New Developer Services RFP - Robson Property Management

HOA Community Onboarding Questionnaire - Initial Intake

Thank you for choosing Robson Property Management to manage your new HOA community. To ensure a smooth and efficient onboarding process, please complete the following questionnaire with as much detail as possible. This information will help us understand your community's current status, future plans, and specific needs so that we can provide the best possible service. If you don't know the answer, please leave it blank.

I. Basic Community Information (Early Stage): Concept/Planning Phase

1. Community Name:

Recording & Legal Structure

Construction Status

Site work has not started
Site work underway (infrastructure in progress)
Vertical construction has started
Model homes under construction
Homes actively being sold

Operational Stage

Governance Stage

Declarant-controlled board
Advisory homeowner board in place
Transition anticipated within 12 months
Turnover completed

2. Location: (City, County, State)

City

Zip Code

County

State

3. Community Address: (An address within the neighborhood)

If an address is not available, please provide major cross streets.

4. Type of Community

II. Developer & Legal Status: Concept/Planning Phase

1. Developer Information

Company Name

Contact Person

Title

Phone

Email Address

Mailing Address

Address Line 1

Address Line 2

City

State

Zip Code

2. Are you the Declarant?

Yes
No

If No, please provide Declarant information:

Company Name

Contact Person

Phone Number

Email Address

3. Is this a Joint Venture?

Yes
No

If Yes, please provide the following information for each venture partner:

Company Name

Contact Person

Phone Number

Email Address

Ownership Percentage

4. Legal Counsel:

Are you working with an attorney for the HOA formation and governance?

Yes
No

If yes, please provide:

Attorney Name

Law Firm

Phone Number

1. 4. Completely

Email Address

5. Pending Litigation or Disputes: Are there any pending lawsuits, disputes, or legal claims involving developer or the HOA?

Yes
No

If yes, what are the details of that claim?

Current Status of Development

Is this a phased annexation?

Yes
No

If yes, please provide more detail:

Select Current Status of Development

Concept / Planning Phase (land under control, entitlements not finalized)
Entitlements / Zoning in Process
Civil engineering / site plan in progress
Under Construction

Is Neighborhood Completely Built Out?

Yes
No

Which RPM consulting service level would you like? Please select one.

A $750: Prepare a comprehensive buildout budget for the Association along with a recommended assessment amount. Additionally, develop the Welcome Package and all related documents, including an overview of what an HOA is, a detailed breakdown of HOA income and expenses, a chart comparing HOA and owner maintenance responsibilities, and helpful information about local utility providers and service vendors.
B $1250: Review all association governing documents, including the Bylaws and Covenants, Conditions, and Restrictions, and provide recommendations for proposed changes that best meet the needs of the community. Prepare a complete buildout budget for the Association along with a recommended assessment amount. Additionally, develop the Association Welcome Package and all related materials, such as an overview of what an HOA is, a breakdown of HOA income and expenses, a comparison chart of HOA versus owner maintenance responsibilities, and helpful information about local utility providers and service vendors.
C $3250: Plus, Additional Attorney Fees and Filing Fees if applicable: Set up the Association entity in coordination with legal counsel, ensuring all necessary corporate filings are completed, including obtaining an EIN from the IRS and registering with the Secretary of State. Assist in preparing and coordinating all governing documents such as Bylaws and Covenants, Conditions, and Restrictions. Develop policies for covenant enforcement, fines, and collections, as well as committee charters for groups like Social, Neighborhood Watch, and Budget. Draft recommended Board of Director resolutions to promote efficient operations, such as establishing electronic communication procedures. Prepare a full buildout budget with a suggested assessment amount, along with a multi-year budget during the development phase until full buildout is achieved. Additionally, create the Welcome Package and related materials, including an overview of what an HOA is, a breakdown of income and expenses, a comparison of HOA versus owner maintenance responsibilities, and helpful information about local utility providers and service vendors.