New Association Setup Form - Active Association

New Association Form

Please read each question carefully and complete all fields that apply for the Association for accurate setup.
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 Option
Association Setup Information
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:*
City: *
County:*
Zip:*
Management Start Date (Month, Year):*
Earlier of contract start or 1st closing
Onboarding VP:
VP who turns over initial files, cash flow, etc.
Manager:*
ACM Territory #:
May be assigned after form submission.
Management Fee:*
Mgmt Fee applicable to first owner closing unless otherwise stated. Onboarding fees will automatically be applied.
Management Fee applicable to Builder Closings?

YesNo
Estimated Date of Transition from Declarant to Homeowners:

MonthDayYear
Planning estimate; does not need to be exact.
Type of Association:*
Is there a related Master/Sub?*

YesNo
Name of the related Association:
Does PPM manage both?

YesNo
If Yes, describe if there is a separate management fee for Master and Sub:
Does this Association process its own architectural applications (even if they hire a third party to do its review?*

YesNo
If No, indicate which Association handles architectural review for the Association and whether that entity is managed by PPM:
Planned Units
NOTE: If there are different product types within the community, it may be set up as a master entity and budget and a separate entity and budget in CINC for the sub product type (i.e. townhomes) even if they are the same legal entity. This would require a separate form for each. Please refer to the management contract and your VP.

	Current Count	Total at Build-Out	Base Assessment / Frequency (All Units)	Additional or Separate Assessment Rate/ Frequency
Single Family
Single Family Villa
Townhomes
Condominiums
Business / Commercial
Other:

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.
Assessment & Penalty Information
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 protocol will apply unless otherwise indicated below. If so, attach the written policy.
Are there still builder lots within the community?

YesNo
Builder Assessment:
Per:
Builder Assessments are collected upon closing to a homeowner unless otherwise indicated:
Builder Contribution:
Per:
Builder Contributions are generally not required in the governing documents but are agreed by the builder. Indicate if the 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:
Builders:
Is it 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 Name:
If applicable, enter the developer administrative contact and decision-maker.
Developer Email:
Insurance Agent Name: (required 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:
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 should have these files before submitting this form (but do not attach them to this form):
- 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), or Lot List with Addresses
- Accounts Receivables List if an established community. Include names, addresses, current balances, collection status, and if collections should be transferred to legal collections.
- 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:
New Property Team Checklists
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 Setup
Admin completes the following (within 30 days):

Update Registered Agent w/ NC SOS (make sure mailing address is the NH address)Upload Legal documents, insurance information, ARC App & guidelines, BUDGET to HomewiseDocsBilling/ Mailing Address updated (existing vendors & utilities)Amenity Access system - confirm access site credentials & schedule infoAmenity, if New (see manager): PPM invoice for initial keyfob order and administration - $5 per fobUpdate Misc (Amenity, Vendors) and standard on-call information in CINC SystemsSet up amenity and miscellaneous items in WebAxis
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 CDOAmenities, New (if applicable): If amenities are opening for the first time, refer to Amenity Opening Checklist & FeeConfirm access fob fee ($25 min recommended) & rental fee (include cleaning cost + $25 administrative fee)Schedule site visit and inspectionsAmenities, 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):

Has the Beneficial Owner Information report been filed according to the CTA?Recorded Property maps from Developer/Builder with as-built drawings for signs, lights, BMPs, etc.Warranty information (if applicable/THs) from BuilderConstruction plans, materials, paint colors, etc. on recordLighting plan – If City of Raleigh or Town of Cary, direct admin to enroll in upgraded light reimbursement programTownhome/Condo/Villa (if applicable) – create Building Maintenance Responsibility ChartDeveloper Transition to Homeowners – Refer to Developer Transition document to plan for transition
Should be Empty:

New Association Form