Providing properties with a full suite of cleaning services
A detailed look into our services…
Service Details 1
A representative of MG Management will attend the Association Annual Members Meeting and one board meeting per year. Attendance by a representative of MG Management at additional Association Meetings can also be provided. Written request from the board is required along with appropriate notice for a representative of MG Management to attend additional meetings.
We will prepare a meeting package for all board members prior to board meetings. This package will contain: a detailed agenda with meeting notes, format fill-in forms to record motions and votes, other agenda items, current financial reports and manger’s notes to the board. MG Management will notice all board and other meeting as required by law.
We will provide one annual mailing to unit owners that will include payment instructions for monthly maintenance fees, mailing labels for mailing monthly maintenance fees and the association’s annual budget.
Our staff will provide supervision and direction for all association employees. Supervision will include providing a scope of work for each employee or position, performance reviews, disciplinary policy enforcement and employee record keeping.
Service Details 2
Managers, bookkeepers, clerical staff, field personal and other employees of the management company are not considered employees of the association. All costs of these employees will be the responsibility of the management company.
Management Services to be provided under this agreement include: preparation of annual budget, preparation of annual meeting notice, preparation of board meeting notices, preparation of board meeting packets, supervision of vendor, handling bids and review of vendor proposals for services. Maintaining a service phone number for unit owner calls regarding maintenance issues (business hours 9am-5pm Monday-Friday), handling new owner applications including credit & background checks.
We will provide a direct phone number for unit owner after hour’s emergency calls. This after hour’s number will only handle calls of emergency nature and all other callers will be directed to call back during office hours on the main number.
We will supervise and direct all association contractors, vendors and employees. We will also respond to all unit owner complaints and questions.
Our firm representative will perform a weekly walk through of the association grounds to assure that outside contractors and employees are performing the services for which they have been contracted and to determine that there has been no negative change in the overall condition of the property. Reports from these walk through visits will be emailed to the board of directors. Walk through visits will also be used to generate non-compliance notices to owners.
Service Details 3
Our Florida CAM licensed mangers will advise the board and officers in conjunction with your legal counsel on keeping the operations of the association in compliance with Florida Law and regulations for condominium associations.
We will work diligently to enforce your documents and rules set by the board of directors. Enforcement efforts will begin with meeting owners and tenants to review the rules and ask for cooperation and include distribution of written material, mailing of notices of violation and imposition of fines (as allowed by your association documents). Our field services personal will take pictures where possible of violations for review by our CAM Mangers and action by our staff and or referral to your board of directors or compliance committee.
We will review all documents and records provided by your prior manger, the board of directors, or officers and inform the board of any missing documents. We will also perform a review of the condition of the property and create a list of items that need attention. This list will be submitted to the board for prioritization.
We will prepare accounts payable checks. All invoices to be paid will be mailed directly to MG Management. Invoices received will be processed for payment with checks ready for signature of authorized officers or board members. Checks will be delivered to a designated officer or board member for signature.
Copies of the invoices will be attached to the checks prepared and will include vendor name, address and invoice payment information. Checks will be ready for signature and mailing.
Service Details 4
We will maintain files of all invoices paid and vendor ledgers for all vendors. We will handle all telephone inquiries from vendors regarding payment of invoices.
We will handle the receipt and processing of all monthly maintenance fees and special assessments. Checks will be mailed to or dropped off by unit owners to MG Management.
We services will provide address labels for unit owners to use when mailing checks. Unit owners will continue to make their checks payable to the Association. All checks will be deposited to the Association’s account.
We services will also offer unit owners the opportunity to pay their maintenance and assessments by EFT ( Electronic Funds Transfer) automatically at no additional cost to the unit owner or association.
Late fees will be posted to any owner account that is unpaid at the date specified by the governing documents or the board of directors. A late notice will be mailed to the owner of any unit that has not paid by the date specified.
We will maintain owner account ledgers for each unit owner showing maintenance fees, assessments and late fees. The ledger will include charges and payments received by date.
We will work to collect past due accounts from unit owners and will turnover delinquent accounts to the associations attorney for foreclosure and collection based on the policies set by the association’s board of directors or governing documents. MG Management will work with the association’s attorney on collection and foreclosure files until successfully brought to a conclusion. We will also work with the board and the association legal counsel to implement programs that help to reduce delinquencies in the future.
We will provide monthly financial statements, bank reconciliations, detailed general ledgers and accounts receivable reports. We will also provide statements of Income and Expense vs. Budget and a cash flow statement.