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District Management Division
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Accounting Division
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Association Management Division
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Administration Division
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District Management Services |
With our staff experience, SDMS has over 100 years of Special District Management and Consulting experience that benefit our clients and their districts.
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Board Meetings and Elections |
SDMS coordinates board meetings, prepares and distributes meeting agendas and information and prepares and files all meeting notices as required by law. Our staff attends board meetings and records minutes to make sure they are distributed efficiently. In addition, SDMS will act as your election official to ensure all legal requirements are met according to Colorado’s Uniform Election Code.
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SDMS maintains tight control over resources and keeps cash properly invested and issues detailed reports. We also provide professional advice during the annual budget planning cycle and preparation of budget documents, including budgeting for debt service requirements, tracking TABOR impacts and preparing supplementary budgets if needed. SDMS coordinates with auditors for timely completion and filing of annual audits required by state law, and provides an onsite work environment for audit efficiency.
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Public Improvement Corporation Management |
SDMS effectively manages Public Improvement Corporations (PIC) throughout Colorado. By acting as the PIC collecting agent we monitor and work with the vendors to ensure compliance with the collection of the public improvement fees and we ensure funds are collected in a timely manner from the vendors. SDMS also works with the governing municipality to ensure all of the information provided by the vendor complies with the requirements of the PIC.
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Special District Formation |
With over 20 years of special district management experience, SDMS has developed expertise that is invaluable when working to organize your special district. By engaging SDMS early in the process we work with the attorneys to ensure that your district is being created to serve your current and future needs. SDMS will work with you to navigate the political waters to help facilitate a successful outcome.
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Once your service plan has been prepared and approved it can be very costly to go back and amend these documents. SDMS thinks to the future when many other company's are only thinking about today. This foresight can be extremely valuable to our clients to ensure that their service plan is written not only for today but for the future needs of the District.
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Parks, open space and recreational activities are significant community assets that must be cost-effectively maintained. SDMS supervises the maintenance of greenbelts, landscaping and snow removal in public rights-of-way, irrigation facilities, pond systems, swimming pools and tennis courts.
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Utility Billing and Collection Services |
SDMS provides utility billing and collection with customized data management services. We post, print and mail billing statements, then receive, record and deposit receipts. SDMS also collects delinquent accounts, generates board reports and acts as the liaison with customers, title companies and utility officials.
Our billing services include:
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The SDMS Association Management Division is dedicated to providing exceptional management services to a variety of Home Owner Associations (HOA). Our success is built on the foundation of expert knowledge, responsiveness to clients and their constituents, and accuracy and efficiency. We respond in a timely manner to your citizens, coordinate all contracts for the HOA and oversee each vendor and contractor to ensure that only the best service is provided. We manage your meetings with efficiency and ensure that the agendas and minutes are accurate.
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Covenant and Architectural Services |
SDMS reviews all governing documents (Covenants, Conditions, and Restrictions) and establishes practical rules and regulations. SDMS conducts weekly inspections, and makes timely communication with owners when problems arise. Each inspection is documented with photographic evidence to ensure that the board can visually see exactly what the problem is.
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SDMS construction and contract oversight services are highly regarded. We expertly manage and monitor construction projects to ensure the legal public bidding process is followed, including bid publication, final payment collection and insurance and bond requirement follow-up. SDMS also tracks actual vs. budgeted costs on a project-by-project and contract by contract basis to allow its clients to pro-actively manage projects.
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SDMS responds to each of our clients customers in the most professional manner. We have a dedicated phone line to answer customer inquires and complaints. Our responsiveness to handling any situation ensures that your customers' concerns don't go unnoticed.
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SDMS has a state of the art billing system that ensures correct and accurate billing for your customers. Our staff will collect and record meter information. Whether it is remote read, or a manual meter reading our staff ensures that this process is done in the most timely manner possible. Once the meter reading is complete this information is then submitted to our Utility Billing Department.
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Anytime a water, sewer, or irrigation line is cut, there can be costly delays and expenses involved in making repairs. SDMS has trained professionals that handle locate requests for all of our districts and associations. We will locate water, sewer, and irrigation main lines to ensure that these assets are protected. SDMS utilizes a web based system to expedite the locating process.
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Operation and Maintenance Budgeting |
SDMS will provide your district or association with accurate operations and maintenance budgets. Our staff are experts in many specialties, from association management, building operations, water and sewer operations, to real estate development. This breadth of knowledge and experience ensure that the information we provide is accurate and based on real world experience. We take pride in our knowledge and understanding of your needs and will produce a budget that reflects everything your community needs.
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Accounting and Financial Reporting |
SDMS provides its District and HOA clients with monthly financial reports so managers and Board members can track and manage costs. Standard financial reports enable timely monitoring of actual vs. planned expenditures. Special financial reports are also prepared depending on each clients' particular needs. SDMS relieves its clients of administrative details assuring that the District is run in a financially responsible way. SDMS accounting services include preparing deposits and issuing checks.
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SDMS is proactive in our management approach. We provide cash flow analysis to ensure that the our Districts and Associations have the money they need when they need it. By constantly looking toward the future, SDMS can see when attention is needed before a problem becomes a crisis.
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Forecasting and Projections |
Special district financing is becoming increasingly complex. Revenue sources, whether they are property taxes, sales taxes, special fees, or tax increment financing, are being brought in from a variety of public areas. The SDMS Accounting Division has staff that includes CPAs and experts in real estate finance.
SDMS can provide our districts with forecasts and projections that will be used in conjunction with your bond issuance. We can provide our clients with a detailed forecast of future assessed valuation for their projects to ensure that they can safely maximize their bonds. We have the expertise to look at the big picture and SDMS not only understands the current local trends but we stay abreast of national trends to ensure we are providing the best advice to our clients.
Our accounting staff works closely with our District Managers to stay on top of each districts' current ability to repay it's obligations by providing regular financial updates.
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SDMS coordinates the collection of rates, tolls, fees and charges such as sewer and water tap fees and system development fees. We will invoice for fee collection, issue certificates upon payment, coordinate with local entities who issue building permits upon receipt of fees, and monitor construction to ensure prompt payment. SDMS ensures that your fees are collected in a timely matter.
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PIF / TIF Collection and Administration |
SDMS is leading the way on the management and collection of PIF and TIF revenue. Many of our districts depend on the revenue from these sources and our staff works with the vendors and governmental agencies to ensure that all revenue available to our districts are being distributed in a timely manner.
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As the accountant for your district or association our staff can seamlessly coordinate yearly budgets. Our staff will work with the Board of Directors to ensure that the current and future needs of the community are met. SDMS will coordinate a Request for Proposal for budget items, review all proposals, and make a recommendations to the Board of Directors.
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SDMS can handle all accounts payable for our districts and associations. We will tailor our level of service depending on the needs of each of our clients.
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District Administrative Services |
SDMS makes statutory filings with state, county and local entities as required, responds to inquires made by government officials, property owners, consultants and residents and maintains all district records, which must be available for public inspection during regular business hours.
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Special districts are not just governed by Title 32 of the Colorado Statutes. Districts must adhere to a variety of statues. Every year our legislature makes changes to the State statutes and SDMS is often involved consulting our state legislature on the impacts of certain changes. We stay current with the law to make sure that each of our districts or associations is in statutory compliance.
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SDMS will serve as your Designated Election Official for your election, or we will work on coordinating the election with the proper governmental agency. Our staff works from start to finish to ensure that each election is handled as efficiently as possible.
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All district records must be available for public inspection during regular business hours. When an inquiry is made SDMS will facilitate the gathering of the information and provide a setting for the public to view the records.
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SDMS can provide our Districts and HOAs with newsletters under the direction of the board. We can distribute electronically or via mail to all customers.
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