Heil, Heil, Smart & Golee, LLC.

Company Description

At Heil, Heil, Smart & Golee, LLC., we have been managing property for more than 100
years. It is our commitment to combine our lasting integrity, which we have developed
for over one hundred years, and cutting-edge technology, which has allowed us to emerge
as a leader in community association management. You will find that we have both a
well-established presence and a commitment to growth in Chicago and its suburbs.

It is always a pleasure for us to meet associations like yours. It has been our experience
that each association is unique in the services it requires. Therefore, we work with
associations to custom tailor a management plan designed to meet their specific needs.
Because of this commitment to individual service, we cannot simply quote you a price.
Instead, we at HHS&G, always like to discuss an association’s management needs,
before we offer a proposal.

At HHS&G we are interested in meeting our client’s needs both today and tomorrow.
Therefore, our management strategy is to keep an eye on the future, while remaining
flexible enough to adapt to the present. Our goal is to develop a long-term relationship
with an association. We understand both the value of long-term planning and knowledge
of our customer’s immediate needs. Always an innovator, HHS&G has introduced many
innovations to community association management that have become the standard of the
industry. We are proud that we have set the standards that other firms use to measure
themselves by.

At Heil, Heil Smart & Golee, our Accounting Service Department can service all of the
accounting needs of your Association. Your Board of Directors can expect to receive a
financial statement on a monthly basis. Our Financial Management personnel can handle
any questions about your financial statements. This ensures that your financial questions
can always be answered quickly and handled properly.

In the 21st Century, the management of community associations has become more
complex than ever envisioned at its founding. HHS&G is committed to continually
improve our services by adapting new technology and new methods that have proven
effective. We believe that customer feedback is essential to being successful in
community association management.

Fred Rodriguez
Director of Property Management

Outline of Property Management Services

ADMINISTRATIVE SERVICES

HHS&G can arrange communications, manage documents, and coordinate administrative activities for your association.

Services include:

• Attending regularly scheduled Board of Director’s meetings as well as the annual meeting.
• Working with the Board of Directors to coordinate and facilitate meetings of the homeowners as well as the annual meeting.
• Preparing and distributing a management report to all board members at each regularly scheduled meeting that will summarize the activity at the property and propose action on Association concerns.
• Acting as a liaison between the board of directors and legal counsel.
• Assisting the Board of Directors in the enforcement of policies as set forth in the Association’s rules and regulations.
• Informing the Board of written complaints from homeowners and suggest remedies.
• Notifying the Board of Directors of neighborhood concerns and revisions to applicable laws and zoning codes.
• Facilitating the inspections of the municipality to ensure the building meets all required codes.
• Providing homeowners with the documents necessary for sales and refinancing.
• Sending a copy of appropriate Association correspondence to the Board President and to any other officers and/or committee members.

OPERATIONAL SERVICES

HHS&G can maintain the appearance, integrity, and general atmosphere of the building and common areas.

Operational Services include:

• Providing regular inspections and assistance in long range maintenance planning.
• Obtaining multiple proposals from contractors for major projects (i.e. roofing, façade studies, elevator maintenance, landscaping improvements, etc.).
• Negotiating contracts with vendors for services. HHS&G will always obtain the permission of the Board of Directors before entering into any contractual agreement on behalf of the association.
• Negotiating with utility providers.
• Supervising, hiring and dismissing Association employees.
• Hiring, inspecting and coordinating with outside contractors.
• Offering regular office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. Emergency answering service is available 24 hours a day, seven days a week.

WEB SITE AND ONLINE SERVICES

• Communicate better with your residents and save money by using The Messenger Service to send emails and even your newsletter.
• Utilize one central location to store information and community documents that is readily available for residents.
• Locate all community-specific information quickly and easily with the keyword All-Site Search.
• Automate redundant tasks and provide quick answers to frequently asked questions.
• Build Community involvement by increasing communication and getting more involvement from residents.
• Make the most of both volunteer and staff resources.
• Utilize multiple calendars for managers, boards and committees to schedule meetings, members to reserve facilities and even pay fees online for rentals.
• Customize forms such as meeting and event registration, work order requests and even dues and fees are all available and accessible anytime in the online management office.

OUTLINE OF FINANCIAL MANAGEMENT SERVICES

Our Accounting Service Department can service all of the accounting needs of your Association. This includes, but is not limited to, assessment collection, bill payment, bank account reconciliation, payroll, and financial statement preparation.

The Accounting Service Department will:

• Prepare and send to the Board of Directors, no later than the 15th of each month, a Monthly Property Analysis of Income and Expenses which includes:
  • An Accrual Balance Sheet
  • A Budget Comparison
  • A Statement of Homeowner Accounts
  • A Check Register
  • An Unpaid Bills Report
  • A Payroll Summary
• Provide financial statements in an accrual or a cash basis.
• Collect assessment payments and post them to individual homeowner’s accounts daily.
• At the beginning of each fiscal year, and after the Board of Directors has approved the Association’s budget, we will send a 12-month assessment payment coupon book to each homeowner or a homeowner can request the Electronic Fund Transfer (EFT) of assessments directly from their bank account.
• Assemble a complete set of financial records including a General Ledger in accordance with Generally Accepted Accounting Practices.
• Maintain Association funds in a separate operating account.
• Pay Association related expenses including utilities, contractors, suppliers, employees, etc.
• Charge Homeowners for required repair work in their units, violation fines, late fees, and any special assessments as determined by the Board of Directors.
• Work with a Certified Public Accounting firm to compile a year-end financial statement, and federal and state income tax returns.

CONTROLS AND PROCEDURES FOR ASSOCIATION FUNDS

To ensure the careful disbursement of Association funds, we employ a procedure that
involves five steps before we issue payment for any invoice:

1. Your Property Manager will review all invoices and submit them to our accounting department.
2. Our accounting department enters the invoice into our computer system.
3. Your Property Manager approves the invoice for payment after ensuring that there are sufficient funds in the operating account of your association.
4. Your Property Manager reviews and signs the appropriate check.
5. A corporate officer or the Director of Property Management reviews the check and invoices and issues a second signature. In order to ensure that all payments are handled correctly, all disbursements require two signatures.

Any participant in the above process may question the payment and return the bill to the on-site manager to investigate a concern about the bill.

CONCLUSION

If selected as your property management firm we feel that we can offer you the finest management in the industry. We continue to custom-tailor our services until we find the perfect fit for your Association, a fit that will allow both you and HHS&G to meet your goals. Because of our commitment to total customer satisfaction, we will not obligate your Association to a long-term contract. Our management agreement renews annually and includes a ninety-day termination clause, which can be exercised for any reason and without payment of any penalty. We include this clause because we believe that the management-client relationship should based on mutual satisfaction.