Community Association Management (HOA, Condo, Townhome Management) covers a broad range of services. HOA management refers to the professional management of a homeowner’s association, but it's not nearly as simple as it sounds; there is a lot that goes into a well-managed Association.
When deciding whether professional Community Association Management is right for your community, it is important to consider the spectrum of work that must be executed on a daily basis.
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ATTENTIVE ADMINISTRATIVE SERVICES
We assign every community to an experienced manager. Our managers have years of experience, providing a guide for any situation your community may encounter. Additionally, our managers are cross-trained so that there is no interrupted service if your manager is unavailable. Our team provides the following forms of administrative support:
- Schedule and attend Board meetings
- Provide detailed Management reports
- 24/7 emergency on call support
- Strict enforcement of rules, regulations, by-laws, and covenants
- Proposed Annual budget prepared for the Board’s review/approval.
- Timely responses to homeowner concerns
- Coordination of maintenance and contracts.
ACCURATE FINANCIAL AND ACCOUNTING SERVICES
Managing an Association's Budget is much more complicated and involved than managing your personal accounts. It takes specialized training and experience to handle all of the ins and outs of community finances. Our team has experience maintaining all aspects of HOA finances, including:
- Management of separate Operating and Reserve bank accounts for each community
- No fee business checking
- No fee ACH draft for dues
- Monthly billing for community dues and assessments
- Online Payables review/approval for Board
- Detailed record keeping and coordination of all accounts payable and receivable
- Timely preparation and provision of monthly financial statements
- Guidance and assistance with reserve analysis and planning for long-term maintenance of funds
AGGRESSIVE DEBT MANAGEMENT
One of the most cumbersome and uncomfortable situations a Board member will run into is non-payment or late-payment of dues. In many situations, these are repeat offenders who, for one reason or another, refuse to abide by the guidelines of your Association. It is less than ideal for one neighbor to have to seek out an offending neighbor and request payment, but if you rely solely on the management of a board, this situation will undoubtedly arise. Professional Community management tempers this situation by taking the lead in all debt management services, including:
- Delinquent notices to homeowners
- Facilitate legal action for collection of delinquent funds
- Monitor of all delinquent accounts and provide status updates to board
- Coordinate with board chosen Attorney on legal issues, including filing liens on property and foreclosures
ACTIVE SITE MANAGEMENT
While rules and guidelines are important, they lose their value if they are not actively enforced. When individuals neglect to follow community covenants/rules everyone suffers, home values may decrease and a negative precedent is set for the rest of the community. It can be hard for Board members to enforce rules on friends and neighbors. We are proud to offer the following site management services to all of our communities:
- Periodic community inspections to identify maintenance issues and covenant/rule violations
- Coordinate and administer board approved actions to noted issues, including routine maintenance, violation letters to homeowners, issuance of fines, etc.
- Monitor all contracts and ensure periodic maintenance (lawn care, pool cleanings, etc…) is completed as agreed-upon, verify contractor performance
MAINTENANCE COORDINATION SERVICE
We have working relationships with an extensive list of local contractors, repair service providers and materials suppliers. We require contractors to be licensed for their specialty trade as required by the state and require that contractors provide proof of insurance prior to starting a working relationship through our firm.
- We have a 24 hour emergency service call availability 365 days a year
- Full time in-house staff that coordinates repairs on our managed properties.
- In-House Maintenance staff allows for a quick response to your concerns.
- We prepare any necessary IRS forms such as 1099-Misc for any qualified vendors.
- We maintain a comprehensive computerized database on your property repair history
