New Association Setup Form

New Association Setup Form

To be submitted by the Manager. Please complete all fields that apply to the Association for accurate setup.
Legal Name: *
*Legal name exactly as written in the most currently filed Articles of Incorporation- Attach a copy or indicate if not yet filed
Federal Tax ID:*
Incorporation Date:*
According to Articles of Incorporation
City: *
Physical location of the community
County:*
Zip:*
Setup Information
Select the type of Association:*

Active Association (has homeowners)New Construction (no homeowners yet)
Service Level:*

Full ServiceFinancial PlusFinancial Management
Amenity Options (select all that apply):*

Rentals Allowed (i.e. Clubhouse, Cabana)Resident Purchases Offered (i.e.Key/Fob/Sticker)No Amenity or Purchase OptionAmenity opens in 1 year or later (new construction)
Is the Declarant/Developer still in control?*

YesNo
Is a Builder still involved with the Association?*

YesNo
Is the Association an age-restricted community (i.e. 55+)?*

YesNo
Management Start Date (Month, Year):*
Earlier of contract start or 1st closing
Manager:*
Total # of Inspections/Site Visits Per Year:
Determined by VP. Includes ACM + CM visits.
ACM Territory #:
Contact VP of Admin. for territory assignment, then enter on this form.
Mgmt Fee is applicable to the first owner closing unless otherwise stated. Do not include onboarding fees; they will be applied when the onboarding VP submits the reimbursement form.
How is the Management Fee to be billed?*
Should the Management Fee apply to closings for Builder lots (where builder take down lots prior to owner closings)?

YesNo
Management Fee - Per Unit:*
Management Fee - Flat Rate:*
Are there additional Management Fees for different Product Types (i.e. add'l rate for TH, Villa)?
Please explain the additional Management Fee, and how it is to be applied (flat/per-unit). If the additional management fee is billed under a separate budget, state that here.*
Estimated Date of Transition from Declarant to Homeowners:

MonthDayYear
Planning estimate; does not need to be exact. Leave blank only if it has already transitioned to an owner-elected Board.
Type of Association:*
Master, Sub etc.
Is there a related Master/Sub?*

YesNo
Name of the related Association(s):
Does PPM manage one or more of the related Association(s)?

YesNo
Will architectural applications be processed through PPM's platform for this Association (even if they hire a third party to do its review?*

YesNo
If No, which Association or entity handles architectural review for the Association and is it managed by PPM?
Planned Units
Are all Planned Units currently under the same corporation / Association?*

YesNo
If No, please explain and submit a separate form for each entity. If Yes, any different rates must be listed in the column.
NOTE: If there are different product types within the community, the sub product type (i.e. townhomes) may be set up as a separate entity and budget in CINC than the master community - even if they are the same legal entity. This would require a separate form for each. Please refer to the management contract and the onboarding VP to confirm.

Include only those units that should be a part of this same entity as it is set up in CINC.*

Rows	Current Count	Total at Build-Out	Base Assessment and Frequency (All Units)	Additional or Separate Assessment Rate and Frequency
Single Family
Single Family Villa
Townhome
Condominium
Business / Commercial
Other:
TOTAL UNITS

Assessment & Financial Information
Budget Upload - Select One:*

New Association: I will upload the budget to CINC within 30 days.Existing Association: I have provided the budget to Accounting for it to be uploaded along with beginning balance entries.
Are there different homeowner assessment rates entered above, or special/other assessments?*

YesNo
If Yes, explain in detail: (i.e. specific assessment for units with alleys, fences or other arrangements, etc.)
If applicable, please explain the setup for transferring assessments from Sub to Master:
Late Fee:*
Interest:
Day to apply penalty (10th / 15th / Last Day of Month):*
Late Fees and Notices will begin 30 days after homeowners are entered into the system unless otherwise indicated:
Standard PPM Collections policy will apply unless otherwise indicated below. If there is a separate, official collections policy, describe here and attach the written policy.
Builder Assessment:
Per:
Builder Assessments are collected upon closing to a homeowner unless otherwise indicated:
Builder Contribution:
Per:
Indicate if the builder contribution will be paid upon lot purchase or upon closing to the homeowner:
Developer Assessment:
Per:
The developer payment is considered a:

SubsidyLoan
Working Capital / Capital Contribution - Homeowners:
Working Capital / Capital Contribution - Builders:
Is working capital required to be deposited to the reserve account?

YesNo
If there is anything unique to the amount(s), process or timeline for the collection of any funds, please describe:
Contact Information

List Board Members and Email Addresses for CINC (Reports, Architectural Access):
Board Member Name 1:*
At least 1 Board member is required, whether Declarant- or Owner-controlled.
Board Member Email 1:*
Board Member Name 2:
Board Member Email 2:
Board Member Name 3:
Board Member Email 3:
Board Member Name 4:
Board Member Email 4:
Board Member Name 5:
Board Member Email 5:
Developer or Declarant Name:
Enter the developer's administrative contact and decision-maker.
Developer or Declarant Email:
Insurance Agent Name: (required upon submission if an Active Association)
Insurance Agent Phone Number:
Insurance Agent Email:
CPA (Tax/Audit) Name: (required if an Active Association)
CPA (Tax/Audit) Phone Number:
CPA (Tax, Audit) Email:
example@example.com
CPA (Tax/Audit) Email:

Area CodePhone Number
Previous Management Company Name:
Include if applicable.
Previous Management Company Phone Number:
Previous Management Company Email:
Attach the following files:
- Articles of Incorporation
- Homeowner or Lot List with Addresses
File type: pdf, doc, docx, xls, xlsx, csv, txt, rtf, html, zip, mp3, wma, mpg, flv, avi, jpg, jpeg, png, gif
Cancelof
MANAGER MUST HAVE THESE FILES BEFORE SUBMITTING THIS FORM (but do not attach to this form):
- Copy of all Governing Documents (Articles of Inc, Covenants, Bylaws, Architectural Guidelines & Application)
- Signed management contract (confirm with VP that it has been received)
- Homeowner List (names, addresses, lot #s, absentee addresses), if an established community
- Accounts Receivables List if an established community. Include names, addresses, current balances, collection status, and if collections should be transferred to Jordan Price.
- Current Year Financial Statement & Resident account balances, if applicable
If any of the required files are missing, please explain why, and when it will be provided:
Team Checklists for New Associations:

Important for each department! Keep these lists and complete your assigned tasks after submission.
Initial Setup:

Community Setup in CINCCINC Systems User Permissions AssignedW-9 created and saved in Accounting / F DriveWebsite setup (template, documents)CCR Violation segment setup
Front desk:

Add to Property ListAdd to Postage MeterAdd to CopiersAdd to RingCentral, Textel
Collections:

Late Fees (Post Charges) setupCollections Module (Late Notices etc.) setup
Accounting:

Bank Account openedCINC / banking sites updatedCoupons/Statements ordered (if needed)Residents loadedBalances loadedCopy Addendum Billing Setup from another AssociationAdd third-party services to Addendum Billing (compliance, website, banking)Process ‘New Community Setup Fee’ paymentsDirectory SetupBilling/ Mailing Address updated (existing vendors & utilities)
Architectural Review Specialist (ARS) completes the following (within 30 days):

Create WebAxis ARC application docment and Permission to Attach to Existing Fence form. Save to F: drive.
Amenities Management Specialist (AMS) completes the following (within 30 days):

Update Registered Agent w/ NC SOS (make sure mailing address is the NH address)Upload to Homewise Docs: Legal documents, insurance information, ARC App & guidelines, and BudgetAmenity Access system - confirm access site credentials & schedule infoAmenity, if New (see manager): PPM invoice for initial keyfob order and administration
Assistant Community Manager (ACM) completes the following (within 30 days):

Add site visits/inspections to calendar (Admin VP sets the territory, master calendar and frequency of inspections.)
Manager completes the following (within 30 days):

Complete any required items from this formCurrent budget: Finalize approved budget and Upload to CINCService Contracts: Ensure all required contracts are in place. File contracts and documents on F driveInsurance: General liability, D&O, hazard (verify with covenants). Confirm values of amenities, entrance signs, etc.Board and Vendor contacts entered in the CINC directory or direct Admin to completeIf Developer-controlled: Refer to Development Process document and provide update to CDOConfirm access fob fee ($25 min recommended) & rental fee (include cleaning cost + $25 administrative fee)Schedule site visit and inspectionsReview governing documents to confirm: - Specific compliance language to be added to CINC Manager (send to Admin VP); - Board and Annual meeting requirements; - Fee authority.Amenities, New (if applicable): If amenities are opening for the first time, refer to Amenity Opening Checklist & FeeUpdate Misc (Amenity, Vendors) and standard on-call information in CINC SystemsAmenities, Existing (if applicable): Confirm cleaning company, data transfer of security or key fob system setup, inspection or certification requirements, maintenance calendar for: HVAC and elevator, fire prevention / extinguisher (if sprinkler system), fitness equipment, window, carpet, upholstery cleaning, etc.
Manager completes the following (within 60 days, as applicable):

Add Maintenance Items in CINC PortfolioRecorded Property maps from Developer/Builder with as-built drawings for signs, lights, BMP/SCMs, etc.Add Management Plan in CINC PortfolioWarranty information (if applicable/THs) from BuilderLighting plan – If City of Raleigh or Town of Cary, direct ACM to enroll in upgraded light reimbursement programConstruction plans, materials, paint colors, etc. on recordTownhome/Condo/Villa (if applicable) – seek Board approval for attorney-drafted Building Maintenance Responsibility Chart if one does not exist in governing documents. (this informs Maintenance Items)Developer Transition to Homeowners – Refer to Developer Transition document to plan for transition
Enter your email (manager submitting the form):*
Should be Empty:

New Association Setup Form

Mgmt Fee is applicable to the first owner closing unless otherwise stated. Do not include onboarding fees; they will be applied when the onboarding VP submits the reimbursement form.

Attach the following files: