Association Services:

People often ask what services a management company provides for Homeowners Associations in order to help improve, upkeep, and financially develop their communities.  Here is a generalized list of the services we make available for each Homeowners Association:

• Receive, respond and review, all complaints, requests, and questions regarding property on a 24 hour / 7 days a week basis
• Develop a master management plan for the community and its members
• Generate an annual operating budget
• Provide detailed monthly financial reports to the Board of Directors
• Foresee and plan for capital improvements and repairs
• Prepare specifications and obtain competitive bids for contract services
• Bill and collect dues from owners
• Process all accounts payable and receivable
• Process all 1099’s for all contractors and sub-contractors
• Annual audits of vendors licenses, workers compensation verification and general liability insurance coverage
• Pay and maintain the rights to Yardi, the property software used to track accounts payable, receivable, and work orders
• Communicate with and collect delinquent accounts
• Provide all information for tax return preparation
• Obtain master insurance policy for Association assets
• Monitor service and maintenance programs for cost effectiveness and customer satisfaction
• Provide dependable maintenance personnel as needed
• Coordinate and oversee improvements
• Provide assistance in audit preparation
• Direct assistance by corporate staff for handling of any major disaster impacting the property (fire, flood, etc.)
• Develop a relationship of trust with the Board, owners, vendors and contractors
• Prepare all Board Meeting Documents
• Prepare all Annual Meeting Documents
• Assist Board of Directors with all meetings
• Assist Board with Bylaw Requirements
• Assist Board with the enforcement of the restrictive covenants of the development as per the Board of Directors
• Communicate/Coordinate with the Developer
• Provide experience and expertise of corporate officers, i.e. Chief Executive Officer, Chief Financial Officer/CPA and Senior Property Manager, CMCA
• Maintain membership in industry organizations to demonstrate credibility in the HOA management field, i.e. CAI (Community Association Institute) 
• Other directives requested by the Board of Directors

In addition to the services we provide to each Homeowners Association, Collins & Associates has great internal client support for every community. Each manager of an association has the support of our corporate office for all matters that might arise on the property. The resources available from our corporate office include, but are not limited to:

• Broker and Certified Property Management experience
• Certified Manager of Community Associations
• Certified Public Accountant oversight
• Training and development for employees
• Performance management
• Maintenance personnel support
• Policy and procedure manual
• Safety training
• Workers compensation review and support
• Crisis management and assistance
• Injury loss control
• Employee policy
• Vendor discounts
• Human resource management
• Credit, background and drug checks

All on-site managers have 24/7 access to Senior Property Managers as well as Corporate Officers.  Our corporate personnel assist our on-site managers with every project. Timely inspections and recommendations are made at each property. Each Senior Property Manager continues professional education to maintain current certification. A bimonthly manager meeting is used to discuss current management problems, changing policy, changing legal environment, continued safety training, and other subjects of interest. This ongoing training helps to facilitate the discovery and implementation of new and improved ways of property maintenance.

A Certified Public Accountant oversees each financial report.  Each client can expect reliable accounting information. A staff accountant helps with all aspects to ensure proper controls are in place. All accounting information is available during business hours for review at a moment’s notice. Clear concise reports are available in a timely manner each month. Coordination with outside accounting firms for audits or other accounting compliance can be arranged.

A random annual inspection by an outside company is made of the Collins-managed properties. Collins and Associates offers training in electrical safety, eye & face protection, fire safety, forklift safety, hazard communication, hazardous materials transportation safety, back problem prevention, skin protection, hydrogen sulfide, lockout for safety, materials handling safety, noise and hearing training, OSHA’s blood borne pathogens standard, preventing slips, trips and falls, protecting yourself from workplace falls, ergonomics, MSDS – chemical safety, as well other safety training as it becomes applicable. We have OSHA requirements posted at each work site.  We have a safety coordinator that is available during business hours for training and suggestions for improvement.

Collins and Associates is committed to reducing worker compensation claims as well as treating the injured employee. A workers’ compensation specialist helps with each injury to ensure the employee receives treatment. The specialist investigates to see if the injury could have been prevented and what procedures to implement in order to prevent future injuries. Injury loss prevention training is offered to all employees. We assist with return-to-work opportunities as soon as possible to reduce overall workers compensation rating.

A crisis management and assistance team is available for any crisis that might arise.  Staffone, a third party contractor, has a trained team to step in and support our employees at a moment’s notice. If any emergency occurred on a property requiring assistance for the Collins and Associates team, a series of personnel would step in to ensure security and proper legal procedure was followed. This service is available at no cost to any of Collins’ clients.

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