This page is provided to assist managers in 

Education in different formats

Sites that may be of assistance out side this one

Ways of networking and other sources of self betterment

Of course you can always contact us for supplmental training on any of our consulting services as a group or privately.

One of the Best sources for your CEU's networking and other resources is CAMP, Community Association Management Professionals

www.campl.org.

 

Founded in 1995 as a group of licensed Community Association Managers in the Broward, Miami-Dade and Palm Beach counties of South Florida, dedicated to providing a venue for CAMs to acquire the required educational CEU requirements while also expanding their network of fellow managers and, at the same time, meeting qualified vendors.

 

Check out our website at www.campfl.org for more information on how you can get involved in C.A.M.P. and add your voice to those who want to improve the professionalism of CAMs in our industry.


I have the pleasure to attend one of their classes recently and found it to be entertaining, fun, excellent course materials and of course the breakfast and CEU's did not hurt either.
I would highly recommend this group of professinals to newbies and seasoned managers alike.


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General Guide for Managers modify to your needs:
1. Review security incident reports.
2. Check voicemail and emails.
3. Coordinate and supervise staff on daily duties.
4. Review all invoices.
5. Produce check requisitions.
6. Monitor all expenses.
7. Perform payroll.
8. Update policies and procedures.
9. Check and meet with pool maintenance technician.
10. Meet with landscapers.
11. Organize outgoing and incoming correspondence.
12. Run generator, check fuel levels.
13. Check petty cash.
14. Check maintenance shop for inventory of supplies.
15. Schedule staff meetings.
16. Inspect all common areas.
17. Inspect for safety, lighting and security issues.
18. Inspect garage.
19. Prepare all outgoing correspondence.
20. Review all incoming correspondence.
21. Follow up on all outstanding issues.
22. Perform background checks on all prospective buyers/tenants(if the documents allow).
23. Schedule orientations.
24. Schedule deliveries, move-ins and move-outs, and obtain certificates of insurance of movers and any security/moving deposits required of the association.
25. Follow up on any foreclosures, delinquencies.
26. Inspect common areas for painting.

Monthly

1. Perform reserve transfer.
2. Review delinquencies.
3. Draft and post meeting agenda.
4. Prepare board packages.
5. Draft minutes.
6. Update database.
7. Prepare management report to include delinquencies, violations, correspondence, units for sale/lease.
8. Obtain bids, negotiate contracts, supervise contractors and require all contractors including unit owner contractors to provide proof of licensing and insurance.
9. Reconcile all accounts and review financials.
10. Check management calendar for preventative maintenance tasks.
11. Meet with elevator technician for maintenance.
12. Schedule and meet with pest control technician.
13. Schedule and meet with fitness equipment maintenance technician.
14. Check renewal dates and obtain updated leases for leased units.
15. Update unit owner roster.
16. Update employee roster.
17. Update board of director’s roster.
18. Update vendor contact list.
19. Update emergency contact list.
20. Check irrigation.
21. Inspect all equipment.
22. Schedule lobby floor cleaning and carpet cleaning.
23. Inspect aircraft lights, roof and pipes.
24. Collect maintenance fees.
25. Encourage owners to sign up for “auto pay.”

Quarterly/Yearly

1. Roof inspection and maintenance.
2. Remind maintenance to change air filters monthly.
3. Trash chute cleaning.
4. Fire sprinkler pump inspection.
5. Back flow inspection.
6. Fire systems inspection.
7. Fire extinguisher inspections.
8. Pressure wash and seal pavers.
9. Review asphalt paving.
10. Inspect and perform maintenance gate sensors, loops, tracks, and systems.
11. Perform domestic water pump maintenance and inspection.
12. Schedule tree trimming, remove coconuts from palms prior to hurricane season.
13. Fertilize all landscaping, including all trees and change out annuals.
14. Review summary of insurance-renew.
15. Meet with budget committee.
16. Prepare for election/annual meeting.
17. Perform employee evaluations and reviews.
18. File uniform business report.
19. Pay division condo fees—$4.00 fees per unit.
20. Elevator inspection.
21. Health Department/pool inspection.
22. Negotiate and update contracts.
23. Review certificates of Insurance and obtain renewals for all vendors.
24. Archive files and create new files for upcoming year.
25. Mail out new coupons and budget.
26. Label all main breakers and main water valves throughout building.
27. Review and update hurricane procedures.
28. Renew insurance.
29. Review association documents in detail and make recommendations for changes to the board.
30. Prepare for CPA end of year review, compilation or audit.
31. Update insurance appraisal.
32. Draft a “wish list.”

Daylight Savings

Change time clocks for lighting and irrigation.

Supervise Complete Maintenance of All Common Facilities

· Develop, educate, and motivate association’s personnel, vendors, board members and unit owners to obtain a proactive environment and work as a team effort to maintain all common areas.

· Obtain bids, negotiate contracts, supervise contractors, and require all contractors to provide proof of licensing and insurance.

· Insure that Notices of Commencement are filed for all major contracted work to be supervised by manager. Prior to recommending payment of contracted invoices, Manager shall endeavor to receive all appropriate lien waivers and shall notify board of all lien waivers needed that have not been obtained.

· Coordinate the contractors providing routine services for the Association, including but not limited to services such as trash removal, pest control, landscaping contracts, etc.

· Make periodic property inspections and schedule maintenance for all common areas, pump room, generator room, elevators, fire equipment, pool, HVAC, Cooling tower, and recreation room, parking garage, and lobby areas.

· Identify those situations requiring corrective measures and take those measures consistent with association policy and budgetary limitations.

· Immediately report to the board any major items, which come to the attention of the manager as a result of such inspections.

· Initiate preventative maintenance programs.

· Coordinate and consult with the board on maintenance and cost efficient programs.

Financial Management

· Receive and process the maintenance payments.

· Report to the board delinquent accounts.

· Pay all obligations of association as provided for in budget.

· Prepare a monthly financial statement.

· Prepare and mail all corporation forms.

· Make accounting records available to unit owners.

· Assist the association in the finalization of the budget by answering questions or obtaining additional relevant information.

· Receive and review all association invoices and other bills.

· Prepare checks for board's signature (2 signatures required) for payment of

association’s expenses.

· Maintain vendor files containing payment information, invoices.

· Cooperate with the association's independent Certified Public Accountant in the annual, quarterly, or semi-annual audit, review, or compilation by making all the records, books, and files available for inspection and review. Review the resulting audit and make the CPA's recommended adjustments to the association's records.

· Monitor expenses monthly.

· Reserve management and advise in cost saving procedures.

· A record of income, expenses, assets and liabilities shall be maintained utilizing the accrual method of accounting and association's approved Chart of Accounts. Manager will utilize its computerized payable system, which includes computer-printed association checks.

· Respond to owners and their prospective purchasers regarding their individual accounts on a timely basis.

Administrative Functions

* Maintain files and records.
* Develop and maintain proper forms.
* Develop and maintain a filing system of the association's important papers. Included would be such things as contracts, resident communications, public agency filings, financial information, insurance policies, resolutions, and legal documents.
* Make the association's routine books and records available for inspection by any owner or mortgage holder upon reasonable notice during regular business hours at Manager's regular office location. Access to individual files shall be determined by policy of the association.
* Assist in resale/rental/transfer paperwork—sale/lease/transfer binder has all forms.

Communications

· Prepare general correspondence dealing with routine operational matters between the association and residents, contractors, agents, government officials, or other entities.

· Arrange for the mailing or other distribution of notices required by the Documents or directed by the association, including all board correspondence of notices, Notice of Annual Meetings, Notice of Elections, etc.

· Respond to all requests of association and board members in a timely manner.

· Enforce the rules and regulations.

· Prepare board meeting packages and deliver two days prior to the meeting to all board members.

· Keeping the board informed of problem areas and recommendations for actions needed to be taken.

· Communicate with unit owners with a complete understanding of handling complaints and concerns. Consult with the board on ways to resolve them. Encourage residents to state their views, so that they may have a sense of involvement in the community.

· Respond to all members needs in a timely manner.

· Assist in drafting the newsletter.

Insurance

· Advise and consult with the board and its insurance agent in providing the required insurance necessary for the Association. The Association will retain the responsibility regarding the type and amount of insurance coverage selected. Obtain Board approval for updated coverage.

· Receive and report to the insurance agent any known incident, which may result in an insurance claim for which the association may have responsibility.

· Report to the association any accidents, fires, or other claims related to the management, maintenance, and operation of the association's property.

· Prepare the necessary information to assist the insurance carrier in the event of a workers compensation audit.

· Obtain certificates of insurance for all unit owner and association contractors working in the building.

Policy Development

· Inform the association concerning significant and relevant legislation, insurance, financial practices, court decisions, or tax rulings pertaining to community associations, which come to manager's attention.

· Support an on-going association development of resolutions to address important administrative and policy matters.

· Offer advice and direction to the Association regarding their governing process and responsibilities.

Meeting Coordination

· Coordinate and attend the annual resident's meeting and monthly meetings.

· Prepare notices, nomination forms, proxies, mail ballots, and other appropriate documentation, which are required to support the meetings.

· Provide the Board with a monthly management report.

· Prepare agendas and meeting minutes.

Promote Volunteerism and Participation for Success

· Motivate members to participate on committees

· Effectively develop communications between the board, the residents and the manager through a newsletter.

· Assist in the coordinating and planning of social activities.

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Management Calendar: A general outline for routine services modify to meet your specific needs:
JANUARY
Prepare for annual meeting/election directors
Review any bylaws amendments
Appoint committees
Review all contracts, maintenance agreements
Inspect pool marcite, spa, heaters
Inspect docks for repairs
Forward year end financials to CPA
Review insurance coverage

FEBRUARY

Board of directors meeting
Inspect elevators, parking lot for repairs
Uniform business report forms to be filed
Draft newsletter and website announcing new board of directors
Mail end of the year financial statements

MARCH

File association tax return by the 15
Meet with CPA audit
Review entrance and guardhouse for repairs, improvements
Check stairs and hallways for repairs
Inspect docks for repairs
Schedule fire alarm inspection

APRIL

Grounds inspection
Lobby inspection and evaluation of furniture repairs and cleaning
Walk through with landscape contractor
Clean carpets
Check fitness room equipment
Test smoke detectors
Change timers on lights for daylight savings time

MAY

Plant spring flowers
Wash windows
Announce summer social
Inspect pool surface, coping and deck areas, spa heater and thermostat for repairs

JUNE

Prepare for hurricane season
Send out a preparedness guide
Inspect docks or repairs
Check curtains, furniture, and pool and fitness equipment
Fire safety month
Inspect asphalt for repairs

JULY

Summer social
Inspect and review fitness equipment/warranties
Inspect fuel tank and generator

AUGUST

Appoint budget committee
Prepare proposed budget

SEPTEMBER

Schedule budget committee meetings
Review final draft budget
Reserve study
Review roof maintenance
Pressure wash garage
Clean pavers
Clean carpets
Inspect all doors and door closers for replacement parts

OCTOBER

Prepare for annual meeting and election
Notice of Election must be sent 60 days before scheduled election
Eligible persons deserving to run for the board must give written notice not less than 40 DAYS
Prior to the election
Check that all owners have a voting certificate on file with a designee as the voting representative
Second notice not less than 14 days prior to the schedule meeting
Send out ballots
Send out proxy
Affidavit of the officer or individual responsible for giving notice
United States Postal Service certificate of mailing
Grounds committee inspection
Review & approve budget
Newsletter and website update
Request board candidates
Plant fall flowers
Fertilize
Walk through with landscape contractor
Order fire extinguisher inspection
Test smoke detectors
Change timers on lights for Daylight Savings Time
Inspect storage closets

NOVEMBER

Issue new parking permits
Announce Christmas party
Mail budget & fee notice by the 30th

DECEMBER

Pay division fees $4.00 per year/per residential unit by January 1st
Holiday party
Inspect asphalt for repairs
Pressure wash entrance, decks

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More soon........................
 
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