Grapevine Property Services

Company Description

Grapevine Property Services was established by Tom Johnson in 2002. As a licensed contractor, TJ has worked with Common Interest Developments (CID’s) in the Bay Area for more than eight years and brings 25 years experience in administration of non-profit corporations to the table.

GPS has earned a reputation for excellent communication, service and procedure based on a team of individuals who are organized and willing to roll up their sleeves to get the job done.

HOA Management Services

• Organize and facilitate annual and special meetings of the membership.
• Attend Board of Director meetings, take minutes, coordinate and provide agenda.
• Provide a central location for suggestions, complaints and information.
• Assist in the scheduling of repairs in a non-supervisory roll.
• Liaison for the Board regarding contacts in our office with landscaping, insurance, vendors, homeowners, on-site personnel, contractors, pool personnel, complaints, improvement, attorney, etc.
• Provide and update of new California statutory laws affecting common interest development to the Board.
• Review and approve bills before payment.
• Work closely with Board of Directors in annual budget preparation.
• Keep files updated.
• Supply owners, real estate agents and lenders with necessary information regarding the sale or re-finance of a property.
• Welcome baskets to new owners providing pertinent information regarding the Association and local gifts/coupons.
• Write letters, send monthly or quarterly newsletters and provide and evaluate monthly financial reports.
• Share experiences of other Associations with Board Members to avoid future problems.

Secretarial Services

• Correspondence and communication via telephone, email, newsletters, website.
• Incoming mail sorting and outgoing mail to Post Office, Express and UPS mail.
• All correspondence to Board Members with copies to all necessary persons.
• Screening and forwarding calls to proper personnel.
• Taking and recording messages.
• Produce work orders and purchase orders.
• Responsible for Will-Call.
• Copy, fax and postage back charging.
• Maintain mailing lists of owners and absentee owners.
• Fax machine and email available for related receiving or sending.

Maintenance Services

• Emergency calls for security.
• Coordination of repair and maintenance needs including contracting appropriate service personnel.
• Oversight of major component replacement.
• Collection of bids, management review and recommendation to Board of Directors.
• 24-Hour emergency service line.

Accounting Department Services

• Bank deposits.
• Receive assessments.
• Record all receivables.
• Record of delinquent assessments.
• Record of Liens and Satisfactions.
• Preparation of checks for signing by Board.
• Pay bills.
• Keep all paid invoices properly filed.
• Bill developers.
• Respond to all Title companies regarding accounts.
• Prepare monthly financial reports.
• Meetings with CPA to cooperate with the same rules and regulations for taxes and annual reports.
• Available for all homeowners to check their individual accounts.
• Online auto-payment through First Bank available.
• Deposit and keep records of all reserve accounts.
• Transfer funds from reserve to operating accounts, as directed by the Board.
• Reconcile all accounts on a regular basis.
• Payroll for Association, including tax deposits, Workers Compensation, etc.

Account Services

• Review monthly account receivables.
• Insure payments are made and that each is the correct amount.
• Correspond with owners regarding their assessments.
• Notify owners of intent to Lien.
• Record Liens and Satisfactions.
• Keep Board of Directors apprised of the status of delinquent members.
• Send and monitor seriously delinquent owners to the Association’s attorney or collection agency.
• Attend all Board meetings when requested to explain Associations rights with respect to collection of delinquencies.

Central Communication Center

• Storage of all current files (offsite historic file storage available at additional cost.
• Conference room for meetings.
• Official location for all public departments such as fire, police, insurance agents and health departments.
• Official location for all vendors, landscapers, pool companies, insurance agents, water and power companies, etc.
• Official location of agent service for the Association (i.e. taxes and litigation.