Board Member Resources & Tools

Alchemy Community Partners is an Indiana HOA management company founded by professionals with experience in banking, financial operations, project implementation, technology, vendor management, and HOA board service. One of our founders served six years as an HOA Treasurer, providing direct experience with budgeting, reporting, reserve planning, governance, vendors, and homeowner concerns. 

 Alchemy emphasizes direct founder involvement, responsive communication, organized reporting, financial clarity, and documented follow-through. Boards receive clear visibility into open issues, vendor activity, homeowner requests, financial performance, and matters requiring board direction.

Our services may include:

• Financial management and monthly reporting
• Assessment billing and delinquency tracking
• Vendor coordination and contract administration
• Board meeting preparation and action-item tracking
• Homeowner communication and request management
• Records and document organization
• Covenant and policy administration under board direction
• Transition and onboarding support

Service responsibilities are defined in the management agreement based on the association’s needs and board preferences.

Yes. We use a documented transition process designed to organize records, financial information, vendor relationships, homeowner communication, technology setup, and open issues.

The process typically includes:

• Reviewing the existing agreement and transition timeline
• Identifying required records, accounts, and contracts
• Coordinating transfer activities with the outgoing company
• Confirming owner balances and financial information
• Organizing vendor contacts and open work
• Preparing homeowner communication
• Tracking transition responsibilities through completion

The board receives regular updates throughout the process.

Boards receive structured financial reporting designed to show the association’s financial position, budget performance, outstanding balances, and items requiring attention.

Reporting may include:

• Balance sheet
• Income statement
• Budget-to-actual comparison
• Accounts receivable and delinquency reporting
• Bank reconciliation information
• Vendor payment activity
• Reserve balance and planning information

The exact reporting package is established with the board.

Homeowner questions, requests, and concerns are received through designated communication channels, documented, routed appropriately, and tracked through resolution or board escalation.

Boards can receive reporting on:

• Number and type of requests received
• Open and resolved items
• Matters requiring board direction
• Recurring concerns or community trends
• Vendor-related follow-up

Response expectations are defined in the management agreement.

 Yes. Some boards prefer to retain responsibilities such as architectural review, certain communications, project oversight, or enforcement decisions. Alchemy works with the board to define management responsibilities, board authority, approval requirements, and service boundaries before management begins.

 Meeting attendance can be included in the management agreement. When attending, Alchemy can help prepare materials, organize reports, document action items, and track follow-up responsibilities. Attendance may be in person or remote depending on the board’s needs and the agreed service scope. 

 Alchemy can coordinate bid requests, vendor communication, service scheduling, contract administration, and follow-up on open work. The board retains approval authority, while Alchemy helps keep costs, deadlines, responsibilities, and service concerns visible. 

 Alchemy maintains administrative processes informed by Indiana HOA requirements and the association’s governing documents. When legal interpretation or formal legal advice is required, we coordinate with the association’s attorney or other qualified legal counsel. 

Contact us to schedule an initial conversation. We will discuss the community, current management structure, board priorities, service concerns, and whether Alchemy may be an appropriate fit. The board does not need to be ready to switch management companies before starting the discussion. 

Alchemy is an early-stage management company led by founders with experience in HOA board service, banking, financial operations, project implementation, technology, vendor management, and business administration. Early clients work directly with the founders and benefit from clear accountability, documented processes, and focused service delivery. 

A newer management company can offer direct access to its founders, focused onboarding, faster internal decision-making, and greater accountability for service delivery. Alchemy’s early clients work directly with the people responsible for financial management, communication, technology, and operations rather than being immediately assigned to a large portfolio structure.

Newer does not mean unstructured. Alchemy uses documented processes, defined responsibilities, organized reporting, and clear service expectations to reduce risk and keep the board informed.

We’re here to help. Let us know what’s on your mind, and we’ll respond quickly and clearly.