New Association Setup Form

New Association Setup Form

Please read each question carefully and complete all fields that apply to 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
Is the Declarant/Developer still in control?*

YesNo
Is a Builder still involved with the Association?*

YesNo
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
Manager:*
Total # of Inspections/Site Visits Per Year:
Determined by VP. Includes ACM + CM visits.
ACM Territory #:
May be assigned after form submission.
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:*
Mgmt Fee applicable to first owner closing unless otherwise stated. Do not include onboarding fees; they will automatically be applied when the onboarding VP submits the online form.
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, confirm with the onboarding VP if there will be a separate set of books in CINC.

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

	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:
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 whether collections should be transferred to new legal collections attorney.
- 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:
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):

Update Misc (Amenity, Vendors) and standard on-call information in CINC SystemsSchedule site visit and 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 & FeeAmenities, 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):

Recorded Property maps from Developer/Builder with as-built drawings for signs, lights, BMP/SCMs, 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 ACM to enroll in upgraded light reimbursement programTownhome/Condo/Villa (if applicable) – seek Board approval for attorney-drafted Building Maintenance Responsibility Chart if one does not exist in governing documents.Developer Transition to Homeowners – Refer to Developer Transition document to plan for transition
Enter your email to receive a copy of this form:
example@example.com
Should be Empty:

New Association Setup Form

Attach the following files: