PDS creates custom-tailored management services in order to provide your community with a unique, proactive and knowledgeable Community Management Team. This allows the Community Manager the ability to spend additional time on property, meeting with vendors, completing inspections, landscape reports, etc.

Scope of Services:

• The PDS Management Team shall fulfill all stipulated responsibilities in the contract including any additional direction from the elected Board Members as the Governing Body of the Association.
  
  
• The PDS Management Team will oversee the management of all assets of the community including common areas, recreation sites, club houses, playgrounds and will recommend only licensed, insured vendors for any projects or on-going work being done in the community.
  
  
• Firm, Flexible and Fair CC& R Compliance which requires everyone on the Management Team to be knowledgeable of all Community governing documents. Physical inspections of community will be done on a weekly basis in order to maintain a consistent standard of compliance. During the site inspections, meetings with various vendors employed by Association are held as well as performance inspections of landscape maintenance of the common areas, etc. in order to produce accurate, detailed reports for the Board of Directors.
  
  
• The PDS Management Team will attend all necessary Board Meetings, Architectural meetings, landscape meetings, etc. as directed by the Board of Directors and stipulated in the management contract. The team will make arrangements for these meetings as well as send out notices, post notices or whatever is required by Community Governing Documents and by the direction of the Board Members. Management will prepare all Board Packets; ensure that Minutes are accurate, up to date and available to the website as well as any other pertinent news and information about the Community or upcoming events.
  
  
• The PDS Management Team will oversee the maintenance of all community records including lot files, master documents, maps, contracts, insurance policies and any and all pertinent records.

With PDS, knowledgeable and seasoned HOA accountants save the HOA Board and community time and money. Our responsible HOA financial reporting provides HOA boards with fully transparent and easy-to-understand account reporting.

• Provide a monthly financial report with all supporting documentation and any additional reports for any budget variances.
  
  
• Collect and administer all Association's funds. After the Community Manager and/or Board of Directors approve and code the vendor's invoices, the accounting department prepares payment from the Association's operating account. A list of paid invoices are included with the financial statement.
  
  
• Prepare year end financials and arrange for an approved CPA firm to perform a yearly review, compilation or audit and to ensure that all tax and corporate filings are filed in a timely manner.
  
  
• Prepare preliminary annual budget for review no later than 90 days before end of fiscal year.
  
  
• Per Association’s Collection Policy, PDS will proceed with all actions to collect debt from any homeowner with delinquent assessments or any other outstanding matter regarding funds owed to the Association.
  
  
• Process all resales with all transfer and disclosure information

PDS prides itself on providing top of the line support and customer service to all of the communities we manage. We offer extended office hours for the convenience of our customers. We are open Monday-Thursday 7am until 6pm and Friday from 8:30am to 3pm.

Every call is important to us! We introduced “The PDS Solution Hotline”, where no call goes un-answered!.

Call our office any time during 8am - 6pm (Mon-Thu) and 8:30am-3pm (Fri), and you will always reach a live person.

Support your Community Will Receive:

• PDS Solution Hotline where all calls are answered by professional community managers and experienced support staff, not an answering service or call center. Every effort is made to answer all the homeowner’s questions LIVE. No need for playing the “phone tag” game.
  
  
• PDS Instant Answers - Live chat on the internet. Homeowners can visit our website and “chat” with a live person who can assist them with any questions.
  
  
• PDS Board Training – Free Board training held regularly at our offices covering current relevant HOA and Legal topics.

Staying connected to your community has never been easier with news articles & announcements, event calendars, photo galleries, classifieds, and more!

Our online services will help you instantly, efficiently, and economically:

• Distribute association information and documents
• Target and send group emails and mailings
• Collect resident information and requests
• Collect assessment payments and fees
• Support resident self-service and access to information
• Optimize use of volunteer time and resources
• Provide education on procedures and rules

Our professional PDS Transition Team will make the move from your former management company to ours a smooth process. With many years of experience, we can assure your community that this can happen with a minimum of disruption. Immediately after receiving the executed contract, the Transition Team will request all of the data related to the Association. Our online services will help instantly, efficiently, and economically:

• The systematic and efficient transition process ensures that all HOA documents and accounts are transferred accurately and on-time, and reduces the time needed to update and transfer all HOA accounts and reserve funds. All new bank accounts are opened immediately and the reconciliation of all financial records begins.
  
  
• Our secure document procedures eliminate identity theft and keep HOA documents confidential and private. All homeowner files are scanned into our system immediately and every file is completely reviewed.
  
  
• The real-time transition system provides HOA board members with up-to-date information throughout each stage of the transition process.
  
  
• All vendors are contacted with PDS information and entered into our system. All Corporate records are updated with the Corporation Commission to reflect new management company and statutory agent information.
  
  
• The Board of Directors will meet with the PDS Transition Team every 30 days for 90 days to make sure that all systems and records are in place and functioning smoothly and to answer any questions or concerns. Clear and open communication is our Priority!

Board Members are to be congratulated for volunteering their time and commitment to their community. We commend you for your dedication and the promise of the PDS Management Team is to support you to make your job as easy and at the same time, effective as possible. We want to encourage you to pursue the classes offered at our office and many other organizations in town. Education is the key to being a confident, successful HOA Board member. We offer a variety of topics in our FREE Board training seminars held in our office. We can also customize training for your Board before or after a Board Meeting at your location:

• How to Conduct Effective Board Meetings
• Understanding your community’s financial reports and budget
• The latest legal updates and pending legislature and how it can impact your Association
• What are Roger’s Rules and why do we use them?
• Correct procedures for making resolutions, establishing rules and guidelines
• How to deal with conflict on the Board or in the community

We are passionate about providing our Board Members with the best tools available in order to serve your communities with dedication and wisdom.