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:
Service Level:
Amenity Options (select all that apply):
Is the Declarant/Developer still in control?
Is a Builder still involved with the Association?
Is the Association an age-restricted community (i.e. 55+)?
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)?
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
2 digit month, 2 digit day, 4 digit yearPlanning 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?
Name of the related Association(s):
Does PPM manage one or more of the related Association(s)?
Will architectural applications be processed through PPM's platform for this Association (even if they hire a third party to do its review?
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?
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:
Are there different homeowner assessment rates entered above, or special/other assessments?
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:
This is for required assessments; do not enter separate contributions here.
Per:
Builder Assessments are collected upon closing to a homeowner unless otherwise indicated:
Builder Contribution:
This is for an agreed contribution; do not enter assessments here.
Per:
Indicate if the builder contribution will be paid upon lot purchase or upon closing to the homeowner:
Developer Assessment:
This is for required assessments; do not enter subsidy here.
Per:
SUBSIDY V. LOAN. The developer payment is considered a:
Working Capital / Capital Contribution - Homeowners:
Working Capital / Capital Contribution - Builders:
Is working capital required to be deposited to the reserve account?
RESERVE FUNDING ACCOUNTS: Select all types of separate reserve bank accounts that the Association requires. This is for required separate bank accounts; it is NOT related to how capital expenses are allocated. *IMPORTANT: Check the legal documents.*
RESERVE CONTRIBUTION - ANNUAL AMOUNT:
Enter the total annual amount that is budgeted for the general reserve fund.
FREQUENCY OF RESERVE CONTRIBUTION:
Annual contribution will be divided based on frequency selected.
Indicate the annual contribution amount and frequency for each additional type of fund (if applicable):
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:
Architectural Chairperson Name:
ARC Team will set up the ARC chair to review applications. If this is unknown or not entered upon submission, Manager must enter this information appropriately in CINC directory for all ARC members.
Architectural Chairperson Email:
Architectural Member(s) Name(s):
ARC Team will set up the ARC members. If this is unknown or not entered upon submission, Manager must enter remaining information appropriately in CINC directory for all ARC members.
Architectural Members - Email Address(es):
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:
Format: (000) 000-0000.
Insurance Agent Email:
CPA (Tax/Audit) Name: (required if an Active Association)
CPA (Tax/Audit) Phone Number:
Format: (000) 000-0000.
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:
Format: (000) 000-0000.
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
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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:
Front desk:
Collections:
Accounting:
Architectural Review Specialist (ARS) completes the following (within 30 days):
Amenities Management Specialist (AMS) completes the following (within 30 days):
Assistant Community Manager (ACM) completes the following (within 30 days):
Manager completes the following (within 30 days):
Manager completes the following (within 60 days, as applicable):
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: