Frequently Asked Questions

The length of time required to make the transition to a new management company for a Condo association (COA) can vary depending on several factors, including the complexity of the community, the size of the COA, the availability of necessary documents and records, and the efficiency of both the outgoing and incoming management companies. Typically, the transition process can range from a few weeks to a few months. Generally, we estimate 30 to 90 days.

We provide a wide range of services to support the effective operation and management of a condo association (COA). The specific services offered may vary based on the size of the community, the governing documents, and the needs and preferences of the COA. Here are some typical services we provide or coordinate: 1. Administrative Support: Assistance with managing and maintaining association records, including organizing meetings, preparing meeting agendas and minutes, managing correspondence, and maintaining official documents and records. 2. Financial Management: Coordinating with an accounting firm to facilitate the collecting and managing association fees and assessments, budgeting, financial reporting, accounts payable and receivable, financial analysis, and facilitating annual audits. 3. Rule Enforcement and Compliance: Ensuring that community rules and regulations are enforced consistently, addressing violations, and handling the necessary communication and follow-up with homeowners to promote compliance. 4. Vendor and Contractor Management: Sourcing, selecting, and managing relationships with vendors and contractors for maintenance, repairs, landscaping, and other services required by the community. This includes obtaining competitive bids, negotiating contracts, and overseeing work quality. 5. Community Maintenance and Repairs: Arranging for routine maintenance, repairs, and inspections of common areas, facilities, and amenities within the community, such as landscaping, pool maintenance, janitorial services, and equipment upkeep. 6. Architectural Review and Compliance: Managing the architectural review process for proposed modifications or additions to within the community, ensuring compliance with established guidelines and obtaining necessary approvals. 7. Community Communications: Facilitating effective communication within the community, including disseminating newsletters, community updates, meeting notices, and other important information via various channels such as websites, email, social media, and bulletin boards. 8. Meeting and Event Coordination: Assisting with the organization and coordination of board meetings, annual general meetings, and community events, including venue booking, logistics, agenda preparation, and meeting facilitation. 9. Insurance and Risk Management: Helping the COA obtain appropriate insurance coverage, managing claims and insurance renewals, and addressing risk management issues to protect the community’s interests. 10. Resident Relations: Serving as a primary point of contact for condoowners’ inquiries, concerns, and complaints, and providing responsive and timely customer service to address their needs. 11. Community Governance Support: Assisting the COA board of directors in understanding and adhering to legal requirements, providing guidance on governance matters, and ensuring compliance with applicable laws and regulations. 12. Strategic Planning and Consulting: Providing guidance and expertise in long-term planning, reserve fund analysis, strategic initiatives, and community development to help the COA achieve its goals and maintain the community’s overall well-being. It’s important to note that the scope and level of services can be customized based on the specific needs and requirements of each community and its governing documents.

This would be separately contracted with an accounting firm that specializes in COA and HOA accounting and management. We would oversee it and communicate financials with the Board.

We work with your current budget, vendors, and generally strive to provide the same scope of services for at least 10 percent cheaper than your current management company.

The frequency of communication between a community manager and the board of directors can vary depending on the needs and dynamics of the condo association. However, maintaining regular and effective communication is essential for a well-functioning COA. Here are some general guidelines for communication between the community manager and the board: 1. Regular Board Meetings: The community manager should attend board meetings, which are typically held on a monthly or quarterly basis. These meetings provide an opportunity for the board to discuss important matters, make decisions, and receive updates from the community manager. 2. Reporting: The community manager will provide regular reports to the board, summarizing the management activities, financial status, ongoing projects, compliance issues, and any other relevant updates. The frequency of these reports can be determined by the board, but monthly or quarterly reports are common. 3. Ad Hoc Updates: Apart from formal meetings and reports, the community manager will be accessible to the board for ad hoc updates or urgent matters that require immediate attention. This can include email updates, phone calls, or in-person discussions as necessary. 4. Annual Budgeting and Planning: The community manager should actively participate in the annual budgeting and planning process with the board. This involves discussing financial projections, identifying community needs, and providing input on resource allocation and long-term planning. 5. Committee Meetings: If the COA has committees such as architectural, landscaping, or finance committees, the community manager can attend their meetings as a resource person or liaison to ensure coordination and exchange of information. 6. Site Visits and Inspections: The community manager will conduct regular site visits to assess the condition of the community, identify maintenance issues, and ensure compliance with rules and regulations. Sharing findings and recommendations with the board is important for addressing any concerns. Open and transparent communication between the community manager and the board will foster a collaborative working relationship, facilitates decision-making, and ensures that the board remains informed about the community’s operations.

Resolving complaints with condo owners is an important responsibility of a community association manager. Prompt and effective resolution helps maintain harmonious relationships within the community. Here are some steps that your community association manager will take to address and resolve owner complaints: 1. Active Listening: When an owner brings forth a complaint, the community association manager should actively listen to their concerns without interrupting. Allow the owner to fully express their grievances and ensure they feel heard and understood. 2. Gather Information: Obtain all necessary details and relevant information about the complaint from the owner. Ask clarifying questions to gain a comprehensive understanding of the issue, including dates, specific incidents, and any supporting documentation. 3. Review Governing Documents: Refer to the COA’s governing documents, including the bylaws, rules, and regulations, to determine if the complaint relates to a violation or breach of community guidelines. 4. Investigate the Complaint: Conduct a fair and impartial investigation into the complaint. Gather additional information, interview involved parties or witnesses, and review any available evidence. Document the investigation process and maintain records. 5. Communicate with Owners: Keep the owner informed throughout the resolution process. Provide updates on the progress of the investigation, explain any applicable policies or regulations, and offer realistic timelines for resolution. 6. Identify Possible Solutions: Analyze the complaint and consider potential solutions that align with the governing documents and community guidelines. Determine if any corrective actions or adjustments are necessary to address the issue effectively. 7. Mediation or Facilitation: In certain cases, it may be helpful to mediate a discussion between the owner and any involved parties. Act as a neutral mediator, facilitating constructive communication and seeking common ground to reach a resolution. 8. Document Resolutions: Once a resolution is reached, document the agreed-upon actions, responsibilities, and timelines. Provide a written summary to all parties involved to ensure clarity and accountability. 9. Follow Up: After the resolution, your community manager will follow up with the owner to ensure their satisfaction and verify that the agreed-upon actions have been implemented. Address any outstanding concerns or additional needs that may arise. 10. Maintain Confidentiality: Respect the privacy and confidentiality of all parties involved in the complaint resolution process. Do not disclose sensitive information unless required by law or with the consent of the affected parties. It’s important to note that the specific steps and approaches to complaint resolution may vary depending on the nature of the complaint, the COA’s governing documents, and any applicable laws or regulations. The community association manager will adhere to ethical standards, act impartially, and strive to find fair and equitable solutions for all parties involved.

Enforcing the rules and regulations of a community is an important responsibility of a community association manager. It helps maintain order, promote a harmonious living environment, and protect property values. Here are some steps that we would take to effectively enforce the rules and regulations: 1. We would be thoroughly familiar with the community’s governing documents, including the bylaws, CC&Rs (Covenants, Conditions, and Restrictions), and any applicable rules and regulations. 2. We would proactively communicate the rules and regulations to owners, especially new residents. We would provide educational materials, conduct orientation sessions, and utilize various communication channels (newsletters, community websites, emails) to inform owners about their responsibilities and the community’s expectations. 3. We would ensure consistent and fair application of the rules and regulations to all owners within the community. We would avoid favoritism or selective enforcement, as it can lead to disputes and discontent among residents. 4. We would maintain detailed records of rule violations, including dates, nature of the violation, and any communication or actions taken. Proper documentation helps support enforcement efforts and provides evidence if disputes arise. 5. When a rule violation occurs, we would issue a written warning to the owner outlining the specific violation, the potential consequences, and any corrective actions required. We would clearly communicate the deadline for compliance or response. 6. If an owner fails to correct the violation or respond to the initial warning, we would follow the established procedures outlined in the governing documents. This may involve sending additional notices, scheduling hearings, or involving the board as necessary. 7. In some cases, it may be beneficial to engage in mediation or alternative dispute resolution methods to address rule violations. Mediation can help facilitate productive discussions and find mutually agreeable solutions. 8. If repeated violations occur or the owner fails to comply with the rules, the community association manager may impose penalties or fines according to the governing documents. We would ensure that the process for imposing fines aligns with local laws and regulations. 9. In situations where rule violations escalate or legal action may be required, we would consult with an attorney to understand the legal options available and ensure compliance with applicable laws. 10. Throughout the enforcement process, we would maintain open and respectful communication with owners. We would respond promptly to inquiries, provide clarification when needed, and keep owners informed about the progress of enforcement actions. The enforcement process should be carried out with professionalism, impartiality, and a focus on finding solutions that align with the best interests of the community as a whole. Consistent and fair enforcement helps maintain a well-managed and harmonious community environment.

Optimizing a community’s financial stability and reserves is crucial for long-term financial health and the ability to address future expenses. Here are some steps we will take to achieve this: 1. Budget Planning: Collaborate with the board of owners to develop an annual budget that accurately reflects the community’s financial needs. Consider ongoing expenses, planned projects, and any anticipated changes in income or expenditures. Ensure the budget aligns with the community’s goals and adheres to relevant financial guidelines. 2. Regular Financial Reporting: Provide the board of owners with regular and comprehensive financial reports, including income statements, balance sheets, and cash flow statements. This allows for informed decision-making and ensures transparency regarding the community’s financial status. 3. Reserves Study: Conduct a reserves study or update an existing one to assess the community’s long-term capital needs. The study helps determine the appropriate funding level for reserves and outlines a plan for funding future repairs, replacements, and major projects. 4. Reserve Fund Management: Develop a strategy for managing and growing the reserve fund. Consider implementing a reserve fund investment policy to maximize returns while maintaining an appropriate level of risk. Regularly review the investment performance and adjust the strategy as needed. 5. Financial Controls: Establish robust financial controls to safeguard the community’s funds. Implement internal controls, such as separation of duties, proper authorization processes for expenses, and regular audits or financial reviews to detect and prevent financial irregularities. 6. Cost Reduction and Expense Management: Identify opportunities to reduce costs without compromising the quality of services. Review vendor contracts and explore competitive bidding to ensure the community receives the best value for essential services such as maintenance, landscaping, insurance, and utilities. 7. Delinquency Management: Implement effective procedures for handling delinquent owner assessments. Establish a clear collection policy, communicate regularly with delinquent owners, and take appropriate actions, such as issuing late notices or implementing penalties, to ensure timely payment of assessments. 8. Proactive Financial Planning: Anticipate future financial needs by developing a long-term financial plan. Consider factors such as aging infrastructure, upcoming maintenance or repair projects, and inflation. This allows for more accurate budgeting and helps avoid financial surprises. 9. Seek Professional Guidance: Consult with financial experts, such as accountants or financial advisors specializing in community association management, where necessary, to gain insights and guidance on financial strategies, reserve fund management, and long-term planning. By implementing these steps, your community association manager will help optimize the community’s financial stability, ensure the availability of adequate reserves, and enhance the overall financial well-being of the community.

Managing vendor contracts and ensuring competitive bidding is an important responsibility for a community association manager. This process helps secure quality services at competitive prices. Here are the steps we will take for effective vendor contract management and competitive bidding: 1. Identify Service Needs: Determine the specific services required by the community, such as landscaping, maintenance, insurance, accounting, or legal services. Assess the frequency, scope, and quality standards for each service to establish clear expectations. 2. Vendor Evaluation: Research and identify potential vendors who specialize in the required services. Consider factors such as their experience, reputation, qualifications, pricing structure, references, and ability to meet the community’s unique needs. 3. Request for Proposals (RFPs): Develop a detailed Request for Proposal (RFP) document outlining the services needed, performance expectations, submission requirements, and evaluation criteria. Send the RFP to selected vendors, allowing them to provide comprehensive proposals. 4. Evaluation and Comparison: Evaluate the proposals received from vendors based on predetermined criteria. Assess factors such as pricing, service scope, experience, references, quality, and responsiveness. Compare the proposals to determine the best fit for the community. 5. Negotiation: Initiate negotiations with selected vendors to discuss pricing, contract terms, service level agreements, and any specific requirements. Aim to negotiate mutually beneficial terms that protect the community’s interests and secure competitive pricing. 6. Contract Development: Once negotiations are complete, develop a comprehensive contract that includes all agreed-upon terms, pricing, scope of services, performance expectations, termination clauses, and any other necessary provisions. Ensure the contract adheres to legal requirements and protects the community’s interests. 7. Contract Monitoring: Monitor vendor performance throughout the contract term. Establish key performance indicators (KPIs) and conduct regular assessments to ensure vendors meet their obligations. Address any performance issues promptly and hold vendors accountable. 8. Renewal and Reevaluation: As vendor contracts approach expiration, evaluate their performance and consider competitive bidding for contract renewal. Assess the vendor’s performance, compare pricing with other potential vendors, and determine whether competitive bidding is necessary to secure the best value for the community. 9. Competitive Bidding Process: If competitive bidding is required, develop a new RFP or request for quotation (RFQ) document and solicit proposals from multiple vendors. Follow the same evaluation and comparison process to select the most suitable vendor. 10. Documentation and Records: Maintain comprehensive records of the vendor selection process, contract agreements, and any performance-related issues. Keep documentation organized and easily accessible for future reference or audit purposes. By following these steps, a community association manager can effectively manage vendor contracts, ensure competitive bidding, and secure quality services for the community. Regular monitoring and periodic reevaluation help maintain high service standards and cost-effectiveness throughout the vendor relationships.

Handling the transition of community associations’ documents and records from the prior manager requires careful organization and attention to detail. Here are the steps your new community association manager will take to manage this transition effectively: 1. Review Existing Documentation: Begin by thoroughly reviewing the existing documents and records. This includes governing documents (bylaws, CC&Rs, rules and regulations), financial records, meeting minutes, contracts, correspondence, vendor information, resident files, and any other relevant documents. 2. Establish Contact with the Prior Manager: Initiate contact with the prior manager to discuss the transition process and request access to the documents and records. Ensure that there is a smooth transfer of responsibilities and a clear understanding of expectations. 3. Obtain Access to Digital and Physical Records: Request access to the digital files, such as electronic documents, spreadsheets, financial software, and any online platforms used for document storage. Additionally, arrange for the transfer of physical records, including hard copies of documents, contracts, and other paper files. 4. Assess the Condition and Organization of Records: Evaluate the condition and organization of the documents and records received. Determine if any immediate actions are needed to ensure their accuracy, completeness, and proper organization. 5. Create a Comprehensive Inventory: Develop a detailed inventory of the documents and records received. Categorize and label them appropriately to establish a clear and systematic record-keeping system. This inventory will serve as a reference for future retrieval and management. 6. Conduct a Gap Analysis: Identify any gaps or missing documentation that should be in the possession of the community association. Compare the received records against the community’s governing documents and any legal requirements to ensure that all necessary documents are accounted for. 7. Update Contact Information: Review the contact information of vendors, service providers, and other relevant parties. Update the contact details as necessary to ensure effective communication moving forward. 8. Establish Document Retention Policies: Develop and implement document retention policies that outline how long different types of documents should be kept, both in physical and digital formats. Ensure compliance with legal requirements and best practices for record retention. 9. Collaborate with the Board: Communicate regularly with the board of owners to update them on the transition progress, provide status reports, and seek input or guidance on any critical decisions related to document management. By following these steps, your new community association manager can smoothly handle the transition of documents and records from the prior manager, ensuring that important information is organized, accessible, and properly maintained for the benefit of the community.

We have regular access to seasoned litigation attorneys in community association law, real estate, insurance claims, and debt collection.

Your community association manager will a Certified Manager of Community Associations through the Community Association Managers International Certification Board. Your community association manager will also be a member of the Community Associations Institute. Your community association manager will be kept informed through these organizations.

To ensure transparency and accountability your community association manager will implement the following steps: 1. Open Communication Channels: Establish clear lines of communication with residents, board members, and other stakeholders. Encourage open dialogue and provide multiple channels for communication, such as email, community forums, newsletters, and regular meetings. 2. Share Information: Regularly share important information, updates, and decisions with the community. This includes financial reports, meeting minutes, budgets, maintenance schedules, and any relevant policies or guidelines. Ensure that this information is easily accessible to all residents. 3. Hold Regular Meetings: Conduct regular board meetings and open forums where residents can voice their concerns, ask questions, and provide feedback. Provide advance notice of meetings and share agendas to allow residents to prepare and participate effectively. 4. Maintain Transparent Financial Practices: Ensure that financial transactions are transparent and accurately documented. Provide regular financial reports that outline income, expenses, reserves, and any special assessments. Maintain a separate bank account for the community association and follow proper accounting practices. 5. Follow Bylaws and Governing Documents: Familiarize yourself with the community’s bylaws, rules, and regulations, and ensure compliance. Enforce these guidelines fairly and consistently to maintain transparency and accountability. 6. Fair Vendor Selection: When hiring vendors or contractors, establish a fair and transparent selection process. Solicit bids, evaluate proposals objectively, and select vendors based on qualifications, experience, and cost-effectiveness. 7. Engage an Independent Auditor: Consider engaging an independent auditor to conduct regular financial audits. This will help ensure accurate reporting, identify any financial irregularities, and provide assurance to residents about the association’s financial management. 8. Respond Promptly: Address residents’ inquiries, concerns, and complaints promptly and professionally. Maintain a record of all interactions and document the actions taken to resolve issues. Communicate the outcomes to the concerned residents. 9. Board Member Accountability: Hold board members accountable for their actions and decisions. Encourage transparency within the board and ensure that board members understand their roles, responsibilities, and fiduciary duties. 10. Educate Residents: Conduct educational sessions or workshops to help residents understand their rights, obligations, and the inner workings of the community association. Promote transparency by providing residents with the necessary information to make informed decisions. By implementing these steps, we can foster a culture of transparency and accountability within the community association, promote trust among residents, and ensure that decisions and actions are carried out in a fair and responsible manner.

To improve the management and operations of a community association, your community association manager will consider implementing the following steps: 1. Assess Current Practices: Conduct a comprehensive assessment of the association’s current management practices, policies, and procedures. Identify areas that require improvement or streamlining. 2. Establish Clear Goals: Define specific goals and objectives for the association’s management and operations. These goals should align with the needs and expectations of the community members and the association’s governing documents. 3. Develop an Action Plan: Create a detailed action plan outlining the steps necessary to achieve the identified goals. Break down the plan into manageable tasks and set realistic timelines for implementation. 4. Enhance Communication: Improve communication channels and methods within the association. Implement regular newsletters, email updates, community websites, or social media platforms to keep residents informed about important news, events, and changes. 5. Strengthen Board Governance: Support the board of directors in fulfilling their responsibilities effectively. Provide guidance on proper governance practices, board member training opportunities, and help establish clear roles and responsibilities for each board member. 6. Streamline Administrative Processes: Identify and streamline administrative processes to increase efficiency. This may involve implementing digital tools for record-keeping, financial management, and communications to reduce paperwork and manual tasks. 7. Enhance Financial Management: Improve financial transparency and accountability by implementing sound financial management practices. Develop and adhere to a realistic budget, conduct regular financial reviews, and provide clear and detailed financial statements to residents. 8. Foster Community Engagement: Implement strategies to encourage community engagement and involvement. Organize regular community events, establish committees or task forces to address specific issues or interests, and seek input from residents on important decisions. 9. Proactive Maintenance and Repairs: Develop a proactive maintenance plan to address routine maintenance needs promptly and effectively. Regularly inspect common areas and facilities, identify maintenance issues early, and establish a process for addressing repairs and improvements. 10. Seek Professional Guidance: Consult with industry professionals or seek advice from experienced community association managers or management companies. They can provide valuable insights, best practices, and guidance based on their expertise. 11. Continuous Evaluation and Improvement: Regularly evaluate the effectiveness of implemented changes and initiatives. Seek feedback from residents and board members, measure progress towards established goals, and make adjustments as needed. By following these steps, we can work towards improving the management and operations of the association, enhance resident satisfaction, and create a thriving and well-managed community.

Here are some key attributes that distinguish us as exceptional community association managers: 1. Strong Communication Skills: Effective communication is essential for community association managers. We are able to clearly convey information, actively listen to residents’ concerns, negotiate conflicts, and collaborate with various stakeholders. 2. Sound Knowledge of Laws and Regulations: Exceptional managers stay updated on relevant laws, regulations, and industry best practices. We operate within legal boundaries, understands compliance requirements, and maintains proper documentation. 3. Exceptional Organization and Time Management: Managing a community association involves juggling multiple tasks and responsibilities. We excel at organizing workload, prioritizing tasks, and meeting deadlines, to ensure efficient operations. 4. Problem-Solving and Decision-Making Skills: The ability to analyze complex situations, identify solutions, and make informed decisions is crucial for community association managers. We are adept at resolving conflicts, addressing issues, and finding creative solutions to challenges. 5. Financial Acumen: Strong financial management skills are essential for overseeing the association’s budget, expenses, and reserves. We understand financial statements, can create and manage budgets, and make strategic financial decisions in the best interest of the community. 6. Customer Service Orientation: Exceptional managers prioritize excellent customer service. We actively engage with residents, address their concerns promptly, and strive to create a positive living experience within the community. 7. Leadership and Relationship-Building: Successful community association managers are skilled leaders who can inspire and motivate others. We build positive relationships with board members, residents, vendors, and staff, fostering a collaborative and productive environment. 8. Knowledge of Maintenance and Property Management: Strong managers possess a solid understanding of property maintenance and management practices. We oversee regular inspections, coordinate repairs and maintenance, and ensure that common areas are well-maintained. 9. Continuous Learning and Adaptability: The best managers are committed to ongoing professional development. We stay updated on industry trends, attend training and educational programs, and adapt our approach to changing circumstances and emerging technologies. 10. Ethical Conduct and Integrity: Exceptional managers uphold high ethical standards and act with integrity. We maintain confidentiality, demonstrate fairness, and make decisions that align with the best interests of the community. 11. Empathy and People Skills: Great managers are empathetic and possess strong interpersonal skills. We listen attentively, show understanding, and demonstrate empathy towards residents’ concerns, fostering a harmonious community environment. By embodying these attributes and continuously striving for excellence, we can effectively lead, manage, and enhance the operations of the association, ultimately contributing to the well-being and satisfaction of the community members.