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Association and Property MANAGEMENT

BOOKKEEPING

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Bookkeeping Services defines the process of recording an Association’s financial transactions into organized accounts daily.

 

The Coastline Bookkeepers work closely with Association Managers and Board Treasurers to ensure that all receivable and payable transactions are captured, approved, and recorded correctly.

Coastline Management has internal control procedures to segregate the Bookkeeping functions to prevent fraud:

  • At least three individuals handle each transaction to ensure proper procedures are followed.

  • Each month the Association’s Treasurer is presented with the monthly financial reports consisting of: 

    • A balance sheet

    • Income statement

    • Accounts receivable and accounts payable

  • The Bookkeeper will attend board meetings when requested by the Board Treasure.

  • At the appropriate time the Bookkeeper will assist the Board Treasurer to develop a budget for the next fiscal year.

  • At year end the Bookkeeper will provide the Association’s CPA with the year end financial reports to allow tax assessment to be completed.

ASSOCIATION

MANAGEMENT

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Community Building

Event Organization

• Organize community events to foster a sense of
community and encourage neighborly interactions
as needed by the board.


• Implement the board’s wishes in creating a
welcoming and connected community
environment.

Administrative Services

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Board Meeting Support

• Facilitate and document board meetings (monthly,
quarterly, and annual).


• Draft agendas, distribute meeting notices, and
prepare meeting minutes.

• Provide comprehensive updates on ongoing matters
and assist with follow-up actions.

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Communication

• Maintain effective communication with association
members via newsletters, emails, and notices.


• Address inquiries and concerns from owners
promptly and professionally.


• Distribute notices and updates from the HOA board.

Vendor Management

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Bid Management

• Solicit bids from vendors for maintenance, repair,
and improvement projects.


• Evaluate and present vendor proposals to the
board for decision-making.


• Coordinate with vendors as directed by the
board.

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RuleEnforcement

Policy Enforcement


• Ensure homeowners adhere to community policies.


• Send violation notices and follow up on non- compliance.


• Conduct inspections to confirm compliance and enforce disciplinary measures as needed.

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Additional Responsibilities

Record Keeping

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• Maintain accurate records of association documents, including bylaws, meeting minutes, contracts, and correspondence on Buildium.

• Ensure all records are up-to-date and easily accessible to board members and homeowners on Buildium

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Why Us?

Our comprehensive management services for homeowners associations are designed to ensure smooth operations, effective communication, and a strong sense of community.

By partnering with us, you gain a dedicated team committed to enhancing the living experience within your community.

Let us handle the details, so your board can focus on making impactful decisions for the future.

PROPERTY 
MANAGEMENT

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Files & Records Management

Coastline Property Management offers a complete package including general administrative and property management services to the Association. We also pride ourselves on our dedicated 24/7 Owner Hotline!

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Organization of Board & Member Meetings

Properly organized meetings save time. The manager will prepare and distribute calendar invites, agendas, and all other important information for scheduled meetings to run smoothly.

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Performance of Regular Property Inspections

Decrease response times for document requests and inquiries by keeping well-organized and complete files of all legal documents, correspondence, rules, site plans, blueprints, and any other pertinent information. These files will be open for owner inspection as scheduled, along with supervision. Regular inspection visits per week of the Association’s property will be made while rendering reports and making recommendations. These reports will be emailed to the Board of Directors each month.

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Enforcement of Governing Documents

The manager will be consistent and fair in the distribution and enforcement of all governing documents. We will monitor the violations by the owners and communicate with them until all matters are appropriately and completely resolved.

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