Full and or Financial Management Services
The Management Group, LLC. offers both full-service and financials-only management to condominium and homeowners’ associations Southern California. We do not believe in a “one size fits all” approach to association management. When we present a sample management contract to an association, the services included will be customized. No matter how customized, however, we will always provide the following services.
Property Management
Property Inspections:
Complete periodic property inspections (walkthroughs) and identify property deficiencies. Bring deficiencies to the attention of the Board of Directors, repair the deficiencies. Evidence (through photographs) any visible homeowner violations of the Operating Rules.
Board & Membership Meetings:
Coordinate and attend Board and Membership meetings.
24-Hour Emergency Response:
Respond promptly to all property emergencies 24/7, including visiting the property if necessary.
Emergency Preparedness:
Maintain an Emergency Preparedness Plan for the association particularly focusing on hurricane preparedness if requested by the Board.
Competitive Bidding:
Competitively bid association maintenance, repair, and replacement projects above a cost threshold established by the Board.
Contract Review and Administration:
Administer association contracts to ensure contractors are meeting their obligations. Maintain a log of all contracts including services provided, pricing, maturity date, and contract termination provisions. Inspect all work completed on the property before submitting invoices for payment
Association-Owned Units:
Manage any association-owned units including obtaining insurance policies, coordinating maintenance and repairs, and finding qualified tenants.
Insurance:
Work with the Association’s insurance agent to obtain insurance policies that provide adequate coverage. Obtain certificates of insurance and W-9 forms from vendors. If homeowners must carry insurance according to the association’s governing documents, establish policies and procedures to encourage homeowner compliance.
Reporting:
Provide Manager’s Reports to the Board outlining the status of association projects and recommended next steps.
Property Access Management:
Manage the property’s access system, if applicable, including vehicle and pedestrian gate fobs and access codes. Maintain keys for all association and unit locks as necessary. Issue parking passes as necessary.
Employee Supervision:
Provide supervision and management of all association employees including employee performance reviews and developing comprehensive employee job descriptions, if desired by the Board. Obtain proposals for worker’s compensation insurance as necessary.
Long-Term Maintenance Planning:
Create a long-term maintenance plan for the association based on budgeted items, the association’s reserve study, and any Board “wish list” projects.
Administrative
Association Policies and Procedures:
Draft, maintain and enforce association policies and procedures, as approved by the Board.
Official Records:
Maintain the association’s official records in a secure location (primarily electronically) and provide them to homeowners upon request.
Board Meeting Coordination:
Prepare and distribute meeting agendas, prepare information packets for each member of the Board and produce detailed meeting minutes. All documents may be customized by the Board.
Resident Database:
Maintain a detailed resident database including owner and resident names, addresses, phone numbers, email addresses, and any other relevant information.
Resident Communication:
Respond promptly to resident concerns or requests. Communicate with residents regarding all association events. Assist in the drafting of newsletters or other communications at the request of the Board.
Association Mailings:
Draft and disseminate association mailings required by California Statutes (e.g., annual meeting notices, draft budget, annual disclosures).
Committees:
Provide guidance and assistance to Committees. Attend Committee meetings upon request.
Registered Agent:
Serve as the association’s registered agent.
Website Creation/ Maintenance:
Develop and maintain a website for the association.
Architectural Review:
Establish and enforce policies and procedures relating to homeowner architectural review requests. Assist the Board in reviewing such requests. Maintain a log of architectural review requests including the unit number, the specific request, information provided, request date and Board decision.
Common interest developments (also called homeowners associations) are the fastest growing form of housing. Common interest developments mainly include condominium project and planned development (single-family lots).
MGroups, Inc. is specialized in the management of both single- and multi-unit properties, understanding all intricacies of the profession. We assist the board of directors in carrying out the association’s contractual obligation to operate and manage the project equitably and legally.
We use an array of technical and managerial skills while managing associations.
- Building Operations
- Maintenance Operations
- Financial Operations
- Management Operations
- General Administrative Operations
Cities have an ever-increasing number of HOA’s which require a rapidly changing body of law governing the affairs of associations, which requires the services of a competent managing company, especially in today’s litigious society. Keeping abreast of those changes of the law and owner expectations, hiring a skilled management company is necessary for any association.
We will assume the responsibility and accountability for maintenance, operations, and management of the project while the board establish policies and dedicate funds and keep an eye on the day-to-day operations of the project.
Managing diverse residents with diverse needs and expectations demands a strong, understanding, and experience management company.
The MGroups, Inc.’s skilled, trained, and experienced staff members will provide invaluable insight, guidance, and assistance to the board and can formulate both short- and long-term tactics and strategies. Our experienced managers can ensure that the association operates smoothly and efficiently. We understand, meet, and endeavor to exceed the expectations of the board of directors and the owners and occupants.
If we are fully authorized to handle the overall management of the project, overzealous or misguided board members cannot hinder the effective management of the project; lacking such empowerment, we would become an agent that is passive and violate the governing documents or law or to act in the best interest of the project (thus, increasing the likelihood of lawsuits against the association or its board of directors, or both.
Our performance is simple to measure by noticing how quickly we respond to repair requests, how promptly we handle board and owner communications and vendor issues, how successfully we collect delinquent assessments, how effectively we cure common area violations, and how knowledgeable we are about HOA-related matters. Our capability to meet the expectations of HOAs is unsurpassed, and the cost of our management services will be returned to you tenfold in economic effectiveness and cost efficiency.