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Service to Directors & Members
Communication & Follow-Ups Are Key
We believe that communication is the key to the smooth operation of any association, and follow-up is crucial. Through the use of our industry-specific software, we are able to document all communications and assign follow-up actions as needed. At Creative Management, we provide prompt follow-through on all matters.
Regular Updates
Our commitment to communication goes beyond the board meeting. Your dedicated community manager will provide regular updates between meetings to advise the board members of progress on projects, legal matters, administrative matters, etc.
Member Communications
We maintain the highest standards of professionalism and courtesy when communicating with members of your association. Because we understand how and when we respond will reflect directly on you as the board of directors, Creative Management will always endeavor to establish a good rapport with your residents and leave them with a positive impression.
Board Meeting Preparation
Meeting Reports
We will consult with your board members and committee chairpersons in order to develop a working agenda for your meetings. Supporting documentation, which is essential to an informed decision-making process, will be included with the detailed Manager’s Report provided by your dedicated community manager. We will also play an active role in your board meetings by providing appropriate advice and guidance as requested by the board.
Board Packets
Comprehensive meeting packets will be provided to board members at least 48 hours prior to a meeting (via email) so that the board members can be fully informed on the items being considered at the upcoming meeting. This practice can significantly reduce the length of meetings and allow your time together to be more effective.
Manager's Report
A detailed report with supporting documents will be provided to the board members in advance of the meeting. This report will include an overview of the financials, member requests, delinquency report, report of new owners, violation report with status, maintenance projects, bids/proposals, recommendations for the board, etc.
Financial Management
Innovative Payment Tracking Software
Creative uses state-of-the-art industry-specific software which enables us to keep accurate up-to-date financial records for your association. We will prepare detailed monthly reports for your board of directors using GAAP-based accounting.
Online Accounts Payable Lockbox
Using an online payment system for all invoices gives complete transparency of the Accounts Payable process to the board. The system works as follows:
- Vendors send all invoices directly to the bank (either electronically or via USPS) so the invoices can be uploaded into the payables system.
- Once uploaded, your manager will review and code the invoice to the proper account.
- If one or more board members want to approve the invoice prior to payment release, the individuals are notified that there are invoices waiting for their review and they can sign into the site for review/approval.
- After all those in the “approval process” complete their step, the invoice is reviewed/released for payment by Creative Management.
We will work with the board to determine who on the Board wants to review or approve invoices, and will set up access. The system is user friendly and well-liked by our clients.
Dues & Fees Collection
A customized, automated collections process is set up in our software with your association and its governing documents and policies in mind. If you don’t already have a policy, we will assist the board in creating one. Our accounting department will follow the policy by applying charges, fees and interest when due. Letters notifying owners of the delinquent status of their account are sent according to the policy.
Assessment Payment Options
Each owner may choose to pay their assessments by paper check, Automatic Fund Transfer (auto debited from their account), credit card or E-check. All assessment payments are posted daily to individual accounts and can be viewed by the owners on the portal.
Budget
We will work with your treasurer and/or budget committee to review and assist in the preparation of your annual budget no less than 90 days before the end of the fiscal year (unless otherwise required by your documents). Sound budget planning and ongoing examination are critical to the financial health of your association.
Community Web Portal
Secure Web Portal
With a professional and secure web portal, you can offer your directors and members access to information at the stroke of a key. Your web portal can have customized levels of access such as homeowner, board member, committee member, etc.
The web portal is integrated with our software and provides real-time account information. Additionally, you can choose to add other community information such as news, events calendars, directories, announcements etc.
The policy for the content found on the site is controlled by your board of directors.
Board Member Access
Directors can view financial reports, member delinquencies, deed violation history and status, ARC/ACC application history and status, accounts payable, maintenance and work order requests, etc.
ARC/ACC Applications are reviewed and approved on the portal to streamline the process.
Homeowner Access
Homeowners can access their personal account at any time. They can view their account balance, make payments, view charges and payment history, ARC/ACC application history and status, deed violation history and status, maintenance or work order requests, events in the community, directory. Homeowners can also submit requests through the portal including ARC applications, account questions, work orders, etc.
Outside Vendor Coordination
Contracts & Bids
We will review each of your existing contracts and carry out regular evaluations with vendors and contractors to make certain they are performing in compliance with the terms of their contracts.
In addition, Creative Management will assist with the bid process by preparing Requests for Proposal (RFP) for any new or renewed service contract or project undertaken by your association. Upon receipt of proposals, a thorough review and comparison will be provided to your board with our recommendations.
Contractors
From our years of experience and our affiliation with Community Association Institute (CAI), we have access to some of the best credentialed contractors and service providers in the industry. These contacts will be an invaluable tool in the bidding process for your Association.
(Note: We do not pursue or accept any “side payments” from vendor companies as many management companies do. Our use of vendors is based on their services to the community, their pricing and the approval of the board of directors.)
Regular Community Drive/Walk-Through
Deed Restriction Compliance
We will perform regular deed restriction violation inspections. Creative Management utilizes our software coupled with our electronic devices so that we can document the violations during the inspection. We take a picture and digitally attach it to the violation file. The notice of violation will be sent to the owner according to the Association’s policies.
Common Area & Vendor Check-In
Additionally, to protect your association’s assets, we will carry out inspections of the common areas to determine the need for maintenance, repairs and for the purpose of monitoring contractor and vendor performance.
Data Back-Up Service
Rental Property Marketing
In this world of electronic document preparation and storage, your association’s data is vital and must be protected. We have contracted with our software provider who provides back-up of the data regularly.
We can access the data from any location where we have internet access. This ensures that we can access important vendor and homeowner information so that we can provide seamless care for your association in the event of a disaster.
Emergency Services
Creative offers after-hours telephone service for emergencies that occur after normal business hours. We will coordinate with vendors and service providers to handle the unforeseen events.