While the majority of property management functions are actually conducted behind the scenes, the aspect that MOST residents notice is the physical maintenance of the community. How does the property look? Is the landscaping being kept to the standards of the neighborhood? Is the irrigation system working properly and achieving maximum coverage? Do all the gates and keys work properly? How about the pool? Is it clear blue and inviting? Is the pool furniture arranged on a regular basis? Are the bathrooms meticulous? Is all the life / safety equipment that is required on-site? Is litter picked up around the community on a regular basis?
We strive to always have our community’s appearances be as favorable as possible within the budget guidelines. Read on to see how we accomplish this goal...
Each of our properties receives a minimum of two on-site inspections per week by our supervisory personnel (usually one by our Field Supervisor and one by the Property Manager). The on-site examinations will include inspecting the property to ensure that the standards for the Association are being met. Any “anomalies” will be handled on a timely basis by the most cost efficient person qualified to perform the work.
We have a four tiered approach to address repairs / replacements of the Association’s property.
Depending on the issue, we determine the level of skill required to fix the problem:
First: For simple issues we will send one of our maintenance men…at minimal cost
Second: Our Field Supervisor will address more complicated issues, also at minimal cost
Third: Our in house handyman…for projects that are larger in scope but that do not
require pulling permits, etc…the cost is based on the project and is approved in
advance by the Board
Fourth: A trade person from our corral of vendors that have proven their ability to complete the work at a reasonable price for their particular trade.
This approach ensures that the Association’s issues are addressed properly and in the least expensive manner.
Prepare non-structural specifications, solicit bids, analyze and negotiate proposals and make recommendations to the Board of Directors for all non-routine work that is required by the Association.
Supervise ALL of the Association's contracted services regularly and review for performance, economy and adherence to contract (e.g. landscaping, sprinkler service, janitorial, handyman services, electricity consumption, water usage, etc.). Meet with vendors on-site as appropriate regarding repairs / replacements / enhancements.
Monitor / test the Association’s equipment regularly for proper operation. This includes, but is not limited to: irrigation pumps, gate operation, emergency generators, etc. Upon discovery or notification that a piece of equipment is not working properly, immediately address the issue or inform the appropriate service provider and ensure timely repair / replacement etc. of the component.
During non-business hours our regular business phone line is transferred to our after hours system. Anyone calling Grant Property Management during non-business hours is given the opportunity to leave a message or to have the system automatically contact our “on call” supervisor. Emergency calls are typically returned within one hour.
Grant Property Management will manage all emergency repair services as necessary, ensuring satisfactory completion of all repairs and maintenance to the quality levels and standards of the property.
The accurate and timely management of the administrative aspects of the Association are an important feature of managing a property. Insurance renewals, community mailings, document filings, etc. all have deadlines that must be met. How these items are tracked and processed to ensure timely completion is essential for the smooth operation of the Association. Further, a property management firm must facilitate open lines of communication between the Board and membership. This flow of information, such as an e mail blast of meeting minutes to all residents that have provided their e mail address, keeps the membership informed about what is happening in the community.
Compose and forward written communications dealing with the general business matters of the Association to government bodies / agencies, vendors, independent contractors, insurance companies and to Association members on behalf of the Board of Directors or the Association, regarding matters pertaining to the operation of the Association, as directed by the Board or dictated by circumstance.
Attend Board of Directors and Membership meetings. Meeting agendas will be prepared in advance and e-mailed to the Board for review and comment. Formal notices of meetings will be posted in advance of meetings as per Florida Statute.
Address and resolve individual Association member issues and requests pertaining to the Association, in accordance with the Association's governing documents and policies.
Collect, organize and maintain a file of the Association's legal documents, service contracts, insurance policies, residence owner records and other pertinent records. Submit any and all insurance claims promptly on behalf of the Association.
Prepare and distribute to all residence owners, via US Mail and / or e mail, any correspondence, literature or material deemed appropriate by the Board. This shall include the timely delivery of the Association’s annual meeting notices, budget documents and financial reports. Further, as provided by residence owners and deemed appropriate by the Board, GPM will e-mail information, minutes, general correspondence, etc. to all members expressing interest and providing an e-mail address
Create and maintain an up to date data-base of all pertinent owner information for distribution to the Board as needed/requested. The data-base may include general owner information (names, addresses, residence number, phone numbers, e-mail addresses, etc.) Be advised that the use of this information is for Association purposes only and will not be shared with any other entity for any purpose.
Thirty days prior to the time of insurance renewal, GPM will solicit bids for insurance coverage that meets or exceeds the coverage required by the Association’s governing documents. A comprehensive insurance program will be continued / implemented to ensure the Association is in compliance with the governing documents as well as all Federal/State/Local laws. This will include, but not be limited to: Liability coverage, Hazard insurance, Directors and Officers coverage, Fidelity bonding, Windstorm, etc. and Flood insurance if appropriate.
As necessary, provide cooperative assistance to the Association's Attorney(s) or aid in any legal matters, as the Board of Directors deems appropriate. Please note: Matters involving law suits or litigation which require Grant Property Management's involvement (including document preparation) shall be charged to the Association on an hourly basis.
At GPM we feel strongly that EVERY Board Member should understand the financial condition of the Association. This enables the Board to make informed decisions regarding spending. The financial model of an Association is very basic. The Association collects funds from the owners, which are deposited into the Association’s bank account(s). Then the Association pays its service providers. That’s basically it! There is no depreciation, inventory, cost of goods sold or any other “complicating” variables. If you can balance a check book, you should be able to understand a set of Association financial statements.
Too often we hear that the financial reports presented are not only voluminous, but that they are also too difficult to understand. That is why our financial statements are only a few pages long and are simple to read. We provide concise easy to comprehend reports that cover how much money the Association has in its account(s), how much the Association has spent versus the budget and a detail of every check that was written. Finally, we provide a detailed aging report of owners that are delinquent. An entire set of our financial statements is only four or five pages long. The simplicity of the reports makes understanding the Association’s financial condition easy.
Invoice and collect the common area maintenance fees from owners for deposit in the Association's bank account(s). Additionally, we will invoice owners for any special assessments that become due.
Administer regular and timely payments for all routine payable items specified and approved in the operating budget of the Association. The Board will approve items not specified in the budget before payment. Grant Management will also file any and all State / City required documents as appropriate.
The Board of Directors will continue to sign all checks in the manner prescribed in the documents of the community.
Using guidelines provided by the Board of Directors, we will develop and prepare an annual operating expense budget, with supporting detail, for approval by the Board of Directors approximately 60 days prior to the upcoming fiscal year.
In conjunction and coincident with the preparation of the annual operating expense budget Grant Property Management will also calculate the appropriate amount of reserve funds needed to address major items for which funds should be accrued. We will also assist with the development of a reserve schedule for other expense items which the Board deems appropriate or necessary.
Reserve funds (if any) will be invested in interest bearing accounts with the highest criteria placed on safety, followed by liquidity and then rate of return.
Create and distribute on a monthly basis a cash basis Statement of Inflows and Expenses, Account Balances and Check Register to the Board.
We will also pursue delinquent accounts and will furnish the Board with a list of these delinquencies on a monthly basis and apprise the Board of progress and issues relating to matters of collection, foreclosure, etc.
We always have a Certified Public Accountant available for Association related questions that arise on tax and/or financial matters. At the Association's expense, the CPA will compile/review/audit (as appropriate) the Association's financial status and prepare end of year statements and tax returns for distribution to Association members and submission to the appropriate governmental offices / agencies.