HOA Property Management

Enforce the Governing Documents and all Board policies and notify the Board in writing of violations. 

Maintain all Association equipment, including snow blowers and vehicles, in proper working order. 

Supervise the Resident Managers and Relief Managers who shall personally perform as much of the landscaping, snow removal, and other physical labor as possible, consistent with their other less physical duties. 

1. Respond appropriately to correspondence. 

2. Establish, maintain, and update individual unit files and records as needed. 

3. Maintain and update Common Area files and records. 

4. Address any reasonable owner/occupant requests or issues per Board policies. 

5. Respond to phone calls/ text messages within 45 minutes. 

6. Respond to telephone calls and emails appropriately, including checking voicemails and emails at least every two hours from 8 a.m. to 5 p.m. daily. 

7. Maintain and update the “facilities book,” to include, without limitation, the locations of light and water times, hose bibs, water shutoff valves, propane valves, spa, and pool information. 

8. Establish and maintain a key log. 

9. Provide complaint forms furnished by the Board to owners/occupants, maintain a log of complaints, and deliver dated complaints to the Board member designated to receive them. 

10. Notify owners/occupants and the Board of violations of ordinances of the Town of Mammoth Lakes. 

11. Maintain on-site files for all Association Vendors and Rental unit contact information. 

12. Process invoices and payroll. 

13. Assist with budget and reserve study 

14. Project management. 

Maintenance and Repairs 

Supervise and ensure the Resident Manager and Relief Manager maintain and repair the following: 

1. Cleaning of all Common Areas to maintain an acceptable appearance, including the daily cleaning and restocking of bathrooms and the office, and the daily removal of trash from all Common Areas. All supplies will be purchased at the Association’s expense. 

2. Monitor pool systems and timers daily and clean pool and spa equipment areas. 

3. Clean laundry rooms, including wiping down all washing machines and dryers, emptying trash, and cleaning floors. Pull out washers/dryers twice a year and clean them behind them. 

4. Test and record pool and spa water chemistry information daily. Monitor pool and spa water temperatures. Set heater and pump timers. 

5. Check for safety hazards around pool and spa areas, including uneven pavements and broken glass. Notify the Board if a vendor is required. 

6. Ensure that the pool water surface does not freeze and that the circulating pumps operate frequently. 

7. Open and close the pool and spa area at established times using programmed locks. 

8. Minor Repairs – Service equipment per equipment requirements 

9. Contract for annual inspections per state requirements. Arrange the service of fire extinguishers and backflow preventers. 

10. Energy Management – Monitor temperatures of spas for safety and efficiency daily. 

11. Pool and Deck Areas – Empty trash, wipe tables and chairs daily; sweep the deck and clean furniture as needed. 

12. Vacuum common area hallways once a week on an agreed-upon day. Contract to shampoo hallway carpets once a year in the spring or early summer. 

13. Perform the maintenance of landscaping, plants, and foliage areas of the Project, which includes watering (accounting for appropriate water conservation measures and compliance with rules, regulations, and ordinances of the Mammoth Community Water District), clean-up, trimming, pruning, and fall staking of all plants and shrubs. 

14. Minor repairs and maintenance of all Common Areas and facilities as needed, including, without limitation, all doors, hardware, signage, walls, and trim (touchup painting) and light bulb replacement (light bulbs, parts, and equipment for repairs or replacement provided by the Association). 

15. Replace common area smoke detectors with 10-year smoke detectors as needed.. Check Common Area fire extinguishers yearly and coordinate service annually as required by the Mammoth Lakes FD. 

16. Perform services such as touch-up painting as needed. 

17. Make a daily inspection of the grounds to remove the trash, pinecones, pet waste, and debris, and sweep or blow walkways. The driveway and common area are to be swept or blown as needed when there is no snow on the ground. 

18. Service grounds to the extent required with the tools provided by the Association to keep the grounds in a neat and acceptable appearance. 

19. Seasonally adjust all-time clocks for common area lighting. 

20. Monitor Common Areas for potentially hazardous obstacles and objects such as ice, icicles, exposed electrical wires, pinecones, and other tripping hazards, and implement appropriate measures. 

Management shall supervise the Resident Manager and Relief Manager to ensure adequate snow removal, including: 

1. Operate hand snow blower, Bobcat/Skid steer, and other mechanical equipment provided by the association. 

2. Shovel all walkways, stairways, and pool decks as necessary during and following snowstorms. 

3. Reasonably mitigate all ice build-up as necessary and where able. Apply ice melt as appropriate. 

4. Secure snow removal contract. 

5. Observe snow and ice build-up on roofs and organize/supervise outside vendors when roof shoveling is required. 

Supervise and ensure the Resident Manager and Relief Manager maintain the security of the complex, including, but not limited to: 

1. Daily inspections of the grounds. Check the bear-proofing of the dumpsters. 

2. Control of parking areas. Vehicles must display parking passes. Unauthorized visitors and parked cars are to be notified. The owner of units with guests who do not display parking passes or have more than two vehicles is to be notified, as is the Board. 

3. Monitor security cameras and respond if needed to violations. 

Fall Season: 

1. Blow out all water from irrigation lines in anticipation of cold weather. 

2. Arrange to have all the chimneys swept annually by a third-party contractor. 

3. Install all snow stakes by mid-October or earlier, depending on the weather. 

4. Cut down all remaining growth in flower beds and tie off all young shrubs & trees to minimize damage before the onset of a permanent snow base. 

5. Prepare the pool for winter and install a winter pool cover. 

6. Store away picnic tables, barbeques, and games for the winter season. 

Winter Season: 

Snow removal and ice mitigation duties are described above. Such duties may be necessary for fall, winter, and spring. 

Spring Season: 

1. Remove all snow stakes by June 1st or earlier, depending on the weather. 

2. As the snow recedes, sweep/blow the parking lot to remove road gravel, dust, and debris, paying particular attention to the snow storage area. 

3. Prepare the landscape for summer by turning on, inspecting, and repairing the irrigation system as necessary. Backflow preventer inspection and repairs shall be done by a licensed 3rd party at the Association's expense. Remove twine from trees and shrubs. 

4. Perform the maintenance of landscaping, plants, and foliage areas of the Project, which includes watering (accounting for appropriate water conservation measures and compliance with rules, regulations, and ordinances of the Mammoth Community Water District), clean-up, trimming, pruning, and fall staking of all plants and shrubs. 

5. Remove the winter pool cover and store it until the fall. 

Summer Season: 

1. Pressure wash all decking, entryways, stairs, and staircases as needed after pollen. 

2. As needed, provide minor touch-up painting of all entryways, staircases, and siding. 

3. All flower beds/planters should be weeded once a week. An emphasis should be placed on the flower beds by each entryway, with flowers added and replaced as necessary. 

4. Meet with contractors and schedule maintenance projects, such as, without limitation, painting, heaters, chimneys, asphalt repair, water mains, roofs, and landscape issues. Once hired by the HOA and Board, oversee contractors’ activities and manage grounds during construction. 

5. Set up picnic tables, barbeques, and games for owners and guests to use. Maintain and fill propane as needed.