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RESIDENTS FAQ Vendors Board Members Employees Owners/ Residents What are the main HOA Board officer positions? The main Board officer positions include President, Vice-President, Treasurer and Secretary. What does an HOA Board President do? The president leads the Board and is responsible for overseeing and handling many of its procedural duties. In order to succeed in this role, the Board president must be knowledgeable about the community’s CC&Rs and governing documents and understand how to run an effective meeting. He or she serves as the authority on all association rules and governing documents, and appoints committees if dictated by the bylaws. The president also leads community and association meetings, handling such responsibilities as calling the meeting to order, announcing the agenda and ensuring adherence, maintaining attendee order and decorum, proposing questions, calling for votes and announcing the results, and recognizing others to speak on the floor. What does an HOA Board Vice-President do? The Board vice president shares many of the leadership and procedural duties with the president, including assuming the leadership role when the president is unable to do so. The vice president’s responsibilities include ensuring order is maintained during meetings and parliamentary procedures, ensuring a smooth flow of business and serving as an informed source about association rules, bylaws and governing documents. What does a Board Treasurer do? The Board treasurer is responsible for the association’s funds, securities and financial records. He or she oversees billing, collections and disbursement of funds, and coordinates the development of the association’s proposed annual operating budget and reserve allocations. In addition, the treasurer is responsible for monitoring the budget and reporting on the association’s financial status throughout the year, as well as for overseeing year-end reporting and any required audits. In self-managed communities, in which many of the day-to-day financial responsibilities are handled by a property management company, the treasurer is responsible for ensuring that all association funds are collected, disbursed, invested and reported accurately and remain in compliance at all times with the association’s by-laws and governing documents. What does a Board Secretary do? The HOA secretary maintains the association’s meeting minutes and official records, reviewing and updating documents as required and ensuring they are stored safely and accessible to association members. He or she is responsible for providing proper notice of meetings, as well as distributing documents, such as official records, agendas and meeting minutes, on a timely basis to association members and/or their authorized representatives. In addition, as the custodian of the association’s official records and documents, the secretary ensures the association meets all legal documentation requirements, such as annual filing deadlines. How are Board members elected? Corporations, community associations and HOAs need strong leadership to make decisions and direct their operations. These leadership roles are fulfilled by Board members and officers. To ensure the community’s ongoing success, it’s important to continually bring in new leadership, and most associations hold Board elections every few years, usually during the annual meeting. While the procedures and rules governing Board elections vary by both state laws and the association’s by-laws, nearly all include providing all eligible homeowners who wish to stand for election an equal opportunity to run, properly notifying all homeowners in advance about the time, date and location of the upcoming election, and ensuring the voting process remains anonymous and private. Homeowners may vote for Board members in three ways – by attending and casting their votes at the meeting, by mailing their votes before the election is held, or by voting by proxy, which involves allowing another member to attend the meeting and vote on their behalf. LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour

COMMUNICATIONS Vendors Board Members Employees Owners/ Residents Southern States Management Group (SSMG) is unique in our variety of service offerings. Our experience with community communications has been thoughtfully refined over three decades. Some of our clients choose to upgrade their scope of service with the following desirable options. COMMUNICATIONS SSMG believes strongly that effective communication is an important component to a successful community association whether a condominium of 60 units or a master plan community of 2,000 homes. With this in mind, SSMG has added seasoned public relations professionals to our team and developed a compliment of proactive options that monitor unique analytics and impressions on all platforms. NEWSLETTERS SSMG has a demonstrated history of composing and distributing newsletters. Whether you’re advertising a community garage sale or you’re distributing suggestions for seasonal property care, newsletters can be tailored to the need of each community. Now it's easier than ever to keep in touch with your residents to develop open lines of communication. Newsletters are a great way to streamline happenings and create synergy within communities. SSMG recommends that all communities send regular newsletters and we've now made it easier than ever to stay in touch with your neighbors! Let SSMG handle this time-consuming aspect of your community. SURVEYS Whether it’s quarterly or annually, SSMG will create, disseminate and analyze surveys to residents in your community. This is a tool that we use on our own clients to be able to clearly identify areas of support and topics that need to be addressed. If your community isn’t sending out a survey, at the minimum annually, please consider choosing SSMG to handle this important aspects for you. SURVEY SUGGESTIONS In order to better understand your community and its unique needs, we can craft surveys to members about a variety of topics. Here are some examples: ​ Amenity utilization rates Understanding demographic profile of the community ​ ​ SSMG will help interpret the data and formulate a plan to leverage the results of the analyses in order to accomplish the goals and objectives of the community. ​ WEBSITES & SOCIAL PLATFORMS Websites and social media are a powerful tool and informational source for existing residents or prospective buyers. These platforms can quickly distribute bulletins, newsletters, etc. SSMG can help in creating a well thought out outreach tool for your community. Things that we recommend highlighting online (but not limited to): Community specific documents, Policies and procedures, Contact information, Rules & Regulations, Architectural Control, Online payment options, FAQ’s, etc. ​ There are many ways that neighbors communicate online. Having a third-party monitor and report to the board on topics being discussed is important. Let SSMG handle this time-consuming aspect of your community. LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour

VIVE REGISTRATION Southern States is thankful to the various vendors that have serviced our managed communities over the years. We have a fiduciary responsibility to properly screen all vendors prior to authorizing service requests and bidding out contracts. In order to fulfill this responsibility, we have signed up with a 3rd party vendor compliance firm named VIVE. VIVE specializes in certifying vendors in the community management industry. Registration is required for all vendors to continue a relationship with us. The registration process is streamlined and easy, taking less than 15 minutes and comes with a nominal annual fee. WHAT’S REQUIRED FOR REGISTRATION? ​ Corporate Information Trade & License Information Insurance Information Complete a W-9 & Vendor Agreement Pay $95 Annual Fee Register with VIVE VENDOR BENEFITS TO REGISTERING WITH VIVE: ​ ​ ​ ​ VENDOR SAVINGS Vendor Savings made simple with No Cost and No Catch – just a better bottom line. VIVE’s Vendor Savings program provides active vendors a variety of beneficial discounts through national suppliers, allowing your business to buy and save on the products and services that fuel your business every day. The best part? Enrollment is easy and you are eligible to start saving today! MARKETING ​ Increased exposure to ALL SSMG CAMs and Clients Easy search results for Management to select for bid opportunities Approval is granted for all SSMG clients in one action EQUAL TREATMENT ​ Level the playing field Reduced competition from unqualified vendors SIMPLE, FAST & EASY ​ 15-minute process to register Approval is good for 12 months VENDOR REGISTRATION WELCOME, VENDORS! REGISTER TODAY

LICENSED COMMUNITY ASSOCIATION MANAGER Vendors Board Members Employees Owners/ Residents The job for these Licensed Community Association Managers (LCAM) is to help the board run a smooth operation for their community. In many states, there are licenses that these managers need to obtain to be able to manage communities. In Florida, we call them CAM’s, but in Illinois, there is the National Board of Certification for CAMs, and in Nevada, there is a Certification by Commissioner for Common Interest Communities. States require these qualifications, so they are prepared to handle all different types of legal situations. Also in Florida, they are required to take an 8-hour course, study and pass an extensive test within a given period of time. This prepares the CAM for many situations that pop up daily. ​ An LCAM is a jack of all trades. They are hired to advise the HOA board, hire and monitor contractors and jobs, as well as maintain the HOA’s finances. They collect payments, issue refunds, handle violations, and community/property notices while handling homeowner disputes within the legal boundaries of the state. Often, they manage more than one community. Responsibilities The Licensed Community Association Manager is responsible to oversee the daily operations and beautification of his/her assigned community portfolio, assisting with specific needs of the communities administratively, financially and operationally, while adhering to governing documents of the communities and addressing requests in a timely manner. Coordinate with The Board of Directors for the community to develop a strategy for successful operations of the communities Attend monthly HOA / Condo meetings of the assigned Associations per management contract Conduct routine inspections of communities. and other common area projects and inspections. Act as an agent for the community in contract negotiations, landscaping inspections, Investigate complaints, disturbances and violations made within the community Assist residents with work order or other service requests. Track insurance renewals and ensure that the Board of Directors has insurance Notice budget workshops and work with The Board of Directors to develop a viable and financially responsible final proposed budget. Qualification & Skills An active CAM license in good standing Bachelor’s degree or equivalent life experience Valid driver’s license and reliable vehicle. Professional appearance Excellent verbal and written communication skills Strong organizational skills, time management skills and presentation skills Strong working knowledge of customer service principles and practices. Proficiency and working knowledge of Microsoft Office Applications and TOPS LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! GET YOUR FREE QUOTE!

COMMERCIAL PROPERTIES Vendors Board Members Employees Owners/ Residents SSMG has three decades in experience in the commercial property management industry. Our commercial association management services are specifically designed for properties such as business parks, retail complexes, medical offices, industrial parks, and mixed-use developments. Full-Service Commercial Association Management We understand that community association management is completely different from commercial property management. We’ve taken what we do best and built on that developing a specialized approach that addresses the specific needs of commercial properties. At Southern States Management Group, our focus is to maintain the curb appeal of your commercial property/investment so that it creates an attractive and hospitable environment for customers. We also ensure that facilities are well-maintained and fully-functioning for the safety of both owners and visitors. Our commercial division is passionate about delivering the very best management services to ensure the continued success of your commercial property. ​ SSMG offers a wide range of commercial association management services. Services you can expect when working with Southern States Management Group: ​ Decades of experience working with commercial investments. Financial Management​. Board Cultivation & Meeting Coordination ​ Consulting Services Administrative Assistance​ Maintenance & Capital Improvements ​ LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour

BOARD MEMBERS FAQ Vendors Board Members Employees Owners/ Residents What are the main HOA Board officer positions? The main Board officer positions include President, Vice-President, Treasurer and Secretary. What does an HOA Board President do? The president leads the Board and is responsible for overseeing and handling many of its procedural duties. In order to succeed in this role, the Board president must be knowledgeable about the community’s CC&Rs and governing documents and understand how to run an effective meeting. He or she serves as the authority on all association rules and governing documents, and appoints committees if dictated by the bylaws. The president also leads community and association meetings, handling such responsibilities as calling the meeting to order, announcing the agenda and ensuring adherence, maintaining attendee order and decorum, proposing questions, calling for votes and announcing the results, and recognizing others to speak on the floor. What does an HOA Board Vice-President do? The Board vice president shares many of the leadership and procedural duties with the president, including assuming the leadership role when the president is unable to do so. The vice president’s responsibilities include ensuring order is maintained during meetings and parliamentary procedures, ensuring a smooth flow of business and serving as an informed source about association rules, bylaws and governing documents. What does a Board Treasurer do? The Board treasurer is responsible for the association’s funds, securities and financial records. He or she oversees billing, collections and disbursement of funds, and coordinates the development of the association’s proposed annual operating budget and reserve allocations. In addition, the treasurer is responsible for monitoring the budget and reporting on the association’s financial status throughout the year, as well as for overseeing year-end reporting and any required audits. In self-managed communities, in which many of the day-to-day financial responsibilities are handled by a property management company, the treasurer is responsible for ensuring that all association funds are collected, disbursed, invested and reported accurately and remain in compliance at all times with the association’s by-laws and governing documents. What does a Board Secretary do? The HOA secretary maintains the association’s meeting minutes and official records, reviewing and updating documents as required and ensuring they are stored safely and accessible to association members. He or she is responsible for providing proper notice of meetings, as well as distributing documents, such as official records, agendas and meeting minutes, on a timely basis to association members and/or their authorized representatives. In addition, as the custodian of the association’s official records and documents, the secretary ensures the association meets all legal documentation requirements, such as annual filing deadlines. How are Board members elected? Corporations, community associations and HOAs need strong leadership to make decisions and direct their operations. These leadership roles are fulfilled by Board members and officers. To ensure the community’s ongoing success, it’s important to continually bring in new leadership, and most associations hold Board elections every few years, usually during the annual meeting. While the procedures and rules governing Board elections vary by both state laws and the association’s by-laws, nearly all include providing all eligible homeowners who wish to stand for election an equal opportunity to run, properly notifying all homeowners in advance about the time, date and location of the upcoming election, and ensuring the voting process remains anonymous and private. Homeowners may vote for Board members in three ways – by attending and casting their votes at the meeting, by mailing their votes before the election is held, or by voting by proxy, which involves allowing another member to attend the meeting and vote on their behalf. LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour

CHARITY GOLF CLASSIC 2020 Vendors Board Members Employees Owners/ Residents ​ Check out the pictures here and here from this worthy fundraiser or check the gallery bellow.

CONTACT US Vendors Board Members Employees Owners/ Residents Full Name Phone Email Community Address Message (Please provide us with detailed information on the nature of your email so we can do our best to get back with you promptly.) Submit View Our Google Testimonials Palm Coast/Flagler County ​ 2 Camino del Mar Palm Coast, FL 32137 ​ 9:00 AM – 5:00 PM (386) 446-6333 ​ View Map & Get Directions New Smyrna Beach ​ 102 S Riverside Dr New Smyrna Beach, FL 32168 ​ 9:00 AM – 5:00 PM (386) 446-6333 View Map & Get Directions Ormond Beach / Volusia County ​ 785 W. Granada Boulevard Suite 5 Ormond Beach, FL 32174 ​ 9:00 AM – 5:00 PM (386) 756-3032 ​ View Map & Get Directions Rockledge/Brevard County ​ 1384 Heritage Acres Boulevard Rockledge, FL 32955 ​ 9:00 AM – 5:00 PM (386) 756-3032 ​ View Map & Get Directions ​ MAIN OFFICE & MAILING ADDRESS Ormond Beach/Volusia 785 W. Granada Boulevard Suite 5 Ormond Beach, FL 32174

ADVANCED PROPERTY SEARCH Vendors Board Members Employees Owners/ Residents

Palm Coast Team Troy Railsback Travis Houk Rich Burdi Brianne Bailey Daniel Geisler Brie Cunniff Yolanda Cintron ​ Stacy Jones

EMPLOYEES Vendors Board Members Employees Owners/ Residents EMPLOYEE PORTAL ACCESS What it means to be a CAM or property manager When you purchase a home in a community governed by an HOA, a community association manager (CAM) will be your go-to person for any questions you have about how the neighborhood or community runs. They know everything you’d need or want to know about your HOA’s covenants, conditions, and restrictions (CC&Rs) and making sure owners follow them. The CAM is also up to date on various HOA plans and issues running from planned capital improvements to whether or not residents are permitted to use charcoal grills on their patios. ​ Other aspects of their role are providing support to the Community Association board and oversight and guidance. They take care of management, budget, shared spaces, and services for the community. A CAM is also responsible for keeping current on local legislation and shares information with the CAM board or the community’s management company. Now that we’ve more or less defined a Community Association and the duties of its manager, we should look at the HOA and what it does. A community association manager (CAM) works at planned communities like condos, and co-ops, taking care of the shared properties and facilities. Community associations hire a manager or a community association management company to look after the day-to-day management of the association and the neighborhood. What does a community association manager do? The job of a community association manager is interesting in that the CAM provides expert guidance, high level service, and oversight to community associations' board members. He or she also looks after the business, administration, and operations of the association. The board members are volunteers, whereas the manager is paid for delivering services. Community association managers are responsible for executing the governing documents, with the goal to ensure a greater good for the residents. The CAM plays an active role in running the day-to-day activities of the association, assisting with budgeting, and taking care of the common areas. The manager is expected to exercise a type of proactive approach to changes in relevant local laws and share the information with the board. The services of property managers also include bookkeeping, financial management, and internal and external communications. ​ Maintenance Community association managers are responsible for identifying the requirements for repair, maintenance, and upgrade of shared areas and facilities, and work with contractors to meet those requirements. They oversee the vendor bidding process and supervise the contractors’ onsite, in addition to committing necessary resources, and tracking payments and invoices. Administrative support The CAM is responsible for providing administrative services to the board in terms of managing procurements, besides handling vendor paperwork and recordkeeping. It may also include online and face-to-face communication, in addition to creating presentations and correspondence materials like flyers, meeting reports, and handouts. Financial management and assisting with budgeting This involves helping the board with budget preparation, managing contracts, and preparing financial reports and statements. Tax preparation, working with attorneys, and selecting a CPA may also be part of the property manager’s duty. Assisting with board meetings This includes calling meetings according to the schedules, sending out meeting notices, providing essential reports and materials to the BOD in advance, taking meeting minutes, and collecting data for presentations about the problems that the residents may be facing. Corresponding with homeowners The manager’s responsibilities include direct correspondence with the homeowners through email and telephone, as well as newsletters, flyers, postal mail, and signs. Other duties The board may ask the community association manager for assistance with making building policy decisions. It would help if you had high level skills in this area to grow in your career. Identifying service needs, managing vendor bids, and supervising the vendor service are other key areas where the property manager’s services may be required. Application links Apply for Palm Coast Apply for New Smyrna Beach Apply for Brevard area Apply for Daytona Beach Apply for Orlando area Apply to be a Future CAM / Intern BENEFITS After 90 days, health insurance with employer assistance. 401k with employee matching up to 4.5%. CURRENT OPENINGS Please send resume, we are always looking for talented managers, bookkeepers and administration to join our team. Employee Portal Other essential duties of the CAM include: Collecting HOA and miscellaneous fees from the property owners Doing site and equipment inspections Ensuring residents comply with the rules and regulations Resolving homeowners complaints and disputes Ensuring compliance of all stakeholders with the association’s by-laws Outreach EMPLOYEE PORTAL LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour

SMART LOCKBOXES Vendors Board Members Employees Owners/ Residents PAYABLE LOCKBOX – BOARD MEMBER TRAINING BASIC TRAINING COURSE Board Training Video What are the main HOA Board officer positions? The main Board officer positions include President, Vice-President, Treasurer and Secretary. What does an HOA Board President do? The president leads the Board and is responsible for overseeing and handling many of its procedural duties. In order to succeed in this role, the Board president must be knowledgeable about the community’s CC&Rs and governing documents and understand how to run an effective meeting. He or she serves as the authority on all association rules and governing documents, and appoints committees if dictated by the bylaws. The president also leads community and association meetings, handling such responsibilities as calling the meeting to order, announcing the agenda and ensuring adherence, maintaining attendee order and decorum, proposing questions, calling for votes and announcing the results, and recognizing others to speak on the floor. What does an HOA Board Vice-President do? The Board vice president shares many of the leadership and procedural duties with the president, including assuming the leadership role when the president is unable to do so. The vice president’s responsibilities include ensuring order is maintained during meetings and parliamentary procedures, ensuring a smooth flow of business and serving as an informed source about association rules, bylaws and governing documents. What does a Board Treasurer do? The Board treasurer is responsible for the association’s funds, securities and financial records. He or she oversees billing, collections and disbursement of funds, and coordinates the development of the association’s proposed annual operating budget and reserve allocations. In addition, the treasurer is responsible for monitoring the budget and reporting on the association’s financial status throughout the year, as well as for overseeing year-end reporting and any required audits. In self-managed communities, in which many of the day-to-day financial responsibilities are handled by a property management company, the treasurer is responsible for ensuring that all association funds are collected, disbursed, invested and reported accurately and remain in compliance at all times with the association’s by-laws and governing documents. What does a Board Secretary do? The HOA secretary maintains the association’s meeting minutes and official records, reviewing and updating documents as required and ensuring they are stored safely and accessible to association members. He or she is responsible for providing proper notice of meetings, as well as distributing documents, such as official records, agendas and meeting minutes, on a timely basis to association members and/or their authorized representatives. In addition, as the custodian of the association’s official records and documents, the secretary ensures the association meets all legal documentation requirements, such as annual filing deadlines. How are Board members elected? Corporations, community associations and HOAs need strong leadership to make decisions and direct their operations. These leadership roles are fulfilled by Board members and officers. To ensure the community’s ongoing success, it’s important to continually bring in new leadership, and most associations hold Board elections every few years, usually during the annual meeting. While the procedures and rules governing Board elections vary by both state laws and the association’s by-laws, nearly all include providing all eligible homeowners who wish to stand for election an equal opportunity to run, properly notifying all homeowners in advance about the time, date and location of the upcoming election, and ensuring the voting process remains anonymous and private. Homeowners may vote for Board members in three ways – by attending and casting their votes at the meeting, by mailing their votes before the election is held, or by voting by proxy, which involves allowing another member to attend the meeting and vote on their behalf. LOOKING FOR COMMUNITY MANAGEMENT OPTIONS? We check all the boxes while thinking outside them! Learn More About Scheduling a Tour