• ASSESSMENT BILLING - We will take care of the billing of homeowner’s assessments. We offer the billing of annual coupons, which saves the Association the cost of a monthly billing. If a homeowner is delinquent or has a special assessment, a supplemental bill will be sent. Monthly billing to the Association is provided upon request.
• ASSESSMENT COLLECTION - The collection of assessments are handled through a lockbox service with an FDIC insured bank that specializes in homeowner associations.
• ACCOUNTS PAYABLE - Our accounting department pays the association bills a minimum of twice per month. The Board Treasurer will receive the checks along with a copy of each of the vendor’s invoices and a detailed accounting transaction report of the enclosed checks. The manager will countersign the checks upon request of the Board.
• BOARD/VENDOR/HOMEOWNER INTERACTION –The Association Manager will act as a liaison between the Board, the Vendors, and the Homeowners. GCAM will assist the homeowners with their questions or requests and relay the information to the Board. We will monitor the vendors and instruct them of the Board’s directions. The Board’s personal information is always kept private and will not be given to any homeowner or vendor.

Meeting Attendance

The Association Manager will prepare a Board packet and provide it to the Board at least three days prior to the meeting. The packet consists of the following information:

• CONVERSATION LOG – All the conversations from the owners or residents throughout the previous month. Included is the date, a brief synopsis, and status of the conversation.
• VIOLATION LOG – The manager will perform a monthly walk through to enforce the rules and regulations established by the homeowner’s association and issue violation letters as a result of the walk through. A log is then created to track the violation letters and status, which consist of the date, nature, and status of violation. Common area deficiencies will also be noted and reported to the proper vendor for repairs. All of the letters contain the legal requirements, as required by the Civil Code.
• ARCHITECTURAL REQUESTS AND RESPONSES – The Association Manager will collect all the Architectural Responses for the Board or Architectural Committee and provide in the packet. Due to time limits in the Covenants, Conditions, and Restrictions, the Manager may contact a Board member before a meeting to expedite the process.
• COMPETITIVE BIDS – The Association Manager will obtain at least three competitive bids from licensed, insured contractors. The vendor’s workman’s compensation and/or general liability insurance will be kept in house for verification.
• CORRESPONDENCE WITH VENDORS – GCAM will supervise Association employees, if any, and the scheduling of subcontractors responsible for the servicing, maintenance and/or repair of Association equipment, property or amenities.
• CORRESPONDENCE WITH HOMEOWNERS – Every letter received in our office gets date stamped and reviewed prior to the Board meeting. All letters are placed in the packet for the Board to review. Some correspondence needing an immediate response is handled by the Association Manager or channeled to the proper employee.
• MASTER ASSOCIATION CALENDAR – We have found this is beneficial to the Board to list the dates of all meetings, major repairs as listed on the Reserve Study, and legal mailing requirements as listed in the Civil Code.
• AGED ACCOUNTING – An Aged Accounting report is provided monthly showing the owners that are delinquent or have a past due on their account.

24 Hour Emergency Response System

GCAM always has a Manager on call 24 hours a day, 7 days a week. If an emergency arises and a phone call is made to GCAM, the caller has the option to phone a Manager. There is no answering service; a Manager will always be available for emergencies.

Conference Room

If your association does not have a location to meet, we have a conference room for Board & Special Meetings (annual, budget, interviewing vendors, etc.) in Newbury Park. There is no charge for this room.