Home Owners Association Management

Condominium and HOA Property Management You Can Count On

CPM Property Management has developed one of the most successful and effective Home Owner (HOA) and condominium association management companies in the area.

Our Management Approach

Our goal is to maximize property performance. This involves integrating all areas of property operations to the daily association management. Cooperation and communication between clients and management are the keys to "happy owners" and ultimately a well-managed Association. We do this by frequently monitoring the common areas, establishing a strong relationship with the owners and by resolving problems early to avoid escalation.

In today's fast moving world, we continually upgrade our services and operational policies, to stay current with the newest operating ideas. We look to our employees and clients for suggestions and ideas for improvement. For us to achieve our goal, our focus is on:

• Preserving and enhancing the property
• Maximizing cash flow
• Timely and effective communication with our clients

In the day-to-day operation of our company, all of our employees have the freedom to suggest a change to most policies. Clients often have ideas to improve our operation and the best ideas are integrated into our systems.

We encourage regular communication and site visits with the board and committee chairs.

Our Competitive Advantage

Our Company was created and operates under a philosophy of honesty and strong ethical principals. While in business to make a profit our pricing is competitive and what sets us apart from our competition is a strong management track record, our in-house maintenance department and 24 hour emergency assistance.

Our Process

The first step in managing your condominium or homeowners' association is to develop a relationship with your owners. This relationship begins with the initial notice that CPM Property Management will be their managing agent. At that time, we will find out what their needs are and determine how we can help them. We have learned that early contact with owners helps develop a strong relationship.

We believe that developing a sense of community is paramount to our success. It requires continual attention to the common areas including the grounds and will result in a pride of ownership for our clients.

To accomplish this, we will contract for annual services such as landscaping, cleaning the roof, gutters, down spouts, and sweeping the parking lots. For maintenance of the common areas we can utilize either our experienced in-house maintenance staff or one of our many outside vendors.

Reports you will Receive

We will send you a monthly detailed report showing you income received and expenses paid for the previous month. With it you will receive a transaction register so you will be able to further track income and expenses. The income register helps you understand who has paid and who has not paid and what action we are taking to correct the matter. The attached copies of the invoices help to keep you further in touch with your property.

Triple Check Invoice System

CPM Property Management triple checks every invoice to ensure that invoices paid are for services completed. The system also allows the property managers to thoroughly review invoices for any charges, which may seem out of line, or unauthorized. When authorizing maintenance, the property manager reviews budgets to ensure that work stays within established parameters.

Buying or Selling

If you are interested in selling your existing home or condo or would like to inquire about purchasing one within or outside of your association, please contact our Sales Department. We have partnered with a hand picked group of residential sales professionals to assist you with this process. They will also be happy to provide you with a competitive market analysis free of charge.

Scope of Services

These services are included in the monthly management fee:

Accounting (Actual):

• Collect the Owners Assessments
• Pay bills
• Provide monthly income & expense reports
• Follow up on late & delinquent owners
• Complete monthly bank reconciliation
• Track sales with title companies
• Submit annual reports for state agencies
• Provide payroll services

Accounting (Actual/Advisory):

• Prepare with the Treasurer the annual budget

Board (Actual/Advisory):

• Meet with the board of directors when needed, not to exceed 4 times per year
• Make recommendations to and help the Board solve problems
• Prepare monthly maintenance, financial, delinquency and budget spreadsheet report
• Insure necessary actions are before the Board
• Assist in preparing agenda, reports & proxies for annual meeting

Maintenance and Landscaping (Actual):

• Confer with the Building & Grounds Chair once a month (in person or on the phone)
  Log and track all of the work orders
• Review the work order log with the Chair on a regular basis
• Use licensed & bonded companies/contractors
• Identify problems, research options & submit to Board
• Set specifications for bid work and solicit bids
• Submit bids with recommendations to the Board
• Maintain permanent subcontractor files
• Review and track all maintenance services

Maintenance and Landscaping (Supervisory):

• Training & Supervision of staff
• Notify owners of work schedules
• Sign off on satisfactory work
• Sign time sheets
• Annual Budget Review

Maintenance and Landscaping (Advisory):

• Code violations
• safety hazards
• weatherization

Administrative (Actual):

• Property managers will visit the site once a month
• 24 hour Emergency line to take care of Owners emergencies
• Keep owner & property files up-to-date at our office
• Maintain owner directory
• Prepare automatic & Board ordered letters
• Prepare & submit Annual Management Plan
• Maintain permanent file of Condo Rules, Bylaws & Declaration
• Arrange for attorney to send to collection letters & file liens on 90 day arrears
• Arrange legal foreclosure after Board action
• Stay informed of revisions in Condo laws
• Act as Agent of Record
• Guidance with insurance information
• Obtain bids for insurance renewal if necessary
• Publish newsletter, edited & supplied by Board of Directors

Administrative (Actual/Advisory):

• Work with owners regarding illegally parked vehicles
• Respond to complaints from owners regarding pets that are unleashed/unscooped
• Resolve any other owner concerns/complaints/violations
• The following work will incur an additional charge for printing and mailing:
• Conduct owner mailings
• Mail assessment coupons
• Assemble & mail newsletters
• Assemble & mail monthly Board packets 1 week prior to Board meetings
• Assemble & mail the agenda, reports & proxies for the Annual meeting

The following work will be handled by subcontractors:

• Lawns - Maintenance
• Trees & Bushes - Maintenance, Removal & Planting
• Flower beds
• Plumbing - Water, Sewer, and Back-Flow Testing
• Storm Drains
• Sprinkler System - Repair
• Electrical - Lights
• Siding, Decks & Walls
• Painting
• Pool refurbishment (when needed)
• Pest control
• Street & Sidewalk - Repair & Maintenance
• Street Sweeping
• Equipment Maintenance
• Ongoing contacts - Legal, Insurance, etc.