Gated Community Mangement
Our Full-Service Management plan includes managing the day-today operations of the homeowners association. GRG will oversee the Financial, Administrative, Covenant Compliance and Contractor Services.
Full Service Management (Includes Financial Only Services & Covenant Enforcement and Administration Services)
Maintenance & Vendor Services
- Vendor Management
- Work Order Request & Follow Up
- Facility/Amenities Maintenance Reviews
- 24/7 Emergency Services
Management Services & Assistance
- Annual Meeting Coordination & Attendance
- Committee Assistance
- Manager Consultation
- Covenant Enforcement & Administration Services
- All Financial Only Services Listed Above
- Developer Transition Assistance
Customer Service View
- Field calls and inquiries from Association members
- Provide timely response to resident concerns and questions
- Dispatch appropriate service vendors, when required
- Follow up on calls to residents with status updates
- Issue letters to resolve infractions of covenants
- Provide periodic reports to Boards as requested
- Provide support of a community web site as requested
- Perform property inspections to ensure compliance with documents and from vendors
- Issue work orders and monitor contractor performance to ensure that work has been completed in a timely manner and to the satisfaction of the Association
- Communicate with residents to understand their issues and find appropriate solutions
Administrative Services
- Respond to calls and inquires from Association members
- Track Association correspondence
- Maintain government required documentation
- Review the reserves and provide guidance
- Create New Resident Records
- Issue Collection Letters
- Maintain a Resident Database
WE ALSO
- Organize annual and special meetings on behalf of the Association and the Board, including the preparation of notices, agendas and other necessary documents
- Maintain a comprehensive system of records, books and accounts
- Enter into contracts for essential services to the property, such as, Pool Maintenance and landscaping, etc
- Work with association professionals as needed (legal counsel, CPA, Consulting Engineer – Insurance Agent)
- Review the assignations insurance policy, negotiate and procure, premium payments and claims
- Keep all records of the affairs of the association, including the Declaration, Articles of Incorporation, Bylaws, Resolutions, Rules and Regulations, policies, minutes of meetings, copies of contracts, etc
Financial Services
- Maintain Association financial records
- Maintain checking, savings and other banking accounts in the name of the Association
- Collect Association fees
- Issue statements to residents & issue past due collection letters
- Process invoices from vendors
- Ensure bank reconciliation
WE ALSO
- Prepare materials necessary for an annual audit
- Handle daily bank deposits
- Pay all bills related to the operation of the association in a timely manner
- Furnish comprehensive monthly financial reports to the Board
- Assist Boards in the preparation of Annual Operating Budget and Reserve Expense Budgets
- Ensure proper billing of residents and builder/developer lot assessments as it applies
- Reduce delinquencies through a disciplined process using each community’s collection policy
- Coordinate with the association attorney to facilitate legal collections of delinquent accounts, liens recording, and court appearances, when necessary
Vendor Relations
- Prepare bid specifications to be sent to multiple vendors when various services are needed (Insurance, Maintenance, Professional services, etc)
- Analysis proposals for Board review (prices versus services provided)
- Review of all contracts before presentation to the Board
- Provide ongoing continuous review of contractor’s performance
- Address any Resident/Board, concerns with vendors
- Are the Contractor Liaison, who manages the bid process and analysis, service negotiations, project monitoring, and inspections
- Also, on behalf of the Association, negotiate contracts for pool maintenance, landscaping, trash removal and other services as necessary
Management Services
- Conduct property walk throughs and inspections
- Attend regularly scheduled board and annual meetings
- Coordinate Association Annual Meetings
- Initiate letters and manage the formal complaint administration process
- Provide guidance to the Board in the development of community policies and procedures
- Administer the community covenant and rules enforcement
WE ALSO...
- Guide and assist members of the Board of the Association in the performance of their obligations
- Offer highly qualified managers who are knowledgeable and trained in Community Association operations and law through continuing education programs
- Build working relationships with product and service vendors who provide the best quality for the most reasonable and competitive prices
- Offer comprehensive bid and vendor contract packages designed to ensure the best value for the Association