Oxygen Association Services offers an array of services for every community and budget need delivered to you by a professional, experienced and dedicated staff.

Financial, Management and Administrative

 

Financial

A rarity in community association management your association’s financial stability is closely monitored by a Certified Public Accountant (CPA) with over 10 years of community association experience. You will feel comfortable knowing your account is being monitored and maintained monthly according to general accounting principles, not just annually.

• Accounts Payable: verify and prepare invoices for online payment or by traditional bank check for board signature followed by mailing to vendors.
• Accounts Receivable: collect and deposit community maintenance assessments and/or special assessments including late charges and interest. Deposit miscellaneous income for gate cards, clubhouse rentals, application fees, etc.
• Reserves: automatic transfer from operating account to reserve account as per schedule established by the board of directors.
• Reminder Letters: timely mail initial and follow up late payment letters to delinquent owners as directed by the board of directors or governing documents.
• Attorney Preparation: prepare delinquent accounts for transfer to attorney for legal action.
• Delinquency List: provided monthly to board of directors including those transferred to attorney.
• Financial Statements: prepared monthly or quarterly as per management contract and to include:
  • Balance sheet
  • Income/Expense Report
  • Check Register 
  • Budget Comparison
  • General Ledger
  • Bank Reconciliation
• Budget Preparation: prepare preliminary annual budget for the board of directors and/or budget committee.
• Special Assessments: invoice, collect, deposit and monitor account status for timely or late payment.
• Annual Audit or Review: assist your independent accountant in the annual report to the community of your year-end financial status.

Management

Oxygen utilizes only licensed Community Association Managers (CAMS) to manage your association. Our staff is professionally educated and specifically trained to meet all your property management needs. Each professional CAM must participate in continuing education covering insurance, finances, legal updates, operation of the association’s physical property, human resources, etc. Duties include:

• Implement Board Policies: in collaboration with the board of directors insure policies and procedures are put into practice.
• Investigate Owner Complaints: using professional techniques investigate and bring owner complaints to a successful resolution.
• Governing Documents and Rules & Regulations: enforce community rules and regulations through education and issuance of violations. Advise the board of directors of pertinent legislative updates. Review and recommend amendment changes to the documents.
• Contract Bids: secure bids for property maintenance or improvement projects in accordance with board of directors, FS Chapter 718 (condo) and/or FS Chapter 720 (HOA) and the association’s governing document specifications.
• Vendor Qualifications: verify all vendors are properly licensed and insured prior to commencing any project.
• Property Inspection: make regular in depth proactive property maintenance inspections. Monitor and inspect vendor services.
• Work Orders: coordinate and track timely completion of work orders.
• Monthly Management Report: prepares a report summarizing the current month’s activities and future maintenance issues with recommendations.
• Supervise On-Site Staff: monitor on-site staff according to terms of management agreement.
• Agendas: prepare board meeting agendas and information packet for each board of director.
• Attendance at Board Meetings: attend up to 12 board of director meetings annually. Transcribe board meeting minutes, if requested.
• Annual Meetings: plan, prepare, and co-ordinate annual meeting in compliance with Florida statutes Chapter 718 (condo) or Chapter 720 (HOA) and the association’s governing documents.
• Annual Budget: assist in preparation of annual budget.
• Emergencies: respond and handle emergencies as per conditions of management agreement.

Administrative

Often referred to as “back-office” services, administrative services are an essential element to a successful community association. Our staff has extensive experience in handling all the administrative needs of your community.

• Telephone Calls: in a professional and courteous manner, receive and co-ordinate all telephone inquiries within 24 hours.
• Applications: coordinate and process resale and rental applications, architectural improvement applications, and clubhouse reservations to insure community requirements are met. Issue certificates of approval/disapproval for board of director signature.
• Estoppels: prepare documents to protect association interests at closing of unit/home sale.
• Correspondence: handle all incoming and outgoing official association mail including community mass mailings. Maintain appropriate files for all correspondence.
• Violations: issue violation and/or fining letters and provide notice to association manager.
• Annual Meeting and Election: prepare and mail correspondence related to the annual meeting and election in accordance with the time frames established by FS Chapter 718 (condo) and FS Chapter 720 (HOA) and/or the governing documents.
• Affidavits: research and prepare as necessary affidavits for meeting notices and estoppels.
• Forms: produce proxies and voting certificates in accordance with FS 718 (condo), FS 720 (HOA) and the governing documents unique to each association.
• Annual reports: timely file all information required for the annual corporate report.
• Notary: provides notary services at no additional charge to the association.
• Registered Agent: act as the registered agent for the association to receive all legal correspondence, if requested.