ADMINISTRATIVE MANAGEMENT

Objective:  To maintain the administrative records of the Association and provide other services including insurance, correspondence, Rules and Regulations administration, Architectural Control and election administration as directed by the Board.  PENCO’s administrative staff is the core of the effective operation of our offices.  They are qualified to respond to owners’ requests in the Manager’s absence, handle all aspects of resale requirements, insurance inquires, formatting of newsletters, to name a few.     

UNIT FILES AND RECORDS

1. Represent and assist the Association in obtaining and transferring to the Association all books, records and accounts currently maintained for and on behalf of the Unit Owners by any agent or other persons and to retain those records.
   
   
2. Maintain such files and records as necessary for the proper administration of the Association by the Board or as directed by the Board and to make such records available as provided in the Governing Documents.

CORRESPONDENCE

1. Prepare or advise in the preparation of general correspondence.
   
   
2.  Provide copies of all correspondence to Board.
    
3. Mail notices to homeowners as directed by Board.

RULES AND REGULATIONS ADMINISTRATION

1. Assist the Board, as requested, in amending the Association Rules including a warning and fine policy.
    
2. Assist the Board in the implementation and supervision of those Rules as directed by the Board.
    
3. Receive, acknowledge and process resident complaints and requests.  To respond to those requests according to the policies of the Association and to maintain a record of those complaints and requests and the disposition thereof.  To provide the Board with a written report of same.

ARCHITECTURAL CONTROL

1. Assist the Architectural Control Committee (ACC) in developing architectural standards.
   
   
2. Receive, acknowledge and process ACC requests to the Committee and to provide advice and assistance to the Committee in carrying out its responsibilities.

INSURANCE ADMINISTRATION

1. Assist the Board in the procurement of insurance as provided in the Declaration of Covenants and deemed necessary by the Board for the operation of the Premises and the protection of the Association's responsibilities and of the Board Members and officers.
    
2. Notify the Association and the Association's Casualty Insurance Company of any fire or other substantial damage to the Premises.
    
3. Notify the Association and the Association's Liability Insurance Company of (i) any personal injury or property damage, of which Agent has actual knowledge, occurring to any owner or any other party on or with respect to the Premises, or (ii) the service upon Agent of any summons, subpoena, or other like legal document including any notices, letters, or other communication setting out or claiming actual or alleged potential liability of the Owner, or the Association.

GENERAL

1. Prepare, with the advice of the President of Board, the Agenda for each regular monthly meeting of the Board and to deliver such Agenda with all attachments to each Board Member prior to the meeting, including the Agent's report which will contain such information as appropriate and include the previous month's activity, bid proposals to be issued, contracts to be approved, outstanding work orders and recommendations to the Board.
    
2. Attend Board Meeting not to exceed one (1) per month.  To attend the Annual Meeting of the Association.
    
3. Be available for consultation and to provide such assistance to the Board as it may reasonably request and to furnish information regarding significant legislation and developments affecting Homeowners Associations of which the Agent is or becomes aware.  To maintain membership in the Community Association Institute.
    
4. Handle Annual and Special Meetings of the members and Board elections including nomination, balloting and tabulation as provided under the Governing Documents of the Association, provide notification and documentation to conduct the foregoing.

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5 Christy Drive | Suite 302 | Chadds Ford, PA 19317
Ph (610) 358-5580 | Fax (610) 558-3399
info@pencomanagement.com