At Wheatland, we are proud to have a dedicated team of eight staff members plus a contracted maintenance crew. Our "small but mighty" team is committed to delivering exceptional service to HOA communities in the Topeka area. Here’s what we do:

• Exclusive HOA Management: We support twenty-two homeowners associations consisting of over 1,400 condos, townhomes, and single-family homes, including 74 units owned by our sister company, Capital Management.
  
  
• Payment Processing: Annually, we process over 6,000 payments totaling more than $4 million to local utilities, insurance firms, and businesses within the community.
  
  
• Asset Oversight: We are trusted by twenty-two customers to manage their financial assets, including operating accounts, money market accounts, and certificates of deposit. 

Our services include: 

• Homeowner Communication and Assistance. We act as a first stop point of communication for questions or issues with dues, access to community documents, submission of HOA forms, or speak with someone about a grievance. 
  
  
• Financial Governance / Bookkeeping. We provide reconciled Board Packets each month that contain financial statements (balance sheet, income statement, delinquency, prepaid dues, and more), bank statements, and copies of approved invoices. We also draft annual budgets for our Board Treasurers. 
  
  
• Technology. We provide a tenant portal to access HOA documents, events, and pay dues. We provide a workflow system that allows Board members to review and approve invoices from any phone or computer, and automatically track all approvals. We have access to artificial intelligence tools to help draft HOA notices or governing documents. 
  
  
• Risk Management. We offer an added layer of protection to protect associations from financial misconduct. Our payment workflow requires Board member approval prior to any payments made, even to ourselves. We also use financial technology controls such as Positive Pay (anti-fraud for checks) and Plaid (electronic payment verification) to protect our customers’ funds. 
  
  
• Board Meeting Coordination. We can distribute Board agendas, coordinate meeting notices and proxy mailings, publish minutes, and organize physical meeting spaces. 
  Homeowner Delinquency. We proactively notify our Boards when dues are suitably delinquent, and handle filing liens at no charge. We can also initiate and manage collections proceedings. 
  
  
• Vendor Management. We act as the point of contact for vendors (invoicing, payment status, contracting) and title companies (liens, settlement statements). We provide your vendors options for electronic payments or physical checks. We have working relationships with many of the large pool, landscaping, asphalt and painting firms in the Topeka area. 
  
  
• Treasury. Acting under the approval of the Board, we can handle investment management (ex: CDs) and asset management. 
  
  
• Records Retention, Compliance. We are well versed in the Kansas UCIOBOR Act and help Boards remain compliant, including electronic records retention. We handle 1099 filings, payroll and payroll taxes, and Kansas Secretary of State filings. 
  
  
• Maintenance. We have a maintenance team capable of handling or subcontracting almost any project or repairs. 
  
  
• Subject Matter Expertise. We work with a variety of associations supporting condos, townhomes, and freestanding homes. We provide our Board members with advice and context around what issues other associations are encountering, and best practices to proactively address those issues.