Eaglebrooke Community Association · 1. Record Type >Approved or Denied 2. Approved >Select Letter...
63
Eaglebrooke Community Association 2017 Management Proposal
Transcript of Eaglebrooke Community Association · 1. Record Type >Approved or Denied 2. Approved >Select Letter...
Eaglebrooke Community Association2017 Management Proposal
a) Cover Letter
b) Company Informationi. Access Difference
ii. Access Commitment
iii. Our Communities
iv. Our Resorts
v. Our Memberships
vi. Our Partners in Excellence
c) Sample Informationi. Management Manual
ii. ARC
iii. Covenant Enforcement
iv. Collections
d) Staffingi. Executive Team
ii. Size & Experience
e) Cost of Services
f) References
g) Additional Company Information
Table of Contents
Name: Access Residential Management LLC
DBA: Access Management
Corporate Office: 215 Celebration Place, Suite 115, Celebration, FL 34747
Affiliations: Access Hospitality, Access Hotels & Resorts (Hotel ManagementCompany)
Brief History:What separates an ordinary property manager from an extraordinary one? It’s more than thearchitecture, the landscape or any other aesthetic detail on the surface. What makes properties trulyexceptional is the level of attention put into them by the manager behind the scenes. And at AccessManagement, we come from a long line of people who care deeply about each property they touch.
Our sister company Access Hotel and Resorts has been delivering AAA Four Diamond service to guestsaround the nation for over a decade. In 2008, the founders launched Access Management to bring thehospitality industry’s excellent service standards to the world of residential property management.
Founded by the principals of Access Hotel and Resorts – Tom Baker, Mark Lahood, Barry CaplanPresident and Cathy Brand VP/CFO of Access Residential Management – offers a broad range ofproperty manager expertise with nearly 80 years of combined hospitality-related experience in suchareas as community and homeowner association management, hotel and resort operations,development, finance, food and beverage, consulting, and service contract negotiation.
Company Information
Company Information - Access Difference
Hospitality Is Our Foundation, Your Happiness Is Our Focus.
While we focus exclusively on residential property management, our company has deep roots in the hospitality industry. So we have a keen understanding of how to make people happy. And that understanding drives every aspect of our client relationships.
• We go beyond the book• We are there when and where our clients need us• We offer honesty and transparency in every interaction• We hire, train and cultivate property management people who care• Each community is one-of-a-kind, so our property management services
aren’t one-size-fits-all• We work harder, so our clients stay longer• We make everyone part of our team and we make excellence a team effort
Serving our customers' needs and increasing the value oftheir investment.
Access Management may handle some of the most distinguished properties, but we believe our success has less to do with the size of our portfolio and more to do with the strength of our people. And simply put, our people care more. We care about making our clients happy. And at every level, we commit to doing whatever it takes to achieve that goal.
• Meeting The Needs Of Your Community And Residents• Clear and Concise Owner And Resident Communications • 24 Hour Emergency Service• Adherence To Strict Budget Guidelines• Proper Licensing Of Company And Staff• Employee Training & Development / Continuing Education• Providing Multi-lingual And Multi-cultural Staff• A Hands On Approach To Property Management• Providing Superior Service For A Reasonable Fee
Company Information - Access Commitment
A few of our communities:
• Village Walk Orlando
• Waterleigh
• Del Webb Orlando
• Harrison Ranch Master
• Harrison Ranch Villas
• Meadow Ridge
• Sullivan Ranch
• Promenade Condos
• Lake Bluff
• Fountain Park
• Rosewood Condos
• Windermere Sound
• Cottages of San Lorenzo
• Grand Palm Neighborhoods
• Milano
• Villa Amalfi
• Indigo at Lakewood Ranch
• Covington Park
• Residences at Dellagio
• Lakeshore at Narcoossee
• Mitchell Creek
• Arbor Chase
• The Preserve
• SilverleafNeighborhood
• Fountain Park
Qualifications – Our Communities
Qualifications – Our Communities
Property Name Location Property Type Total Units
Arbor Chase Orlando, FL HOA 42
Baytown Square Townhome Sarasota, FL Townhomes 86
Brownstone at Thornton Park Orlando, FL Townhomes 28
Chateau De Ville Orlando, FL Condo 112
The Cottages at San Lorenzo Sarasota, FL HOA 130
Del Webb Orlando Davenport, FL Active Adult HOA 786
Eagle Trace Lakewood Ranch, FL HOA 272
Fountain Park Lakeland, FL HOA 386
Grand Palm Master Venice, FL Lifestyle HOA 1627
Harrison Ranch Parrish, FL Lifestyle HOA 1106
Villas of Harrison Ranch Parrish, FL Villas 99
Indigo Lakewood Ranch, FL Lifestyle HOA 577
Lake Hancock Preserve Winter Garden, FL HOA 65
Legacy Park Master Casselberry, FL Master HOA 500
Lakeshore at Narcoossee St. Cloud, FL HOA / Townhomes 416
Magnolia Point Sarasota, FL HOA 111
Meadow Ridge Ocoee, FL HOA 152
Mitchell Creek Oviedo, FL Townhomes 70
North Point Community Kissimmee, FL HOA 400
Promenade Condo Orlando, FL Condo 124
Preserve at Lake Sylvan Sanford, FL HOA 35
Provence Venice, FL HOA 18
Ridge at CC Sarasota, FL HOA 138
Residence at Dellagio Windermere, FL HOA 83
River's Reach Sarasota, FL HOA 309
Rosewood Tavares, FL Condo 188
River Wind Sarasota, FL HOA 62
Storey Grove Winter Garden, FL Lifestyle HOA 890
Silverleaf Parrish, FL HOA 327
Sullivan Ranch Mount Dora, FL Lifestyle HOA 543
Sullivan Ranch Neighborhood 1 Mount Dora, FL Active Adult HOA 106
Villa Amalfi Venice, FL Townhomes 90
Village Walk at Lake Nona Lake Nona, FL Lifestyle HOA 1282
Milano Venice, FL Lifestyle HOA 459
Waterleigh Phase 1 Winter Garden, FL HOA 347
Waterleigh Master Winter Garden, FL Lifestyle HOA 3605
White Jasmine Manor Apopka, FL HOA 19
Wekiva Run Apopka, FL HOA 301
Windermere Sound Windermere, FL HOA / Townhomes 295
Woodland Trace Venice, FL HOA 45
Grand Palm N1 Venice, FL Lifestyle HOA 562
A few of our resorts include:
• Distrikt Hotel
• Red River Hotel & Casino
• Serrano Hotel
• Seton Hotel
• The Kennilworth
• The Inn at Thorn Hill
• The Lodge of Four Seasons
• The Palace at Playa Grande
• The Cove (Golf)
• The Club at Porto Cima (Golf)
• The Ridge (Golf)
Qualifications – Our Hotels & Resorts
Qualifications – Our Hotels & Resorts
Hotel Name Location Property Type Rooms
The Serrano Hotel San Francisco, CA Hotel & Restaurant 236
The Seton Hotel New York, NY Boutique Hotel 61
The Lodge of Four Seasons Lake Ozark, MI Resort Hotel 358
Palace at Playa Grande Rio San Juan, Dominican Republic Private Estate 18
Distrikt Hotel New York, NY Boutique Hotel 155
Kenilworth Inn Kenilworth, NJ Hotel & Restaurant 109
Inn at Thorn Hill Jackson, NH Boutique Hotel 21
Trumbull & Porter Hotel Detroit, MI Hotel & Restaurant 144
Herald Square Hotel New York City, NY Boutique Hotel 98
70 Park Avenue Hotel New York City, NY Boutique Hotel 205
Qualifications – Our Memberships
We believe it is important to be involved within the community and active in organizations thataffect your community and our rapidly changing industry. This involvement provides our teamwith practical knowledge and insights from leaders in the field, best practices, research andtools we use every day. This keeps our clients current on the latest news, laws and issuesaffecting community associations.
Qualifications – Our Partners in Excellence
Time and time again, the nation’s top names in home building and construction entrust theirmost prized developments to Access Management. We share their commitment to excellence,and will work harder than anyone else to preserve the beauty and essence of theircommunities.
Sample – Management Manual
Sample – ARC Process
1. Add application to the Spreadsheet which is
on the server.
2. You can color coordinate the communities on
the spreadsheet (ex.: Blue-NPH).
3. Folder in ARC >Folder per Community >
Subfolder for Approvals/Denials.
4. Copy on the server in Homeowner’s file
(within the label of the file>Fences-Painting-
Screen Enclosures, etc).
Entry in TOPS:
1. CCR Records
2. Add New Record
3. Record Type>Pending
4. CCR Code-ARC
5. Summary Description-Ex.: 16221 WindView
(with detail Description, ex.: Fence)
Once we receive a response from the board the
following should occur:
1. Record Type >Approved or Denied
2. Approved >Select Letter : If the letter is not
depicted by the Board or Mgr. use letter #3
• Send to Homeowner
• Process All letters
Save in the Homeowner’s File:
1. Scan the Approval Documents and Email of
the approval
2. Save as the way it is normally saved only this
time we will indicate at the end-Approved by
______ (ex.: Lou approved or ACC approved)
3. Staple the Letter, Approval form the Board or
Committee and the Application for filing.
When sending to the Homeowner:
1. Print Application and Email of the Approval
or Developer’s approval.
2. Scan Our Approval letter with the
Application.
Sample – ARC Process
.
When sending to the Committee:
1. Email summary list of applications received.
2. Include copy of scanned color pdfs for each
application in appropriate format.
*Associations with the new website formatting can
receive applications directly through the community
website.
Summary List
Community Address Request Date Submitted StatusDecision
DateDate Ltr
Sent Notes
LSN 2700 Vermillion Fence Approved Sent out 11/16
LSN 2650 Mead Screen Enclosure Pending DenialEnclosure can not have insulated Roof; (auto denied by 11/23)
LSN 5071 Hartwell Fence Approved Sent out 11/16
LSN 2638 Mead Driveway Approved with StipulationsDriveway Extension can not go past the side of the home.
LSN 2759 Mead Ave Fence 2/27/17 Approved 4/7/17 4/7/17 Letter Sent
LSN 2700 Vermillion Ct Door/Window 3/16/17 Approved 4/11/17 4/11/17 Letter Sent and saved in TOPS under homeowner
LSN 2815 Mead Ave Fence 3/9/17 Approved 4/11/17 4/11/17 Letter sent and saved in TOPS under homeowner
Sample – ARC Process
.
Sample – ARC Form
Sample – Covenant Enforcement Process
Sample – Covenant Enforcement Process
Sample – Covenant Enforcement Process
Sample – Covenant Enforcement Letter
Sample – Covenant Enforcement Report
Sample – Covenant Enforcement Report
Sample – Collection Policy
Sample – Collection Notice
Sample – Collection Report
Sample – 515 (Manager’s) Report
Sample – Preventative Maintenance
Property Evaluation and Coaching Guide
Exc
elle
nt
Goo
d
Ave
rage
Poor
Evaluation by Section
Curb Appeal c c c c
Amenities & Services c c c c
Maintenance c c c c
Safety c c c c
Administrative & Compliance c c c c
Financial c c c c
c c c c
Overall 5 4 3 2
Community Fact Sheet
AR Report
Weekly Operational Meeting Minutes
PM Calendar
Contract Matrix
Also have current weekly status reports and preventive maintenance program available!
Community:_______________________________________________
Evaluated by: __________________________________________Date: _________________________
PROPERTY EVALUATION
Reports Needed:
Eaglebrooke – March
Sample – Monthly Financials
Eaglebrooke Community Association, Inc.Monthly Financials
Sample – Balance Sheet
Eaglebrooke Community Association, Inc.Monthly Financials
Sample – Balance Sheet
Eaglebrooke Community Association, Inc.Monthly Financials
Staffing – Executive Team
Access Management may handle some of the most distinguished properties in the country, but we believeour community property management success has less to do with the size of our portfolio and more to dowith the strength of our people. And simply put, our people care more. We care about making our clientshappy. And at every level, we commit to doing whatever it takes to achieve that goal.
Staffing – Company Size
Company Size: Medium (50 – 200 Employees)Ownership: Privately Held (90% Owned by Barry Caplan & Cathy Brand)Incorporation State: Florida (2008)Office Locations: Central Florida & Sarasota# of Licensed Managers: 15+ (Average Experience is 5+ Years)# of Realtors: 7
Insurance Coverages
Staffing – Insurance Coverages
Staffing – PM Experience
# of Communities: 75+# of Units: 25,000+Average Community Size: 266Smallest Community: 35 HomesLargest Community: 3,603 HomesTypes of Communities: Condo, HOA, Master, CDD, Resort, Active Adult, & LifestyleCompany Founded in 2008Average Time Managing Current Communities: 3.5 Years# of DBPR Complaints: 0BBB Rating: A+
Fun FactsAverage Delinquency: Less than 2.0% across all communitiesHomeowners Welcome Packets Processed Each Month: 250+# of ARC Applications Processed Each Month: 150+# of Covenant Letters Issued Each Month: 1,000+
Staffing – Real Estate Experience
Cost of Services – Contracted Fees
Eaglebrooke Community Association
Service Estimated Hours Monthly Cost
Accounting Services 18 hours $900.00
Management Services 32 hours $2,400.00
Total Monthly Cost $3,300.00 ($5.50/home)
*Additional services are billed by the hour or project depending on the particular service. Management and Accountingservices will include those items indicated on Section 3.2 Expectations/Scope of Services referenced in the RFP. The hoursnotes above are estimated and do not directly affect the monthly management fee unless services above and beyond thescope are provided. Any additional fees are noted on the subsequent page of this proposal titled Cost of Services –Miscellaneous Fees and Hourly Fees.
Cost of Services – Miscellaneous Fees
Below are fees that may be billed from time to time for services not included in the monthly managementfee. Services rendered that do not fall under the fee schedule below will be billed at an hourly rate unlessotherwise negotiated.
SETUP FEES• Initial Setup of General Ledger & Accounts Payable $150.00• Initial Setup of Members & Accounts Receivable $4.00 per unit• New Owner Orientation Package & Attachments $75.00
MISCELLANEOUS FEES• Coupon Books $2.00 per book• Copies/Printing (black & white) $0.15 per copy• Copies/Printing (color) $0.50 per copy• Scanning / Archiving $0.50 per page• Storage of Official Records $5.00 per box per month• Gate Registration/Updates $25.00 per update• Website Hosting/Maintenance $75.00 per month• Access Connect/Web Portal $25.00 per month
Cost of Services – Hourly Fees
Below are the hourly fees for services rendered that do not fall under the contracted management fee ormiscellaneous fees indicated in our management agreement.
HOURLY RATES• Field or Maintenance Supervisor $ 75.00 per hour
• Association Managers $ 75.00 per hour
• Staff Accountants / Administrative Asst. $ 50.00 per hour
• Maintenance Services, painting $ 50.00 per hourPressure cleaning, signage maintenance, extermination, pool equipment maintenance
• Non-contractual service requests: $ 50.00 per hourImmediate janitorial, directory changes, trash pick-up, light bulb changes
• Court Attendance /Mediation $100.00 per hour
References – Current
John Lienaweaver, CCMCommunity Association ManagerNeal Communities (Sarasota, Florida)[email protected]
Dennis Zlosel, Treasurer Harrison Ranch (Parrish, Florida)(Over 1,000 single family homes, 30 villas – separate assn.)[email protected] Committee Founder and Chairman (Founded November 2014)
Rodger Wunderlich, PresidentMeadow Ridge (Ocoee, Florida)(155 Homes, managed before turnover from 2010 to current)[email protected]
Allen Eschette, Board DirectorVillageWalk at Lake Nona (Orlando, Florida)(1433 homes, managed since 2009, developer board until summer 2016)[email protected]
Don Hujo, PresidentPromenade Condominium (Orlando, Florida)(125 Units – Midrise, managed for 5+ years through transition to current)[email protected]
Carlos De La Ossa, HOA ManagerPresident of several HOAs (DR Horton – Tampa Division)[email protected]
References – Terminated
Teresa Bhoj, PresidentVerde Ridge (Clermont, Florida)(400 Homes)407-342-0071
Michelle Barr, PresidentStoneybrook Hills HOA (Mount Dora, Florida)(1,000 single family homes)[email protected]
Brian Bellew, PresidentSouthshore Falls HOA (Apollo Beach, Florida)(890 Homes & Villas)[email protected]
Additional Company Information2017 Management Proposal
Management - Overview
Beauty. Financial stability. Favorable property values. And a life that residentslove. These are the hallmarks of a great community. Access Management will helpyou achieve and sustain them for the long run.
Communications – The Board of Directors and Homeowners will communicate directly with an assigned manager via mail, email, phone, or in-person at the community clubhouse. Communications will be prompt and accurate.
Covenant Enforcement – We will perform routine inspections to ensure compliance with community bylaws. Violations will receive a series of notices, which can be customized to your community. Your licensed Community Manager will work with the violators to achieve satisfactory resolution.
Insurance – Any policies in place will be reviewed on an annual basis and sent to bid to ensure the association receives the most comprehensive policies at the most competitive rates.
Legal Services/Collections– We will assist with any legal issues, including contract compliance and administering legal formalities required for your property. In addition we will diligently work with our legal team with regards to delinquent accounts and collections.
Meetings – A licensed Community Manager will attend all association meetings, including preparation of agendas, notices, mailings, minutes and follow-up after the meetings.
Customer Service – With firm roots in the hospitality industry, our team understands how to deliver service at AAA Four Diamond levels. We will elevate the experience at your property to the same standard of excellence.
Management - Transition
Status
Status
Status
Status
Person Responsible Items Needed
Signed Management Agreement
Establish a Takeover Team
Person Responsible
Person Responsible
Person Responsible
Items Needed
Set Up Files and Forms
Attorney Contact Information
Collection Policy
Copy of the Delinquent Report
Review Current Billing Procedures
Prepare & Send Resident Letter
Setup Community Website
Prepare Closing Packets
Property Insurance & Liability Insurance
Audit all Files
PAYABLES
Notes
Prepare Vendor Letter
TOPS Setup - New Homeowners in Tops
Open Bank Accounts
Prepare a Preliminary Budget (if applicable)
Finalize Budget (if applicable)
Setup Condocerts (Estoppels)
PRE- TAKEOVER - ACCOUNTING - 15-30 DAYS PRIOR
RECIEVABLES
Request and Review Financial Statements
Establish a List of Vendors
Review Current Delinquency Procedures
Notes
PRE-TAKEOVER- OPERATIONS - 15- 30 DAYS PRIOR
Items Needed
Copy of Utilities List & Account Numbers
Estimate 90 Deficit Funding Plan
Copy of Proposed or Approved Budget
Copy of Vendor List
Copy of Governing Docs
Obtain Tax ID Number
Notes
Order Coupons (if applicable)
TAKEOVER - ACCOUNTING
Items Needed
Contact Vendors
Establish Takeover Team Meeting Schedule
TOPS Setup
Capital Contribution Amount
Late Date & Fee
PRE-TAKEOVER - 15-30 DAYS PRIOR
Notes
Request following items via email (see sample)
Member Roster (excel if possible)
Contractors Liability Insurance
Bank Contact Information
Assessment Amount and frequency
Contact Utility Company
Reconcile Bank Account (if applicable)
Management - Transition
Status
Status
Status
Status
TAKEOVER - MAINTENANCE
Person Responsible
PRE- TAKEOVER - STAFFING NEEDS (if applicable)
Notes
Compactor System (if applicable)
Lift Station
TAKEOVER - STAFFING NEEDS (if applicable)
Schedule Staff For Training
Person Responsible
Person Responsible
Person Responsible
TAKEOVER - OPERATIONS
Change all Security Codes (if applicable)
Perform Property / Clubhouse Inspection
Set Schedule for Staff
Items Needed
Establish Staff
Complete New Hire Paper Work
Items Needed
Staff Meeting
Employee Orientation
Review Contracts
Interview Current Staff
Water Shut-Off Locations
Irrigation Locations
Hydrant Locations
Fire Prevention System
Potential Liabilities
Items Needed
Contact Current Management Regarding Staff
Pool /Spa System
Lighting System
Start Community Binder
Establish Meet & Greet
Establish a Weekly, Monthly, Yearly PM Calendar
Pending Maintenance Requests
Any Outstanding Legal Issues
Items Needed
Notes
Update Tops Fact Sheet
Implement a Schedule of Reporting
Clubhouse Rental & Policy Schedule
Notes
Notes
Maintenance
A proactive approach to preserving your property.
Continuous, high-quality maintenance is crucial for maintaining not just the “like-new condition”, but the safety and value of your property. Access will help you keep your property in tip-top shape on a day-to-day basis and perform improvements that enhance property value for the long term.
PM Calendar – Implement a proactive property maintenance program as well as complete any emergency maintenance required on your property.
Capital Planning – We will participate in planning and monitoring of capital projects, evaluating and tracking capital expenditures to ensure that funds are being appropriated strategically.
Additional Services – Janitorial, Painting & Water Proofing, Pressure Washing, Masonry, Roof Repairs, Electrical, HVAC, Plumbing, Fencing, Fixes and Repairs, Construction Projects
Accounting
In addition to managing and tracking day-to-day expenses,Access will review and assess your association annualbudget, provide ongoing forecasting, and manage anyrequired tax and accounting formalities.
Receivables – We will collect your assessments using a lockbox service which will automatically update payments received in our software. Monthly statements are issued to delinquent owners and those that become seriously delinquent will be issued a “notice of intent to lien”. Owners can pay online and obtain their balance. Our team will call delinquent owners in an attempt to collect the delinquent assessments prior to issuing a notice of intent to lien.
Payables – Invoices will be processed and emailed to Board every other week for approval prior to releasing payments.
Financials – Financials are prepared monthly and end of year financials will be prepared for an outside certified public accountant. Financials reports are prepared using the accrual based method and are available online to the Board of Directors.
Budgets – Your licensed manager and our Regional Controller will work with your dedicated accountant to prepare a preliminary budget; including review of any contracts for existing services.
Lifestyle
We bring your property to life, in a way that residentsand guests love.
Our Lifestyle Communities are designed to engage residents on a deeper level, drawing them out of their homes and providing countless opportunities to enjoy their community and each other’s company. Our trained Lifestyle Directors create dynamic programming that appeals to the diverse demographics within each community. As you community association manager, we are sure to make a difference.
Special Events – Food Trucks, Family Movie Night, Game Night, Pizza & Trivia, Summer BBQ & Pool Parties
Fitness & Activities – Pilates, Yoga, Water Aerobics, Swimming, Tennis Lessons, Walkers Club
Resident Newsletters – With community news, calendar of events, and articles by and about residents, community newsletters foster connection and inspire residents to get out there and enjoy all their community has to offer.
Lifestyle – Sample Newsletter
Lifestyle – Sample Flyers
Technology
We know how important it is to be accessible to ourcommunity’s and residents which is why we offer so muchinformation in our online environment.
Financials – A variety of financial reports can be obtained online with the most accurate and up to date information. This assists the Board in making effective decisions.
Owner Records – Owner records are available online as well including: contact information, account balance, work orders, violation history, and other miscellaneous owner communications.
Maintenance Requests – Owners can submit work orders online and other maintenance requests directly through the community website.
Payments – Owners can obtain their balances and makes payments securely online using: Visa, Amex, Discover, Mastercard, and direct debit from a checking or savings account.
Website – We offer interactive websites to our communities which includes useful information for new and existing homeowners. We can put as much or as little information on your web page as you would like. Some communities include: arc forms, meeting dates, community notifications, clubhouse reservations, meeting minutes, association documents and much more.
Communications – Through the protected section of the website, owners can received newsletters, bulletins, and track status updates for association related issues
Sample Website
Eaglebrooke
Software Enhancements
Community Calendar
Track community specific, company wide or private calendar events. Community events such as preventative maintenance may be track and even converted to Work Orders.
Communications
Owners may opt in to receive communications via mail or email. Every communication is kept with the owner in a full communications history.
Report Defaults
Configure board packets for all of your communities so reports can be generated with one to two clicks of a mouse.
Accounts Receivable
Accounts Receivables designed according to the AICPA guidelines for community management make your team’s job easier.
Software Enhancements
Check Scanning
One scan and you can archive an image of the check, remotely deposit the check in the bank, and update the owner’s payment history.
Service Requests
Log and assign service request and convert to work orders all tied into the Property and Owner records.
Automated Collections
With user-defined workflows and Form Letter integration the average TOPS client saves five hours in collections processing time over the previous system.
Digital Signatures
Eliminate the hassle of chasing down check signers by digitizing their signatures. Combined with MICR printing clients save hours on every check run.
Software Enhancements
Architectural Control
Track and approve Architectural Requests tied back to the Property to have a complete record right at your fingertips.
Job Streaming Automation
Schedule TOPS to perform labor-saving tasks, lie applying charges or categorizing delinquent Owners overnight to reduce labor time.
Violations Management
Customizable Violations and Workflows by community and full communications integration eliminates hours of violation processing time.
Report Customization
We can provide customized reports which are designed to meet the specific needs of your board which can be emailed regularly directly from our software.
Communication – Access Connect
Learn more about…Access Connect
Communication – Access Connect
Accounting Services
Receivables
• Coupon Books
• Monthly Late Notices
• Monthly Demand Letters*
• Attorney Collection Updates
• Payment Processing
• Payment Plan
• Lockbox Services
Payables
• Invoice Processing
• Check Processing
• Insurance/Licensing Verification
• Electronic Archiving of Checks & Invoices
• 2 Signature Check Approval
• Reserve Funding
Monthly Reporting
• Balance Sheet Report
• Income Statement Report
• General Ledger Report
• Aged Receivables Report
• Aged Payables Report
• Attorney Collection Status Report
• Manager's Update Report
• Violation Update Report
• Check Register Report
• Bank Statements
• Bank Reconciliation
• Additional Reports Available Upon Request*
Other
• Tax Reporting*
• Deficit Funding - Request Processing
• Deficit Funding - 90 Day Projection
Management Services
Meetings
• Meeting Attendance (Annual, Board, Budget, Committee, Sales, etc.)
• Meeting Preparation - Agenda, Meeting Package, Etc.
• Meeting Package - Transmitted 7 days in Advance
• Meeting Minute Preparation - 3 days or less
• Posting/Mailing of Meeting Notices*
Covenant Enforcement
• Onsite Inspections
• Issuance of Violation Letters
• Violation Tracking
• Fine Processing
• Dispute Resolution
Communications
• Weekly/Monthly Managers Report
• Emails
• Office Phone
• Fax / Web
• 24 Hour Customer Service
Policy Development
• Collection Policy
• Fining/Violation Policy
• Committee Policy
• Architectural Change Policy
• Access Control & Security Policy
• Rentals & Sales Policy
• Amenities Policy
• Official Records Policy
• Board Resolution Policy
• Standard Operating Procedures
• Community Specific Policies
Maintenance
• Preventative Maintenance Calendar
• Vendor Management
• Capital Project Planning & Management
Other
• Review of Insurance Coverage
• Verification of Vendor Insurance
• Claim Processing & Loss Mitigation*
Additional Services
Project Management
• Development of Scope of Work
• Preparation of RFP
• Pre-bid Meeting
• Verification of Insurance
• Bid Summary & Recommendation
• Review of Vendor Agreement
• Verification of Permitting
• Progress Inspections & Reports
• Contract Compliance
• Final Inspection & Release of Lien
Lifestyle Program
• Social Clubs
• Income/Expense Tracking
• Monthly Newsletter
• Event Marketing
• Lifestyle Director
Online Services
• Online Payments
• Board Member Access
• Social Media Management (Facebook, Twitter, Pinterest, etc.)
Community Website
• Meeting Notices & Minutes
• Policies & Forms
• Events Calendar
• Monthly Financials
• Homeowner Account Details
• Maintenance Requests
• ARC Requests
Facility Management
• Bid Acquisition
• Business Continuity
• Communication
• Contract Adherence
• Emergency Preparedness
• Inspection of All Common Areas
• Preventative Maintenance Program*
• Vendor Accountability
• Vendor Meetings
Why Access?
The Access Team is dedicated to owner & client satisfaction and the highestquality of service. We create memorable experiences for our residents, ownersand guests and provide a friendly and enthusiastic environment for all toenjoy. We strive to exceed the needs and expectations of our communities, whilebuilding a foundation for a future of success.
• Over 100 years of hospitality & community management experience• Extensive experience working with the Nation’s Top Builders• Management and oversight of more than $100M in operations• Large scale communities represent 90% of our client base• Company wide average homeowner delinquency rate is less than 3%• Clear concise and transparent financial reporting including cash flow analysis, zero
based budgeting, labor expense controls and forecasting models• Commitment to open communication: newsletters, calendar, events, online
connectivity, and web presences• Lifestyle Program promoting fitness, and wellness in the community• Food and beverage management operating over $20 million in sales in its
hotel/community portfolio
Contact Information
For additional information on our company, please visit our website or reach out to our executive team below anytime and we will make ourselves accessible!
Access Management
Sarasota/Lakewood Ranch Office6991 Professional Parkway
Sarasota, FL 34240813-607-2220
Orlando Office215 Celebration Place, Suite 115
Celebration, FL 34747407-480-4200
Fax 407-480-4203
Barry Caplan, President & [email protected]
Mobile 215.275.8438
Cathy Brand, CFO & Managing [email protected]
Mobil 215.300.2398
Michael Laster, VP of [email protected]
Mobile 407.721.6116
Dave Walter, Director of Operations [email protected]
Mobile 843-267-1873
Hospitality Is Our Foundation, Your Happiness Is Our Focus.
Always on point.
Always on call.
Always over and above.
Always the Access Difference.
