Summary of CAM Duties

Summary:

Managing the day-to-day activities of the community’s Property Owners’ Association (POA) to ensure that federal, state and local guidelines/statutes are being followed.  Perform regular property inspections and coordinate the maintenance and repair to maintain the association common property; work closely and effectively with the Board of Directors; attend Board meetings and Annual Owner meetings; act as a liaison between the Association Board and homeowners; oversee the activities of contracted vendors. 

Responsibilities: 

Operations

• Provides professional guidance to the Board regarding their policy-making duty as fiduciaries.
• Ensures that all association correspondence and notices are accurate and timely.
• Maintains all association records as required by the association’s governing documents and state law.
• Distributes meeting agendas and ensures that meeting notices and minutes are accurate and timely. Attends all meetings of the Board and committees (as needed), providing professional direction and assistance as needed and ensures the minutes, resolutions and decisions are documented and implemented as appropriate.
• Develops and maintains an up-to-date Procedures Manual for all critical systems.
• Performs other duties as assigned by the Board of Directors.
• Serves as liaison between the association and other entities including builders. This may extend to municipal departments and other community associations.
• Ensures that the association’s web site is updated on a timely basis.
• Facilitates long range planning and annual goal setting in partnership with the Board.

Financial 

• Develops and administers the association’s annual operating budget.
• Work effectively with third party accounting firm.
• Monitors expenditures against adopted budget, conducts monthly reviews of financial statements, and prepares a variance report for the Board.
• Oversees proper documentation of contracts, invoices, and other expenses to ensure timely payment of bills, production of monthly financial statements and year-end external audits.
• Maintains necessary records for preparation of annual audits.
• Responds to all office requirements for maintaining records and use of accounting software.
• Maintains complete records of major repairs and replacements, updated warranty information and equipment inventory for tax and reserve study records.
• Ensures that the association’s liability and damage insurance policies conform to requirements of the association’s governing documents and applicable law.
• Manages lien filings, including coordination with required legal activity, in an efficient and timely manner.

Deed Restriction Enforcement

• Manages Deed Restriction enforcement and architectural review in accordance with the association’s governing documents and applicable law. Ensures that inspections and correspondence are timely and accurate and that the notice and hearing process is followed in accordance with the association’s documents and law.
• Responds to all office requirements for maintaining records and use of accounting and deed restriction software.
• Works with Architecture Committee to review all plans for houses, pools, enclosures, fences, and additions to ensure Deed Restrictions are met and County and Section 23 permits are issued.
• Manages and coordinates required legal activity in an efficient and timely manner.

Common Area Maintenance

• Prepares bid specifications for contract work and assists the Board in qualifying and selecting contractors by ensuring that the contractors have appropriate expertise, licenses, and insurance prior to being considered for any association contract.
• Oversees operation and maintenance of all association facilities and common areas including, but not limited to, mowing of greenbelt and vacant lots, aquatic weed control, trimming and trash clean-up and maintenance of cul-de-sacs.

Staff Supervision

• Conducts a review of other staff members’ performance for board.
• Conduct staff development and training for employed personnel.