CONDOMINIUM ADMINISTRATION SERVICES
Castle Inc. provides condominium administration and management services for corporation’s and owners to drive productivity across a wide variety of operational fronts. The services we provide streamline systems and create a routine methodology for handling condominium affairs.
Monthly Board Meeting
Your Property Manager will attend the monthly Board meeting.
- Documentation - The necessary resources will be available for the Board meeting, including: notices, nomination forms, proxies, mail ballots and other appropriate papers as required.
- Communications- General correspondence will be prepared dealing with routine operational matters between the Corporation and Owners, contractors, agents, government officials, or other entities. Additionally, the distribution of notices required by the Corporation will be arranged, including but not limited to Notice of Annual Meetings, and Notice of Elections.
Complaints and Rules Administration
A computerized complaint tracking program will be implemented and updated daily with complaints from the Corporation, and activities related to the resolution of each complaint will also be noted. Assistance will be provided to the Corporation in the modification and/or development of the rules, regulations, and architectural review guidelines.
Insurance Administration
Support will be provided to the Corporation to implement the required insurance by a qualified insurance agent. All incidents which may result in an insurance claim will be noted and reported to the insurance agent.
Owner Meeting Attendance
One Annual Owner’s meeting will be attended.
- Documentation - The necessary materials will be prepared for the annual Member’s meeting. These include notices, nomination forms, proxies, mail ballots and other appropriate documentation which are required to support the meetings. If eligible by Florida Statutes, the Association shall conduct all elections and voting activity online with a qualified, reputable, and licensed vendor.
Monthly Management Report
One Monthly Management Report will be prepared in an organized format to enable the Corporation’s understanding of events of the past and upcoming month, and will highlight those items where the Corporation is required to make a decision. The Monthly Management Report is categorized into the following components:
- Meeting Agenda
- Executive Summary
- Financial Statements
- Correspondence
- Operations Report
- Contract Specifications and Bidding
- Community Inspection
- Complaints and Rules Administration Report
- Maintenance Request Processing
Policy Development
The Corporation will be kept abreast of applicable legislation, insurance, financial practices, court decisions, or tax rulings, etc. pertaining to residential condominiums. The Corporation will be supported in the development of resolutions to address important administrative and policy matters; and offered advice regarding governing processes and responsibilities.
Professional Services
The Corporation will outsource repair, maintenance and upgrades and will have exclusive access to leading professionals and services include qualified, reputable, and licensed professionals in the following fields: attorney’s, accounting, insurance, banking, investment, information technology consulting, and website design and development.
Record Keeping
Corporation records including contracts, Member communications, public agency filings, financial information, insurance policies, resolutions, and legal documents in paper hard copy or computerized data format will be stored and backed up in a remote location.
Transition Services
Transition from one Owner to another may required the following:
- Background Check
- Corporation Application
- Questionnaire
- Estoppel Certificate Letter
- Transfer & Orientation
During this period, Owners are informed of the Corporation By-laws, Rules & Regulations, and other appropriate documents prior to taking possession of their new residence.
Administrative Support
The Association shall be provided services and supplies up to the sum two hundred fifty ($250.00) (“Administrative Support”). Administrative Support shall include but not be limited to:
- Photocopying
- Faxes
- Postage and courier
- Long distance phone calls
- Assessment and special assessment coupons and statements
- Record storage and retrieval costs
- Corporation cheques
Legal Coordination
Account information will be prepared to assist the Corporation’s attorney in any litigation. In the event a court appearance with the Association’s attorney is required, a maximum of fifteen (10) hours (Billable Legal Hours) will be provided per annum.
Member Meeting Minutes
Minutes for the annual Member’s meeting will be recorded and filed.
Board Meeting Minutes
Minutes for the monthly Board of Directors meeting will be recorded and filed.
Records Transfer
At the request of the Corporation one (1) Records Transfer shall be completed to a designated party.
Online Website Creation and Management
The Corporation will be provided a fully functional website for the community that will include features such as
- Address Book
- Amenities
- Announcements
- Boards & Committees
- Classifieds
- Documents and Forms
- E-mail Bulletins
- Events Calendar
- Message Boards
- Surveys and Voting