Condominium Association management involves a systematic execution of recurring tasks and activities. Successful Condominium Association management requires effective organization. Many in our industry tend to ignore details at the administrative level of Association management. There are many less visible administrative tasks that are extremely important, and proper execution of these tasks can yield positive results.

Our clients count on us to administer such activities in a prudent and organized manner. Specific administrative services we offer are:

Board Relations

Meet with the Board of Directors to review financial reports and discuss upcoming goals and activity for the Association.

Declaration and Bylaws

Review, interpret, and modify Association governing documents in accordance with the Board of Directors’ objectives.

Enforcement of Rules and Policies

Interpret and enforce rules. Guide the Board with development or updating of rules and due process procedures.

Correspondence

Prepare and distribute Association correspondence and notices. Develop and maintain effective complaint procedures. Respond to inquiries in a timely manner.

Employee Relations

Recruit, hire, train and supervise all on-site personnel (if on-site staff is used) in accordance with the Board’s direction. Maintain an open line of communication with employees.

Committee Relations

Provide direction and support for volunteer standing and ad-hoc committees.

Annual Meetings

Coordinate notice, proxy, agenda and ballot activities for Annual Meetings of the Association. Act as chairperson for the meeting if requested.

Energy Conservation

Observe and implement energy conservation measures.

Insurance

Negotiate and maintain appropriate property and liability coverage for the Association. Assist in processing claims related to the property.

Office Services

Maintain a central business office for the Association. Answer phone calls, greet visitors and business associates on behalf of the Association.

Record Maintenance

Maintain current records including resident and unit information, contracts, insurance information, accounting records, and a variety of miscellaneous records on site. Maintain the archived records of the Association at an accessible off-site location.

Legal Assistance

Facilitate legal counsel assistance in appropriate matters.

24 hours a day/7 days per week availability

We place our greatest emphasis on our accounting and our proven ability to manage our clients’ funds. All accounts are managed by a network computer system, utilizing Skyline® software, a leading property management accounting software designed specifically for the real estate industry. Skyline® exceeds all standards for property management accounting software developed by the Institute for Real Estate Management Foundation (IREM®).

Incorporated with Skyline’s powerful performance is its capability of customizing reports, allowing us to sort, summarize, arrange and output a variety of property data just the way you want it. Reports can be as simple or elaborate as your needs require.

Specific accounting services that we offer are:

Bank Accounts

Assure that all operating, reserve and other accounts are properly set up, maintained, and reconciled.

Collections

Enforce collection of monthly assessments and other charges. Maintain friendly but aggressive follow-up action on all unpaid assessments or fees. Administer an automatic withdrawal program for homeowners who wish to have their monthly assessments automatically deducted from their bank account.

Resident Ledgers

Keep accurate records of homeowner occupancy and receipts. Distribute coupon billing booklets to all current and new homeowners.

Payroll

Approve time sheets, distribute payroll and prepare necessary tax reports for all on-site personnel (if on-site staff is used).

Budget

Prepare annual operating budget for review and approval by the Board and/or Association. Help the Board maintain a long-range capital replacement reserve schedule.

Invoices

Approve and pay all invoices twice per month in accordance with the budget. Provide copies of all bills and invoices paid from the Association’s account if requested.

Financial Statements.

Prepare monthly financial statements showing total monthly and year-to-date activity by line item. Compare budgeted income and expenses to actual income and expenses and suggest corrective action to the Board when advisable.

Audit

Assist the Association’s outside accountant/auditor in performing the annual audit and federal income tax preparation.

We strive to maintain our Condominium Association properties in a first-class condition in order to maintain overall appeal and protect the property values of the community. Specific items of preventative maintenance are discussed with the Board of Directors and then established in an annual budget. Scheduled and non-scheduled maintenance is done in the most cost-efficient manner possible.

We do not provide maintenance through any of our employees. Maintenance outside the scope of the site manager is contracted with a select group of approved vendors that are responsive, reliable, and cost effective. Our vendors have proven themselves to us over the years. We know that the work will be superior and the price will be justified. We are loyal to our vendors and they value us as customers. Because of this relationship, we are charged lower rates and receive maximum discounts, which benefits our Condominium Associations. Major maintenance items are always put out for competitive bids.

Some of the specific physical plant services that we offer are:

Inspections

Conduct inspections of Association common-area property, grounds, equipment and other facilities.

Preventative Maintenance

Provide a preventative maintenance program for the buildings and grounds. Coordinate scheduled and unscheduled maintenance activities.

Repairs

Order requested or necessary repairs. Oversee the work and inspect finished product for completeness and/or compliance with contract as necessary.

Major Maintenance Project Management

Arrange for an outside professional consultant (when needed) to prepare specifications. Obtain and award bids, prepare contracts, and oversee execution of work to verify compliance with all stated specifications.

Resident Relations

Respond to complaints, concerns, suggestions or questions in a prompt and systematic manner. Arrange for common area maintenance and necessary repairs using a 24-hour voice mail phone system and on-site staff.

Landscaping

Select and supervise landscaping services. Ensure that the landscape maintenance agreement is being followed.

Roofs

Monitor and inspect roofs to determine necessary maintenance measures. Examine gutters and downspouts for debris and hire cleaning as needed.

Fire and Safety Systems

Maintain fire and safety equipment. Ensure grounds are kept in a safe condition and enforce city fire prevention regulations.