property

management

Owner, Resident, board

A condo or HOA has homeowners, residents, and the board. Building a relationship with them and understanding the governing documents for each association is key to association performance.

  • A condo or HOA is run by the Board. As their Property Management company, it is our job to ensure everyone in the association is up-to-date on the Board’s decisions towards the association. Information is available to homeowners, residents, and Board members through their online portal with:

    -Shared Documents

    -Homeowner Ledger

    -Association Calendar

    -Communication

    For accessibility to those who do not use their online portal, a physical copy is mailed. We want to make sure everyone has available the important information regarding their association.

  • A good team is the foundation of keeping an association up to standard. Our team helps support one another when necessary and will collaborate to get deadlines completed. No one is left to fend for themselves.

  • The two requirements that must be followed for every association is having an Annual General Meeting and a Budget Meeting.

    Annual General Meeting (AGM):

    -President’s letter

    -Ballot

    -Proxy

    -Board Election

    -Approval from Minutes from last year’s AGM

    -Reserve Study

    -Financial packet

    Budget Meeting:

    -Upcoming year’s budget

    -President’s letter

    -Ballot

    -Proxy

    -Reserve Study

    -Financial packet

    An AGM or Budget meeting can be separate or combined depending on their Bylaws. These are required because they determine how much money people are spending on their association.

    Getting every detail exact is crucial since everyone is relying on the information in these meetings to make a vote towards the future of the association.

  • A reserve study is recommended annually and required every 3 years. The purpose of a reserve study is to ensure the buildings meet safety guidelines. It is not only for the safety of the infrastructure but for the value of the association. Having a reserve fund is advised to fund expenses under emergency circumstances. It is a form of a safety net for an association so they do not have a large special assessment.

Vendors

Contractors we hired on that best matched the project.

  • Submitted either by homeowner or the manager/assistant in property management. A direct link to the work order is sent to the vendor with the job description. Primary way management communicates with vendors.

  • Every time there is a job being done, a board needs at least three estimates to compare pricing. This can also be done through their online portal.

  • Every vendor is required to have a Certificate of Insurance, W-9, and Windermere as a holder. Without this documentation, a vendor cannot be paid or a certified vendor in our list.

COMMUNICATION

The delivery of information needs to go through at least three mediums to ensure homeowners receive all vital information that is pertinent to them.

  • AppFolio is the online portal for owners to access their ledger, shared documents, and any upcoming events. It is essentially a one-stop shop for a homeowner’s needs. Below are some of the most commonly used applications in AppFolio:

    Association Calendar:

    This will include any upcoming meetings or reservations of common areas. The meetings will include the location, time and agenda.

    Ledger:

    This is an overview of the homeowner’s transactions. They can view their payments, special assessments, and dues. This is also helpful to determine how far a homeowner is past due as well.

    Communication:

    This is a feature that allows Property Management to reach homeowners through text or email. If the homeowner has opened the message, it will display as opened. This allows the sender to know that this information was received to the homeowner which becomes useful information later if a homeowner indicates they didn’t receive the information.

  • We can email an entire association at once to mass deliver a message. This is very time efficient because you can include all information in a Digital format.

  • This is the spitfire way to know a homeowner gets the information. Not everyone has access to technology or doesn’t use it.

invoices

All projects end or begin with an invoice. Once received in the email domain, these are coded and approved for budget items. Most expenses will come out of operating but others require a reserve transfer which is funds transferred from one bank account to the other. With getting about 30-100 invoices in a given day, these need to be processed as soon as possible.

Mission

Working in Property Management helps increase your involvement and understanding of your living situation.

Value

There are no surprises and people can feel comfortable in their own homes.

goal

To create an environment that encompasses a community.