- Communication & Records
- Co-Owner Account Management
- Transparent Maintenance
- Utility Management
- Intense Financial Reporting
- Budgets & Reserve Analysis
- Delinquencies, Collections & Liens
- Board Interactions
- Rental Vetting
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Do you have a small association under 100 units? Then we may be a perfect fit to manage your association!
We provide numerous optional services, depending on what your association needs. Please let us know if you have questions about any of our services or if you need something not listed. Pricing depends on the services you select.
Communication & Records
Keeping Board members and co-owners informed and on the same page is critical to a smoothly running Association. We give each co-owner access to a secure online portal system where they can see notices, updates, records and their ledger.
In addition to maintaining a roster of unit owners and occupants, we handle all calls and emails with co-owners, attorneys, insurance company agents, contractors, etc. These are recorded for documentation purposes and to avoid miscommunication issues. We maintain a digital set of Master Deed & Bylaws, site maps, engineering drawings, and new co-owner packages, distributing them electronically as required.
We also monitor co-owner satisfaction and regularly review operating procedures to suggest improvements to the Board.
Co-Owner Account Management
Association fees and special assessments are collected and deposited to the Association bank and reserve accounts. Individual invoices can be supplied to a co-owner upon request. Late fees and fines are also charged and collected.
Expenses are paid as directed and agreed upon with the Board.
Maintenance and capital expenditures are a large part of what the Board manages. These expenses cause a lot of friction among co-owners. Transparency and reasonable input can avoid major disagreements.
Maintenance requests are tracked online via work orders and follow up calls made to co-owners to confirm satisfaction. For major repairs, multiple bids are obtained from licensed & insured contractors, and electronic packets submitted to Board members for review & approval. Ongoing services such as lawn maintenance and snow removal are bid annually or bi-annually per Board direction.
All maintenance & repair work is tracked, including communication with contractors, suppliers, etc. Final invoices are compared to approved bids and change orders to minimize cost overruns. Completion inspections are performed as needed and documented with photos and/or videos.
Maintenance cost reports can be provided for any period starting from our day of engagement.
Monitoring utility usage on utility services the Association is responsible for is critical to quickly identify problems before expenses spike. Leaks and co-owner abuse need to be monitored. Additionally, exploring options for improving energy-efficiency should consistently be done.
We’ve successfully transferred utility costs to co-owners by coordinating the installation of separate gas meters and metered billing for water. We monitor local utility company and government energy-efficiency programs to determine the financial feasibility for Association buildings.
Intense Financial Reporting
Board members should have 24/7 access to information regarding the financial performance of the Association. On the 15th of each month, we email Statements for the previous month. We also provide a live Co-Owner Payment Report, P&L Reports for previous & current months, and Monthly Comparisons for current & previous years.
Any income or expense variances from budgeted amounts are identified for Board discussion. The live reports allow for 24/7/365 monitoring, so corrective actions can be taken as soon as feasible.
All necessary documents and information is provided to the Association’s Tax Preparer for the preparation of required tax returns and audits.
Budgets & Reserve Analysis
With input from the Board and Treasurer, we prepare Annual Budgets for Board review and approval. Anticipated revenues and expenses are detailed and compared to previous budgets to identify trends that may need further investigation.
Reserve Analysis are also performed and incorporated into Annual Budgets.
Delinquencies, Collections & Liens
Past due Co-owner balances can wreak havoc with Association budgets, but are also a sensitive subject. Past due balances should be aggressively pursued, but in a nonthreatening manner.
We send past due notices immediately after the Association’s grace period had passed. Those with unaddressed past due balances are sent thirty (30 and sixty (60) day notices warning that a lien will be placed on their unit if they fall ninety (90) days behind. Board approval is then sought to forward needed liens to the Association attorney for recording at the county.
We’re available for all Board member questions and allowed information requests. We attend Board of Director and Co-owner meetings and tabulate votes if contractually agreed upon.
We’re available to consult with the Board to evaluate challenges and tap our experience to suggest possible courses of action.
Depending on the services we’re engaged to perform, we can assist in the enforcement of the By-laws of the Association and any additional Rules & Regulations passed by the Board.
We require that co-owners submit all reported violations in writing to avoid misunderstandings. Depending on the type of violation we may immediately address it by issuing the offending party(s) a written notice. Some violations may require Board direction and approval before we act. We will monitor compliance with written notices and update the Board as needed.
New co-owners and tenants should be sent Welcome Packages consisting of the Association By-laws, Rules & Regulations and meeting schedules. We also cooperate with real estate and title company information requests to facilitate resales.
If your Association doesn’t have a formal Welcome Package or it’s dated, we can create and update as needed. We prefer to send these electronically to keep your costs down.
We also monitor the number of rental units in accordance with Association By-laws, alerting the Board to violations. If poorly behaving tenants have become a problem, we can also assist the Board in creating Tenant Approval policies that can be implemented in accordance with the By-law requirements.