ADMINISTRATION:
- With the permission of our Boards, on an annual basis we send to our homeowners the homeowner/tenant registration information form. We also send this form to new owners. This information is updated regularly to include: mailing address, email address, and telephone numbers. All information goes online to our readily accessible “Resident Directory” report.
- We send correspondence to the homeowners, their registered tenants and property managers through email, fax or by mail.
- We are able to pull all reports by either the homeowner name or by their property address.
- We keep hard copies of records for two years at our office storage facility. Any hard copies of records older than two years are maintained at our gated storage facilities. All computer records are kept in our system, regardless of the age of the records.
- All records are boxed annually and stored at a storage facility leased by H&L Realty, accessible at all times. If your association already has a storage facility then the items can be stored there. We keep copies of the following files on hard drive and archive them by year in the computer:
- Meeting Minutes
- Meeting Agendas
- Newlsetters
- Budgets
- Contracts
- YARDI Financial Reports
- Violation Log
- Architectural Review Log
- Violation Letters/Correspondence
- Inspection Reports
