Services We Provide


We manage the operations of metropolitan districts and homeowner associations.  Part of the reason why we love our jobs is because of the wide range of services we provide to our clients!  The following is a list of the more common services we provide to our neighborhood clients:



METROPOLITAN DISTRICT TRANSITION SERVICES


Many covenant-controlled neighborhoods are beginning to see the financial and operational benefits metropolitan districts offer over HOAs.  However, transitioning from and HOA model to a metropolitan district model takes time and careful planning.

Neighborhoods with HOAs but no underlying metro district take longer to consolidate than neighborhoods serviced by both an HOA and a metropolitan district.  In fact, the process can take anywhere from 12 months to 24 months (or longer in some cases) depending on the facts and circumstances for each neighborhood.  HOA boards need a long-term partner and a cost effective approach to help them navigate through the process.  The process may take time but the benefits are certainly worth the effort!

Prior to our entry into the property management market, the options available to HOA boards desiring to transition into metropolitan districts has been very limited and expensive.  HOA management companies are generally unwilling or unable to advise and partner with their HOA clients on moving down the path towards consolidating operations into a metropolitan district.  Certain law firms specializing in metropolitan districts offer to assist board with making such transitions but at a cost of tens of thousands of dollars in attorney fees.

Fortunately, HOA boards now have another option – Wolfersberger, LLC!  We assist HOA boards in evaluating options and developing practical plans in working towards the goal of consolidating neighborhood operations.  And we provide these services as part of our base management fee.  Our clients not only hire us to manage the day-to-day operations of their neighborhoods, they hire us to turn barriers into opportunities and to find solutions to tough problems.


COVENANT ENFORCEMENT


Our covenant enforcement service process is uniquely designed to provide neighborhoods with a service that is superior to the covenant enforcement services provided by most other management companies.  Our property management software is fully integrated with a mobile covenant enforcement platform.  This fully-integrated software platform helps to us to significantly reduce errors and inconsistencies in delivering covenant enforcement services to our clients.  In addition, we have developed strong internal procedures and controls to ensure our covenant enforcement services are:

  1. Delivered as promised in accordance with the schedule established by the client’s board;
  2. Applied consistently across all homeowners within the neighborhood; and
  3. Applied in a manner that is consistent with the guidance, policies and interpretations of the board.

Money-Back Guarantee

We are proud to be the first and only management company in Colorado that offers neighborhood clients a written money-back guarantee on neighborhood walkthrough services.  (Call our office for guarantee details.) If we don’t perform a walkthrough of the neighborhood, we will refund the cost of that walkthrough back to our clients.  Simple.  Fair.  Common Sense.

 

ARCHITECTURAL REVIEW SERVICES


The Company’s architectural review service process is uniquely designed to provide neighborhoods with a service that is superior to the architectural review services provided by most other management companies.  Our property management software is fully integrated with a mobile architectural review platform.  This fully-integrated software platform helps to us to significantly reduce errors and inconsistencies in delivering architectural review services to our clients.  In addition, we have developed strong internal procedures and controls to ensure:

  1. Homeowners are completing projects in accordance with board-approved architectural review applications;
  2. All current homeowner projects are associated with a board-approved architectural review application; and
  3. Homeowner projects with no corresponding architectural review application are submitted to the board for further review and direction.

Money-Back Guarantee

We are proud to be the first and only management company in Colorado that offers neighborhood clients a written money-back guarantee on neighborhood walkthrough services.  (Call our office for guarantee details.) If we don’t perform a walkthrough of the neighborhood, we will refund the cost of that walkthrough back to our clients.  Simple.  Fair.  Common Sense.

 

ACCOUNTING / BOOKKEEPING


We provide our clients with all accounting and financial reporting services necessary to support their neighborhood operations.  All such services are typically included in our base monthly management fee.  Accounting services provided by us to both HOA and metropolitan district clients typically includes the following:

  • Manage accounts payable process
  • Manage accounts receivable process
  • Reconcile bank statements
  • Update the long-term capital reserve plan
  • Prepare and submit periodic financial statements to the client’s board
  • Prepare annual GAAP-compliant financial statements and supporting documentation for the auditors
  • Draft the annual budget (to be submitted to the client’s board for review and approval)

For metropolitan district clients, we also typically provide the following additional accounting services:

  • Calculate the mill levy rate and projected property tax revenue for the subsequent year (to be submitted to the client’s board for review and approval)
  • Submit the board-approved mill levy rate to the County Commissioners each year
  • (If applicable) Pay bondholders in accordance with the bond repayment schedule
  • Submit annual financial reports to the Conservation Trust Fund (if applicable), State Auditor and Department of Local Affairs
 

NEWSLETTERS


Newsletters are an important communication tool between our clients’ boards and their neighborhood residents.  We strongly encourage our client boards to publish and distribute newsletters to homeowners at least quarterly.  We are excited to manage our clients’ newsletter publication process and highly encourage our clients to contribute to the newsletter as much as possible.

Our criteria for managing the newsletter publication process are simple.  First, the newsletter must contain information that is relevant and useful to residents (i.e. keep generic, canned articles to a minimum).  Second, the newsletter must be visually appealing.

       
 

WEBSITE MANAGEMENT


A well-designed and managed website is an important asset to every neighborhood.  We provide neighborhood clients with the services necessary to manage and maintain exceptional websites that reflect the culture and quality of life in their neighborhoods.  Neighborhood websites serve several audiences including (1) potential homebuyers, (2) existing homeowners and residents and (3) neighborhood board members.

Potential Homebuyers

To potential home buyers, our neighborhood clients’ websites provide informative and revealing insights into the neighborhoods’ cultures and quality of life.  Our clients’ websites also provide homeowners and residents with the opportunity to communicate to others through pictures and short narratives regarding why they enjoy living in their neighborhood.  Social event pictorials, newsletters and event calendars all provide a much deeper perspective into the neighborhood culture that otherwise may be difficult for potential homebuyers to ascertain by driving around the neighborhood on a Sunday afternoon.

A neighborhood website is truly a powerful marketing tool that can attract potential homebuyers.  However, a poorly designed website (especially pre-designed, “boiler plate” websites), poorly managed website and dated information is also a powerful marketing tool—one that detracts potential homebuyers away from a neighborhood!

Homeowners and Residents

For existing homeowners and residents, our neighborhood clients’ websites are an important source for neighborhood legal, technical and social information.  Information provided on our neighborhood clients’ websites typically includes such information as:

  • Neighborhood history and statistics
  • Information on property taxing districts
  • Utility service provider information
  • Local school & PTA information
  • Covenant enforcement documents
  • Government representatives contact information
  • Board-approved solicitors
  • Board and committee member contact info.
  • Board policies
  • Board meeting agendas and minutes
  • HOA and/or metro district financial statements
  • Event calendar
  • Neighborhood watch information
  • Neighborhood newsletters
  • Homeowner surveys and results
  • Homeowner complaint submission box

Neighborhood Board

For neighborhood board members, our neighborhood clients’ websites facilitate several important communication tools (i.e. surveys, newsletters, board meeting agendas and minutes, etc.) between homeowners, the board and us (the property management company).  One of the most common complaints from homeowners is the lack of transparency between the HOA and/or metro district and the homeowners.  We strongly believe a well-managed website that keeps information current and relevant is an important, cost-effective step towards improving transparancy between a board and the homeowners they serve.

 

CONTRACTOR MANAGEMENT


Each neighborhood requires a unique set of services from its contractors.  Landscaping maintenance, pool maintenance, snow removal, trash collection, playground maintenance, liability insurance, financial statement audits, attorneys, etc. are some of the more common contractors neighborhoods rely on to provide various services.  We are there to help manage, coordinate and monitor those services to ensure our neighborhood clients’ operations are running smoothly.

 

HOMEOWNER SURVEY MANAGEMENT


We require our property managers to work closely with our neighborhood boards in managing at least one survey outreach program per year.  These surveys are designed to allow homeowners to evaluate the various aspects of the operation of the neighborhood.  Our surveys typically address topics such as:

  • Consistency and reasonableness of covenant enforcement services;
  • Common area maintenance;
  • Quality of newsletter publications;
  • Quality of services provided by the property manager; and
  • Neighborhood quality of life.

Our property managers summarize survey results and work with their board members on evaluating survey responses and developing action plans to address identified areas of concern.  Survey results and related board-approved action plans are typically communicated to homeowners through newsletters and posted on the neighborhood website.

Because we truly believe the success of our business is critically dependent on how well we serve our clients, we survey homeowners at least annually regarding our performance and professionalism.  The survey results are the basis on which our property managers internally develop and monitor personal client service-related performance goals each year.  If we aren’t listening to you, we aren’t doing our job!

 

BOARD ELECTION SERVICES


HOA Neighborhoods

We assist our HOA neighborhood clients with their annual board election process. Specific services we provide include, but are not limited to, the following:

  • Drafting proxy form templates;
  • Drafting board election meeting notices,
  • Mailing/emailing proxy forms and notices to the clients’ membership; and
  • Managing the board election meeting.

Metropolitan District Neighborhoods

We assist our metropolitan district clients with their bi-annual board election process. Specific services we provide include, but are not limited to, the following:

  • Ensuring districts adhere to the election calendar published by the Department of Local Government;
  • Publishing, distributing and advertising the call for nominations;
  • Collection of nomination forms;
  • Manage the ordering of candidates on the election ballot;
  • Develop the design and content of mail-in election ballots;
  • Manage the ballot mailing list (i.e. registered active and inactive voters);
  • Manage the printing of mail-in ballot packages;
  • Assemble and mail the ballot packages to registered voters;
  • Collect and count mail-in ballots;
  • Report election results; and
  • Collect and file board members’ oaths of office.
 

GOVERNMENTAL REPORTING


HOA Neighborhoods

We assist our HOA neighborhood clients with their annual reporting requirements. Specific services we provide include, but are not limited to, the following:

  • Annually renew HOA clients’ registration with the Colorado Division of Real Estate
  • File annual corporate reports with the Colorado Secretary of State

Metropolitan District Neighborhoods

We assist our metropolitan district clients with their governmental reporting requirements.  Specific services we assist metropolitan districts with include, but are not limited to, preparing and filing with various government agencies the following reports:            

  • Annual district report;
  • District boundaries maps (as needed);
  • Annual financial statements of the district;
  • Contact information report;
  • Annual transparency notice;
  • Annual certification of the district’s mill levies;
  • Certified copy of the district’s adopted annual budget;
  • Annual non-rated securities reports (if applicable);
  • Status of Conservation Trust Fund monies (if applicable);
  • Notice of the district board election cancellation (if applicable);
  • Certificate of board election results (if applicable);
  • Director oaths;
  • Director conflict of interest statements;
  • Notices of board meetings

We work on behalf of our clients with Colorado’s Department of Local Government, Colorado Secretary of State, Colorado state auditor, county boards of commissioners, county treasurer, county assessors office and county clerk and recorders’ offices to ensure our clients are meeting the various reporting requirements for each governmental agency.