Property Management

Property Maintenance

Examine each contract to determine standards of quality, specificity of work and requisite insurance coverages
Interview contractors to establish working procedures, communications requirements and current status of projects or maintenance
On-site inspections of the property, improvements and mechanical equipment are reported to the Board with any recommendations
Discuss deferred, preventative and anticipated maintenance relevant to the current budget guidelines

Regular inspections of the complex will reveal the need for repairs before substantial damage occurs
Work with the contractor and Board to identify and prioritize the projects that are imminent and within budget
Negotiate various bids based on complete specifications for the work and make recommendations to the Board
Monitor and report the progress of work to the Board with any changes clarified in writing

Prepare for the annual renewal of the landscaping and snow agreement with competitive bids, if necessary
Inspect the grounds for defective work and needed repairs and improvements caused by winter weather
Prepare a schedule of work for the year with estimated costs and supporting bids for the Board's approval
Examine procedures for emergency snow removal or ground repairs
Monitor snow fall for accurate billing by contractor

Review committee and Board recommendations for each item of repair or improvement
Determine budget considerations to support the work required or requested by the Board
Develop detailed specifications for the project and review with the contractors to submit bids
Present formal proposals to the committee and Board for revisions and approval

Every major building, ground or improvement asset is subject to replacement and checked for deferred maintenance, current condition and expected remaining life
The replacement cost of all assets, not regularly replaced, is calculated to determine budgetary requirements
Analyze periodic funding of replacement assets to determine the need for adjustments in assessments to meet future requirements

Recommend architects and engineers to the Board on major improvement projects.
Contract qualified general contracts for initial bid specifications and requests for proposals.
Review and compare Bids to project to project’s specifications and make recommendations to the Board with budgetary guidelines.
Report regular inspections of ongoing work to the Board and process payments as approved.
Subject to final Punch List and Lien Waivers, issue final payments.

Give new vendor recommendations to the Board when an existing service is not performing up to professional standards or in the case of a new project
Review vendors for competence, references, abilities and adequate insurance and worker's compensation coverage
Boards may select from variety of vendors for any job or project and may set up personal interviews, if desired

Perform seasonal inspections to determine any specific needs and to review the status of existing work or conditions
Schedule specific inspections for ongoing work orders and projects throughout the year
Perform routine on-site inspections with contractors to assist with budgeting and reserve planning