locations. 14. How do you communicate with HOA onsite staff We would like to discuss the needs and expectations of the Association and the onsite employee to find the best possible solution of being able to give direction and follow up through the closing of any work order or project. 15. Amount of time needed to complete transition from previous supplier? We like to see at least 30 days but could work to accommodate something sooner. 16. What transition activities are anticipated? We have a comprehensive list of tasks that are completed with any transition. We handle everything in house which cuts down on the time to get owners and their accounting into our systems. This also helps streamline the transition process as whole, creating less frustrations to the Board and Owners. 17. Can your firm provide part-time or full time ONSITE management? Yes, we can provide part-time or full time Onsite staffing as required.
Expected Management Activities:
1. Arrange, schedule and attend annual, organization and board meetings. Yes 2. Monthly site visit which includes walking property, survey / inspect property condition. Document findings. Yes 3. Prepare documentation for board meeting agendas, management reports, and meeting minutes? Yes Maintain files, records and minute book for the association? Yes 4. Post minutes, announcements, notices, newsletters to a website? Yes 5. Preparation and presentation of administrative reports and business correspondence? Yes 6. Describe your procedure for electronic backup of documents and information. Our software systems are cloud based and backed up off site daily. 7. Homeowner communication We can handle owner communication via phone call, email, text (AppFolio) 8. How soon are calls returned? How soon are emails returned? 24 hour business turnaround time for non-emergencies. 9. How are after-hours calls handled (i.e. pager, answering service, etc.)? We have an answering service who will notify the necessary vendor and follow up with the manager. 10. How are emergency calls handled? We have an afterhours answering service, every after-hours call will also be dispatched to the manager in case there is follow-up needed prior to the next business day. 11. What are preferred methods of communicating with homeowners? Appfolio software, it keeps everything in one place and allows all of Management and the Board to see the follow through and timeliness. 12. How is correspondence with homeowners logged and filed? Same as above. 13. Does supplier provide a website for homeowners? Yes 14. Board communication This is typically handled via email but can be done through Appfolio as well. Board Members will have the Managers cellphone as well as direct line. 15. Does supplier provide a separate website for board members? There isn’t a separate website, but the Board does have its own portal in AppFolio. Which works as a website. We can eblast Board meetings and other events to all owners as well as share all Association documents through this platform. 16. Does supplier provide email server for board members We do not currently but could look into this. 17. Provide third-party contract administration? Yes 18. Coordinate with onsite staff, including Vendor Liaison and Handyman - if any. Yes 19. Process and coordinate Architectural and Landscape Variance requests Yes – this is also logged
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