Services

Private Residence Club offers a full range of services tailored to meet your specific Community needs. Our hands-on approach and attention to detail ensure quick reply to your phone calls and follow-up resolution to all problems. We take an active role in the day-to-day operations, assisting the Board of Directors, so their time can be used more effectively in decision making and setting policy.

PROTECTING YOUR INFORMATION

We are committed to ensuring the security of your personal information and in that regard we will review and upgrade our security systems on a regular basis. Access to your personal information will be limited to selected employees within our organization.
Where information must be provided to others, that information will be limited to that which is specifically required for a particular task. We will do our best to ensure that your information is accurate and up-to-date.
It is important that you contact us with changes to your information. Private Residence Club will only retain your personal information as long as is necessary, including updating. When we destroy the information, we will use safeguards to prevent unauthorized parties from gaining access to the information.

FINANCIAL ACCOUNTING AND REPORTING

Maintain official records and balance sheets for the Association. Provide reports for income/expense to budget variance and check register. Maintain separate operating and reserve bank accounts.Process accounts receivable and payable. Assist your CPA with year-end financial reporting and financial review, compilation and/or audit as needed.
Collections: Collect all fees. Process delinquencies using an aggressive 3-step process. Coordinate collection effort between Association’s attorney and Board.
Budgets: Prepare and assist with annual budgets and reserve studies as needed.

MAINTENANCE ON-SITE INSPECTION:

Perform periodic inspections to ensure compliance of covenants. Violations are processed by Administrative action. Competitive Bids: Provide competitive bids for repair or maintenance projects as requested by the Board and research economical alternatives. Negotiate pricing and award contract with approval from the Board. Meet with contractors during bidding process.
Contractor Supervision: Supervise on-site contractor personnel.
Schedule periodic inspections with contractor.
Conduct unannounced inspections for contractor compliance.
24-Hour Emergency Access: Provide 24-hour phone access for Association emergencies.

Administrative

Assist Board of Directors: Prepare meeting agendas, minutes, budgets, and financial and status reports. Assist in settling disputes. Follow-up on Board issues, actions and recommendations. Meeting Coordination: Notify all members of annual and special meetings. Prepare material for presentations and documents for annual meetings. Attend meetings as required. Covenants/Restrictions Enforcement: Work closely with your Architectural Review Committee to maintain community standards per governing documents. Provide written notification and computer tracking of infractions. Provide assistance to Association’s attorney in litigation proceedings. Other Administrative Services: Yearly review of Association’s Insurance portfolio. Provide up-to-date Educational Information on covenants and changes to Texas Statues. Welcome new residents with information packet. Provide liaison for good relations between Association and local government officials. Represent the Association in developer turnover and transition. Provide assistance in Special Committee Formation, special events and new community programs.

Developer Services Start-up

Review site plan and Association documents for compliance. Prepare operating budget and provide turnover services.