Community Association Management
Association management services designed for your community
Property Keepers offers comprehensive association management services for Condominium and Home Owner’s Associations.
Condominium Associations
Home Owner's Associations
Complete Financial Services
Condominium Associations
- Daily representation and management
- Organize and attend association meetings
- Maintain books, records, and homeowner correspondence
- Collect fees, verify and pay invoices
- Prepare annual budgets and periodic financial statements
- Coordinate tax return preparation
- Provide key control for the units
- Provide 24-hour emergency service
Home Owner's Associations
- Develop routine and preventative maintenance programs
- Supervise and inspect work performed by sub-contractors
- Obtain written bids for maintenance when necessary
- Inspect property on a continuous basis
- Organize annual membership business meetings
- Attend regular and special Board of Directors meetings
- Enforce association declaration, by-laws rules & regulations
- Process all lease/resale applications
- Advise and consult Board of Directors regarding budget, complaints and maintenance
- 24-hour emergency answering service
- Process all forms required by Florida state law
- Review insurance coverage annually
Complete Financial Services
- Establish bank account(s) in the name of the Association with signatures as designated by the Board of Directors.
- Prepare and mail quarterly (or monthly) assessment statements for units, docks, etc.
- Generate interest and late charges on past due accounts in accordance with the Association Declarations and Bylaws.
- Send late notices, demand letters and lien notifications on delinquent accounts.
- Deposit assessment and miscellaneous receipts as received on a daily basis.
- Prepare monthly bank reconciliations for the Association.
- Maintain a tickler file system for accounts payable and receivable.
- Prepare monthly or quarterly financial statements for the Association, including balance sheets, income statements, general ledger detail and cash disbursements.
- Prepare budget information, spreadsheet summaries of financial information and yearly comparisons.
- Coordinate tax return preparation for the Association’s tax preparer.
Our Comprehensive Association Management Services and Strategy
It’s not that complicated when you have the the right people and process on your side.
Communication
Communication
We believe the key to building community is to keep the lines of communication wide open. That’s why we will be regularly and consistently reporting to the board, as well as keeping regular contact with homeowners, especially when their account is affected.
We do this through letters, emails and the Resident Portal, where owners can check their current balance, and check on the status of open tickets for maintenance or violations.
Accounting
Accounting
Transparent accounting is the key to financial success for community associations. We will manage your operating expenses, front-line collections, reserve contributions and budgeting, with regular and consistent reporting to the board – we’ll even email them for your convenience!
We will also be happy to assist in helping you prepare for future capital improvements and provide project management services as needed.
Management
Management
We are here to help you take on maintenance requests, deed enforcement and architectural compliance.
Every ticket is logged and tracked so nothing falls through the cracks. And we keep homeowners informed every step of the way through our Resident Portal.
We’ll also keep on top of your community vendors, from tracking workman’s comp policies and insurance expiration, issuing tax forms, and managing projects.
Common challenges that we can assist you with
High Delinquency Rating
Homeowners not paying on time, or simply not paying can cause your community to be ineligible for loan approval and more.
Low Reserves Funding
A poorly funded reserve increases the risk of a special assesment if a disaster happens on your watch.
Selective Enforcement
Failure to enforce lowers curb appeal and soon, property values. And lawsuits stem from a lack of fairness, or even the perception of it.
Reactive Maintenance
When your amenities and common property are not properly maintained, their lifespan is shorter. Waiting for things to break down is not a maintenance plan.
No Community Involvement
Apathetic homeowners are the first sign of a failing community. You need volunteers and passionate homeowners who care enough to be there.
Our Industry-leading Financial and Property Management System
We proudly use TOPS [ONE], the industry leading application exclusively designed for community associations like yours. From easy-to-read financial packets with limitless customizability, online access for board members, plus an owner portal for homeowners, our technology gives us the ability to provide comprehensive financial planning services for your community.
