Our Community Manager Services

Administrative

Meeting Attendance - Organize and attend annual and special meetings of Owners and of the Board of Directors of the Association, including the preparation of notices, agendas and other necessary documents.

Provided Leadership – Guide and assist members of the Board of Directors of the Association in the performance of their duties and obligations.

Streamline Administration – Guide and assist the Association in the development and refinement of policies and procedures.

Governing Documents Conformance – Advise and assist in the administration of the provisions of the Governing Documents.

Recordkeeping – Keep all records of the affairs of the association and the Association, including the Declaration, Articles of Incorporation, Bylaws, Resolutions, Rules and Regulations, policies, minutes of meetings, copies of contracts, etc. (These records belong to the association.)

List Management – Maintain registers of Owners, Renters, Officers and Directors and such other registers or schedules as required by the governing documents. Our online system also gives access to the following at any time

Correspondence – Tend to all necessary correspondence on behalf of the Association.

Owner Communication – Resolve individual Owner requests as they pertain to the administration of the association, its common elements and governing “Rules and Regulations”.

Insurance Management – Administer the Association’s insurance portfolio including the filing of all claims.

Financial

Develop Draft Budget – Assist the Owners Association in the preparation of an annual budget. The budget is generally based on prior operating expenditures, estimated future expenses and required capital replacement reserves.

Accounting – Account for assessments and all other funds received on behalf of the Association.

Bank Account Maintenance – Maintain checking, savings and other banking accounts in the name of the Association. Bank accounts will be maintained separately from all other accounts of MMI. The funds in these accounts will not to be commingled with any other funds administered by MMI.

Monitor Delinquencies – Notify Owners of any delinquency and take reasonable action for the collection of the delinquent assessments as determined by the Association or its Collections Resolution.

Accounts Payable – Make all disbursements from the Association’s accounts for normal recurring expenses as provided in the budget and as approved by the Association.

Monthly Reporting – Furnish monthly and year-end financial reports prepared on a modified accrual basis, which include all income and expenses and reflect the net cash position of the Association.

Audit – Assist in the annual audit of the Association.


Facilities

Provide General Care – As directed by the Association, authorize and facilitate those activities which are necessary to maintain the property.

Negotiate Contracts – On behalf of the Association, negotiate contracts for pool maintenance, landscaping, trash removal and other services as necessary and/or advisable.

Regularly Property Site Visits – Make periodic site visits. Monitor contractor performance. At least annually, a detailed site visit is performed to aid in budget planning.

Architectural Review & Violations Admin - Establish, Coordinate and Provide the Administrative and Secretarial Functions – MMI will provide support to the Architectural Review Committee (ARC), including preparation, review and approval of architectural applications, correspondence with owners requesting ARC compliance or completion of applications, and all necessary correspondence related to the ARC. Architectural Change Requests may be submitted online by completing an online form or by uploading a paper form. Requests are transmitted to the ACCR Chair and monitored online.

Covenants Enforcement – If requested by the board, MMI will make site visits to observe, record and monitor architectural & rules violations and report to the ARC or the Board of Directors, in accordance with Association Policy.

Issue Violation Notices – Upon report or discovery of violations, MMI will issue notices. Notices are generated electronically and automatically stored with a compliance date. An email is generated to remind the Community Manager that a deadline is approaching. Second notices, fine notices and hearing notices flow through the system almost automatically and the status of any violation, open or resolved, is available to homeowners on the MMI Portal. The same information is available for all homes to board members.

24-Hour Emergency On-Call - Though Client Services and our sister company, Market Ready, someone is always on call who can reach the designed community manager. This service is provided to assist owners in emergency situations that threaten individual or community property. Backed by plumbers, electricians, restoration specialists, and other contractors, MMI facilitates the appropriate response to emergency situations.

Communicate with Property Owners – The objective in effective communication is to understand the issues and find appropriate solutions. Our Client Services Dept is the first line of communication between management and your homeowners. These team members staff the office during business hours to assist while managers are out of the office on-site at their properties.

Issue Work Orders and Monitor Contractor Performance – to ensure that work has been completed in a timely and satisfactory manner. Homeowners may enter their own work orders online or have Client Services assist. Either way, a work order is created and is emailed to maintenance and to the Community Manager. Over 300 typical service calls are “mapped” to either reject (as homeowner responsibility) or to direct Client Services to the appropriate action. Maintenance history is available online for open work orders, closed work orders or all work orders for both the entire property or on a unit-by-unit basis.

Prepare, Copy, Print and Mail Association Written Communications – When permitted by your documents, electronic mailings will always be done to those owners who have access to email. Our systems will generate email, but for those without access, mailing labels will print. This saves time and money.

Prepare and Deliver Resale Certificates and Welcome Information to New Owners – All associated costs are paid by the sellers and buyers.

Employee Supervision – Coordinate the activities of association employees required for the operation and maintenance of the property.

Administer Clubhouse, Party Room, Pool, Meeting and Other Schedules – Some schedules are public and some not. MMI will post the required notices online and will mail, when necessary.