Lombard HOA Management
Board Member Resources
Access your Board Member Portal for comprehensive community management tools:
Log in to the Board Member Portal to:
- Board Meeting Information - Access agendas, minutes, and supporting documents
- Legal Documents - Review governing documents, contracts, and legal correspondence
- Financial Documents - Monitor budgets, financial statements, and expense reports
- Homeowner Directory - Access current owner contact and property information
- Outstanding Work Orders - Track maintenance requests and service completion status
- Compliance Reports - Review community standards enforcement and resolution status
- Violation Reports - Monitor architectural and behavioral violation tracking
- Architectural Review Information - Review pending and approved modification requests
- Maintenance Requests - Oversee all property maintenance and repair activities
Frequently Asked Questions
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HOW MUCH ARE YOUR MANAGEMENT FEES PER MONTH?
Our management fees are customized based on your community's size, complexity, and service requirements. We provide transparent, competitive pricing with no hidden fees. During our proposal process, we'll provide a detailed fee structure that clearly outlines all costs including base management, additional services, and any applicable transaction fees. Our goal is to deliver exceptional value while maintaining cost-effectiveness for your association. -
WHAT IS INCLUDED IN THE FINANCIAL SUMMARY AND HOW OFTEN ARE THEY PROVIDED?
We provide comprehensive monthly financial reports delivered by the 15th of each month, including detailed income and expense statements, budget variance analysis, accounts receivable aging reports, cash flow summaries, and reserve fund status. Each report includes narrative explanations for any significant variances and recommendations for board consideration. Year-end reports include additional analysis and preparation for annual budget planning. -
DOES YOUR COMPANY ASSIST WITH ANNUAL AUDITS AND TAX PREPARATION?
Yes, we provide full support for annual audits and tax preparation. Our services include organizing all financial records for auditor review, coordinating directly with your CPA and audit firm, preparing necessary schedules and supporting documentation, and ensuring compliance with all regulatory requirements. We also assist with annual tax return preparation including Form 1120-H for homeowner associations and provide all necessary year-end financial summaries. -
WHAT IS YOUR PROCESS FOR THE COLLECTION OF DELINQUENT ACCOUNTS?
Our systematic collections process begins with automated late notices sent immediately after the grace period expires, followed by escalating written notices at 30, 60, and 90 days past due. We maintain detailed documentation of all collection efforts and work closely with association legal counsel when necessary. Our process includes payment plan negotiations when appropriate, lien filings for severely delinquent accounts, and coordination with collection attorneys for legal action when required. -
WHAT ASSESSMENT PAYMENT OPTIONS DO YOU PROVIDE TO OWNERS?
We offer multiple convenient payment methods including online payments through the homeowner portal with bank transfer or credit card options, automatic monthly payment plans (ACH), traditional check payments by mail, phone payments during business hours, and in-person payments at our office. We also provide annual payment discounts when authorized by the board and can accommodate special payment arrangements for financial hardships on a case-by-case basis. -
HOW DO YOU HANDLE EMERGENCY MAINTENANCE SITUATIONS?
We maintain 24/7 emergency response capabilities with an on-call system for urgent issues affecting health, safety, or property protection. Our emergency protocol includes immediate assessment of the situation, authorization procedures for emergency spending up to board-approved limits, coordination with qualified emergency contractors, and prompt notification to board members of all emergency actions taken and associated costs. -
WHAT REPORTS FO YOU PROVIDE FOR BOARD MEETINGS?
We prepare comprehensive monthly board packets including financial statements with variance analysis, accounts receivable aging reports, maintenance and capital project updates, violation and compliance summaries, architectural review status reports, vendor contract updates, and management recommendations. All reports are delivered 5-7 days before scheduled board meetings to allow adequate review time. -
HOW DO YOU ENSURE COMPLIANCE WITH STATE AND LOCAL REGULATIONS?
Our team stays current with all HOA-related legislation through continuing education, professional associations, and regular legal updates. We monitor changes in state statutes, local ordinances, and federal regulations affecting community associations. We provide regular compliance updates to the board and coordinate with association legal counsel on complex regulatory matters. -
WHAT IS YOUR PROCESS FOR VENDOR MANAGEMENT AND CONTRACT OVERSIGHT?
We maintain a network of licensed, insured vendors and contractors who meet our quality standards. Our vendor management includes competitive bidding for major contracts, regular performance evaluations, contract compliance monitoring, and coordination of all warranty and service issues. We handle all vendor communications and ensure timely completion of authorized work within approved budgets. -
HOW DO YOU HANDLE ARCHITECTURAL REVIEW REQUESTS?
We manage the complete architectural review process including initial application review for completeness, coordination with the architectural review committee, communication with homeowners regarding application status, tracking of approval timelines, and ensuring compliance with approved modifications. We maintain detailed records of all applications and provide regular status reports to the board. -
WHAT TRAINING AND SUPPOR TDO YOU PROVIDE TO NEW BOARD MEMBERS?
We offer comprehensive orientation sessions for new board members covering fiduciary responsibilities, governing document overview, financial management basics, legal compliance requirements, and effective board governance practices. We also provide ongoing educational resources, access to industry publications, and recommendations for continuing education opportunities through professional associations.
Need additional information or support? Contact Earned Run Real Estate Group at (630)-519-6542 or clientservices@earnedrunre.com. Our experienced management team is dedicated to helping your board govern effectively and maintain community excellence.