most economical operational practices.
• Maintain a computerized corporate ledger which includes all receipt and disbursement information.
• Upon request, provide individual Homeowners with the status of their own account and coordinate the solution of any discrepancies that may occur between the official record and a Homeowners record.
• Generate and mail out the correspondence necessary to bring delinquent accounts up to date and if unsuccessful in collecting, recommend the appropriate legal action.
• Review and Maintain copies of annual financial statements.
• Assist and cooperate with any outside auditing firm that may be retained by the Association.
• Prepare, process, and distribute IRS Form 1099’s at the end of each calendar year for tax purposes.
• Maintain account ledgers and history for each homeowner
• Prepare and distribute a monthly financial statement to the Board of Directors that includes a balance sheet, income statement, check register report, accounts payable report, and delinquency report.
• Secure the printing and mailing of billing coupons/statements to all unit owners.
• Prepare and submit to the Board, a proposed annual budget and assist in the preparation and dissemination of the final budget.
• Perform ongoing budget analysis and continually monitor cost trends in the area to avail the Association of the most economical operational practices.
• Maintain a computerized corporate ledger which includes all receipt and disbursement information.
• Upon request, provide individual Homeowners with the status of their own account and coordinate the solution of any discrepancies that may occur between the official record and a Homeowners record.
• Generate and mail out the correspondence necessary to bring delinquent accounts up to date and if unsuccessful in collecting, recommend the appropriate legal action.
• Review and Maintain copies of annual financial statements.
• Assist and cooperate with any outside auditing firm that may be retained by the Association.
• Prepare, process, and distribute IRS Form 1099’s at the end of each calendar year for tax purposes.
• Perform administrative record keeping
• Maintain communication and correspondence with Board of Directors and residents
• Review and assist with the placement of insurance. At the direction of the Board, obtain premium quotations for such insurance as shall be deemed necessary.
• Assist in development of and enforcement of property rules and regulations.
• Research property improvement programs for discussion with property owners and/or Board of Directors.
• Provide input to the Board as to changes in State and Federal HOA Laws and rules.
• Attend all scheduled meetings of the Board of Directors or Homeowners per contract.
• Make arrangements for maintenance activities as shall be deemed necessary.
• Furnish Board members with the latest in community association operational information.
• Solicit bids for special programs/contract services and implement and supervise the completion of such programs; reporting the progress of the same to the Board as required.
• Receive, advise and process work order requests by Homeowners per guidelines laid out by the Association.
• Prescribe long-range maintenance programs and provide input to the Board as to alternative programs to specific problems.
• Respond to homeowner and external inquiries during normal business hours via telephone, mail, and or e-mail in a timely manner.
• Respond to emergency requests 24 hours per day, 7days per week by telephone during business hours and emergency phone during nights, weekends, and holidays.
• Visit property as necessary as may be required to meet with homeowners or vendors and to make determinations about the physical state of the property.
Hill Country Homeowners Association Management will create and service a website for your association that functions as a member-portal and interactive communications tool. You can also upgrade (additional but reasonable fee) to choose from many different design options and online functions. Online tools include: message board, surveys, online voting, member directory, business directory, pet directory, sitter directory, photo album, recipe book, ads, and many more.
In addition to your own community website, Hill Country Homeowners Association Management offers state of the art software for residents and board members. Our online software gives homeowners 24x7 access to their account online. Residents can check their account balance, make payments online, review community documents and update their personal contact information.
Your community will never look better. Our inspectors use iPad applications custom made for your community to take pictures and track violations. Board members have real time access to view photos and reports.
Board Members will have 24x7 access all of your community information. As a board member you can view financial reports, enter maintenance tasks, view homeowner information and balances, view banking information, upload copies of bills that have been paid, and much more.
Your architectural control support team will ensure that all information needed to review a request is complete prior to sending to the committee for review to eliminate wasted volunteer time and resources. We will handle all communication with the homeowner on behalf of the association. All our services can be customized to comply with association documents and needs.
Architectural Department professionals provide knowledgeable, effective direction, advice and services necessary to review, administer and enhance the operation and processes of Architectural Review for your association. Our department will work closely with your Board of Directors, committees, homeowners, and other designated parties to develop and maintain programs for architectural review that will work most effectively and efficiently for your community.
We focus on five areas of functionality; Administration, Architectural Review Committees/Design Guidelines, Architectural Review, Inspections and Reporting.
Administration
From submittal of an application for new construction or home modification, to ensuring all necessary construction permits have been obtained, to providing final inspection letters to owners, our administrative process ensures all details involved in the architectural process are performed in a timely, organized, and effective manner.
Architectural Review Committees
We are here to help the Board of Directors or Architectural Review Committee navigate the design guideline process by explaining and implementing the architectural guidelines. If no such guidelines exist, we can assist in drafting guidelines that fit your community. We also ensure that each application is complete before referring to the committee for review.
Architectural Review
Reviewing each architectural project in your Association for compliance is a crucial step in the architectural process. When you allow us to facilitate this review process for your Association, our professionals conduct reviews at each step, including pre-design, proposed plans and materials, site inspections, and final inspections.
Inspections
Once an architectural project has begun, regular and in depth inspections are performed to protect the overall integrity of the project and to verify quality work is being performed.
Reporting
Regular communication is the key to alleviating the stress that sometimes accompanies construction or modification projects. Our Architectural Department provides monthly inspection reports, monthly/annual Architectural Activity Reports, monthly Architectural Review Submittal reports and will provide an updated status report on all active projects for review at Architectural Review Committee meetings.
As our business grows, we want to make sure we minimize our impact on the Earth's climate. We take every step we can to implement innovative and responsible environmental practices across our company to reduce the use of paper, use electronic communications when possible, and encourage our employees and board of directors to be environmentally responsible.
Prospective associations often express concern about the difficulty of changing management firms. It really isn’t as difficult as you may think. If you are interviewing management firms, we suggest you ask them how they handle their transitions. Here is our strategy:
• We will help you determine if the contract can be terminated, if you haven’t already confirmed this.
• A termination letter needs to be signed by the Board and sent to the current management firm. We can help you draft this letter for signing.
• Professional courtesy suggests that you give your current firm at least 30-60 days’ notice of termination, unless there are extenuating circumstances which call for immediate dismissal.
• We will send a follow-up letter to the existing firm, effectively confirming the termination, advising them of the requested documents, and providing deadlines for the files. We can provide a sample of the letter we use, upon request.
All major Association-related documents are online and available to your homeowners 24/7. Homeowners can also view and pay their assessment account in real time.
Further, every report that our software can generate is also accessible via a web based software, accessible to Board Members at any time.
Prompt and thorough responses to emails is a priority, with many items available via PDF to Board Members and Homeowners, including agent reports and financial reports. Although we will still provide printed reports for any Board Members who request them.
Customer service is number one, so we tailor our management style towards our associations’ needs. Although there will always be a need to follow industry standard procedures, we recognize that every association is different, and we recognize the needs of the association and respond accordingly. Many management firms forget that we are in a service industry, so they often lack the personalization that can make or break a business relationship.
Most management contracts include a base price for management and a list of dozens of small charges that add up to big numbers. We will give you one price that includes EVERYTHING - meetings, emails, phone calls, faxes, mailings, box storage fees, payment plans fees, ACC review fees etc. Eliminate those unpredictable administrative costs from your budget. Planning a big project? We do not charge any oversight fees for projects. This alone can result in thousands of savings that you can put back in association reserves. With us, it's all INCLUDED!
When you hire us, you are hiring a customized service plan for your community. There is no one size fits all. Our communities range from large multi-planned communities to ranch style association with 100’s of acres. No association is too small (our smallest is 6!) or too large (in the 1000’s). Don’t need an inspection drive every month? No problem! We offer plans that range from full service to accounting only. After a short interview to determine your needs we will create a proposal customized for your community.