Overview

HOA OVERVIEW

Mill House HOA offers complete property management services, including accounting, for single-family homes, townhomes & condos.

Day-to-Day Operations

 

  • Assist with coordination of Board of Directors meetings and HOA general meetings
  • Manager will attend up to 2 regular board meetings per year upon request, and will provide all necessary correspondence in the form of a Board Packet that corresponds with the ongoing issues and the agenda of the meeting
  • Prepare and post Meeting Minutes for Association meetings (minutes supplied by HOA)
  • Assist the Association with establishing rules and regulations as needed
  • Help enforce the Association’s Covenants, Conditions, And Restrictions (CC&R)
  • Assist with legal services against non-payers
  • Handle homeowner complaints and assist to resolve conflicts
  • Schedule necessary maintenance and upkeep to maintain the property

 

Financials & Accounting

  • Collect all association dues, special assessments, and fees
  • Excess funds deposited into an operating account opened and maintained by HOA
  • Payment of HOA bills on a monthly recurring basis. (ex: utilities, vendors)
  • Enforcement of Association’s Delinquency and Collection Policy up to passing an account to a lawyer to begin the lien process (Cost of lien filing, attorney if needed and procedures are an HOA expense)
  • We maintain internal accounting for the Association
  • We provide monthly owner statements, including 24/7 online access to statements
  • We will assist the Board of Directors with preparing a budget for the upcoming fiscal year, as well as a capital expense plan and P&L projection as needed

Administrative Services

  • Record Keeping: We will maintain full corporate records including insurance, tax returns, reviews and secretary of state filings, paid bills, accounts receivable, accounts payable, cancelled checks, board resolutions, and meeting minutes as supplied by HOA.
  • Escrow: Manager will provide escrow with up to date account balances for the unit being sold and will manage the transition of information regarding buyer and seller for the Association’s records (Manager will charge a transfer fee for this service), in addition manager may provide all necessary certifications and governing documents to escrow at the sole cost of the selling owner.
  • Other: Examples might be collecting information from owners regarding Architectural Review Committee requirements 
  • Vendors & Employees: We will oversee and direct contracted vendors of the Association as directed by the Board. Manager will assist in evaluating performance and value of these vendors from time to time. Manager will hire and continue to use vendors based on performance.
  • Project Quotes: We will obtain quotes for contracts or special projects as needed by the Association. We advise to use only licensed, bonded, and insured vendors with proven track records.
  • Maintenance Emergencies: We will provide a call service for maintenance emergencies (Service fee, cost of vendors required to service the property will be billed to Association at their respective rates).
Our office is located at 1720 East Franklin Street in Chapel Hill, NC. The office is staffed Monday through Friday from 10am to 5pm. Additionally, we have a 24-hour answering service for any after-hours calls. We respond to all emergency calls promptly, never taking longer than 15-20 minutes to arrive on the scene of an emergency.

We provide cutting edge technology for HOA management via Appfolio, including applications for iPhones & Android phones. Also, we never charge extra for any of this technology, as we include it in our base contract rates.

If your organization is interested in our services, please Mill House HOA for a no obligation quote!
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