Homeowners Association Management

Dallas & Houston's Trusted Provider In Homeowners Association Management

Providing Texas Homeowners Association Management for 50+ Years

Since 1974, SBB Community Management has been providing homeowner association management services throughout Dallas, Southlake, and Houston, Texas. With our support, your community can navigate the complexities of a homeowners association with confidence. We excel in various areas, including insurance, financial management, and more, helping your association thrive and succeed. Take advantage of our homeowner’s association management services to make community living smooth and stress-free. Partner with SBB Community Management Today and discover how we can help your association thrive!

Ready to explore how SBB Community Management can enhance your Homeowners Association in Texas?

Homeowner Association Management Services

Comprehensive HOA Management Solutions In Dallas & Houston Texas

With decades of experience and deep knowledge of HOA laws, SBB Community Management is committed to helping HOAs operate smoothly and efficiently. We partner with small neighborhoods and large master-planned developments to create thriving communities.

Our homeowner association management services support both the HOA board and the residents within each community. These services include:

Team Assignment

SBB begins each relationship by assigning an experienced HOA manager and an Accounting Representative to each association. Every community receives back-of-house support from our world-class:

Administrative Team
Compliance Team
Customer Care Team
A/R Team
A/P Team

HOA Administration

Maintain accurate listings of all board members
Maintain consistent contact with all HOA board members regarding association business and important matters to ensure a timely response
Maintain professional conduct and communication with all owners, prospective purchasers, title companies, realtors, contractors, suppliers, vendors, attorneys, accountants, and others doing business with the association,n in addition to frequent email status updates to the Board
Maintain a telephone service to handle association correspondence, including after-hours emergency calls
Maintain association management files, in conjunction with the accounting department
Correspond with owners or residents regarding the enforcement of covenants, conditions, restrictions, as well as rules and regulations
Maintain communication with CPA firms, attorneys, engineers, or other professionals engaged by the association
Arrange a location for regular board meetings
Prepare and/or provide all materials necessary for an efficient, productive board meeting on a regular basis, in accordance with instructions from the board
Maintain an association minute book for review by owners, CPA firms, board members, and SBB staff
Prepare notice for the annual meeting of owners, and make certain to deliver it within the requirements stated in the community governing documents
Arrange the location for the annual meeting and make certain the facility is equipped for the expected turnout of owners
Confirm that an annual meeting can be conducted by verifying the quorum as required by the governing documents
Prepare and/or provide all materials necessary for the annual meeting, including minutes, agenda, financial statements, documents or other items as requested by the Board of Directors
Maintain all corporate records as dictated by the State of Texas
Act as Management Agent/Registered Agent and be appointed as such in the records of the office of the Texas Secretary of State
Send Welcome Letters or packages to new owners after closing
Assist auditors and answer questions related to the audit and tax return
Provide an auditor with the year-to-date general ledger and check register reports
Prepare the draft budget for the treasurer to review
Prepare annual records for storage, and set up accounting files for the new fiscal year

Accounting & Finances

SBB adopts a personalized approach to managing the finances. We assign a designated HOA manager to each association. The account representative will be responsible and overseeing tasks for preparing financial statements, reconciling bank accounts, and all financial activities specific to the association. More specific accounting functions may include the following:

Accounts Payable

Maintain vendor files, including tax identification numbers and W-9 forms
Prepare checks regularly for approved invoices
Make estimated Federal Tax Deposits, if applicable
Sign checks (handled by an officer of SBB Management Company)
Annually prepare payables reports
Provide to the auditor

Accounts Receivable

Maintain a file for each lot/home in the community
Provide requested information to title companies, realtors, and mortgage companies to aid in the sale or refinancing of homes
Process changes in owner information after the sale is closed and completed
Provide assessment statements to owners in accordance with requirements in governing documents and instructions received by the Board of Directors
Prepare delinquency report at month end for distribution to board members prior to or in conjunction with the regularly scheduled board meeting
Assess and post late charges, interest, legal fees, fines, repair or replacement charges to owner accounts
Send collection letters to owners with an outstanding balance, by certified mail, return receipt requested, in accordance with State law
Advise the Board of Directors on the need for a collection policy, and direct association legal counsel to prepare a collection policy for review by the Board of Directors
Facilitate all requests for payment plans in accordance with the adopted Payment Plan Policy, and facilitate requests to the board for approval
Facilitate all requests for consideration of waivers, settlement of accounts, short sales, and so on, to the board for approval
Continue collection procedures with the association attorney or other authorized collection agency (as authorized by the collection policy or by direction from the Board of Directors). Utilize our in-house Payment Solutions Initiative for proven results, saving time and association funds.
Prepare annually a year-to-date detailed owner ledger and provide information to the auditor as needed

HOA Insurance

Solicit, evaluate, and assist in obtaining proposals for necessary, suggested,d or required insurance coverage
Place and monitor coverage(s) with the selected insurance agency
Report any claims to the Board of Directors and the insurance company as necessary
Follow through with solicitation of proposals, estimates of damage or documentation required to obtain payment from insurance coverage
Make claims to other insurance companies on behalf of the association when damage is caused to common areas by vehicles, guests, or residents, and ensure the compensation for this damage is vigorously pursued

Property Maintenance

Use all association documents to formally identify the association’s common areas
Make regular site visits of all common area facilities, including landscaping, pool areas, all electrical lights and fixtures, fencing, and perimeter walls
Evaluate and recommend when changes or improvements to common areas become necessary
Arrange preventive maintenance schedules with HOA contractors
Make regular site visits to check that homes, buildings, or structures in the community are in compliance with all governing document provisions
Communicate to all owners or board members when specific contracts involving common property are to be performed, to maximize cooperation from residents and others, minimizing inconvenience to all parties
Prepare or assist in locating a professional who can prepare a Reserve Study detailing the common area facilities and their life expectancies, as well as their repair and replacement costs
*Inspections, site visits, and owner compliance are components of the full-service management option

Committee Assistance

Maintain accurate lists of committee members, including current addresses, home and business telephone numbers, mobile phone numbers, fax numbers, and e-mail addresses
Contact all committee volunteers regarding important association items
Distribute correspondence prepared by committees to owners, with board approval
Forward all applicable requests, comments, or complaints from owners to the appropriate committees for resolution
Coordinate all committee assignments and projects
Implement contracts, solicit proposals, or issue instructions to existing contractors following committee recommendations, as approved by the Board of Directors

Contract Supervision

Assess association needs for standard contracts for budgeted items
Assist the Board of Directors in creating specifications or in locating professional assistance to create specifications when such experience is determined to be necessary
Obtain an appropriate number of qualified, insured contractors to submit proposals, and forward the proposals to the Board of Directors for review and approval
Analyze proposals received to determine whether differences exist, whether proposals contain all required information, and whether proposals as submitted will satisfy the association’s contractual requirements
Assist in negotiating the best terms, including pricing, scheduling, and time for completion
Monitor and facilitate the contract, including regular supervision of contractor performance
Make regular reports, in writing or verbally, at board meetings regarding contractor performance, performance problems, or suggestions for improvements to the contractor service
Issue timely payments on behalf of the association
See below for accounting and financial management information

Disclosure Requests

SBB will retain all documents necessary for inclusion with disclosure requests, resale certificates, or refinancing information. SBB will maintain a system for processing disclosure requests and make certain that title companies, lenders, and realtors have all the necessary information about the system.

SBB will file a Management Certificate to include information on how to contact SBB to request disclosure documents, resale certificates, or refinancing information. SBB will complete all requests for disclosure information in accordance with the laws of the State of Texas. SBB will forward all requests for 60- or 90-day letters or for subordination agreements to the Board of Directors for review, when applicable.

Why Dallas & Houston Trust Our Homeowners Association Management Company

Overseeing a community requires professional expertise and skills, which is why the residents in Dallas and Houston, Texas, trust SBB Community Management. Our Homeowners Association Management company has a proven track record of maximizing net operating income (NOI), maintaining high occupancy rates, and protecting the condition of the property and its assets. With over 50 years of experience in Dallas and Houston, Texas, SBB Community Management has the capabilities to ensure your association operates at peak efficiency and profitability. Contact our Homeowners Association Management company today to discuss your association’s needs. We have locations in Dallas, Southlake, and Houston, Texas.

Experienced Team: Our HOA property managers have years of experience and work closely with the board members to handle day-to-day operations.
Cutting-Edge Technology: SBB utilizes innovative software to streamline communications, manage community requests, and provide real-time updates.

Personalized Approach: Every community is different, and we will develop a strategy to meet the specific needs of your association.
Comprehensive Services: From financial management to administrative support, we take care of everything, allowing HOA board members to focus on the big picture.

SBB Community Management Strengthening Communities, One Neighborhood at a Time.

Find Our Homeowners Association Management Company Near You In Texas

Ready to learn how SBB Community Management can help you with your community in Texas? Fill out the request and we’ll get back to you as soon as we can! If you are a current homeowner in one of our communities, please submit your messages in the residents’ portal.

HOUSTON

Houston Office
6630 Cypresswood Dr #100
Spring, TX 77379
Phone: (281) 857-6027

DALLAS

Dallas Office
12801 N. Central Expressway #1401
Dallas, TX 75243
Phone: (972) 960-2800

SOUTHLAKE

SouthLake Office
1121 S. Carroll Ave #100
Southlake, TX 76092
Phone: (817) 482-1547