Page 8 - HMS -- Windward RFP -- updated 2017-04-19 1502

iii. As new Board members are elected, provide a Board Member Starter Packet to
include important documents relevant to governing Windward. Yes
b. Meeting with Board Members – ad hoc as required Yes
c. Bi-Monthly Modifications Committee Meetings Yes
i. Staff to prepare all Modification Applications for review by Committee, attend
Committee meetings, record Committee decisions, and communicate all
decisions to the Applicant in clear and concise language, often using cut/paste
language provided by Consultants or Committee. Arrange for any appeals,
recommend resolution to Committee members, participate in Committee
discussion, record & communicate decisions to the Appellant.
d. Monthly Covenant Committee Meetings Yes
i. Covenant Committee Meetings are 1 day per month or as needed.
ii. Manager or staff to perform street-based inspection of every home twice each
month (1 initial and 1 follow up). Yes
iii. Report, communicate and monitor all violations
e. Arrange appeals and communicate to owners. Yes

3. Management Company Facilities
a. Current Distance from Windward to Management office:
Response: HMS offices are less than 0.2 miles from Windward, and less than 3 miles
from Lake Windward Club’s facilities.
b. Meeting space – Please note that WCSA does not have a club house or office space.
The successful bidder will have to provide office space for its personnel dedicated to
Windward at a professional office within 3 miles of Windward. Ideally, a conference
room for Board and Committee meetings would also be available within 3 miles. Yes
c. Most meetings have maximum of 15 attendees. Size & Availability
Response: HMS office conference room can seat 32 classroom style, 6 at small
conference table or 24 in large rectangular conference table configuration.
i. Hours: Response: 9am to 5pm, with some meetings in the evening hours
ii. Reservation process: Response: Through HMS CEO’s Executive Administrator.
d. Storage Requirements
i. WINDWARD requires storage for financial records, legal documents,
membership information, and back publications. Current storage equals 30
boxes of books and records. Maintain an index of stored materials.
Response: HMS has 5000 square feet of storage for records or other materials.
Currently, HMS maintains over 700 boxes of records and other community items
such as holiday decorations.
ii. Electronic (what used?)
1. Software
Response: Management software is CINC. Records storage is
maintained on HMS in-house servers using Windows Server
2. Training - is available for access to CINC.
3. Access CINC is web based and is accessible 24x7.
4. Dropbox – We have experience and can manage Windward’s account

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