Services We Provide

We provide our district clients with all accounting and financial reporting services necessary to support their operations.  All such services are typically included in our base monthly management fee.  Accounting services provided by us include the following:

• Manage accounts payable process
• Manage accounts receivable process
• Reconcile bank statements
• Ensure proper classification of expenses
• Update the long-term debt repayment plan
• Prepare and submit periodic financial statements to the board
• Prepare annual GAAP-compliant financial statements and supporting documentation for the auditors
• Draft the annual budget (to be submitted to the board for review and approval)
• Provide accounting support for any bond issuance or refinance transactions

Online Invoice Review and Approval System

Since 2016, Wolfersberger, LLC has partnered with Avidxchange to provide board members with the ability to review and approve invoices online using their phone, tablet or laptop. Districts pay contractors more quickly and board members no longer need to adjust their schedules to be available to sign paper checks. 

We track each architectural request to ensure the review process is completed and documented in accordance with the District’s board’s policies, the neighborhood’s declaration document and state laws.

Online Review and Approval Process

Wolfersberger, LLC has partnerd with DocuSign to simplify the coordination among board members (or Architectural Committee members) regarding the review of design request forms submitted by homeowners. Board members (or Architectural Committee members) can review design request forms on their phones, tablets or laptops and provide review comments, which the District Manager can address with the homeowner. DocuSign also allows board members (or Architectural Committee members) to manage and organize from one location the list of design request forms they have already reviewed and those design request forms that still require a review.

Neighborhood Inspections—Walkthroughs

One of the functions performed by our neighborhood inspectors is to identify improvement projects and other changes to Lots for which homeowners may not have submitted a design request form to the Board (or design review committee) for consideration. In addition, our neighborhood inspectors will review the completion of project approved by the Board to ensure such projects are completed in accordance with the plans approved by the Board.

Design Guideline Update and Revision Services

In many cases, metro districts that were under control of the builder or land developer rely on boiler-plate design guidelines that were not customized to reflect the actual design and architecture of the neighborhood. In addition, most boiler plate design guidelines contain few rules regarding specific minimum property maintenance standards. Our staff has the technical skills to assist and support boards and architectural committees with revising and updating the design guidelines for the neighborhood to reflect the Board’s (and/or Committee’s) expectations and goals to maintain the beauty of the neighborhood.

Wolfersbeger, LLC can manage all aspects of the metro district board election process in compliance with Colorado local government election code (CRS 1-13.5). In most cases, the semi-annual board elections for metro districts are cancelled because the number of candidates does not exceed the number of director positions subject to election. However, when more candidates exist than director positions open to election, we can provide all services required to run the election efficiently and in compliance with state laws. Such election services include, but are not limited to, the following:

• Ensuring districts adhere to the election calendar published by the Department of Local Government;
• Publishing, distributing and advertising the call for nominations;
• Collection of nomination forms;
• Manage the ordering of candidates on the election ballot;
• Develop the design and content of mail-in election ballots;
• Manage the ballot mailing list (i.e. registered active and inactive voters);
• Manage the printing of mail-in ballot packages;
• Assemble and mail the ballot packages to registered voters;
• Collect and count mail-in ballots;
• Report election results;
• Collect and file board members’ oaths of office.

Another unique advantage Wolfersberger, LLC offers over most other management companies is that it has a dedicated full-time neighborhood inspection staff. Inspection staff perform the neighborhood walk-throughs, communicate with homeowners answering questions or concerns about rules and regulations and prepare reports for the property manager and board. Our inspectors are also the eyes and ears of the neighborhood reporting various problems to the proper authority—broken sprinklers reported to the landscaper, street light outages reported to United Power, damaged perimeter fencing reported to the maintenance contractor, graffiti reported to the City, etc. The inspectors also report potential property maintenance issues that may not be addressed in the neighborhood’s design guidelines and rules. Our covenant enforcement process is comprised of the following three elements:

1. Inspections Walkthroughs (Not Drive-throughs)

Too many property issues are missed when property managers perform neighborhood drive-through inspections. The combination of attention required to be focused on the road and visual obstacles such as parked cars and trees—these distractions limit a property manager’s ability to perform an effective and consistent neighborhood inspection. Consequently, our inspectors walk the neighborhood when conducting inspections. Walkthrough inspections help ensure neighborhood rules and regulations are being enforced consistently across the neighborhood. Walkthrough inspections also increase the likelihood that broken sprinkler lines, broken fences, street light outages and other neighborhood issues are identified and reported in a timely manner.

2. Photo Documentation

We take photos to document finable violations. As needed, we will share these photos with the Board and with the applicable homeowners, landlords and renters to better ensure productive discussions on addressing and correcting such violations.

3. Annual Homeowner Surveys

We survey homeowners annually to assess the concerns they have regarding the covenant enforcement process and we communicate the results of these surveys to the District Board to assist the Board in assessing and updating, if needed, their covenant enforcement policies.

Metropolitan districts are subject to numerous reporting requirements established by metro districts' lenders and by State, county, city and other governing bodies. We work on behalf of our clients with Colorado’s Department of Local Government, Colorado Secretary of State, Colorado State Auditor, county boards of commissioners, county treasurers, county assessors and county clerk and recorders’ offices to ensure our metro district clients are meeting the various reporting requirements for each governmental agency.

Reporting functions we typically manage for our metro district clients include:

• Posting board meeting notices and agendas
• Publishing notification regarding the district's proposed annual budget
• Filing the board-approved annual budget with the Division of Local Government, city, county and district lenders
• Submitting the board-approved certification of mill levies to the county treasurer
• Filing (and updating when necessary) the annual transparency notice with the Division of Local Government and posting such notices on the SDA's website
• Filing annually the notification regarding any changes in the district's bondaries with the Division of Local Government
• Publishing notifications regarding board elections
• Filing annual activity reports per metro districts' service plans with the city or county and Division of Local Government
• (If applicable) Filing spending activity reports with the Conservation Trust Fund

Many covenant-controlled neighborhoods are beginning to see the financial and operational benefits metropolitan districts offer over HOAs.  However, transitioning from a dual HOA / metropolitan district neighborhood service model to a single-entity neighborhood service model (through a metropolitan district) takes time and careful planning.

Neighborhoods with HOAs but no underlying metro district take longer to consolidate than neighborhoods serviced by both an HOA and a metropolitan district.  In fact, the process of creating and coverting an HOA to a metropolitan district can take anywhere from 12 months to 24 months (or longer in some cases) depending on the facts and circumstances for each neighborhood.  HOA boards need a long-term partner and a cost effective approach to help them navigate through the process.  Although the transition process can be time consuming, the financial rewards for homeowners may be worth the effort! 

Why Consider Consolidating HOA Services Through a Metro District?

For those neighborhoods where homeowners have decided to consolidate HOA services through a metro district, the reasons include:

• Eliminating the cost of bad debt write-offs caused by homeowners not paying HOA dues
• Reducing the cost to collect revenue to fund neighborhood services 
• Eliminating duplicative administrative costs caused by operating two entities - HOA and metro district - that service one neighborhood
  • Duplicative costs include paying for two management companies, two liability insurance policies, two auditors to audit two sets of financial statements, two websites, two law firms, etc
• Reducing liability exposure
  • Colorado statutes provide limited liability protection for metro districts but provide no liability protection for HOA corporations
  • Because of liability protections afforeded to metro districts, metro districts insurance premiums are generally lower than HOA insurance premiums
• Elimination of assessing lates fees and interest on past due balances
  • Because districts generally collect 100% of property tax revenue fro
    m homeowners, there is no need for metro districts to assess late fees and interest
• Ability to manage property tax rates in a manner that allows homeowners to pay a fixed amount each year to the metro districts regardless of changes in the assessed valuations of homeowners' homes

Newsletters are an important communication tool between our clients’ boards and their neighborhood residents.  We manage the drafting, design and content of our clients’ newsletters and we work closely with our clients’ board members to periodically publish and distribute newsletters to their residents.

Check out a few examples of newsletters we have published for some of our district clients:

A well-designed and managed website is an important asset for every district.  We provide our district clients with the services necessary to manage and maintain exceptional websites that reflect the culture and quality of life in their neighborhoods. 

Potential Homebuyers

Your District website is truly a powerful marketing tool that can attract potential homebuyers.  However, a poorly designed and managed website with dated information is also a powerful marketing tool—one that could detract potential homebuyers away from your neighborhood!

Homeowners and Residents

Your District website is an important communication tool between the District board and homeowners.  One of the most common complaints from homeowners is the lack of transparency between their district and the homeowners.  We strongly believe a well-managed website where information is current and relevant is an important part of maintaining transparency between a District and its homeowners.

For existing homeowners and residents, our metro district clients’ websites are an important source for neighborhood financial, technical and social information.  Information provided on our metro district clients’ websites typically include such information as:

• Neighborhood history and statistics
• Information on property taxing districts
• Utility service provider information
• Local school & PTA information
• Covenant enforcement documents
• Government representatives contact information
• Board-approved solicitors
• Board and committee member contact info.
• Board policies
• Board meeting agendas and minutes
• HOA and/or metro district financial statements
• Event calendar
• Neighborhood watch information
• Neighborhood newsletters
• Homeowner surveys and results
• Homeowner complaint submission box

Our Services

We help ensure the information and content on your District website remains current and informative to homeowners. Board meeting minutes, financial statements, board policies and resolutions, newsletters and budgets are just some of the documents that require us to be diligent in ensuring such information is available to homeowners in a timely manner through the website.