Services

Keys-Caldwell Inc. offers a wide range of dynamic professional management services available to your Association. Click below to explore our services.

• Administrative
1. Billing and collection of maintenance assessments/fees
2. Accounts payable/Cash disbursements
3. Financial statements
4. Assistance in budget preparation
5. Meetings and administration of corporate records
6. Insurance
• Supervisory
1. Supervision of common properties

Administrative

1. Billing and collection of maintenance assessments/fees

Itemized statements to each owner on a monthly or quarterly basis.

Accounts receivable ledgers are maintained for each owner. Itemized statements are mailed to each individual unit owner on a year-end basis. Coupon books can be obtained for payment of monthly or quarterly fees. Direct deposit (ACH) is also available to owners in lieu of the coupon books. Annual and quarterly accounts will receive statements when payments are due.

Monthly past due billings are sent to owners who's accounts show a balance due.

For the past due accounts, a reminder statement is sent to the owner complete with a return envelope to make paying as convenient as possible.

Additional Features Generated by Lockbox System
Thorough reporting makes referencing unit and unit owner information easier.

Many additional reports can be made available to the Association Managers using Keys-Caldwell's system including:

• Mailing Labels
• Individual Transaction Journal
• Owners' Lists
• Monthly Accounts Receivable Aging Schedule to the on-site manager
Processing of special transactions
“Special” features include processing NSF checks, additional billings, and special assessments.
Interest calculations and charges are assessed for late payments

Accounts paid after a past-due date can be charged a late fee-either a fixed rate or a percentage of the amount past due plus interest as applicable.

2. Accounts payable/cash disbursements:


1. Establish and maintain the orderly payment of accounts payable, taxes, and other debts of the Association, through out fully automated computer check writing system. All transactions generated through out accounts payable module are automatically posted to the general ledger, thus eliminating double entry errors. All costs and expenses of that Association shall be paid out of the Association's bank accounts. Checks will be written to vendors on the first (1st) and fifteenth (15th) of each month;
2. All Keys-Caldwell, Inc. personnel authorized to draw upon the Association's Bank accounts shall be bonded or otherwise insured.


3. Financial statements:


Monthly:
1. Maintain all books, records, chart of accounts, and other appropriate accounting systems, consistent with generally accepted accounting principles as agreed to between Management and Association;
2. Prepare and deliver to the Board unaudited monthly financial statements including balance sheet, statements or operations, and such supplemental information as Management deems appropriate;
3. Monthly financial statements shall be delivered tot eh Board within thirty (30) days after the close of each calendar month, with the exception being the first quarter of the new year as Association books are being closed.

Year-End: Statements will be prepared for Board and for CPA for tax purposes.

4. Assistance in budget preparation:


1. Assist the Board in outlining a budget program of capital expenditures for the next fiscal year, which budget shall designate expenditure items as either mandatory or desirable;
2. Assist the board in the preparation of an operating budget setting forth operating revenues, reserves, and expenses for the next fiscal year, which operating budget shall be in reasonable detail and shall contain an explanation of anticipated charges and/or any other factors differing significantly from the current year;
3. Assist the board in preparation of a projection of cash receipts and disbursements based upon the proposed capital expenditures and operating budget.


5. Meetings and administration of corporate records:


1. Attend all regularly scheduled Board of Directors meetings, annual meetings, and special meetings. If no quorum is available, conference call meetings can be arranged;
2. Prepare an agenda for each meeting
3. Prepare all minutes of meetings
4. Maintain record book of minutes. Such minutes to become part of the Association's Corporate Records;
5. Maintain all Association files and records, as provided, intact in the Keys-Caldwell office for a period no longer than seven years;
6. Type required correspondence for Board business;
7. Act as liaison between Board and Attorney;
8. Advise Board of governmental changes that will affect the Association (to the best of their ability)
9. Track Sales and Rental applications, following Association procedure in approving applications if required and supplying current maintenance assessment status information. Work, when contracted, by lending institutions and closing agents on behalf of individual owners for a fee as determined by current market conditions.


6. Insurance


1. Assist Association's insurance committee with specifications to obtain competitive quotes from agents;
2. Assist Associations Board and insurance committee with claims filed against Association's coverage and outstanding settlements with agents and adjusters;
3. Distribute all renewal applications to the insurance committee for completion;
4. Distribute all available insurance correspondence to the insurance committee.

Supervisory



7. Supervision of common properties


1. Keys-Caldwell will assign a Licensed Community Association Manager to your property, who will be one site anytime from 8 a.m. To 4:30 p.m. Monday through Friday. Twenty-four hour emergency service is available.
2. Association Managers will work with the Board or their designated committees to address day-to-day problems and projects including but not limited to:
1. Grounds (Grass Mowing and Shrub Trimming)
2. Tree Trimming
3. Chemical Application to Grounds
4. Swimming Pool (Cleaning and Chemicals) (if any)
5. Pump Operations (Pool and Irrigation) (if any)
6. Tennis courts, if any
7. Shuffle Board Courts, if any
8. Building repairs
9. Roofs
10. Siding
11. Stucco and Masonry
12. Painting
13. Plumbing
14. Electrical
15. Irrigation Systems (if any)
16. Paving and Sealcoating
17. Maintenance Personnel
18. Elevators (if any)

Keys-Caldwell personnel are NOT licensed contractors in the construction field and are not qualified to give final approval on renovation/restoration projects.

3. At the request of the Board of Directors, Keys-Caldwell (Association Manager) will obtain project bids.
4. Association Managers will encode payments of approved contracts per terms and compensation as agreed upon by the Board.
5. Association Management will enforce the Rules and Regulations and Documents per direction of the Board of Directors.

NOTE: Keys-Caldwell can tailor a program for any association, condominium, homeowners, cooperative or mobile home association, before or after turnover from the developer. If additional services are required, our basic rate will be adjusted.

All projects or meetings that exceed the ordinary maintenance or management of the Association will be billed at an hourly rate of $100 per hour per person.

Keys-Caldwell has regular office hours between 8:00AM to 5:00PM, Monday thru Friday. Our staff is dedicated to you on a full time basis.