Full Service Management
Helping You Achieve Your Goals With Our Full Service Management
Alliance Community Management has the privilege of managing communities with diverse needs and requirements. Each client and property is unique, requiring flexibility in the way we organize our management services. Our focus is to work as a team with the board, owners, and contractors to achieve the objectives and enhance the value of the property. We understand the responsibilities of the board of members, as well as committee members, and assist each to reach their goals and objectives. We bring goal planning, current financial and management reports, contract negotiation, and organization to the community, along with experience, training, and leadership skills.
Administrative:
- Responsiveness
- Maintain Electronic Files
- Organize and Attend Meetings
- Prepare Board Packages in Advance of Meetings
- Review Insurance
- Review and Draft Rules and Regulations, as Needed
- Coordinate Vendors
- Negotiate Contracts
- Prepare and Distribute All Materials for Annual Meeting and Elections
Collections:
- Lower the Rate of Delinquent Accounts
- Track Owner Accounts Through Automated Collection Efforts
- Timely Reporting
Contracts:
- Draft Statement of Work
- Obtain Proposals
- Negotiate Contracts
- Inspection of Work Performed
Covenants Administration:
- Active Site Management and Routine Inspections
- Review Property Conditions and Enforce Governing Documents
- Processing of Architectural Applications
- Violation Letters With Photographs
- Electronic Communications
- Consistent Enforcement
Financial Services:
- All services Shown Under Financial-Only Are Included With Full-Service Management
Resale Packets/Escrow:
- Inspections
- Preparation and Delivery of Packets
- Dedicated Escrow Team In-House To Follow-Up Through Sale of Property
Welcome Packets:
- Welcome Letter With Community Information
Strategic Planning:
- Assistance With Long and Short-Term Goal Planning
- Physical Property Management
Websites:
- Online Payment of Assessments
- Board Portal
- Owner Portal
- Attorney Portal
- Auditor Portal
- Electronic Document Storage
Mobile App:
- Owner Access to Their Account, Right From Cell Phone
- Board Member Access to All Information in Real-Time
Education and Training:
- Training for:
- New Board Members
- Committee Members
- Virtual Meetings
New Client Services
Upon becoming a new client of ACM, you can expect us to perform an immediate evaluation of your community from a variety of different angles. Below are just some of the reviews and evaluations we perform within the first 30 days of being hired:
Administrative Services for Homeowners Associations:
- Mail welcome letter to all homeowners that announces the change in management and provides pertinent details on our company and new contact information
- Thorough review of all contracts and important vendors to assure competitive pricing and that all contract terms are being met. In-person meetings with primary vendors to establish working relationships going forward and to review the scope of work. Secure updated Certificate of Insurance from each vendor for your association and ACM
- Review of the Governing Documents and Rules & Regulations. Suggestions for improvement will be made based on best-demonstrated practices at similar communities we manage
- Create working and unit files for each address in the community
- Complete review of association records transferred. We inventory all records before sending to storage
- Create an annual calendar of events of the association
HOA Financial Management Solutions:
- Analysis of reserve accounts to assure interest returns are being maximized
- Complete review of association financial position versus current budget
- Review of current association budget
- Evaluation of past due owners and establish internal collection procedures
- Perform change of address for all vendors
- Mail out contact information sheet with information for automated payment of assessments
- Review of most recent financial statements prepared by previous management company
- Evaluation of current cash position of the association
Property Management Services:
- Conduct a thorough site inspection to become familiar with the community and determine any immediate maintenance needs and violation issues
- Evaluation of the current condition of the landscaping, irrigation asphalt, lights, and other HOA maintained components in the community
- Review of reserve study to identify upcoming projects for the next 12 months
- Obtain competitive bids for any services that the board is not currently happy with
Active Site Management
While rules and guidelines are very important, they lose their value if they are not actively enforced. When individuals neglect to follow community rules and covenants, everyone suffers, home values may decrease, and a negative precedent is set for the rest of the community.
It can be difficult for board members and fellow community members to enforce rules on friends and neighbors. Associations benefit greatly from a professional management company that acts as an objective third-party in these matters.
At ACM, we are proud to offer the following site management services to all of our full-service clients:
- Periodic community inspections to identify maintenance issues and rule/covenants violations
- Photographs of issues and violations for proper communication
- Prompt work orders to vendors for correction of maintenance issues
- Prompt letters to owners (and tenants, when appropriate) citing the maintenance or rule violation, noting the covenant violated, and time given for correction
- Maintenance of a tickler file to prompt us when the second letter is due
- Processing of certified letters, scheduling of hearings, and coordination of documentation for hearings, when necessary
- Follow-up with letters required by Virginia law regarding results of hearings, and coordination of sanctions, if applicable
- Follow-up inspections to assure issues are corrected
- Monitor all contracts and ensure periodic maintenance is completed as agreed-upon
- Verify contractor performance, as necessary
- Required inspection(s) in accordance with Virginia law for resale disclosure packets, inclusion of any maintenance/violations in resale packet, letter(s) to owners, re-inspection, as necessary, and follow-up with purchaser if he/she has assumed responsibility
Homeowner Community Websites
Alliance Community Management believes one of the most important aspects of community management is communication. We want all residents to have a sense of belonging and involvement in the community. One of the best ways to accomplish this in today’s world is through the use of an interactive website for the community. ACM provides community-specific websites that are fully integrated with the ACM management database. This allows homeowners to view not only ACM company information and/or specific community information but also:
- Account balance and accounts receivable history
- Violation history
- Property address maintenance history
- Ability to submit a maintenance request or community-related question online and receive a return email acknowledgment of receipt
- Ability to submit architectural change request online
- Ability for owners to make definable file maintenance database changes to the management database
- Real-time integration with management database
Document Storage:
ACM’s websites provide for unlimited storage of association documents including, but not limited to governing documents, rules, and regulations, annual budgets, financial reports, board meeting minutes, as well as archived historical documents.
Community Activities and Notices:
ACM maintains the community websites as a part of our service to the association. Notices are sent to owners and residents about work being done in the community, temporary changes to parking rules due to work being performed, notices of upcoming meetings and social events, and much more. Owners also have the ability to communicate and report important information to ACM through the website.
Public Side vs. Private Side:
The public side of your website is just that; it is available to the public. It can be used to tell a story about your community, its history, amenities, and quality of life for the residents. The private side is available to owners and residents to take advantage of the full benefits of communication within the community.
Transitioning From One Management Company to Another
It’s Simpler Than You Think
Many prospective clients inevitably ask us during an interview how the transition process works from one management company to another. Some boards are reluctant to change companies because they mistakenly believe it’s a long, complicated process that requires their direct oversight. Others are worried that community information will get lost between the two. Still, others aren’t sure what their rights are when it comes to terminating an agreement with an existing firm.
While changing companies can produce some anxiety, it’s important to know the facts about transition and what your rights are as an association.
1. Transition is not a complicated or long process. Transitions generally take 30 days or less. Alliance Community Management will handle the entire transition process, interact with the prior management company or developer and provide a status report to the board along the way. Depending on the size of the property and state of the records, transition generally takes 30 days. ACM uses a comprehensive checklist to ensure the accuracy of all association records and financials.
2. Transition is protected under Virginia law. Virginia law protects associations from a prior management company or developer by stating that the transfer of information is done in a timely and orderly manner. This protection is provided by the Virginia Common Interest Community Board.
3. Transition should include evaluation of these association documents:
- Articles of Incorporation
- Declaration of Covenants, Conditions, and Restrictions (CCRs)
- Deeds
- Bylaws
- Architectural Guidelines
- Rules and regulations
- Minutes book
- Names, addresses, telephone numbers, and emails of owners
Financial Records
- Audits
- Accounts payable records and schedules
- Accounts receivable records and schedules
- Bank reconciliations
- Budgets
- Certificate of deposit
- Chart of accounts
- Confirmation of any loans
- Expense analysis and expense distribution schedules
- Financial statements
- General ledger
- Invoices from vendors
- Invoices to owners
- Payroll records, if applicable
- Replacement reserve records, including costs, depreciation schedules, blueprints and plans, estimated life of assets
- Tax returns
Maintenance
- Certificates of occupancy for common elements
- Contracts
- Correspondence
- Insurance policies
- Insurance records, accident reports, claims
- Keys and combinations
- Warranties
Assurances
- Confirmation of compliance with ordinances and governing documents
- Confirmation from local authorities re: fire hydrants, etc.
- Confirmation that emergency communication centers have new contact information and map directions
- Determination of public agency or utility responsible for lights/sewer and updating of contact information
- Review of reserve study and confirmation with inspection of assets
- Review assessments and budgets
- Evaluation of contractors – insurance, landscape, trash/recycling, and other
- List of manufacturers of products used in the maintenance, repair, or replacements in or on common areas or common elements
- Copies of any bonds or letters of credit posted with any state or local agency
- Confirmation of compliance with local authorities
- Completion bonds, in place or released
- Traffic and safety regulatory signage
- Fire code enforcement
- Designation of roadways and site lighting, both public and private
- Leadership program for board members
- Job description for directors and committee members
- Handbook for directors, including governing documents (either hardcopy or onboard portal)
Transition Should Produce a Good Outcome
Throughout the transition process, professional management can and should serve as advisor to the board, custodian of the association’s books and records, and the entity to which the board turns to assist in the development of long-term plans and goals to make sure that a community’s early due diligence translates into future continued success and financial stability for the owners. Your management company must have your best interests in mind.
Transition is temporary—a moment in time that is intended to bridge the gap between the old and the new. And with it, a fresh start that leads to greater opportunities for success.
