August 9, 2016
Dear Deerhaven property owner
I would like to introduce myself to those of you I may not have meet yet. My name is Doug Plas and I am the owner of Preferred Association Management Company. My company has recently been hired to manage the day to day affairs of the Deerhaven POA. We are not a replacement to your Board of Directors. Rather, we are a support system for your Board. The Board of Directors is a volunteer Board. The services we provide allow the volunteer Board to enjoy life and family rather than the multiple tasks involved with the POA. The Board still controls the money and makes the decisions. We just take the mundane tasks off their shoulders.
We recently sent annual assessments statements out to all owners and that has created some questions and confusion.
The first question we were asked was; I own multiple lots but in the past I only received one statement. Why are you sending me multiple statements?
The short answer is that our software needs to break out each lot. HOWEVER, we have contacted the software developer and they are creating a change to the software that will allow us to create one owner and put under that one owner all the multiple lots. So, each owner will receive only one statement and the multiple lots will show under one owner.
The second question we were asked was; if I own multiple lots why do I need multiple account numbers and multiple online access codes. Please refer to the answer above. In creating the one account per owner no matter how many lots are owned, it will be simplified to one account number per owner.
The third question we were asked is my account information is incorrect. We are performing an audit against the county’s records to make sure we have everyone’s mailing address, lot number and lot address to match with the county’s records.
Lastly, why am I sending my annual payment to a Las Vegas address? The answer is we deal with a bank that specializes in POAs. That bank is Western Alliance Bank. They offer a lockbox which is a payment processing center. The owners mail their payments to and the lockbox processes the payment and we then download a banking file every morning into our software.
Currently, my company manages over 95 different HOA throughout central Texas. Yours is a little different in how the multiple lots per owner work compared to the majority of HOAs. This does not mean that it is wrong. It is just unique and we are working to modify our system so that we can provide services to you the way you are used to seeing them. Thank you for pointing these differences out and thank you for your patience as we evolve to implement these changes.
Please contact me directly with any questions or concerns to this issue or any POA topic and issue.
Thank you for allowing us to be part of your community