Primary Responsibilities:
The Sun City Community Association of Huntley, Inc. (Association/Board) has retained First Service Residential (FSR) to render certain professional services, including but not limited to, providing all property management services which reflect policies and procedures established by the Association Board of Directors in addition to efficiently providing daily operations in efforts to maintain and enhance the existing active adult lifestyle of Del Webb's Sun City Huntley (Services.)
The Association specifically empowers Executive Director to perform all of the
services currently existing, which include but are not limited to those required for the
Association's daily operations as set forth in the Declaration of Covenants, Conditions and
Restrictions for Del Webb's Sun City (Governing Documents.)
Executive Director by utilizing the various staffing positions in accordance with the Association's
operating budget, organization chart and the contractual First Service Residential (FSR) Cost Proposal will supervise and assist the Association in matters relating to its fiscal management.
Skill Requirements:
. Minimum of 3 years of college or equivalent business experience
. Strong organizational skills
. Strong written and verbal communication skills
. Excellent mathematic and computer skills
. CPM, PCAM designation or commitment to obtain
. Must have valid driver's license
Duties and Responsibilities:
PROPERTY MANAGEMENT TEAM:
a) FSR designates one of its employees (included in the Association's
operating budget for payroll) as the Executive Director assigned to the Association. The Executive Director will be the person primarily responsible for FSR's performance and will be the primary contact and liaison between FSR and the Association.
(b) The Executive Director will be assisted and supported by FSR Senior
Management Team (corporate) personnel.
(c) In the event that the Executive Director is unavailable to perform required duties,
Wentworth's senior management team will intervene to insure continuity of services
and resources in consultation with the Association.
CONTRACTS:
(a) Executive Director with the direction of the Association, negotiate, execute, and
make payments pursuant to the approved terms of all Association contracts for goods or services
(b) Except as permitted or directed by the Association, contracts for all amounts in excess of $5,000.00 (should this be $15,000) in the aggregate in any one year with any third party will be solicited in a competitive bidding process, with Executive Director making a recommendation to the Association based on price and competence. The Association is responsible for all final decisions as to the selection of bidding vendors.
(c) Executive Director will oversee the initiation and performance of all contracts and will
require vendor compliance with the terms and conditions thereof, including without
limitation (1) provision of insurance certificates, (2) review of work quality, and (3)
enforcement of warranties. The commencement of litigation would require Board
approval.
(d) Executive Director will maintain uniform purchasing systems and procedures in order to
conform to the policies established by Association, the terms and conditions thereof,
and generally accepted accounting principles and best business practices.
EMPLOYEES:
(a) On the basis of the Budget, job standards, and wage rates approved by the Association,
Executive Director will hire, pay, supervise, and discharge all personnel as may be required to
maintain and operate the Property (hereinafter “Personnel” or “Employees”).
(b) FSR will provide on-site personnel to carry out Association business.
(c) All personnel will be employees of FSR and the cost associated will be reimbursed by the Association.
(d) FSR/Executive Director will execute and file all tax returns and other instruments and do and perform all acts required as an employer under any applicable Federal, State and Local
tax acts.
(e) All of FSR's employees are subject to periodic training, education and
certification programs, designed to provide such personnel with information respecting
new procedures and developments and to reinforce their skills and ability. Association will cooperate with Executive Director and periodically excuse FSR's employees from
responsibilities at the Property so that employees can attend such programs. Programs
are scheduled to provide for minimum interference and continuity at work. Any
expense pertaining to programs or travel will be subject to Board approval and/or
submitted to the Finance Committee and Board at time of budget approval.
(f) The Association will provide FSR with suitable office space and office
equipment on the community property. The cost of any lease or rental charges for the
office space and cost of equipment maintenance and replacement as well as supplies
will be borne by the Association. All documents, data, records, apparatus, equipment
and other physical property, furnished to FSR by Association will remain
the sole property of the Association and be returned promptly to the Association
when Association requests its return.
INSURANCE:
(a) Executive Director will assist the Association in procuring appropriate property and liability
insurance, and such other coverage as may be necessary or desirable.
(b) Executive Director will maintain records of all insurance coverage carried by the Association
and assist the Association in reporting and investigating any accidents or claims for damage relating to the ownership, operation, or maintenance of the common elements of the Association, including any damage or destruction.
(c) Executive Director will assist the Association in responding to and taking such action to
correct any noted deficiencies or violations contained in any report, citation, or other
communication from any insurance underwriter, association of Fire Underwriters,
federal, state or local agency.
COMMON ELEMENTS:
(a) Executive Director will use his/her best efforts to maintain the Property, including all common elements of the buildings, appurtenances, and grounds, in accordance with appropriate
standards of safety and maintenance consistent with the character and budget
limitations of the Association.
(b) Executive Director will use his/her best efforts to establish and maintain such preventative
maintenance schedules and inventory records as necessary in order to properly maintain
the Property and personal property owned by the Association.
(c) Executive Director will conduct regular inspections of the Property in order to determine the
condition of the Property, the adequacy of the care and maintenance thereof, and
compliance with all Association's rules and regulations.
RULES AND REGULATIONS:
(a) Executive Director will assist the Board to adopt, maintain and enforce proper rules and
regulations including architectural control issues.
(b) Executive Director will recommend action in the administration and enforcement of fines, legal action, etc., with regard to infractions of the rules and regulations and in accordance
with Association's policies and procedures and directives.
(c) Executive Director will advise the Association respecting the laws and court decisions
impacting on the enforcement of rules and regulations and will proceed to enforce such
rules and regulations in accordance with Association policies.
(d) Executive Director will receive, log and communicate all written complaints including
violations to any covenant of the Association.
CAPITAL IMPROVEMENTS:
(a) Executive Director will make such periodic recommendations as are necessary or appropriate to the Association with respect to capital improvements and reserves for capital improvements.
ASSOCIATION COMMUNICATIONS:
(a) Executive Director will assist the Association in maintaining necessary and appropriate
communications with its members, including, without limitation, the provision of all notices required by the Governing Documents, information respecting the Association to new members, and response to all inquiries or complaints.
(b) Executive Director will systematically log written inquiries, correspondence, and other matters reported to it by members and will maintain appropriate copies and records thereof.
(c) Executive Director will maintain provisions for 24-hour access to the FSR personnel for emergency services in accordance with the existing operating procedures for the
Association.
NON-FINANCIAL REPORTING:
(a) Executive Director will communicate to the Association on a regular basis (as determined by
the Association) information respecting or pertaining to any matter or material relating to the affairs or operations of the Association.
(b) In the event of an emergency condition, Executive Director will report such condition to any
officer (preferably Association management liaison) of the Association within a reasonable time frame.
MEETINGS:
(a) Except in the event of a matter beyond Executive Director's control, the Executive Director will attend all regular meetings of the Association and emergency meetings.
(b) Executive Director will assist the Association in all annual elections.
(c) Executive Director will distribute to the Association Board in advance of each meeting an
agenda as established by Association, along with materials, which will support the
facilitation of the meeting.
RECORD KEEPING:
(a) Executive Director will retain a complete set of files and records where available regarding the Association in accordance with the current operations and standards. All such files and records are Association property.
LAWS AND REGULATIONS:
Executive Director will ensure compliance with all applicable Federal, State and Local laws and regulations, including without limitation, those relating to wages, hours, fair employment practices, equal opportunity, anti-discrimination and safe working conditions.
EXPENSE LIMIT:
(a) In discharging his/her responsibilities, the Executive Director will not make any expenditure nor incur any non-recurring contractual obligation unless such expenditure is provided for in the Association's approved Budget or is specifically approved by Association, unless such expenditure is less than $14,999.99 (Board Approved 01/27/2010)
(b) Notwithstanding the provisions above, Executive Director may exceed the $14,999.99 limitation, without consent of the Association in the event of an emergency, defined as a condition that involves a danger to person or property or may threaten the safety of any Association member(s) and/or community occupant(s), or may threaten the suspension
of any necessary services to the Association or its facilities, including utilities.
(c) Executive Director will notify and forward to the Association promptly, any County, State or Federal Government, or any agency or authority, any ordinances, laws, rules or regulations (including those related to the use, maintenance or disposal of solid, liquid or gaseous waste) any complaints warnings, notices or summons received by it relating to such matters.
MAINTENANCE & REPAIRS:
(a) Executive Director will manage the maintenance or repair of all common area
properties/facilities within the property in accordance with current operating practices and Association Governing Documents.
(b) Executive Director may advise and consult with Association respecting its mechanical systems. Association will decide to hire or retain independent professionals to operate or
maintain such systems.
EXCLUDED SERVICES:
Executive Director is to provide Association with such advice, administration and assistance
as it may require with respect to the operation of the Association's Property and business.
Certain requested activities may however require extraordinary time commitments outside
the scope of reasonable intentions. Such services include, but are not limited to
the following:
(a) Litigation support provided by FSR Corporate staff (including court appearances
and preparation therefore)
(b) Processing, supervision and negotiation respecting warranty claims resulting from work
performed prior to the inception of a management relationship with FSR.
(c) Consulting and administering requirements of the FHA, Fannie Mae and other
approvals needed for financing.
AGENCY:
Association acknowledges that, except in matters between FSR and its own employees or between individual FSR employees, Executive Director is acting solely as an agent for the
Association and, accordingly, any expenses or liabilities incurred by Executive Director, in the name of the Association, will be the obligation of Association and not FSR.
ASSOCIATION' S AUTHORITY:
(a) Executive Director will take its direction from the Board of the Association, acting pursuant to the authority conferred upon it by the Articles of Incorporation, Declaration, By-laws or other documents respecting the governance of the Association.
(b) The Association will designate, from time to time, one Board member (usually the
President) to act as liaison to Executive Director (the “Management Liaison”). Executive Director may rely upon any instructions, statements or approvals communicated to Executive Director or any of its employees in writing by Management Liaison, as if the same had been affected by a resolution of the Association's Board.
Special Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.