Maintain a comprehensive database of unit owner records, including separate and individual unit owner files
Secure and coordinate all insurance coverage for the association
Conduct regular site visits and inspections
Attend regularly scheduled board meetings, including the presentation of a detailed board package containing all pertinent items required for the meeting
Attend and coordinate the annual meeting of the association
Address violations of association rules and regulations
Coordinate state filings
Prepare and issue resale certificates, statements of unpaid common charges, and mortgage questionnaires
Act as legal liaison with association attorney and monitor legal issues that affect the community
Work with the board and unit owners to maintain and improve the community as a whole
And provide peace of mind to owners and community boards.
Almost any property management firm can provide financial information from a wide variety of accounting software available today.
It takes an experienced, professional organization to understand and present this information in a clear, understandable and useful way to those who need the information.
We take pride in the accuracy of the information we compile and provide in our "plain language" approach to delivering financial reports.
From a financial perspective, it is important to understand the past, know what you are doing today and effectively plan for the future.
Detailed and comprehensive operating and reserve budgeting is a trademark of our financial management services. Every property's budget is tailored individually since each complex is unique and must be treated accordingly.
We also have experience with special services district reporting and accounting requirements.
Key Financial Services
Maintain separate, individual bank account(s)
Collect common charges, special assessments and other income
Provide delinquency notices and monthly delinquency report to the board
Coordinate with the association's attorney on collection matters
Bill receipt, verification and payment
Financial statement preparation using our state-of- the-art reporting systems
Preparation of a comprehensive annual budget
Assist with and/or initiate long range planning for the common elements, including reserve account planning
Coordinate the year-end tax filing with the accountant of your choice
For over two decades we have been providing property management services.
We have developed an extensive network of dependable, experienced, licensed and insured contractors that include plumbers, electricians, landscapers, roofers and painters to handle every maintenance and emergency need. We competitively bid for services from independent, unaffiliated contractors.
While we can recommend contractors for any project, we are also happy to work with any established contractor recommended through other sources.
We take a proactive approach to property maintenance. We have a staff of experienced and capable maintenance personnel. Many of our clients have discovered that the use of our staff provides superior workmanship at the lowest cost for many repairs and tasks. Their usage is determined by the client.
We have a history of recommending programs and strategic plans to associations in order to protect unit owners' investments rather than simply reacting to problems after they arise. Regular inspections, servicing and replacement programs can be both cost-effective and beneficial.
Key Maintenance Services
Handyman services such as painting, cleaning and general maintenance
Provide carpentry services by highly skilled experienced craftsmen
Schedule and supervise routine maintenance of common elements
Provide timely response to all routine and emergency repair requests, 24/7/365
Obtain proper licensing and insurance compliance by all contractors
Deliver work order reports that detail maintenance history
Monitor all unit-owner responsibilities for bill-backs where appropriate
Maintain a list of preferred contractors to refer to unit owners and negotiate "group pricing" for the benefit of the association.
We understand that you want to enjoy your community today but that it is also necessary to plan for tomorrow.
We have extensive experience in effective and proactive long term reserve fund and asset life planning. Furthermore, we work with specialists to assess the useful life of a property's major components, anticipate replacement costs and establish long-term goals as an integral part of our property management approach. These goals are then integrated with your operating and reserve budget planning.
To implement long term plans, we can prepare bid specifications, solicit bids and supervise the project. We have overseen millions of dollars of capital improvement projects, including:
Roof repair and replacement
Asphalt repair, resurfacing and resealing
Interior and exterior painting
Vinyl and wood siding repair and replacement
Gutter repair and replacement
Boiler conversion and replacement
Tennis court repair and resurfacing, including platform tennis courts
Balcony, porch, patio and deck repair and replacement
Hazardous substance investigation and remediation including asbestos and mold
Landscaping design and improvements
Lighting installation and upgrades
Current Portfolio Sample
Property Owner/Address: Balfour Beatty Investments – US Navy Submarine Base Housing Groton, CT
Contract Type: Asset Service Agreement Contract
Services: Provide ongoing management and maintenance support to BBI on site supervisors. Maintenance support , scheduling and consulting for 700 of the 963 housing units on site. Turnover management including full maintenance, preparation and marketing for vacant units for the on site leasing agents.
Property Owner/Address: BENA Capital LP - BOSTON MA
Contract Type: HOA /Asset Management Agreement
Services: Full asset management for the 42 unit multi-family building in Hartford's West End. Installed property management team that brought owner occupancy to 100% at current market rates. Advised the fund on capital expenditure issues, oversaw lease structuring with the management team and instituted a tenant relationship/retention program for leased units.
Property Owner/Address:New London County CT /Middletown County CT
Contract Type: Medical Office Condo Management
Services: Full asset management for the 12 unit medical office buildings in New London and Middletown CT. Installed property management team that brought owner occupancy to 100% at current market rates. Advised the board on capital expenditure issues, oversaw lease structuring and instituted a tenant relationship/retention program for leased units.
Property Owner/Address:KeJa Properties – Middlesex County, MA
Contract Type: Management Agreement
Services: Full asset management of the 2 building, 13 unit property. Installed property management team to redesign leases and bring units to current market rates, managed renovation of full plumbing and updating of electrical systems. Renewed expiring leases at 10% increases and instituted tenant relationship/retention program.
Property Owner/Address:SPRINGFIELD Residential Rentals - SPRINGFIELD, MA
Services: Full asset management of the 3 building, 27 unit property. Installed property management team to redesign leases and bring units to current market rates, managed renovation of full flat roofing, landscaping and HVAC system. Renewed expiring leases at 10% increases and instituted tenant relationship/retention program.