Management Professionals
of Texas

 

 
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Services

Management
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  • Receive and respond to all calls and correspondence. A twenty-four hour service is provided. Emergency calls are responded to with reasonable urgency.
  • Maintain a current roster of owners, which will be available upon request and listed by legal description, address, or alphabetical order.
  • Meetings: Prepare monthly Board of Directors packages, which include the following: agenda, minutes, financial statements, bank reconciliation(s) and management report. The management reports include delinquent accounts, deed restriction violations, homeowners’ correspondence, proposals, etc.
  • Annual Meetings: Prepare and mail Notices, Ballots, Proxies and Agendas to all owners of record in accordance with the Declaration/By-Laws. Organize the annual meeting.
  • Attend monthly Board of Directors meetings and Annual meetings, when requested, to include recording and typing of the minutes
  • Insurance: Maintain current Insurance Policies with the minimum requirements as set forth by the Declaration of Covenants, Conditions and Restrictions and/or as directed by the Board of Directors. Handle all insurance claims pertaining to common areas.
  • Common Owned Property: Insure all common owned property i.e. pool, tennis court, streets, etc. are filed at the nominal value for Homeowners Association with the Bexar County Appraisal District
  • Promptly notify the Board of Directors of any complaints, warnings, notices or summons received by MP from governmental agencies or officials thereof in relation to the affairs of the Association.
  • Service Contracts: Obtain proposals for the service contracts and present them to the Board of Directors for their review and approval

Gated Communities
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  • Maintenance: Obtain gate contracts and contact gate company regarding repairs and/or proposals.
  • Provide gate programming if compatible with software to include updating and/or deleting telephone numbers and gate codes at no cost.
  • Maintain a register of all transmitters and gate codes.
  • Distribution of remotes by mail and/or at our office.

Assessments:
 Billings/Collections/Accounts Receivable
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  • Prepare and mail billing statements.
  • Prepare when requested special assessment notices.
  • Prepare and mail delinquent statements in a timely manner.
  • Provide aggressive collection of delinquent account using the guidelines established by the Association within the provisions of the Declaration of Covenants, Conditions and Restrictions/By-Laws.
  • Assess interest and/or late fees to all delinquent accounts.
  • Process all return checks. Charge each homeowner a return check fee and mail a certified letter requesting payment. If payment is not received return checks are turned over to the DA’s office for collection.
  • Provide information to assist Association’s Attorney in collection of delinquent accounts. Make copies of the history and correspondence of the homeowners account. Attend court hearings, in the event a default judgment is taken, at no additional cost. Insure that all Attorney fees are charged to the homeowners’ accounts.
  • Prepare and record deposits weekly. All cash deposits are hand carried to the bank the same business day and/or the following business day.
  • Deposit other revenues and record them to their appropriate income accounts.
  • Prepare and file liens. A $45.00 lien fee is charged to the homeowner’s account and/or as directed by the Board of Directors. The current filing fee is $16.00 to file and $16.00 to release.
  • Handle all title company calls. Document all closing information on the computer system. Regular follow up calls are made in the event the paper work is not received from the title company(s). Document new homeowners information on the computer system. Transfer of ownership shall be processed by M. P. of Texas for a fee, which is paid by the seller/grantor of the home.
  • Handle all owner/resident inquiries with reference to assessments.
  • Maintain current information on all homeowners and tenants, when the owner provides the information.
  • Mail welcome packets containing the bylaws, covenants and welcome letters (provided by the Board) to new owners and tenants.

Financials
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  • Banking: Establish and maintain checking and reserve bank accounts. Reconcile bank accounts monthly. Assist the Association with short and long term cash flow planning.
  • Maintain and keep official copies of the Association’s books, accounts, records, correspondence, check register, minutes, financial statements, invoices, billing reports, contracts, etc.
  • Accounts Payable: Review invoices for accuracy. Monitor utility consumption for significant variance. Promptly notify the Board of Directors of any significant variances. Prepare for payment in a timely manner all invoices and mail checks to Association for signature. Maintain vendor files to include W9 forms, insurance certificates and prepare 1099 statements.
  • Employee Records: Prepare and maintain all employee records and payroll to include payroll forms/deposits, 941, 940, TEC, and W2’s. Payroll files will include employment applications, I-9 and W4 forms.
  • Financial Statements: Prepare monthly financial statements based on a modified accrual accounting standards, which include the following reports: Income Statement, Check Register, Bank Reconciliation, Profit & Loss Statement, Balance Sheet, Trial Balance, and General Ledger.
  • Budgets: Prepare and submit to the Association a recommended budget for the next fiscal year showing anticipated income and expenditures. The proposed budget will be provided prior to the fiscal year and/or as requested by the Association.
  • Financial records are available for review to the Association members during regular business hours.
  • Audit: Coordinate with C.P.A. on all transactions as required.

Property Inspections
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  • Monthly inspection of Association’s grounds and overall area documenting violations. Notification of deed restriction violations to owner and current residents. Three letters, first notice, second notice, and third notice. We will assist the Attorney in preparation for all violation cases for no additional charge.

Special Projects
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  • Newsletters: Copy and mail to all owners/renters the newsletter that is provided by the Board of Directors.
  • Assist in preparing Board of Directors resolutions and By-Law amendments.
  • Legal Documents: Insure that all of the legal documents are recorded in Bexar County tax records.