About Us

Since 1987, David Floyd & Associates, Inc. has provided professional community association management services to our clients throughout Middle Tennessee and the Greater Nashville area. For over 35 years, personal and professional customer service through accessibility, accountability, and integrity has enabled us to grow and serve our Associations. Working together with our Associations' Boards of Directors, we strive to protect our clients' investments and maximize the value for every dollar spent. Our corporation is locally owned and operated, and our phones are answered by a live person 24/7/365.

Our portfolio consists of Homeowners Associations (HOAs) which we have carefully chosen to manage for the long-term. We manage communities consisting of single-family homes, townhomes, and condominiums. Current service areas include Davidson County (Green Hills, Belle Meade, Downtown, North, South, East, and West Nashville, West End, Sylvan Park, Charlotte Park, Bellevue, Pegram, Germantown, 12th South, Wedgewood-Houston, Hermitage, Donelson, and Old Hickory), Williamson County (Brentwood, Franklin, and Nolensville), Rutherford County (Murfreesboro and Smyrna), and Maury County (Spring Hill). We are a boutique management firm and have no interest in becoming the largest management company around - we just want to be the best!

David Floyd & Associates, Inc. does not have a maintenance company and is not tied to any service providers. We work closely with each Association’s Board of Directors to obtain the best price, product, and service available. We have established professional relationships with reputable landscaping companies, pool companies, electricians, pest control providers, elevator companies, fire safety/security companies, plumbers, roofers, pavers, welders, painters, engineers, insurance agencies, CPA firms, banks, and other vendors which are routinely utilized on behalf of the Associations we manage. We are not in the business of "nickel-and-diming" Associations and strongly believe that all costs should be transparent and up-front.

Our financial management style offers full transparency through a simple yet detailed accounting program which we have successfully utilized for many years. Board members are provided with financial reports on a monthly basis that include a balance sheet, profit & loss statement, budget vs. actual comparison, full expense detail by account, check registers, bank statements, check copies, reconciliation statements, and other pertinent financial information.

Scope of Services

Operations

Oversee grounds care and maintenance to the common area and amenities
Obtain bids when repairs are above an agreed limit set forth in the management contract, or as appropriate and practical
In case of emergency, proceed with repairs immediately
Monitor common area repairs for compliance with instructions/contract. Some contracted work may require inspection by specialist
Perform regular site visits at the Association to determine potential problems and recommend necessary corrective action
Obtain contracts for necessary services, for Board approval
Develop and implement preventive, corrective, and seasonal maintenance
Prepare annual budget proposal for Board review
Ensure that maintenance and work being performed is in compliance with Association governing documents
Board to be notified upon completion of all work orders and requests
Maintain a schedule of pending and completed work orders and common area maintenance to be submitted monthly
Process and review all ARC applications

Office Services

Prepare and distribute all Association correspondence, electronically where possible.
Maintain an accurate roster of all owners in the Association
Notify the Board of all sales that occur within the Association
Provide 24/7/365 Customized Answering Service for the Association
Create and monitor an email address specifically for the Association
Develop, administer, and host a website for the Association
Provide payment coupons to owners who don’t use online payments or automatic draft upon request
Maintain the following files (electronically when possible):
- Copies of correspondence to and from homeowners, contractors, etc.
- Meeting minutes
- Rules and Regulations
- Governing Documents
- Contracts executed by the Association
- All financial records of the Association
- Other files as necessary

Financial Services

Establish bank accounts at financial institutions in a manner to indicate the custodial nature thereof
Make timely deposits of Association funds and pay all authorized expenditures
Assist CPA in performance of Financial Reviews and Tax Returns
Prepare and file all local, state, and federal tax returns in coordination with the Association's accountant
Pursue the collection of delinquent fees according to the policies and procedures established by the Board of Directors
Notify owners of delinquencies and apply late fees
Assist with long range planning, reserve analysis, and budget formation

Annual Homeowners Meetings

Prepare and distribute notices, proxies, ballots and agendas in accordance with the requirements of the Association’s Governing Documents
Attend and/or conduct the Annual Meeting each year and take minutes

Board of Directors Meetings

Arrange for and schedule date, time, and location (if not held virtually) for meetings as called by the Board
Prepare agendas (if not prepared by Board President or Secretary) of all items scheduled to be brought before the Board and email to the Board prior to meetings
Attend Board meetings (via electronic means or in-person)
Prepare minutes in electronic format for Board review and approval
Host Board meetings on our virtual meeting platform (if desired)
Provide the following reports in electronic format for each Board Member in advance of the meeting when available:
- Financial Statements that include full expense detail by account, check registers, bank statements, check copies, reconciliation statements, and a list of delinquent and prepaid accounts
- Copies of proposals and contracts needing Board approval
- Management report that contains a schedule of all pending and completed work orders

Legal Services

Maintain liaison with law firm(s) in order to insure prompt filing of liens and suits
Advise the Board when legal advice should be sought
Obtain legal opinions from reputable attorneys on behalf of the Association when necessary
Assist in pursuit of all required legal actions

Insurance Services

Prepare insurance bid specifications; solicit bids; submit bids to Board for their review and approval
Review, screen, and process Association insurance claims

Rental Registration Program

Create and maintain a comprehensive database of renters (if rentals are permitted) within the Association that establishes communication contacts for emergencies, non-compliance issues, and Association news