Pacific HOA Management

We are one of the largest property management companies in the Portland Metro area with offices in Portland, Vancouver and Longview. We currently manage over 1,800 units.

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Our Approach

We strive to maintain a flexible approach in managing your association. While community management is becoming more and more challenging, it is important to maintain a personal connection, and work closely with the Board of Directors to understand your individual needs.

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What We Offer

OUR PROFESSIONAL STAFF

All of our Community Managers and support staff are active members of the Community Association Institute. Our staff members regularly attend educational workshops, and either hold or are in the process of obtaining their Certified Manager of Community Associations (CMCA) designations.

Associations are subject to state laws governing non-profit corporations and homeowners associations. New laws are developed continually, and our staff is dedicated to keeping up to date with the latest legislation, codes, and tax rulings. We also have access to legal counsel to guide us through the more challenging aspects of these rules.

As the managing agent, Pacific HOA Management is responsible to perform the services described in the management agreement, and to provide counseling and advice to the Board of Directors. Each association is assigned a Community Manager, in addition to receiving collaborative assistance from all members of our Association Management department.

Your Community Manager will coordinate all aspects of the management, maintenance, and administrative duties provided in our agreement.

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We will collect monthly/annual dues and assessments, follow up on delinquencies, approve and pay all bills related to the property, and request Board approval for any unplanned maintenance invoices. We will create monthly financial reports for the Board, as well as prepare a proposed annual budget and year-end financial statement.

Homeowner Payments

Payments can be made online, or mailed to our secure, off-site lockbox. Homeowners can log into their online portal and set up recurring auto debits from their bank account or credit/debit card, as well as review their current balance and payment history.

Delinquent accounts are issued a 10-Day Notice from our office. Follow-up is performed in accordance with the Association’s collection policy.

Monthly Financial Statements

We use a modified accrual method for our reporting, so that statements are easy to read. Your Community Manager will review each monthly financial report before sending it to the Board. These are sent by email, and posted to the Board’s password-protected webpage. A typical report includes:

Delinquent accounts are issued a 10-Day Notice from our office. Follow-up is performed in accordance with the Association’s collection policy.

Profit and Loss/Budget Comparison Report
General Ledger
Balance Sheet
Accounts Receivable Summary – showing homeowner delinquency
Accounts Payable – showing any unpaid bills entered in system
Current Homeowner Roster Bank Reconciliation Summary
Bank Statements
Copies of paid invoices

Annual Budget

CPA and Audit Coordination

Corporate Filings

Vendor Management

Annual 1099 Reporting

FINANCIAL REPORTS

ADMINISTRATIVE

Meetings

Each year, Pacific HOA Management’s representatives will attend up to four regular Board meetings and one Annual meeting. We can attend additional meetings for an hourly charge upon request. We will send the required notices to all homeowners in advance.

We will coordinate and attend Annual Meetings, send notices and proxies to homeowners, and assist with the process of electing board members. Meeting minutes will be distributed to all homeowners and maintained on our website.

We will also prepare management reports containing recent maintenance activities, bid proposals, homeowner communications, architectural/home improvement requests, and delinquency correspondence, as well as other pertinent information for the Board. During each meeting we will create an action list of tasks to be undertaken by management

Insurance Certification and Renewal

Reserve Study Coordination

Architectural Review Requests

Welcome Packets

Lender and Realtor Requests for Information

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Newsletters

Website

COMMUNICATION

Enforcement of Bylaws And Rules and Regulations

An important function of the management company is to eliminate the Board of Directors’ responsibility for rules enforcement, by sending compliance notices through a neutral party. This can greatly ease tension among neighbors and maintain a professional atmosphere.

The Board will maintain complete authority with regard to implementing Bylaws and Rules enforcement. The Association Manager will send all violation notices and warnings to the homeowner, and follow up as appropriate, including the levy of fines when necessary.

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Property Site Visits

Compliance Inspections

Enforcement of the CC&Rs, Bylaws, Resolutions, and House rules is a fundamental responsibility of the Board of Directors. Per your contract we will perform these inspections as often as requested. Each individual residence will be evaluated for compliance, and violations will be documented with photographs.

Depending on the stage of the violation and the Association’s policy, we will send the owner a written notice describing the issue, citing the rule which was violated, and request that they report back to us within 10 calendar days, confirming the violation was cured. Further follow-up notices, and a levy of fines may become necessary. The board of directors will be notified of all reported violations.

PROPERTY SITE VISITS AND COMPLIANCE INSPECTIONS

MAINTENANCE AND PROJECT COORDINATION

We will coordinate all maintenance and improvement projects as requested by the Board of Directors. We will maintain a list of recurring projects and maintenance tasks throughout each year, and a summary of capital improvement projects approved by the Board.

Recurring maintenance.

Routine tasks that are performed at least once each year, as well as unanticipated repairs, will be scheduled and coordinated with vendors approved by the Board of Directors. We maintain a list of reliable and established vendors that we utilize on a regular basis. In the event of an emergency maintenance issue, we will dispatch an appropriate contractor from our list of preferred vendors.

Capital Projects

These are maintenance projects that are scheduled less than once per year, and are most often included in the Reserve Study. These are generally larger projects where we create a request for proposal to ensure that each vendor has the necessary information to provide an accurate proposal based on a specific scope of work. We will obtain and compare bids from multiple vendors and provide them to the Board for approval.

We will oversee the bidding and approval process, and coordinate all aspects of the project including notification of homeowners, meeting with vendors as necessary, and inspecting the results upon completion. Capital Project management is charged at an hourly rate.