TRINITY HOA
MANAGEMENT

Whether you are establishing a board of directors for a new Homeowner Association or considering a replacement for your current property management firm, Trinity has a full range of hands on, professional services to address your requirements. At the highest level, Trinity views its job as making HOA boards more efficient and effective and to make the officer’s, board members, and volunteer’s jobs as easy and enjoyable as possible.

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Trinity recognizes that HOA Boards and their properties aren’t all alike. Board members have different levels of knowledge and experience and availability of time. Their property may be relatively new requiring minimal attention or they may be more mature and require extensive maintenance. Homeowners may be young or older, active or disinterested. The association may be financially strong or require corrective action to address current expenses and future needs. In each unique situation, Trinity will listen to the HOA board members, learn and understand their situation, and tailor a service package to fit their specific needs.

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Trinity Services provides hands-on professional services for homeowners associations. Our services incorporate the Trinity core values of trust, transparency, respect, simplicity and customer service. Our values are preserved through the team members and pooled with the community leadership.

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Association Services:

In addition to complete Association services of Covenant/rules enforcement, board meetings & annual meeting coordination and attendance, your board and homeowners will benefit from/experience:

• Transparency– Experienced property manager knowledgeable of HOA governing documents

• Communication between your HOA board and Trinity Manager

• Easy to use accounting software system for Officers & Directors

• Clear, well-defined business processes and access to information

• Three bid process for projects and services based on well-written RFPs

• Timely follow-thru on all requests 

• On-site visits

• The ability of residents and suppliers to understand the project scope and status

• Property managers who are professional, knowledgeable, & accessible​​​

• Use of technology to allow the staff members to access information anywhere and to encourage direct communication.  

 

Boards of Directors Services: 

• Facilitate board meetings - Based on preference of the Board

• Prepare board packets

• Attend meetings as requested

• Minute preparation for review and approval by the Board

• Facilitate annual owner meetings 

• Prepare annual meeting packets and mailer

• Calendar Updates and Communications from the Board

• Document Storage available to the Board and Members

• Action lists on the portal for project tracking

• Board Training and Development

• Consulting and Project Management

• The goal is to lessen the load for the Board of Directors

• Assist with legal matters involving governing document amendments, policy changes, etc. 

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Accounting/Financial management

• Deposit of assessments - Performed via lockbox at the Bank, but also able to deposit through our offices. 

• Online payment options for member payments. 

• Delinquency Management - Follow the collection policy and charge the appropriate fees 

• Lien management - Usually referred to the Attorney

• Coordinate with collection companies and /or Attorneys to resolve delinquencies

• Association accounting & record keeping

• Monthly financial reporting  includes bank reconciliation and bank statements for full transparency

• Dues collection & delinquency management done monthly and reported with the financials

• Special Assessment Billing and Collections

• Timely vendor payment management - EFT, Checks - Payments are processed weekly. 

• Budget preparation - Delivered before October

• Reserve study recommendations

• Tax return & audit - Based on Board's request - Not included as a contracted service.

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Administration

• Client services center

• 24/7 Emergency response

• Work order processing and monitoring

• Design Review processing - We are able to review, approve and work with the committees

• Homeowner Mailings, Eblasts and Text Blasts - Based on preference

• Contractor Liaison - Monitor insurance for the contractors 

• Insurance Company Liaison for the communities

• Bid Requests for Services

• Access Control Management - Able to program the gates and control systems

• Updated Member list available to the board members 

• Secretary of State Reporting/DORA Reporting

• Client services

• Document Library and Calendar maintenance for amenities and the community. 

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Inspections/Compliance

• Perform site inspections as contracted

• Photographic documentation taken and stored for historical purposes 

• Site Inspection Report to Boards as a part of the Board Packet - Available online as well

• Covenant enforcement letters that can be customized for each community

• Latest technology software streamlines process

• Activity reports/logs

• Contractor monitoring and consolidate your operations on one powerful platform

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Other

• Communication - We strive to answer the phone when it rings and share what we know 

• Legislation Involvement - Monitor the legislative activities and plan accordingly. 

• Education - Our staff holds their respective designations and attends CE classes in multiple states. This also allows for ideas to be shared amongst the different offices. 

• Resident Services - We respect that all residents need to be heard and will gladly try to reach a resolution 

• Financial Management - Accounting firm delivers the financials timely and accurately

• Vendor Management - Willing to work with anyone as the Board hires the contractors. 

• Board Meeting Management - Will support the wishes of the Board

• Collection Services - Will use whomever the Board has hired for collection and escalating violations. 

• Tax and Audit - Will assist to refer the HOA to an Accounting firm that may perform those services. 

• Web and Mobile Technology - Easy to access information, able to support websites and pages

• Architectural Control - Quickly allows applications to be completed and voted on. 

• Facilitate board members conversations for clarity and historical perspectives (or according to governing docs)

• Surveys and Ballots available through the software - This allows for ideas to flow and for immediate input to be given. 

• Attend and offer recommendations during meetings when asked

• Provide guidance to complete tasks

• Flexible Service Packages - Based on the expectations and needs of the Board and the community.