An association management company is contracted by a homeowner’s association Board of Directors to provide services for a community. Services can include collection of assessments, supervision of subcontractors and vendors, obtaining bids for subcontracted services, providing financial statements, collection reports and more. Services can also include general problem solving, serving in an advisory capacity, and communicating between homeowners and the Board of Directors.
A homeowners association is a non-profit corporation registered with the state and managed by a duly elected Board of Directors. Its purpose is to maintain all common areas in your neighborhood and to govern the community in accordance with legal documents such as CC&R’s, bylaws, and Articles of Incorporation. The corporation is financially supported by all members of the homeowners association. Membership is both automatic and mandatory. Depending on the size of your community, some association memberships are optional, such as an amenity association for access to pools and tennis courts. In some cases, homeowners are members of more than one association within a community, such as a neighborhood association as well as a master association.
The Covenants, Conditions and Restrictions (CC&R’s) are the governing legal documents that set up the guidelines for the operation of the planned community as a non-profit corporation. The CC&R’s were recorded by the County recorder’s office of the county in which the property is located and are included in the title to your property. Failure to abide by the CC&R’s may result in a fine to the homeowner by the association. SCS uses state-of-the-art technology to record, track and enforce covenant violations, to make life easier for everyone in the community. If your association is managed by Southern Community Services, the governing legal documents for your association may be viewed here, online, by logging in and searching for your neighborhood in the Homeowners section of this website.
The bylaws are the guidelines for the operation of the non-profit corporation. The bylaws define: duties and terms of various offices of the Board of Directors, membership’s voting rights, required meetings, notices of meetings, the principal office of the association and other specific items that are necessary to run the association as a business. If your association is managed by Southern Community Services, the governing legal documents for your association may be viewed here.
The Board of Directors is a group of homeowners elected by fellow homeowners, or as otherwise specified in the bylaws. The limitation and restrictions of the powers of the Board of Directors is outlined in the association governing documents.
Most associations have developed rules and regulations as provided for in the CC&R’s and adopted by the Board of Directors. Rules are established to provide direction to the homeowners for common courtesies with regard to parking, vehicles, pets and pool use hours, etc.
In addition, your association will adopt Architectural Review Board (ARB) guidelines with procedures for submitting requests to make exterior changes to your home. Such changes may include patio covers, decks, landscaping, exterior color changes or extensive interior changes and additions. These rules and guidelines are set up to maintain the aesthetic value and integrity of the community on behalf of all owners, and hopefully protect the market value of your investment as well.
Violations of these rules may result in action by the Board of Directors and a fine. In addition, if you proceed with an exterior improvement or change without written approval of the Board of Directors, or Architectural Committee as applicable, you will be required to remove or correct the alteration and/or be fined for the violation. For more information about the specific rules of your community talk with your Community Manager.
If residents cannot resolve a situation between themselves, then turn to your Community Manager at SCS. Should you have a situation that does not appear to be resolved through neighborly means, and you are willing to actively participate in the enforcement provided by the Policies and Guidelines, you may complete a Covenant Violation form online. If the situation is deemed in violation of the Policies and Guidelines, the Board of Directors will institute the enforcement policy. Your continued assistance may be required, but your SCS Community Manager will be there every step of the way to help resolve the issue.
Yes. Notice of the time and place of any regular board meeting will be noted in the community newsletter or through your Community Manager. If your association is managed by Southern Community Services, you can sign up for the newsletter online by logging in and searching for your neighborhood in the Homeowners section of this website.
Please contact the President of your Board of Directors to see what committee positions are available. Don’t know your President? If your association is managed by Southern Community Services, you can view your President’s contact information by logging in and searching for your neighborhood in the Homeowners section of this website.
An assessment is the periodic fee due from each homeowner to cover the operating expenses of the common area in your community, and to provide for reserve funds for replacement of common facilities in future years. Your assessments are due generally on the first day of the assessment period, which could be a month, quarter, semi-annual or annual period. Statements will be sent for assessments as a reminder of the amount due. If your community is managed by Southern Community Services, you can pay your monthly assessment online by clicking visiting the Payment page of this website.
The association budget is set upon specific guidelines for utilities such as landscaping and administration. Reserve funds are monies set aside for future expenses due to the life expectancy of certain items such as lighting, street resurfacing and pool equipment. These amounts are then divided by the number of units built in a given phase of the development. Subsequent budgets are developed by the Board of Directors and adjusted periodically to meet anticipated expenses.
The Board of Directors may approve an increased budget, increasing your assessment in order to cover increased costs of operating and maintaining the common area and sufficient reserve funds. If you have any questions about your assessment, your SCS Community Manager can assist you.
The maintenance and management services incurred by the association are dependent upon timely receipt of the assessments due from each homeowner. Late payments will result in a late charge. In addition, the CC&R’s allows the association to levy late charges and interest and proceed with a lien on your property, or foreclosure proceeding for nonpayment of assessments. If you have any questions, just contact your community manager at SCS.
Board of Directors Duties: It is the responsibility of the Board of Directors to maintain the value of the property and a good quality of life for the residential community. In addition, their duties include governing smoothly, enforcing the community’s rules and establishing and maintaining the budget.
Homeowner Duties: It is the responsibility of the Homeowners to maintain their residences on a daily basis, rely on services from the Community Manager and vote on decisions from the Board that will provide a good quality of life.
Community Manager Duties: It is the responsibility of the Community Manager to work in balance with the Homeowners and the Board of Directors. Community Managers must be problem-solvers and multi-task oriented.
State Enabling Statute: The following are documents that regulate community life. Documents may vary depending on type of Association (condo, townhome, neighborhood, etc.) and are as follows:
State Enabling Statute: Permits the creation of a condominium or townhome form of ownership and prescribes the basis of determining ownership interest, rights and obligations of the owners, duties and powers of the association, and the process of dissolution of the condominium.
Subdivision of Condominium/Townhome Plat: Describes the location and nature of the common elements and the units.
Condominium Declaration or Master Deed: Defines the units, common, and limited common elements and is the collection of covenants imposed on the property to provide for. Covenants imposed include the following:
Individual Unit Deeds: Comprises the individual unit deed
Articles of Incorporation: Creates the association as a corporation under state corporate statute and defines its membership and sets forth the process for creating the board of directors, voting procedures, etc.
Bylaws: Implement, in specific detail, the provisions of the Declaration and the Articles of Incorporation regarding the association operations including delineation of the meeting process, election procedures, powers and duties, board meetings, committees, insurance requirements, rule-making and enforcement process.
Rules and Regulations: Set forth the operational powers or provisions and the use restrictions adopted by the association.
Subdivision Plat: Describes the location and nature of the common property and the individual lots.
Property Deeds: Comprise the individual lot deeds and the deeds to common property, which give a legal description of the property.
The Declaration of Covenants, Conditions, and Restrictions: The declaration of Covenants, Conditions and Restrictions (CC&R’s) is the collection of covenants imposed on all property within the development and provides:
Articles of Incorporation: Creates the association as a legal entity under state corporate statute; defines the board powers and responsibilities of the association and its membership; and, sets forth the process for creating the board of directors and voting system.
Bylaws: Implements, in specific detail, the provisions of the CC&R’s and the Articles of Incorporation regarding the association operations, including: delineation of the meeting process, election procedures, powers and duties, board meetings, committees, insurance requirements, rule-making and enforcement process.
Rules and Regulations: Set forth the operational powers or provisions and the use restrictions adopted by the association.
Applicable Civil Rights Laws:
Cash Method of Accounting: A method of accounting that only records income and expenses when cash physically changes hands. Financial reports only reflect cash transactions. Because all obligations are not recorded until cash changes hands, this method does not provide an accurate portrayal of the financial condition of the association at any given time.
Accrual Method of Accounting: A method that keeps track of all financial activities, including revenue as it is earned (as opposed to when it is received) and expenses as the obligation is incurred (as opposed to when it is paid). This makes for a more accurate determination of the financial condition of the association at any point in time. Also, this is a better method for multi-year tracking of capital reserves credits and deficiencies. The primary disadvantage is the greater complexity and technical knowledge that is needed to maintain the records and understand the reports.
Capital Reserves: The Board has the obligation to repair and replace major capital facilities, buildings, and equipment of the association. The ideal method of providing for these future expenses is the establishment of a capital reserves system and budget to assure that such funds are available when needed. With knowledge that the future holds predictable major expenditures for repair and replacement of facilities and equipment, the association could begin the gradual accumulation of funds through a reserve account to meet all or a portion of that expense when it comes due.
Most Neighbors maintain that the biggest benefit of their association is preserving the value and integrity of their individual investment. learn more >
Call 888-898-4406 and follow the prompts for the emergency line and leave a detailed message for a call back.
All true emergencies threatening severe property loss will be contacted within 15 minutes. All other non-emergency calls will be returned the following business day. Please contact 911 for extreme emergencies threatening life or property.
Founded in 2000, SCS specializes in the management of homeowner associations across the Carolinas, staffed with accredited professionals who provide turnkey solutions, state-of-the-art technology and decades of association management experience to boards and the communities they serve.
Regional Office Locations: Columbia, SC - North Charleston, SC - Mount Pleasant, SC - Spartanburg, SC