Professional HOA Management Services
Certified community association management for Sonoma County HOAs of all sizes. From board meeting coordination to financial oversight and compliance, we handle every aspect of running your association so volunteer board members can focus on what matters most.
BBB A+ Rated | ✓ CCAM Certified Manager | ✓ 30+ Years Experience | ✓ 45+ Associations Managed
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HOA Management
Santa Rosa’s Trusted HOA Management Partner Since 2020
Managing a homeowners association in Sonoma County requires expertise in California’s complex Davis-Stirling Act, financial acumen to protect your community’s assets, vendor management skills to coordinate maintenance and repairs, and diplomatic skills to navigate homeowner relations and board dynamics. Few volunteer board members have time to master all these responsibilities while balancing careers and personal lives.
Premier Property Services provides comprehensive HOA management services that allow board members to focus on strategic decisions rather than day-to-day operations. Formed in 2020 through the strategic merger of two well-established North Bay property management firms, we bring together over 30 years of combined experience serving Sonoma County associations.
Our Santa Rosa headquarters at 1451 Guerneville Road means we’re never more than a phone call or short drive away when your community needs us. Currently managing 45+ associations across Sonoma, Marin, and Napa counties, we’ve built our reputation on responsive service, transparent communication, and deep expertise in California HOA law.
Our president, Chelsea Draper, holds the Certified Community Association Manager (CCAM) designation from the California Association of Community Managers—California’s premier HOA management credential requiring extensive education on Davis-Stirling Act compliance, financial management, and ethical practices. This certification, combined with our active memberships in Community Associations Institute (CAI) and Educational Community for Homeowners (ECHO), ensures your association benefits from current best practices and legal compliance.
We’re proud to maintain an A+ rating with the Better Business Bureau, reflecting our commitment to ethical business practices, responsive customer service, and fair complaint resolution. When you work with Premier Property Services, you’re partnering with professionals who live in your community, understand Sonoma County’s unique characteristics, and bring proven expertise to every challenge your association faces.
HOA Management
Comprehensive HOA Management Services for Sonoma County Communities
Full-service association management tailored to your community’s unique needs and budget.
Board Meeting Preparation and Attendance
Effective board meetings require preparation, documentation, and follow-through. Our community managers attend all board meetings—in-person at your location or via video conference—ensuring professional support for every governance decision your board makes.
Our Board Meeting Services Include:
Pre-Meeting Preparation:
We prepare comprehensive meeting agendas based on pending issues, homeowner correspondence, vendor proposals, and board priorities. Agendas are distributed to board members with sufficient advance notice to review materials and prepare for informed discussion.
Meeting Attendance and Minutes:
Your assigned community manager attends every board meeting to provide financial reports, vendor updates, compliance guidance, and professional recommendations. We take detailed minutes that meet Davis-Stirling Act requirements for content, format, and distribution timelines (Civil Code §4950).
Action Item Tracking:
Between meetings, we track all action items assigned during board meetings, provide status updates to board members, coordinate vendor follow-up, and ensure decisions are implemented properly.
Executive Session Support:
When boards need to discuss sensitive matters (delinquent homeowners, potential litigation, personnel issues), we provide guidance on proper executive session procedures per Civil Code §4935, ensuring confidentiality requirements are met.
Special Meeting Coordination:
When urgent matters arise requiring special board meetings, we coordinate scheduling, provide required notice to board members, and attend to document decisions.
Annual Meeting Support:
We assist with annual meeting preparation including election ballot preparation, quorum verification, meeting space coordination, and minutes recording.
We work closely with board presidents to structure productive meetings that address essential business without consuming excessive volunteer time. Board members consistently tell us our meeting preparation and follow-through make their volunteer roles manageable rather than overwhelming.
HOA Management
Transparent Financial Oversight and Monthly Reporting
Sound financial management protects your community’s assets and ensures funds are available for both daily operations and future capital improvements. Our HOA accounting services provide complete financial transparency that gives board members and homeowners confidence in their association’s fiscal health.
Monthly Assessment Collection:
We bill and collect monthly assessments, post payments promptly to homeowner accounts, track delinquencies from first day overdue, send courtesy reminders before late fees apply, and follow California’s strict collection procedures (Civil Code §5650-5730) including pre-lien letters, lien recording, and payment plan negotiations when appropriate.
Accounts Payable Processing:
All vendor invoices are verified for accuracy against contracts and work performed, properly coded to budget line items for tracking, routed to board members for approval through online portal, and paid on schedule after board approval. We maintain detailed records of all expenditures for annual audit preparation.
Reserve Fund Management:
Separate reserve accounts are maintained per California law (Civil Code §5510), with monthly reconciliation and tracking against reserve study recommendations. We coordinate with your reserve study provider for annual updates, work with boards to develop funding plans that avoid special assessments, and provide detailed reporting on reserve fund balance vs. recommended funding levels.
Monthly Financial Statements:
Board members receive comprehensive monthly financial statements within 10 days of month-end showing:
- Budget vs. actual comparisons for all operating accounts
- Reserve fund balances and recommended contribution tracking
- Accounts receivable aging report (outstanding assessments by homeowner)
- Accounts payable status (outstanding vendor invoices)
- Bank reconciliations for all accounts
- Year-to-date financial performance summaries
Annual Budget Preparation:
Each year, we prepare draft annual budgets based on historical spending trends, anticipated vendor cost increases, necessary reserve contributions per reserve study, and known upcoming projects or expenses. We present draft budgets to boards with explanations of major changes, work with boards to finalize budgets that balance financial responsibility with homeowner assessment impact, and prepare required budget distribution to all homeowners (Civil Code §5300).
Tax Compliance Coordination:
We coordinate with your association’s CPA for annual tax return preparation (Form 1120-H or 1120), provide all necessary financial documentation and supporting schedules, and track filing deadlines to ensure timely submission.
Delinquency Management:
California’s assessment collection laws are strict and specific. We follow compliant procedures including courtesy notices before late fees, formal demand letters, pre-lien notices with required waiting periods, lien recording when necessary, and coordination with collection attorneys for foreclosure proceedings when required. Our goal is always to work with homeowners toward payment solutions before pursuing aggressive collection actions.
Financial transparency builds homeowner confidence. Board members access real-time financial data 24/7 through our secure online portal, and we’re always available to answer financial questions or explain reports.
HOA Management
Navigate California’s Balcony Inspection Requirements with Expert Guidance
California’s mandatory inspection laws for exterior elevated elements protect residents from structural failures while creating complex compliance obligations for associations. Senate Bill 326 (condominiums) and Senate Bill 721 (apartments with three or more units) require regular inspections by licensed professionals, with most associations facing January 2025 deadlines for initial inspections.
Understanding SB 326 & SB 721:
These laws respond to tragic balcony collapses in California that resulted in deaths and serious injuries. Regular inspections identify structural deterioration before it becomes dangerous, protecting residents and limiting association liability.
SB 326 (Condominiums)
requires condominium associations to inspect “exterior elevated elements” (balconies, decks, porches, stairways, walkways, railings) more than 6 feet above ground level, designed for human occupancy, and supported in whole or substantial part by wood or wood-based products. Inspections must be performed by licensed architects or structural engineers every nine years.
SB 721 (Apartments)
applies similar requirements to apartment buildings with three or more dwelling units, with inspections required every six years.
Who Must Comply:
SB 326 applies to “condominium associations” as defined in Civil Code §4100—associations where homeowners own individual units and share common areas. Single-family HOAs and planned unit developments (where homeowners own their structures) generally are not subject to SB 326, though similar structures may require inspection under local building codes.
Our Comprehensive SB 326/721 Compliance Services:
Step 1: Compliance Assessment
We review your property to identify which structures meet SB 326/721 definitions, determine your association’s compliance deadlines, identify whether previous inspections were completed, and advise on immediate compliance obligations.
Step 2: Inspector Selection
California law requires inspections by licensed architects or licensed structural engineers. We solicit competitive bids from multiple qualified professionals, verify proper California licensing and professional liability insurance, review inspector qualifications and experience with similar properties, and present boards with comparative proposals showing scope, timeline, and cost.
Step 3: Inspection Coordination
We arrange inspection schedules that minimize resident disruption, coordinate access to tenant-occupied units with proper legal notice, provide inspectors with property information (construction dates, previous repairs, known issues), and serve as primary contact for inspector questions during fieldwork.
Step 4: Report Review and Board Education
Inspection reports classify structures as “satisfactory condition” or “requiring further inspection” (immediate safety concern). We review reports with boards, explain findings in plain language, identify which structures require immediate attention vs. monitoring, and help boards understand repair recommendations and urgency levels.
Step 5: Repair Coordination
When inspections identify structural deficiencies requiring repair, we obtain competitive bids from qualified, licensed contractors, verify contractors carry proper licensing and insurance, help boards prioritize repair work based on safety and budget, manage construction coordination including tenant notification and access, and verify proper completion before final payment.
Step 6: Reserve Study Updates
Inspection findings must be incorporated into reserve study updates to ensure adequate long-term funding. We coordinate with your reserve study provider to update component lists, adjust estimated useful life based on inspection findings, revise cost estimates for major repairs or replacements, and recommend funding adjustments to meet anticipated needs.
Step 7: Ongoing Compliance Tracking
We maintain records of inspection reports and compliance dates, track nine-year re-inspection cycles (SB 326) or six-year cycles (SB 721), provide advance notice when re-inspections approach, and coordinate future inspection cycles.
Don’t Wait on Compliance:
While many associations met initial January 2025 deadlines, compliance is ongoing. Associations that missed deadlines face potential liability if structural failures occur, and all associations need to plan for regular re-inspection cycles. The sooner you address compliance, the better you protect residents and your association’s financial health.
Legal Citations:
- SB 326: Civil Code §5551
- SB 721: Health and Safety Code §17973
HOA Management
Consistent, Fair Enforcement of Community Standards
Your association’s Covenants, Conditions, and Restrictions (CC&Rs) exist to protect property values and maintain neighborhood standards. However, enforcement creates challenges for volunteer boards who must balance rule compliance with neighbor relationships. Inconsistent enforcement leads to homeowner complaints, claims of favoritism, and potential fair housing violations.
Our Professional CC&R Enforcement Approach:
Written Enforcement Policies:
We work with boards to develop clear, written enforcement policies that specify which violations warrant immediate action vs. courtesy notices, establish progressive enforcement steps (warning, formal notice, hearing, fine), define fine amounts for various violations, and ensure compliance with California Civil Code requirements.
Architectural Review Coordination:
When homeowners request modifications (paint color changes, landscaping alterations, structural additions, solar panel installations), we coordinate the architectural review process:
- Distribute applications to architectural review committee members
- Provide committee members with relevant CC&R sections and past decisions
- Track application review timelines to ensure compliance with Civil Code §4765 (45-60 day response requirements)
- Communicate committee decisions to homeowners with clear reasoning
- Document approvals with any conditions or requirements
- Track completion of approved projects
Violation Identification and Notice:
We identify violations through routine property inspections, homeowner complaints, or board member reports. Our progressive enforcement process includes:
Initial Courtesy Notice:
First contact is typically a friendly reminder explaining the violation and requesting voluntary correction within a reasonable timeframe (typically 10-14 days). Many violations are resolved at this stage through homeowner cooperation.
Formal Violation Letter:
If violations aren’t corrected after courtesy notice, we send formal violation letters citing specific CC&R provisions, describing the violation in detail, providing another opportunity to correct (typically 10 days), and notifying homeowner of right to hearing before fine assessment.
Hearing Scheduling:
California law (Civil Code §5855) requires associations to offer homeowners a hearing before fine assessment. We coordinate hearing scheduling, provide proper advance notice, attend hearings to present violation documentation, and document hearing outcomes and board decisions.
Fine Assessment and Collection:
Only after hearing opportunity is provided can fines be assessed. We document fine assessment decisions, add fines to homeowner accounts, track payment, and follow collection procedures for unpaid fines. All enforcement actions comply with California’s strict procedural requirements to ensure enforceability.
Consistency Documentation:
Every enforcement action is documented in homeowner files, creating a track record that demonstrates consistent treatment. Similar violations receive similar responses regardless of which homeowner is involved, eliminating favoritism concerns and protecting against discrimination claims.
Dispute Resolution:
When homeowners disagree with enforcement decisions, we facilitate internal dispute resolution before matters escalate to expensive legal action. California law (Civil Code §5925-5965) requires associations to offer alternative dispute resolution—we coordinate mediation or arbitration when needed.
Common Enforcement Challenges We Handle:
- Parking violations (unauthorized vehicles, RVs, commercial vehicles)
- Landscaping maintenance (dead lawns, overgrown yards, weed violations)
- Unauthorized modifications (unpermitted paint colors, structures, fencing)
- Rental restrictions (short-term rental violations, unauthorized occupants)
- Pet violations (breed restrictions, leash requirements, waste issues)
- Noise complaints and nuisance behaviors
Fair Housing Compliance:
All enforcement decisions must comply with federal and state Fair Housing laws. We train our managers on protected classes, reasonable accommodation requirements, and discriminatory practices to avoid. When homeowners request accommodations based on disability, we guide boards through proper evaluation procedures that balance legal obligations with CC&R enforcement.
Consistent, professional enforcement maintains property values while treating all homeowners fairly. Our documented approach protects both individual homeowners and your association from claims of selective enforcement or discrimination.
HOA Management
Proactive Property Maintenance Through Trusted Vendor Relationships
Deferred maintenance costs more in the long run and frustrates residents. Proactive maintenance protects your community’s physical assets, preserves property values, and keeps residents satisfied with their living environment. Premier Property Services coordinates timely, cost-effective maintenance through our network of licensed, insured vendors throughout Sonoma County.
Established Vendor Network:
Years of working with local Sonoma County contractors means we know which vendors deliver quality work at fair prices:
- Plumbers who respond quickly to emergency leaks
- Electricians available for both routine repairs and emergency calls
- Roofers experienced with multi-unit repairs and replacement projects
- Landscapers who maintain consistent quality week after week
- Painters skilled in large-scale common area projects
- HVAC technicians who service community equipment properly
- Pool service providers who maintain water quality and equipment
- General contractors for larger capital projects
Our vendors understand our expectations for responsiveness, quality workmanship, fair pricing, and clear communication. This established relationship network means faster response times and better pricing for the communities we manage.
Competitive Bidding for Major Projects:
Significant projects receive multiple bids from qualified contractors to ensure competitive pricing:
- We prepare detailed scope of work documents so all bidders quote the same work
- Verify each contractor carries proper California licensing and insurance coverage
- Check references from previous projects of similar size and complexity
- Review proposals for completeness, cost breakdowns, and timeline commitments
- Present boards with comparative analysis highlighting pros/cons of each proposal
- Assist boards in contractor selection based on qualifications, not just lowest price
Project Management and Oversight:
When work is performed, we provide professional project management:
- Coordinate project scheduling and contractor access
- Communicate with residents about work schedules and any disruptions
- Conduct site visits to monitor work progress and quality
- Verify all required permits are obtained before work begins
- Address any issues or concerns promptly with contractors
- Inspect completed work before authorizing final payment
- Obtain conditional and unconditional lien releases to protect association
- Maintain project documentation including photos, invoices, and warranties
Emergency Response Coordination:
Property emergencies don’t respect business hours. Our 24/7 emergency line (707) 456-6049 ensures urgent issues receive immediate attention:
- Water leaks – Coordinate emergency plumber dispatch and water shut-off
- Electrical hazards – Emergency electrician coordination and temporary safety measures
- Security issues – Law enforcement notification and emergency repairs
- Gas leaks – Utility company notification and emergency response
- Structural safety concerns – Emergency assessment and temporary remediation
Our on-call community managers coordinate emergency vendor response and notify board members of significant incidents, costs, and remediation plans.
Preventive Maintenance Programs:
Proactive maintenance prevents expensive emergency repairs by catching problems early:
Regular Inspections:
- Roof inspections (annually or bi-annually)
- Gutter cleaning and inspection
- HVAC system maintenance
- Pool equipment servicing
- Irrigation system checks
- Common area lighting inspection
- Fire safety equipment testing
- Pest control monitoring
Scheduled Maintenance:
- Landscape maintenance (weekly, bi-weekly, or monthly)
- Pool service and chemical balancing
- Parking lot sweeping and cleaning
- Pressure washing (buildings, walkways, amenities)
- Gutter cleaning (seasonal)
- Fire extinguisher servicing (annual)
Long-term Planning:
We work with boards to develop multi-year maintenance plans for major components:
- Roof replacement timelines
- Exterior paint schedules
- Pavement seal-coating and resurfacing
- Fence repair or replacement
- Clubhouse or amenity upgrades
- Irrigation system updates
These proactive maintenance schedules extend component lifespans, reduce total lifecycle costs, and minimize unexpected failures that require expensive emergency repairs.
Maintenance Request Processing:
Homeowners can submit maintenance requests through our online portal, by phone, or by email. We:
- Acknowledge receipt within one business day
- Evaluate whether the request involves common area (association responsibility) or individual unit (homeowner responsibility)
- Coordinate appropriate vendor response for common area issues
- Provide estimated completion timelines
- Follow up to verify satisfactory completion
- Track all requests for board reporting and trend analysis
Vendor Payment and Documentation:
All vendor invoices are verified for accuracy against work performed, properly coded to budget categories, reviewed by board members before payment, and paid promptly to maintain good vendor relationships. We maintain complete vendor files including contracts, insurance certificates, licensing verification, and warranty information.
Quality maintenance protects your investment and keeps residents satisfied with their community. Our proactive approach, established vendor relationships, and professional project management ensure your association’s physical assets remain in excellent condition.
HOA Management
Expert Navigation of Complex California HOA Regulations
California’s Davis-Stirling Common Interest Development Act is one of the nation’s most comprehensive HOA regulatory frameworks, and compliance requirements change frequently with new legislation nearly every year. Non-compliance exposes associations to lawsuits, regulatory penalties, and board member personal liability.
Davis-Stirling Act Compliance:
We ensure your association complies with California’s extensive HOA requirements:
Annual Disclosures (Civil Code §5300-5320):
Every association must annually distribute or make available numerous documents to homeowners including current budget, reserve study summary, insurance disclosure, assessment and reserve funding disclosure, and financial statement review or audit. We prepare all required disclosures, distribute them properly, and maintain proof of distribution.
Election Procedures (Civil Code §5100-5145):
Board elections must follow strict procedures including secret ballot voting, independent inspector of elections, minimum nomination timeline, and secure ballot collection and counting. We coordinate the entire election process from nomination solicitation through results certification.
Meeting Requirements (Civil Code §4900-4955):
Open meeting laws govern board meetings, executive sessions, annual meetings, and member discipline hearings. We ensure proper notice distribution (minimum 4 days for board meetings), compliant executive session procedures (only for specifically authorized topics), and proper minute preparation and distribution.
Reserve Study Requirements (Civil Code §5550-5580):
Associations must conduct reserve studies at least every three years (with annual updates between full studies) to plan for major component repair or replacement. We coordinate reserve study preparation, present findings to boards, and help develop funding plans.
Insurance Mandates (Civil Code §5800-5810):
California requires specific insurance coverage including general liability, property insurance, fidelity bonding, and directors & officers liability. We coordinate annual insurance reviews, verify coverage compliance, and assist with claim filing when needed.
Assessment Collection (Civil Code §5650-5730):
Strict procedures govern delinquent assessment collection including required notices, lien recording timelines, and foreclosure procedures. Our compliant collection process protects your association’s legal position while maximizing recovery.
Legislative Monitoring:
Through our memberships in CACM, CAI, and ECHO, we receive advance notice of proposed legislation affecting HOAs:
- Monthly legal updates on new bills and regulations
- Analysis of how new laws impact association operations
- Implementation guidance for compliance with new requirements
- Educational seminars on major legislative changes
Recent legislative changes we’ve guided communities through include SB 326 balcony inspection requirements, AB 502 election procedure updates, COVID-19 emergency governance modifications, and SB 432 solar panel installation guidelines.
Legal Counsel Coordination:
When legal questions arise beyond routine management, we coordinate with attorneys specializing in California HOA law:
Our Legal Network Includes:
- Collection attorneys for difficult delinquency cases
- Litigation attorneys for construction defects or homeowner lawsuits
- Transactional attorneys for governing document amendments
- Employment attorneys for personnel matters (if association has employees)
We help boards understand when legal consultation is prudent, obtain attorney fee estimates before engagement, coordinate information exchange between boards and attorneys, and implement attorney recommendations.
Common Legal Issues We Navigate:
- Construction defect identification and litigation coordination
- Major delinquency collection and foreclosure proceedings
- Governing document interpretation and amendment
- Homeowner lawsuits (discrimination claims, wrongful fine assessments)
- Contractor disputes and construction liens
- Fair Housing accommodation requests
- Records inspection requests compliance
Professional legal guidance protects your association from expensive mistakes. Our expertise helps boards identify issues requiring legal counsel while handling routine matters internally to control costs.
HOA Management
Clear Communication That Builds Community Trust
Effective communication prevents misunderstandings, builds homeowner confidence in board decisions, and creates stronger community relationships. Poor communication—delayed responses, incomplete information, or defensive attitudes—erodes trust and leads to unnecessary conflicts.
Online Homeowner Portal (24/7 Access):
Homeowners access important information anytime through our secure online portal:
- Community Documents: CC&Rs, bylaws, rules, architectural guidelines
- Financial Information: Personal account balance, assessment payment history, annual budgets
- Meeting Materials: Board meeting minutes, agendas, annual meeting information
- Architectural Review: Submit applications, check status, view past approvals
- Maintenance Requests: Submit requests, track status, review history
- Contact Information: Emergency numbers, vendor contacts, community manager direct line
- Community Calendar: Board meetings, annual meetings, amenity reservations
Portal access reduces phone calls for routine information while providing transparency that builds homeowner confidence.
Responsive Customer Service:
Homeowner questions receive prompt, professional responses:
- Same business day response for routine inquiries (Monday-Friday, 9AM-5PM)
- Direct access to assigned community manager (not generic call center)
- Professional tone in all communications (friendly but businesslike)
- Complete answers that address questions fully rather than requiring follow-up
- Documented communication for board review and legal protection
Our Santa Rosa office is staffed during business hours with community managers available by phone or email. After-hours voicemails receive next-morning return calls.
Regular Newsletter Distribution:
Monthly or quarterly newsletters (as directed by your board) keep homeowners informed:
- Upcoming Projects: Construction schedules, painting timelines, landscape improvements
- Board Decisions: Major policy changes, rule updates, budget information
- Community Events: Annual meetings, social gatherings, committee meetings
- Important Reminders: Assessment due dates, architectural review procedures, trash service changes
- Maintenance Updates: Amenity closures, water shut-offs, pest control schedules
- Compliance Reminders: Common violations, seasonal issues (holiday decorations, fire safety)
Newsletters can be distributed via email, postal mail, or both depending on community preferences and demographics.
Meeting Notice Distribution:
All required notices are distributed per California timelines and procedures:
- Board Meetings: Minimum 4-day advance notice (Civil Code §4920)
- Annual Meetings: 10-60 days advance notice (Civil Code §5115)
- Special Assessment Notices: 30-60 days advance notice with opportunity to comment
- Emergency Meetings: 24-hour notice when circumstances require immediate action
We track notice distribution, maintain proof of delivery, and ensure compliance with Civil Code requirements.
Conflict Resolution:
When homeowner disputes arise, we facilitate constructive resolution:
- Active Listening: Understand homeowner concerns fully before responding
- Neutral Stance: Represent board decisions without personal bias
- Clear Explanations: Help homeowners understand reasoning behind rules or decisions
- Alternative Solutions: When possible, identify options that address concerns within CC&R constraints
- Mediation Coordination: When disputes escalate, coordinate formal mediation per California requirements
Professional communication de-escalates conflicts that volunteer board members often find overwhelming.
Board Communication Support:
We help boards communicate effectively with their communities:
- Draft board communications for review and approval
- Present board decisions in clear, non-defensive language
- Explain rationale for unpopular but necessary decisions
- Prepare FAQ documents addressing common questions
- Coordinate town hall meetings when major issues require community discussion
Good communication makes volunteer board service less stressful by preventing the misunderstandings and conflicts that consume board members’ time and energy.
HOA Management
Long-term Financial Planning for Major Repairs and Replacements
Every HOA eventually faces major capital expenses—roof replacements, exterior painting, pavement resurfacing, pool replastering. Without proper reserve planning, these expenses force special assessments that shock homeowners with unexpected costs. Professional reserve planning spreads costs over time through regular monthly reserve contributions.
Reserve Study Coordination:
California law (Civil Code §5550) requires associations to conduct reserve studies at least every three years, with annual updates between full studies. We coordinate your reserve study process:
- Solicit bids from qualified reserve study providers
- Coordinate site visits and provide study preparers with property information
- Review draft reports and verify accuracy before finalization
- Present findings to boards with explanations of recommendations
- Develop funding plans that balance reserve adequacy with homeowner assessment impact
- Track compliance with three-year study cycle and annual update requirements
Reserve Funding Analysis:
Reserve studies calculate:
- Current reserve balance vs. recommended funding level
- Estimated replacement costs for all major components
- Estimated useful life remaining before replacement needed
- Recommended annual contributions to meet future obligations
We help boards evaluate funding options:
- Full Funding: Building reserves to 100% of recommended level
- Baseline Funding: Maintaining minimum levels to avoid special assessments for predictable expenses
- Threshold Funding: Building reserves to specific dollar or percentage targets
Each approach has tradeoffs between current assessment impact and future financial security.
Capital Project Management:
When major projects are undertaken, we provide professional project management:
Planning Phase:
- Develop detailed scope of work based on reserve study recommendations
- Obtain multiple competitive bids from qualified contractors
- Review engineering reports or specifications
- Present comparative bid analysis to boards
- Assist with contractor selection
Execution Phase:
- Coordinate project scheduling and resident notification
- Monitor work progress and quality
- Address resident questions and concerns
- Conduct regular site inspections
- Coordinate payment draws tied to completion milestones
- Document project through photos and reports
Completion Phase:
- Verify final completion meets specifications
- Obtain warranty documentation
- Collect conditional and final lien releases
- Close out accounting and reconcile to budget
- Update reserve study to reflect completed work
Common Capital Projects We Manage:
- Roof replacement (entire communities or phased approaches)
- Exterior painting (buildings, fencing, amenities)
- Pavement resurfacing and seal-coating
- Pool replastering and equipment replacement
- Landscape renovation projects
- Building envelope repairs (siding, stucco, waterproofing)
- Major mechanical system replacements (HVAC, boilers)
Professional project management ensures quality work, competitive pricing, and protection of association funds through proper contractor vetting and payment procedures.
Call Us Today: (707) 544-2005
Modern Technology for Efficient Association Management
Modern property management technology improves efficiency, transparency, and communication. Our management platform provides boards and homeowners with 24/7 access to important information while streamlining administrative tasks.
Board Member Portal Features:
- Real-time financial reports (balance sheets, income statements, budget comparisons)
- Vendor invoice approval workflow
- Document library (contracts, insurance policies, governing documents)
- Meeting minutes and agendas
- Architectural review application tracking
- Violation tracking and enforcement history
- Reserve fund reporting
Homeowner Portal Features:
- Personal account balance and payment history
- Online assessment payment (bank transfer or credit card)
- Maintenance request submission
- Architectural review application submission
- Document access (CC&Rs, rules, meeting minutes)
- Community calendar and announcements
- Contact information for management and board
Administrative Efficiencies:
- Electronic board meeting packets (reduce printing costs)
- Automated assessment billing and late notices
- Electronic voting for board elections
- Mass communication tools (email blasts, emergency notifications)
- Violation tracking with photo documentation
- Vendor management and bid comparison
Technology improves service quality while reducing administrative costs that would otherwise increase management fees.
HOA Management
Why Sonoma County HOAs Choose Premier Property Services
Mid-sized firm advantages: Personal attention from managers who know your community by name, combined with resources and expertise to handle complex challenges.
Headquartered in Santa Rosa, Serving Sonoma County Communities
Our Santa Rosa office location means we respond quickly to emergencies throughout Sonoma County. We’re not managing your community from a distant corporate headquarters—we live and work in the same communities we serve.
Benefits of Local Management:
- Same-day site visits when issues require on-site assessment
- Personal relationships with Sonoma County contractors who respond quickly
- Understanding of local conditions (wildfire risks, seismic requirements, seasonal challenges)
- Face-to-face board meetings when preferred (not just video calls)
- Knowledge of Santa Rosa municipal codes and county regulations
Board members have direct access to their community manager—not a call center or generic customer service line. We answer phones during business hours and return after-hours voicemails the next morning.
Average Response Times:
- Emergency calls: Immediate (24/7 emergency line)
- Urgent issues: Same business day
- Routine questions: Same business day
- Vendor coordination: 1-2 business days
- Financial questions: Same day (during business hours)
California’s Premier HOA Management Credential
Our president, Chelsea Draper, holds the Certified Community Association Manager (CCAM) designation from the California Association of Community Managers—California’s most recognized professional credential for HOA managers.
Why CCAM Certification Matters:
The CCAM isn’t earned through simple online courses or automatic membership. It requires:
- Minimum 2 years community management experience
- 30 hours of CACM-approved education on California HOA law, financial management, and governance
- Comprehensive examination on Davis-Stirling Act compliance
- Annual continuing education (12 hours) to maintain certification
- Adherence to CACM’s Professional Code of Ethics
When your Sonoma County HOA works with a CCAM-certified manager, you’re partnering with a professional committed to California-specific expertise and ethical management practices.
Additional Professional Affiliations:
- Community Associations Institute (CAI) member
- Educational Community for Homeowners (ECHO) member
- Better Business Bureau A+ rated
Learn more about our professional credentials →
Built on a Foundation of Established Management Firms
Premier Property Services was formed in 2020 through the strategic merger of two well-established North Bay property management firms. This merger brought together experienced community managers, financial specialists, and administrative staff with decades of combined experience serving Sonoma County associations.
Our Heritage Provides:
- Institutional knowledge from managing hundreds of communities over 30+ years
- Proven systems and processes refined through thousands of board meetings
- Relationships with qualified vendors, attorneys, and industry partners
- Experience with every challenge associations face—from minor enforcement issues to major construction defect litigation
- Financial stability and professional liability insurance that protects your community
Current Management Portfolio:
- 45+ homeowners associations
- Communities ranging from 10 units to 200+ units
- Condominiums, planned unit developments, and single-family HOAs
- Properties throughout Sonoma, Marin, and Napa counties
This combination of experience and personalized service is why associations throughout Santa Rosa and Sonoma County continue choosing us as their management partner.
HOA Management
HOA Management Throughout Sonoma County
We proudly serve homeowners associations in Santa Rosa and throughout Sonoma County’s diverse communities.
Our Sonoma County HOA management services extend throughout the region, from coastal communities to wine country estates:
Primary Service Areas:
Santa Rosa • Petaluma • Rohnert Park • Windsor • Healdsburg • Sebastopol • Sonoma • Cotati • Cloverdale • Guerneville • Bennett Valley • Glen Ellen • Kenwood
Each Sonoma County community has unique characteristics—Santa Rosa’s urban density, Petaluma’s historic neighborhoods, Healdsburg’s wine country appeal, Sebastopol’s artistic character. We understand these differences and tailor our management approach to each community’s specific needs and culture.
We Also Serve:
- Marin County communities (Novato, San Rafael, Mill Valley, Sausalito, and more)
- Napa County associations (Napa, American Canyon, St. Helena, Calistoga)
Whether your association is located in downtown Santa Rosa or the rolling hills of Sonoma wine country, we provide the same responsive, professional management services.
HOA Management
Tailored Management for Every Type of HOA
Not all homeowners associations have identical needs. Association size, property type, amenities, and community culture all affect management requirements. We tailor our services to each association’s specific situation rather than applying one-size-fits-all approaches.
Condominium Associations
Condominium associations involve unique challenges—shared walls and systems mean homeowner disputes often involve structural issues, SB 326 compliance requires regular inspections of exterior elevated elements, master insurance policies require careful coordination with unit owner policies, and common area maintenance includes building exteriors, hallways, and shared amenities.
We manage condominiums ranging from small 10-unit buildings to large 200+ unit developments. Our services include coordinating building maintenance and repairs, managing master insurance policies and claims, enforcing regulations about unit modifications, mediating owner disputes about shared walls and noise, and tracking individual unit responsibility vs. association responsibility.
Planned Unit Developments (PUDs)
Planned Unit Developments—where homeowners own individual structures plus a share of common areas—have different management needs than condominiums. Common areas typically include landscaping, streets, recreational facilities, but individual homeowners maintain their own structures.
PUD management focuses on common area maintenance (landscaping, streets, community amenities), architectural review of visible home modifications, enforcement of exterior maintenance standards, management of community amenities (pools, clubhouses, parks), and coordination of common area improvements.
Townhome Communities
Townhome communities often blend condominium and PUD characteristics—shared walls like condos but individual structure ownership like PUDs. This hybrid creates unique management challenges.
We help townhome associations navigate these complexities through clear maintenance responsibility documentation, coordination of exterior maintenance projects affecting multiple units, architectural review process for modifications, enforcement that respects both association standards and individual ownership, and reserve planning for major exterior components.
Understanding HOA Management Fees in Santa Rosa
HOA management fees vary based on your community’s size, complexity, and service needs. Rather than one-size-fits-all pricing, we provide customized proposals tailored to your specific association.
Factors Affecting Management Fees:
Community Size: Larger associations benefit from economies of scale—per-unit costs decrease as association size increases. A 150-unit community pays less per unit than a 15-unit community, though total fees are higher.
Service Scope: Full-service management (board meeting attendance, financial management, vendor coordination, architectural review, enforcement) costs more than accounting-only services. We offer flexible service packages so associations pay only for what they need.
Property Complexity: Associations with extensive amenities (pools, clubhouses, gyms, tennis courts) require more management time than associations with just landscaping. Multiple buildings, large geographic footprints, and numerous vendors all increase management requirements.
Meeting Frequency: Boards meeting monthly require more manager time than boards meeting quarterly. We accommodate your board’s preferred meeting schedule.
What’s Included in Our Management Fees:
- Dedicated community manager assigned to your association
- Board meeting attendance (in-person or virtual)
- Monthly financial statements and assessment collection
- Accounts payable processing and vendor payment
- Homeowner inquiries and customer service
- Online portal access for board members and homeowners
- Meeting minutes and action item tracking
- Annual budget preparation assistance
- Basic architectural review coordination
- General compliance oversight
Request a Customized Proposal:
We believe in transparent pricing discussions. Request a free, no-obligation proposal and we’ll review your association’s specific needs and provide detailed fee information.
HOA Management
Frequently Asked Questions About HOA Management in Santa Rosa
How do we know if our association needs professional management?
Associations typically seek professional management when volunteer board members are overwhelmed by time requirements, the association faces complex compliance or legal issues, financial management requires expertise beyond volunteer capabilities, consistent enforcement and architectural review become difficult, or vendor coordination and project management exceed volunteer capacity.
Even small associations benefit from professional financial management and compliance oversight, while larger associations typically require full-service management. If board members spend 10+ hours per week on association business, professional management usually costs less than the value of volunteer time spent.
Schedule a consultation to discuss your association’s specific situation—we’ll provide an honest assessment of whether professional management makes sense.
What’s the difference between CCAM and CMCA certifications?
The CCAM (Certified Community Association Manager) is California-specific certification from the California Association of Community Managers (CACM). It focuses exclusively on California HOA law, particularly the Davis-Stirling Act, and requires California-specific education.
The CMCA (Certified Manager of Community Associations) is an international certification from CAI’s Community Association Managers International Certification Board (CAMICB). It covers general HOA management principles applicable nationwide.
For California communities, the CCAM is more relevant because California has unique, complex HOA regulations that differ significantly from other states. Chelsea Draper’s CCAM certification demonstrates specialized expertise in California law.
How does the transition process work when switching management companies?
Switching HOA management companies is more straightforward than many boards expect. The typical transition takes 30-60 days and includes:
Step 1: We review your existing management agreement to understand termination requirements
Step 2: Transition planning meeting with your board
Step 3: Records transfer from your current manager
Step 4: New account setup and system configuration
Step 5: Community introduction
Step 6: Normal operations begin seamlessly
Contact us to discuss your transition: (707) 544-2005
Do you handle SB 326 balcony inspections?
Yes, we guide condominium associations through the entire SB 326 compliance process. While we don’t perform inspections ourselves (California law requires licensed architects or structural engineers), we coordinate every aspect including identifying structures requiring inspection, soliciting bids from qualified inspectors, coordinating scheduling and unit access, reviewing reports with your board, obtaining repair estimates, managing contractor coordination, and tracking re-inspection deadlines.
HOA Management
How quickly do you respond to homeowner questions or maintenance emergencies?
Response Time Standards:
- Emergencies: Immediate response via 24/7 line: (707) 456-6049
- Urgent Issues: Same business day response
- Routine Inquiries: Same business day during business hours
- Non-Urgent Requests: 1-2 business day response
Board members have direct phone and email access to their assigned community manager—not a generic call center.
What areas of Sonoma County do you serve?
We provide HOA management services throughout Sonoma County including Santa Rosa, Petaluma, Rohnert Park, Windsor, Healdsburg, Sebastopol, Sonoma, Cotati, Cloverdale, Guerneville, and all surrounding areas. We also serve Marin County and Napa County associations.
Ready to Experience Professional HOA Management in Santa Rosa?
Contact Premier Property Services today for a free, no-obligation proposal customized to your community’s needs.
Contact Information
Call us directly : (707) 544-2005
Email our team : Inquiries@PremierPSInc.com
Visit our Santa Rosa office 1451 Guerneville Rd #220 Santa Rosa, CA 95403
Office Hours : Monday-Friday: 9:00 AM – 5:00 PM
24/7 Emergency Line: (707) 456-6049
Request Your Free HOA Proposal
What to Expect:
✓ Free consultation about your community’s needs
✓ Customized management proposal
✓ Transparent fee discussion
✓ No pressure or obligation
✓ Response within 1 business day
We’re Ready to Help With:
- Transition from current management company
- SB 326 compliance guidance
- Financial management and reserve planning
- Board support and meeting coordination
- Architectural review and enforcement
Explore Our Other Services
- Property Management Services → – Residential rental property management
- Financial Services & HOA Accounting → – Association accounting and reserve management
- Our Professional Affiliations → – CCAM certification, CAI, CACM, ECHO memberships
- About Our Team → – Meet Chelsea Draper and our management professionals
- Service Area → – Communities we serve throughout Sonoma, Marin, and Napa counties
Reviews
What Our Clients Say
Contact Info
Location
1451 Guerneville Road #220
Santa Rosa CA 95403
Phone
(707) 544-2005
Our Services
HOA Management & Property Management Services in Santa Rosa, California
HOA Management Services in Santa Rosa, CA
Dedicated Community Association Management for Sonoma County Homeowners
Managing a homeowners association requires expertise in California's Davis-Stirling Common Interest Development Act, financial management, vendor coordination, and community relations. Premier Property Services provides comprehensive HOA management to condominium associations, planned unit developments, and single-family home communities throughout Santa Rosa and Sonoma County. Our certified community managers attend board meetings, prepare agendas and minutes, coordinate annual elections, manage insurance renewals, enforce CC&Rs consistently, and serve as the primary point of contact for homeowner inquiries. We currently manage over 45 associations across the North Bay, from intimate 10-unit communities to larger developments with hundreds of homes.
Residential Property Management in Santa Rosa, CA
Full-Service Rental Property Management for North Bay Investors
Owning rental property in Sonoma County should build wealth, not consume your weekends. Premier Property Services handles every aspect of residential property management so you can enjoy the returns without the daily headaches. We market vacant properties across multiple platforms, show units to prospective tenants, conduct thorough screening, prepare lease agreements, collect rent, coordinate maintenance and repairs, conduct regular property inspections, and provide detailed monthly financial statements. Our property management services cover single-family homes, condos, townhouses, and small multi-family buildings throughout Santa Rosa, Petaluma, Rohnert Park, and surrounding communities. Whether you own one rental or a portfolio of investment properties, we deliver the same attentive, professional management.
HOA Accounting & Financial Services in Santa Rosa, CA
Transparent Financial Management That Keeps Your Association Compliant
Sound financial management protects your community's assets and ensures your association can meet its obligations today and fund future capital improvements. Our HOA accounting services include monthly assessment billing and collection, accounts payable processing, bank reconciliation, reserve fund tracking, delinquency follow-up, budget preparation, and financial statement preparation in formats that comply with Davis-Stirling requirements. Board members access real-time financial data through our secure online portal. We also coordinate annual audits or reviews with your CPA and assist with reserve study updates to ensure your community is planning appropriately for long-term maintenance and capital expenditures.
Where We Work
Service Areas
Sonoma County
Marin County
Napa County
Ready to Experience Professional HOA & Property Management?
Contact Premier Property Services today for a free, no-obligation proposal customized to your community or investment property. We'll show you how local expertise and personalized service make the difference.