About Us

Since 1987, David Floyd & Associates, Inc. has been providing professional Homeowners Association (HOA) management services to our clients throughout Middle Tennessee and the Greater Nashville area. For over 30 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, townhouses, and condominiums located in Davidson & Williamson counties. 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 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 but detailed accounting software program which we've successfully utilized for many years. Board members are provided with financial reports on a monthly basis that include a balance sheet, P&L, budget vs. actual comparison, full expense detail by account, check registers, bank statements, check copies, reconciliation statements, and other pertinent financial information. 

We also offer consulting services for Associations that are self-managed or may not currently be looking to hire a new management company. Our consulting services can assist Associations with special projects or give guidance to Associations regarding general property management operations.

Operations

• Oversee grounds care and maintenance to the common area and amenities
• Obtain bids when repairs are above an agreed limit set by 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
  • PDF of the paid invoice file
  • 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