Holley by the Sea Homeowners Association, Inc. Transition Plan to Self-Management

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Noreen Higgins
6 years ago
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1 Holley by the Sea Homeowners Association, Inc. Transition Plan to Self-Management Executive Summary: The following synopsis is an action plan for the transition from being managed and controlled by First Services Residential (FSR) to becoming self-managed once again. Some thought has been given to selecting another management company to replace FSR and it is possible that this will be considered in the future. However, it is in the best interest of the Association to have control of our organization. Additionally, it is the intent of this plan to maintain all programs currently offered to the membership and retain all contractors that are responsible for providing needed services, including those contractors that provide recreational instruction. Personnel: All current personnel at the HBTS are employed by First Services Residential with exception of contracted personnel. According to the First Service Contract Section 7 HBTS cannot hire or engage any personnel until the contract ends. To this end HBTS can take applications, conduct interviews and review HR companies. HBTS can also select employees and make arrangements for them to be hired at the end of the transition period. In light of the contract restrictions HBTS has to assume that all employees of FSR will be leaving with them. In reality there may be many whom wish to stay at HBTS. Any current employee of FSR may make an application to be employed by HBTS. Below is a list of Core Positions and the number of personnel necessary to fulfill those positions: General Manager (CAM) 1 Front Desk (Client Services) 3 Custodial 1 Maintenance 4 Youth 3 Child Care, before and after school, summer camp, etc. ACC 1 The remaining staff will be volunteers Information Specialist 1 A new position at HBTS Accounting 1 - Bookkeeping, Deposits, Reporting In addition to the above Core Positions HBTS will need part time positions. These positons will be used in the peak times. i.e. life guards, additional maintenance, custodial, summer camp, front desk, etc.

2 Facilities: The primary concern with the facilities is to keep them safe and secure at the end of the transition period. 1. Alarm Code changes can be administered by the Smith Security Systems, Inc. known as SSSI with Scott Crawley and Walker Smith. This can be done online. Once the alarm code has been changed any entrance through any door in the main building will trip the motion sensors and an alarm will be sounded and relayed to the SSSI monitoring facilities. 2. Changing all the locks on entrance doors will not be necessary. However, changing locks on the interior sections will be necessary and performed by a licensed locksmith. 3. The Park Gate entry system has maxed out with the number of passes that it can handle. It is recommended at some point that this be replaced with a larger capacity system. It is not necessary to lock down the entry system to prevent access to the park. 4. Maintenance Building and Beach House will also have the alarm codes changed and all locks will be changed by licensed locksmith 5. Conduct inventory of all assets in all buildings Money: 1) Over the last 50 days we have interviewed many local banks to see what they would offer us if HBTS were to move our funds there. 2) Currently all Bank Accounts for HBTS require 2 signatures of board members for the funds to be dispersed. The most likely 2 Board Members to initiate any transfer would be the Treasurer and the President. 3) Here is a list of the most likely candidates for us to consider. Regions Bank **** 4 star rated 1. Financial Stability 2. They will be able to manage members funds on a day to day basis. 3. Stephania Wilson their financial advisor can also help educate the Board and the Community on their short and long term goals. 4. Local for easy access. 5. They offer all the equipment that HBTS needs to function financially. Coastal Bank & Trust **** 4 star rated 1. Financial Stability 2. They will be able to manage members funds on a day to day basis 3. Local and easy access. 4. They offer all the equipment that HBTS needs to function financially.

3 Beach Community Bank * 1 star rated 1. Great rates on CD s just need to be careful not to overload funds over $230,000 as well as business accounts. 2. Easy access local. 3. They will be able to manage members funds on a day to day basis 4. They offer all the equipment that HBTS needs to function financially. Doral Bank * 1 star rated - CD s only be careful not to overload funds over $230,000 4) Transferring of the funds is not immediate and would take approximately 10 days for most accounts and a few might require a wait until the maturity dates in order to not have a penalty. 5) Here is a list of the fund title and what bank they are in. I have requested the routing numbers and bank contact information and I awaiting this information FSF - Eric Villacampa: Operating Accounting: Charter Bank Bank United US Bank One West Bank Union Bank Reserve Accounts: BNY Mellon US Bank Customers Bank Charles Schwab Alliance Association Bank Credit Card and Security Deposit Accounts Regions Bank Coastal Bank and Trust 6) HBTS should conduct a forensic audit of our accounts after the transition period. 7) Merchant Services Accounts (Credit Card Processing) will also be a part of the new Financial Institution or a better solution will be implemented. 8) Have on file all of the bank account monthly statements starting 09/30/2013. Accounting: This is an area where FSR has been providing proprietary software for the back office work. FSR uses FSR Connect, FSR s proprietary software, to manage the accounting functions and ACC activities. Currently it is assumed that FSR will take this software when they go. It is not out of the question to purchase, on an annual basis a software package that is very similar to this product. There are several to choose from. I will list them later. It will take about 90 days to bring on a new software solution for our

4 organization. Keeping this in mind the first month should be making sure all our data transfers have been completed and setup of on a simple to use package that allows for easy export of data in a uniformed format. I would recommend on the front end using QuickBooks online. This software and data resides in the CLOUD and can be accessed from anywhere there is an internet connection as long as the user has the proper login credentials. Access can be by laptops, desktops, IPads and IPhones. It is also the most popular accounting package in the World and there are literally 1000 s of qualified users. QB s now offers a Not for Profit or Association style product for the Accounting solutions. The Association for years used QB as our accounting solution and it accomplished our goals. The front office software used to check in clients is still HBTS licensed Motion Soft. Motion Soft is primarily used for clubs and anywhere there are a large number of members visiting a club. However, it lends itself well to owner check in and has been used by HBTS for many years. The last portion of software that is critical is the ACC software. HBTS s present ACC software is a part of FSR Connect and will be leaving when FSR leaves. A temporary solution is Excel but, it is cumbersome and takes a lot of resources to keep and maintain the data. HBTS should use temporary software while implementing a long lasting solution like one of the following JENARK TOPS CIRCACONNECT All 3 of packages have been reviewed extensively and all 3 will provide for our association s needs. I also recommend that our solution should be CLOUD based which will open up many avenues for data entry and access. Even if the internet goes down for all of Navarre, HBTS can still access the information with a cellular device. Additionally these packages integrate into the web sites and offer far superior web presence and functionality than is be given by FSR. I have been informed that FSR when not using their FSR Connect will often use JENARK for their clients and additionally, it seems that FSR Connect was designed with a lot of the features and functionality of JENARK. All these packages are the range of 10K-20K a year with training and ongoing support and each these companies offers back office (Accounting) functions like FSR provides us now. Web Presence: To establish a well-defined web presence and web access is a key to information sharing in our community. Several ideas and suggestions have been put forth by members of our organization. HBTS needs a web site that is completely integrated into our community as should the software we choose to use for our Front Office and Back Office activities. Having an outside organization manage our web presence has been discussed. FSR has supplied us with a web presence dealing with just a web site that is integrated somewhat with some of the accounting and administrative functions of their proprietary software. The website is hosted on their servers and under their control. I have used this site many times and it is not well designed and maintained and very difficult to navigate. But, this site will be going away when FSR leaves..

5 Social Media should play role in the opportunity to exchange ideas and notify members of activities. Currently there are numerous HBTS Facebook sites that offer controlled group memberships and HBTS has one Facebook group page that HBTS pays to have updated and maintained. Some are better than others and some are less impartial than others. It is problematic and I do not have an immediate solution other than bringing the administration of a Facebook page in house which HBTS has done in the past. HBTS also has a newsletter that the content is completely controlled by an outside editor in which HBTS pays $800 a month. I do believe that HBTS can bring this newsletter in house and have the new Information Specialist responsible for creating the newsletter.

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