Hiring a professional association management team can help your community operate more efficiently. These companies work with new and established associations to guide and assist developers and board members with daily tasks. Here are some of the key functions of a community association management team:
Development Plans
Association management teams create development plans for community developments in their initial phases. These plans help builders create an effective community structure, which involves determining the placement of homes, condos, and common areas. Management teams create rules and guidelines to help future residents and board members understand their responsibilities. Management teams also prepare plans for implementing association rules and transitioning community control from developers to residents and board members. Clear plans for new associations result in cost-effective decisions that help developers save time on their projects.
Financial Management
New and existing associations may need help creating budgets and spending plans. A community association management team will assess expenses and confirm that all invoices are paid on time. They will also evaluate past spending trends to determine where money can be saved. If a community has goals to upgrade their property, management teams can create savings plans or explore financing options like loans. The services of a professional financial management team reduce an association’s reliance on volunteers or board members with limited financial experience.
Rule Enforcement
On-site management companies help associations enforce rules to enhance community compliance. Some topics addressed in association rules include home exterior appearances, parking locations, and shared space activities. Residents who don’t adhere to community guidelines may be responsible for correcting the issue or paying a fine.
Management teams can meet with residents to explain rule changes and encourage compliance with community guidelines. They can also send digital and physical reminders to residents who have broken the rules. When a management company handles rule enforcement, board members and volunteers have more time to focus on community betterment tasks.
Resident Communication
Association management companies communicate with residents to make sure they are aware of community activities. They may implement an online resident portal that enables homeowners to message management staff about concerns. Other channels of communication on-site teams may set up include email and text messages. These messaging formats allow managers to send updates quickly and directly to residents.
If there are issues between community members or board members, management teams meet with involved parties to discuss their concerns and minimize the conflict. Clear communication practices create a more harmonious community where members may feel more comfortable expressing their concerns. Good communication also allows management teams to understand association members’ opinions about community upgrades and advancement projects.
Maintenance Procedures
Community associations can have shared amenities ranging from siding and fences to pools and clubhouses. To make sure these structures and spaces are safe and functional for community members, association management teams implement the community’s maintenance procedures. These procedures may include weekly or monthly inspections and timely repairs. If property damage requires an insurance claim, management companies will contact insurers and file all necessary paperwork.
On-site managers hire third-party vendors for significant maintenance tasks and confirm the service providers are paid on time. They may also hire on-site maintenance staff to perform routine repairs and upgrades for residents. Community members can submit standard maintenance requests through online resident portals. Emergency maintenance phone numbers or email addresses allow residents to contact maintenance staff outside of business hours.
Assessment Collection
When community associations need immediate funds for maintenance projects, upgrades, or other activities, they may create special assessments. Assessments are resident fees that support the community. Association management companies may collect special assessments through online resident portals or in person via checks or credit card payments. They can send reminders to residents who haven’t paid their fees and clarify why the assessment is necessary.
Hire a Community Association Management Company
If you are creating a new community, an association management company can help you create an effective, structured plan for its operations. Some management companies offer comprehensive services or customizable management plans. If your association only needs partial management services, look for a company with on-demand management. This service type allows you to consult professionals when you need them, helping you save time and resources. Contact a community association management company today to learn more about their community development services and customizable management plans.