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A Difference in Management...
1. PROPERTY MANAGERS
Depending
on the
specific
needs
of the
Association,
a property
manager
is selected
to provide
advice
and guidance
to the
Board
of Directors.
For emergencies
after
hours,
there
are always
three
additional
designated
managers
on-call
to assist.
Real Support
Property
Management
maintains
a staff
of property
managers
with hands-on
experience
in general
real estate
principles
governing
common
ownership
communities,
general
building
construction
and maintanence
general
brokerage.
Our property
manager's
backgrounds
also include
specialized
experience
in the
fields
of insurance,
accounting,
construction,
engineering
and real
estate
law. These
areas
of expertise
enable
our firm
to provide
a full
range
of management
services.
We specialize
in all
types
of association
management.
If requested by the Board of Directors, the designated property
manager will be present during the initial interview. All references
and credentials of any property manager assigned will be made
readily available. A consistent relationship with this key individual
is essential in order to insure a smooth transition from year
to year. Careful selection of competent property managers has
always been one of the keys to the success of Real Support Property
Management.
Our property
managers
are specialists
in Community
management.
They have
experience
working
with Boards
of Directors
and committees.
They know
the needs
and responsibilities
of each.
They can
work to
assist
in the
establishment
of an
initial
Board
of Directors
as well
as committees
in new
communities.
They can
also help
revitalize
committees
in established
communities.
Real Support
will also
assist
in drafting
Community
rules
and regulations,
architectural
guidelines,
pool rules
and help
with enforcement
when necessary.
Rule enforcement
can be
very difficult
if not
handled
correctly.
Once the
Community's
rules
and regulations
are properly
drafted,
we can
assist
in the
hearing
process
after
the appropriate
warnings
have been
sent,
and drafting
of decisions
by the
Board
of Directors.
Our knowledge
of the
proper
procedures
for the
Board
and Annual
meetings
can avoid
a great
deal of
problems,
plus make
these
meetings
as productive
as possible.
2. ADMINISTRATIVE ASSISTANTS
Each property manager at Real Support Property Management has
a full-time administrative assistant. This administrative assistant
is also available to handle any Board member's or owner's requests
or problems. We find that this added in-office support enables
Real Support to respond immediately to the needs of the properties.
3. PROPERTY INSPECTIONS
Property inspections will be conducted as needed but no less than
twice a week and when special contracted work is in progress,
inspections may be scheduled more often. During these inspections,
careful attention is given to detail as well as to potentially
hazardous conditions. All Community contracted services, as well
as non-contracted repairs and maintenance are periodically reviewed
to insure that your property will have the neat appearance and
high standards which homeowners expect and Real Support is known
to maintain.
4. CONTRACTED SERVICES
The contracting of service for specific jobs requires expertise
in the areas of negotiation, preparation and the drafting of specifications.
Real Support Property Management maintains a staff of experienced
property managers with proven talents in all of these areas. All
contracted services are continually reviewed for their quality,
cost and specific performance.
Contracted
services
vary to
some degree
depending
on the
size of
the property.
There
are however,
several
generally
contracted
services
that are
common
to most
properties.
These
are landscaping,
trash
removal,
exterminating,
Janitorial,
as well
as specific
services
for elevators,
and heating
and air
conditioning
systems.
We will
supervise
all of
these
services.
Contracted
services
are divided
into two
areas,
line functions
and staff
functions.
"Line
management"
services
relate
to those
specific
tangible
services
that are
witnessed
as those
that provide
landscaping.
Staff
management
contracted
services
relate
to those
retained
professionals
such as
independent
auditors
and attorneys.
These
"staff
management"
areas
require
specialized
knowledge
in association
and corporate
accounting
procedures,
and real
estate
law with
an emphasis
on corporations,
collection
procedures,
and horizontal
property
acts.
Real Support
Property
Management
effectively
supervises
both types
of contracts
and with
our established
professional
relationships,
can suggest
to an
association
the best
firms
for all
contracted
services.
STANDARD OPERATING PROCEDURES FOR MANAGERS
Confer fully and freely with the members of the Board of Directors.
- Attend
Board
meetings.
- Attend
association
annual
meetings.
- Meet
and
confer
with
the
Board
or broad
liaison
on matters
of an
emergency
nature.
- Attend
additional
meetings
of the
Board,
council
or committees
as needed.
- Enter
into
obligations
or contracts
on behalf
of the
Council
not
in excess
of contractual
limits
without
prior
approval
from
Board.
- Enter
into
obligations
or contracts
on behalf
of the
Council
that
do not
exceed
one
year
in length,
without
Board
approval.
- Authority
and
duties
assigned
by Board
are
limited
to "care
and
maintenance"
of general
and
limited
common.
- Formulate
contracts
for
utilities,
vermin
extermination,
trash
and
debris
removal
and
all
other
necessary
services
or as
directed
by Board.
- Place
orders
for
all
equipment,
tools
and
supplies
necessary
for
the
maintenance
of the
Association.
- Act
promptly
to comply
with
any
and
all
requests
or orders
of governmental
bodies
and
insurance
companies
(unless
Board
is contesting
request/order
or has
indicated
its
plans
to contest).
- Will
promptly
(within
72 hours)
notify
Board
in writing
of all
such
orders,
notices,
or other
requirements.
- Keep
a complete
set
of construction
plans
when
available.
- Keep
a complete
set
of warranties
and
guarantees
for
common
and
limited
common
element
equipment
and
facilities
when
available.
- Maintain
a comprehensive
system
of office
records,
books
and
accounts.
- Permit
access
to books
with
prior
appointment,
to the
Council,
attorneys,
accountants,
other
unit
owners
or representatives.
- Allow
books
to be
audited
by Board
appointed
outside
accountants.
- Pre-approval
from
Board
required
for
all
purchases
exceeding
an amount
to be
set
by Board
of Directors.
<
- Provide
Board
with
a statement
of receipts
and
disbursements
by 25th
day
of month
for
preceding
month.
- Provide
the
Board
a financial
statement
which
reflects
budget
versus
the
actual
amount
of expenditures
along
with
a statement
of the
receipts
and
disbursements.
- Annually
cooperate
with
the
Board
to prepare
the
annual
financial
report
and
audit
report.
- Assist
in preparing
all
forms,
reports
and
returns
as required
by law
pertaining
to Association
employees.
- Prepare,
with
the
approval
of the
Board
Treasurer,
the
annual
budget
and
operating
plan.
- Submit
approved
budget
to all
residents
as notice
for
- "Settle"
prior
year
actuals
versus
budget
adjustment
after
all
expenses
for
prior
budget
year
are
recorded.
- Operate
in accordance
with
adopted
annual
budget
and
approved
operating
plan.
- Use
the
highest
standards
allowed
within
previously
approved
budgeted
amounts
and
in accordance
with
standards
established
by Board.
- With
prior
approval
of the
Board
of Directors,
investigate,
hire,
contract
for,
pay,
supervise
and
discharge
personnel
and
contractors
necessary
to properly
maintain
and
operate
the
Association.
- Coordinate
and
schedule
move-ins/outs
to minimize
inconvenience
to other
unit
residents
as appropriate.
- Maintain
strong
business
relations
with
unit
owners.
- Receive,
consider,
document
actions
taken
for
all
requests
from
unit
owners
regarding
general
and
limited
common
areas.
Complaints
of a
serious
nature,
after
thorough
investigation,
shall
be referred
to the
Board
with
appropriate
recommendations
from
the
Management
Agent.
- Make
diligent
and
thorough
efforts
to secure
full
performance
from
all
unit
owners
for
their
individual
maintenance
responsibilities.
- Provide
the
Board
with
a list
of delinquent
assessments
on a
monthly
basis.
- Conduct
detailed
semiannual
physical
inspection
of the
common
areas.
Prepare
a comprehensive
written
report
to the
Board
noting
deficiencies
and
recommending
repairs
and
capital
improvements
based
on mutual
agreement
by HOA
and
management.
- Assist
in obtaining
all
insurance
needed
to adequately
protect
Council,
Board,
unit
owners,
mortgagees
and
Management
Agent,
as required
by Board,
Declarations
and
Bylaws.
- Investigate
and
make
full
written
report
of all
accidents
and
claims
relating
to management,
operation
and
maintenance
of the
Association.
Written
reports
to include
damage
and
estimated
cost
to repair.
- Prepare
all
additional
reports
required
by insurance
companies
regarding
accidents
and
claims.
- Use
best
effort
to collect
all
assessments
due
to the
Association.
Best
effort
includes
use
of collection
agencies
and
legal
recourse
through
association
liens
and
foreclosure
or suit.
- Maintain
Association
funds
in an
FDIC
insured
bank.
- Invest
reserve
funds
as directed
by the
Board
of Directors.
- From
collected
funds,
make
the
following
disbursements:
- Salaries
and
wages
of Council
employees,
payments
to contractors
and
taxes
due.
- Insurance
premiums,
other
expenses
from
approved
budget
and
in accord
with
operating
plan
and
reserve
accounts.
- Other
sums
for
operating
expenses
and
Agent's
compensation.
- All
expenses
incurred
that
directly
benefit
the
Council
shall
be reimbursed
by the
Council.
No items
of an
overhead
nature
of the
management
company
shall
be included.
- Legal
fees
incurred
for
the
direct
benefit
of Association
are
reimbursable.
- Maintain
roster
of unit
owners
including
names
and
addresses
as provided.
Roster
shall
be used
for
all
mailings
announcing
meetings
of the
Council.
- Maintain
copy
of leases
for
leased
Association
units.
- Prepare
meeting
announcements
for
the
annual
meeting
as well
as the
solicitation
and
collection
of proxies
on behalf
of the
Secretary.
- Reproduce,
and
distribute
Community
newsletters.
For more information
For Proposal
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