Frequently Asked Questions and Answers for First Coast's Role in Association Management Proposals

Property Management Services Provided

Who From First Coast Will Attend The Monthly Board Meeting?

Typically, the property manager will attend one Board Meeting per month and the annual membership meeting. However, depending on the size and needs of the community, meetings can be scheduled more or less frequently to accommodate individual association needs.

Does Our Association Have To Take The Minutes Of The Meeting?

First Coast will arrange for transcription of minutes.

From Our Clients

WOW! The landscaping is always so beautiful. Everyone there is great, and your hard work does not go unnoticed. Thank You!

Homeowner

From Our Clients

Thank you again for running the Board meetings efficiently and keeping things flowing. I truly appreciate all that you do for us!

Board Member

From our Clients

Thank you for your proactive guidance and leadership for the HOA Board and Community. I’m most pleased with your responsiveness and knowledgeable advice to all of us.

Board Member

From our Clients

Thank you for providing a beautiful, and wonderful place to live! You and your staff have continually done an outstanding job.

Homeowner

From our Clients

Thank you for your proactive leadership and responsiveness when we have a question or issue. I am grateful for your work and am proud to be counted among you.

Board Member

From our Clients

Your company does a tremendous job in managing our property and leading the Board in its decision making. I highly recommend First Coast Association Management.

Board Member

From our Clients

Great management company! Very prompt and professional. Always a pleasure to work with!

Board Member

From our Clients

Super helpful and knowledgeable staff! They are very responsive to my calls and emails and always willing to help. FCAM is a great choice for your property management needs!

Homeowner

From our Clients

We changed to First Coast from another management company. They did everything they promised and more! That is so rare these days.

Board President

Who Is Responsible For Attendance At Annual Meetings And Proper Notification Of Meetings As Required By Florida Statutes And Governing Documents?

Your First Coast Property Manager will notice annual meetings in accordance with Association documents and Florida Statutes and will attend and facilitate Annual membership Meetings and any associated elections.

What Are The Parameters For Property Inspections?

First Coast will inspect the Common Property, which is to be maintained by the Association under the Declaration, Articles or By-laws, to be maintained according to the standards acceptable by the Association, subject to limitations imposed by the budget. The Agent shall inspect the Community at often as necessary to assure that all maintenance is being performed in a timely, satisfactory manner.

What Is The Process For Reporting Non-Compliance Property Related Issues?

Your First Coast Property Manager will send notice of non-compliance to homeowners as required following their property inspections and will also send notice upon notification of a documented or confirmed violation from a Board or Association member.

What System Is Used To Keep Track Of Violations And Notices?

At First Coast we use an automated tracking software for our industry TOPS Violation Tracking System.

What Is The Communication Process Between First Coast And Our Board Of Directors?

The Board may communicate with the management office via written correspondence, phone, fax and e-mail. Every reasonable effort will be made by the management company to respond within 24 hours of such communication.

What Is The Communication Procedure With Homeowners Regarding Complaints?

First Coast will maintain business-like relations with persons or entities subject to the Declaration whose service requests shall be received and completed or, after reasonable investigation, be reported to the Board with appropriate recommendations. If a complaint required legal assistance to secure its resolution, the Board will be so informed and the Agent will take no further action until or unless the Board so authorizes.

How Does First Coast Manage And Select Its Contractors And Vendors?

First Coast will investigate, hire, contract with and supervise such personnel and independent contractors as the Agent deems necessary to properly maintain and operate the Community as well as the Common Property in the manner more fully specified in the Documents. In choosing independent contractors, the Agent will make every reasonable effort to obtain three written qualified proposals for any contract over $5,000.00, the final approval of which will come from the Board. The agent will require all independent contractors performing services for the Community to maintain workman's compensation, general liability and property damage insurance coverage.

How Does Our Association Manager Work With Different Committees Within The Community?

The Property Manager will assist the committees in performing their duties as outlined in the individual committee charters and will assist with the development of committee charters as necessary. Your First Coast Manager will also act as liaison between committees and Board of Directors.

Who Will Handle The Clubhouse Reservations And Rentals?

First Coast will administer clubhouse reservations for an additional fee to be mutually agreed upon by the Board and First Coast. There is no fee if this service is administered by on-site Association personnel.

What Is The Approximate Turnaround Timeframe For Transfer Of Records?

First Coast seeks to transfer records within 30 days.


Outside Service Personnel

Can Our Association Hire Maintenance And Other Personnel Through Your Company?

First Coast will hire such personnel directly, with the approval of and at the expense of the Association, subject however to budgetary limitations established by the Board. The cost of such personnel is equal to that employee's compensation and benefits and the Agent's overhead attributable directly to that Association's business. The compensation, benefits and expenses of such personnel are to be reimbursed by the Association to First Coast.


Accounting Services

What Is First Coast's Accounting Program?

We use TOPS Software, which is the most widely used solution for the association management industry.

Are Financial Statements Produced On An Accrual Basis?

YES

Do Owners Receive Coupons?

YES, Owners are mailed coupons or statements to submit with their regular payments.

Do You Offer Direct Deposit?

YES, the Bank offers owners automatic withdrawals for regular payment dues.

What Bank Do You Use?

Truist Bank (Formerly BB & T) - They provide specialized services to associations including a lockbox system where owner payments are posted directly to their accounts on the TOPS Software.

What Is First Coast's Payment Process In Terms Of Number Of Times Per Month Bills Are Paid?

Every week or more often if required.

When Can Our Association Expect Our Monthly Financial Reports Available For Board Review?

15th – 20th of following month

What Is Your Procedure For Preparation Of Taxes And Yearly Audits?

First Coast, at the direction of the Board, shall contract for the preparation of the tax returns and for an audit or review when required by law at the Association’s expense.

What Is First Coast's Delinquent Collections Process?

First Coast follows a standard collection policy or the policy adopted by the Association. Appropriate follow up is made on delinquent accounts including sending invoices, warning letters, and statutorily required notices prior to filing liens, and then liens are placed by an outside attorney on the delinquent owner’s property.

How Does First Coast Prepare For The Budgeting Process?

A proposed budget with supporting assumptions will be presented to the Board for review, required revisions, if any, and adoption.

How Does First Coast Budget For Replacement Reserves Or Provide Recommendations For Such?

First Coast will contract, at the direction of the board and expense of the association, with a company who specializes in providing Reserve Studies on behalf of the Association. Following a completed and approved study, First Coast will facilitate the appropriate transfers from the operating account to the reserve account based on recommendations of the study.