These services are specifically designed to assist the Board of Directors; not a finite solution but a services group designed to assist the Board of Directors gaining a better understanding of the community, its function, condition, staffing and an assessment of needs.
Any or all of the services are available. Boards may require assistance in specific areas or may desire to be brought up to date in general.
Many services outlined below do have supplemental services, expanded or specific programs continued in other areas of this site, IE: Site Specific Preventive Maintenance Program.
SERVICES
Board of Directors: Designed for the Board of Directors to assist in the management, knowledge and operations of the administration and operations of the communities common elements.
GENERAL SERVICES
Community Vision Development: Guide association leadership through the process of developing a succinct statement that defines how the association views itself and sets a direction for everyone to know and work toward.
Community Surveys: Plan, develop, conduct and analyze a community-wide survey to learn resident satisfaction or dissatisfaction with the amenities, services, staff, board and committees, assessment levels, to assess interest in proposed projects; and provide the empirical support for change. Analyze and report findings.
Conflict Resolution: Assist a board resolve conflicts amongst itself or among owner/residents and committees; understand the issues, guide the participants to reasonable solutions, and facilitate agreement.
Document Drafting: Review and draft changes to existing documents, such as bylaws, design guidelines, rules and regulations to improve communication, understanding, and enforcement.
Energy Analysis: Audit electrical, gas, oil, and water consumption and recommend savings programs in common area lighting, motors controls, central heating, ventilating and air conditioning systems energy management.
Engineering Services: Evaluate mechanical systems and structural components including heating, hot water and air conditioning and ventilation systems, energy management and building envelope. Recommend ways to conserve energy, reduce cost, and improve operation.
Facility Study: Review facilities to identify ways to reduce costs, improve operational efficiencies, and improve safety; identify preventive maintenance programs to reduce downtime and ensure a high level of ventilation, heating, hot water, and air conditioning delivery; review existing reserve study; evaluate utility sourcing, energy management, OSHA compliance, and physical risk management; coordinate building inspection; recommend appropriate changes.
Human Resources/ADA Analysis: Evaluate organizational structure, employee capabilities, and compliance with ADA; develop measurable position descriptions and guide performance evaluation.
Interim Management:(Based on availability of Licensed Staff) Provide an experienced, qualified, professional interim manager to assume total management responsibilities while the regular manager is on vacation, on extended leave, or is replaced.
Leadership Training and Development: Conduct training sessions for current and potential association leaders to assure they are familiar with the controlling documents, understand their roles and responsibilities are aware of the liabilities they face, know how to conduct effective meetings and make sound decisions, and understand how to effectively oversee the business of the association.
Maintenance and Preventative Maintenance Programs:(Please see the specific programs available) Review or create maintenance and preventative maintenance programs for building equipments and systems. Review staffing, tasks, work scope, wage rates, contracts, costs and performance. Recommend improvements.
Major Project Financing and Management: Identify lending sources, negotiate loans or develop comprehensive programs to fund internally. Create informational programs for owners, including town hall meetings, newsletter articles and support for board presentations. Provide administrative management of large capital projects in support of the board and on-site staff.
Manager and Management Company Selection: Guide a board through the process of selecting a new manager or complete a management contract. Identify the scope of services or position responsibilities required and identify qualified managers or management companies best suited to meet the community needs. For a manager, using industry contacts identify qualified individuals, screen applicants, conduct background checks, support interviews with the Management Selection Committee and/or the Board, support the decision making process, and assist with contract negotiations.
For a management company solicitation, prepare a request for proposal, solicit bids, coordinate a bidders; conference, review bids, coordinate interviews and site visits, recommend finalists, support negotiation, and assure a smooth transition if that is the outcome.
Manager Coaching and Mentoring: Assist a manager in gaining awareness, confidence, knowledge and ability to perform to Board expectations. Develop a Manager Performance Plan, monitor performance, guide work planning and prioritizing, support ongoing projects, and provide ongoing counsel as needed. Document plans, progress and performance of the manager to the Board of Directors monthly.
Management Studies: Perform comprehensive review and evaluation of association management systems, policies and procedures. Develop staff position descriptions, assess performance evaluation process, evaluate compensation, and evaluate compliance with ADA, Civil Rights Act of 1964, Federal Fair Housing Act and Fair Housing Amendments Act of 1988, local laws and codes. Evaluate insurance coverage, risk management and financial management procedures. Recommend improvements.
Meeting Facilitation: Plan and conduct or guide leaders to effectively control important, challenging and/or contested meetings.
Organizational Analysis: Assess current organizational structure, effectiveness, strength and weaknesses. Recommend improvements.
OSHA Compliance Audits: Perform a physical and administrative property audit to assure compliance with current OSHA guidelines and help ensure a safe working environment for staff. Recommend corrective action.
Policy and Procedure Development: Draft policy and administrative resolutions for board review and approval to ensure consistent, fair and equitable operation of the association.
Resident Orientation: Develop and present new resident sessions and create an Owner Manual to acquaint all residents and owners with their association, property, amenities, services, operation, rules & regulations, systems and procedures. Motivate constructive involvement.
Transition Assistance: Guide an association though transition from developer to homeowner control or from a Property management company to control of the board including leadership training, committee structure with terms of reference and operational guidance, inspections, bond release.
Transition from managed to self managed communities
