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HOLMES BEACH PROPERTY MANAGEMENT, LLC MANAGEMENT PLAN INDEX

HOLMES BEACH PROPERTY MANAGEMENT, LLC MANAGEMENT PLAN INDEX. I. Administration of the Association A. Officers and Responsibilities B. Meeting Schedules C. Board Member and Owner Communication D. Policy Development E. Documents, Rules & Regulations

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HOLMES BEACH PROPERTY MANAGEMENT, LLC MANAGEMENT PLAN INDEX

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  1. HOLMES BEACH PROPERTY MANAGEMENT, LLCMANAGEMENT PLAN INDEX I. Administration of the Association A. Officers and Responsibilities B. Meeting Schedules C. Board Member and Owner Communication D. Policy Development E. Documents, Rules & Regulations F. Committees G. Meeting Notices H. Minutes, Records & Correspondence I. Elections J. Asset Protection II. Property Maintenance A. Inspections B. Vendor Checklists C. Repairs D. Preventative Maintenance E. Competitive bidding, supervision, sign-off F. Services III. Fiscal Operations A. Operating Budget B. Maintenance Fees C. Reserves D. Special Assessments E. Reports F. Accounting Programs APPENDIX – Forms and Reports 1

  2. HOLMES BEACH PROPERTY MANAGEMENT, LLC I. Administration of the Association A. Board of Directors – Officers & Responsibilities 1. President a. Term of Office b. Duties and Responsibilities 2. Vice President (It is recommended that the VP role be one of assisting the president and preparing to assume president position) . a. Term of Office b. Duties and Responsibilities 3. Secretary a. Term of Office b. Duties and Responsibilities 4. Treasurer a. Term of Office b. Duties and Responsibilities B. Meeting Schedules 1. Annual Members Meeting 2. Organizational Board Meeting a. Election of Board Officers b. Set meeting dates c. Determine officer roles and responsibilities d. Association business 1 2 2

  3. HOLMES BEACH PROPERTY MANAGEMENT, LLC I. Administration of the Association – continued C. Board Member and Owner Communication 1. Telephone (including toll free 800 number), emergency beeper, fax, e-mail 2. Periodic Newsletter D. Policy Development E. Documents, Rules & Regulations F. Committees G. Meeting Notices H. Minutes, Records, & Correspondence 1. Minutes of all meetings are the responsibility of the management company, under the direction of the Association Secretary. Minutes may be recorded on audio tape, written or similar means, then transcribed to written form for official records and for reporting meeting results to owner members. Records to be kept at Holmes Beach Property Management office and available to all owners for review upon 24 hour notice, or upon demand for specific records or special circumstances. Requests for reproduction of records at $.25 per page. 2. Correspondence, reports, and other documents shall be produced by the management company, or from the direction of the Board of Directors. The management company shall have the authority to act as the agent for the Board and the Association, subject to the guidelines and limitations set by the Board. I. Elections 1. Elections for a position on the Board of Directors shall be held yearly, with some Directors holding office for more than one year as determined by the documents. The elections shall be held according to the documents and Florida State Statute guidelines. 2. The elected Board shall convene a meeting immediately after the Owners Annual Meeting, or shortly thereafter, and shall elect the Officer positions. 3

  4. HOLMES BEACH PROPERTY MANAGEMENT, LLC I. Administration of the Association – continued J. Asset Protection 1. Insurance – Review of all insurance policies for premium amounts, coverage sufficiency, deductible, and co-pays a. General Liability (Fire Policy) b. Flood Policy (FEMA) c. Windstorm d. Director and Officers Policy e. Fidelity Bond 2. Accounting, Audits, and Financial Programs a. Type of accounting program(s) b. Level of year-end audit (per documents, Board, and State Statute) c. Board and owner reports (monthly, etc.) d. Financial controls 3. Safety and Security Systems a. Fire, police b. Alarms and warning systems, phone monitors 4. Requirements of Documents, Local, State and Federal Regulations 5. Preventative Maintenance Programs a. Inventory b. Service and maintenance plan c. Warranty and repairs 4

  5. HOLMES BEACH PROPERTY MANAGEMENT, LLC II. Property Maintenance A. Inspections B. Vendor Checklists C. Repairs D. Preventative Maintenance E. Competitive Bidding, Supervision, Sign-off F. Services 1. Trash removal 2. Pool 3. Lawn & Garden 4. Security Systems 5. Pest Control 6. Elevators 7. Cleaning & Maintenance 8. Fire plans & Systems III. Fiscal Operations A. Operating Budget B. Maintenance Fees C. Reserves 1. Full 2. Partial 3. Waiver 5

  6. HOLMES BEACH PROPERTY MANAGEMENT, LLC III. Fiscal Operations - continued D. Special Assessments E. Reports Quarterly and Annual, Corporation Report F. Accounting Programs APPENDIX – FORMS AND REPORTS I. Sample of financial report: BOCAR Systems, RAMS II A. Budget Report B. Journal Report C. Income & Expense Explosion D. Owner Statement II. Monthly Property Inspection Report III. Elections Packet A. First Notice of Election B. Candidate Information Sheet C. Voting Certificate D. Proxy Form IV. Vendors and Services A. Information Form B. Maintenance Checklists (cleaning, pool, etc.) 6

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