Community & Building
Responsiveness & Communication
With unrestricted access to around the clock support, we strive to ensure that board members and homeowners are able to speak with a manager in real time. In the unlikely event that they are asked to leave a message, we guarantee a member of our staff will return their call within 24 hours or less.
We’re Involved in Our Community
Onsite inspections are scheduled bi-weekly to ensure that residents of each community are abiding by association agreements and guidelines. In addition to taking note of any violations, our managers diligently oversee maintenance staff, landscapers and all other service personnel.
A Dedicated and Hardworking Team that Cares
You’ll have access to a fully staffed team of local professionals equipped with decades of experience, along with an inherent respect for board members and residents alike. With an emphasis on community, we value our staff in the same way we do our clients. For this reason, we’re proud to say that our turnover rates are negligible and the manager you start with will more than likely become a part of your community for years to come. Our close relationship with each board member has become a foundation for our community spirit.
Easy and Transparent
It’s our responsibility to make your life easier. That’s why we provide two free password-protected websites, one for board members and one for homeowners. Upon accessing the board member site, you’ll be able to view up to three months of financial, collection, and violation information. The other portal allows homeowners to access all governing documents, including minutes, newsletters or any other information the board may feel necessary to publish.
Management Services
Management services include but certainly aren’t limited to:
- Document Enforcement
- Accounting
- Financial Services
- Disclosure/Resale Services
- Billing (Coupons & Statements)
- Assessment Recuperation
- Prompt and Reliable Correspondence
with Homeowners - Managing Vendor Contracts
- Obtaining Competitive Vendor Bids
- Routine Inspections of the Community
- Administer Board Meeting
- Prepare Meeting Agendas
- Annual Meeting Coordination
- Turn Over Proceedings and Meetings
- Familiarity of Current State Statutes
Relating to Planned Communities - Continued Board Member Education
of the Most Recent Legislation - Record Retention
- 24-Hour Emergency Service
Customer Service
Fully Trained Staff – 24-hour Hotline available for after-hour emergencies; messages are always returned within 24 hours
Correspondence – Draft letters, special memos & responses to various requests from Homeowners, Vendors or other HOA affiliates for association business
completion.
Filing – Maintain files for all documentation, including Financial Reporting, Individual Lot Files, current insurance policy & claims, legal correspondence, maintenance proposals, meeting minutes, current vendor contracts & warranties, with updated copies of Liability Insurance and Workers Compensation for all vendors
Monthly Reports – Monthly reports will be available online through the website. Complete Accounting of all financial transactions from previous month with complete audit trail: Bank Statement(s) for verification of balances, All Management activity including Inspection & Violation Report
Escrow, Disclosures & Welcome Letters – Work directly with Title Companies upon sale of each home. Escrow paperwork processed & a disclosure package mailed to buyer. Upon close of escrow, a Welcome Letter is sent to new owner including all pertinent information on Management and Accounting Processes
Community newsletters – Free space and templates are available on our website to allow board members to create newsletters for their community
Accounting
Protecting the Financial Health of Your Association
We recognize that the financial health of your community association is vital, which is why we use state-of the-art accounting software to provide the Board with legible and comprehensive financial documents.
With diligent processes in place, you can rely on our team to effectively manage collections and reduce delinquencies. Over the years we have found that there is no substitute for a proven sequence of respectful communications and actionable steps for homeowners to take should they find themselves behind in payments.
Are you ready to have your community managed by FYVE?