- Keith S Collins Company, LLC 3400 Players Club Parkway Suite 100 Memphis, TN 38125
- Email: hoa@keithcollinsco.com
- 901-753-4170
- FAX 901-753-6215
Services
Our Core
HOA Management Services
At Keith S. Collins Company, LLC, we provide comprehensive, hands-on management tailored to the unique needs of each community. Our services ensure your association operates efficiently, transparently, and in full compliance with your governing documents and applicable laws.
What we do
Our services
Accounting & Financial Management
We manage your association’s daily financial operations with precision and transparency, including maintaining an HOA operating bank account, reviewing and paying common area expense invoices, and overseeing reserve funds in a separate money market account. We provide detailed monthly financial reports to the Board and ensure all records, receipts, and invoices are accessible to Board members or homeowners upon reasonable request. Monthly bank reconciliations ensure financial accuracy.
Annual Meeting Support
We attend the annual homeowners’ meeting to present financials, assist with registration and elections, and address owner questions, ensuring a smooth, well-organized process that complies with your governing documents.
Architectural Review Administration
We act as a liaison between homeowners and the Architectural Review Committee. We receive, track, and route requests, verify documentation, and ensure all submissions comply with the Association’s architectural guidelines and review process.
Assessment Management & Billing
We assist in setting association assessments and special assessments to support community operations. We generate and distribute billing statements prior to each period and send timely delinquency notices as needed.
Collections Oversight
In collaboration with Board-approved legal counsel, we coordinate the filing of civil warrants and liens for delinquent assessments. Our focus is to support the community’s financial health while maintaining professionalism and fairness.
Budget Development
We support the Board in preparing an annual operating budget that reflects the needs of the community, including operational expenses, capital improvements, and long-term reserve planning.
Covenant & Rule Enforcement
We conduct routine on-site inspections to identify violations of the governing documents, deferred maintenance issues, or other compliance concerns. Our team provides written notices and supports the Board in enforcing rules consistently across the community.
Government
Reporting & Compliance
Attend annual, board, vendor, and committee meetings (as contracted) to provide support and guidance to the association leadership.
Insurance Management
We coordinate with insurance specialists in obtaining and renewing required as well as requested insurance coverage per the Board of Directors. We also ensure vendors provide valid certificates of insurance.
Homeowner Communication & Engagement
We are the first point of contact for homeowner questions and concerns, resolving issues promptly and respectfully. We also assist in distributing newsletters and updates prepared by the Board.
Vendor Management & Oversight
We work with the Board to establish a scope of work. Then, we solicit competitive bids for key services such as landscaping, lighting, and maintenance. Then we once vendors are selected by the Board, we monitor their performance, gather certificates of insurance, and monitor contract adherence.
Meeting Coordination & Documentation
We streamline meeting preparation by creating materials and handouts as needed and handling logistics. This ensures your meetings are productive and well-documented.
Board Member Support & Education
We provide training and support to new and existing board members, offering tools and guidance to help them confidently fulfill their responsibilities and make informed decisions.
Technology & Online Portals
We utilize modern software solutions that provide board members and residents with secure access to association documents, payment options, architectural request forms, and more—anytime, anywhere.
Emergency & After-Hours Response
We maintain a 24/7 emergency response system to handle urgent maintenance or safety issues affecting common areas outside normal business hours.
Document Management & Record Retention
We maintain and archive digital and physical records in accordance with applicable laws and your governing documents, ensuring accessibility and long-term preservation of vital HOA documents.
New Client Transition Services
Our onboarding process includes collecting all association records, reviewing your governing documents, and setting up all systems for a smooth transition from your previous manager.
Capital Project Coordination
We assist with planning and coordinating large-scale capital improvement projects. From soliciting bids to managing timelines and contractor communication, we help ensure your projects are successful and well-executed.
Reserve Study Coordination
We collaborate with a reserve study specialist to develop a recommended reserve study that estimates the remaining life of common infrastructure and supports long-term financial planning, ensuring the association is prepared for future projects.