Our Services

A FULL SERVICE CONTRACT TYPICALLY INCLUDES THE FOLLOWING SERVICES:

Your assigned licensed Community Manager will:

  1. Have full knowledge of the governing documents for your Association;

  2. Attend Board, Special & Annual Meetings and ensure provision of timely notices of annual and special meetings;

  3. Inspect properties in accordance with contract;

  4. Meet with vendors and committees;

  5. Liaise with Board on a regular basis and provide a Managers Report at Board Meetings;

  6. Track Violations inclusive of informing the Board of any rule violations and enforce rules as directed by the Board;

  7. Respond to homeowner inquiries;

  8. Notify all Association members of official Board decisions;

  9. Maintain the official records of the Association;

  10. Inform the Board of Directors when necessary of interview process required for new sale/tenant applicants;

  11. Maintain Gate Access for residents electronically from our office;

  12. Provide Draft Budget annually;

  13. Ensure insurance, annual corporate filing, annual permits, annual tax preparation and if applicable financial compilation, review or audit reports (with external CPA/Tax firm);

  14. Respond to emergencies 24 hours per day;

Company’s Accounting & Administration Staff will:

  1. Pay all bills on a weekly basis;

  2. Establish management of operating and reserve accounts;

  3. Prepare and distribute monthly financial status;

  4. Maintain an up-to-date member roster;

  5. Coordinate with Realtors, Mortgage Companies, Title Companies, etc. regarding unit sales and pro-rata Association dues.

  6. Act as Registered Agent for receipt of official documents;

  7. Collect Association Assessments;

  8. Coordinate with the Association’s collection attorney to file lien notices or foreclosures, in order to collect Association fees;

The Company will:

  1. Offer a 24-hour emergency service;

  2. Offer conference/meeting room facilities;

  3. Offer Board Member Education;

  4. Offer the services of a staff handyman for work on Association property

When you choose The Property Group of Central Florida you are assured of responsibility, integrity, reliability and professional competence.  All Managers are licensed and experienced.  The Property Group is a member of the Community Association Institute and carries all required insurance.

Place your confidence in our team and one of our Licensed Community Association Managers and you will have made the right choice!

What sets PGCF apart from the rest?

Because your Association is more than a business to us, we can provide those “extra” services that make your community a neighborhood.

Over and above the customary services we include the following:

Extra Services Offered

  • newsletter articles and publication assistance

  • application for county or other grants

  • training seminars and guest speakers

  • board and committee meeting room facilities

  • website assistance

  • involvement beyond the Association’s boundaries (the larger community)

Because we believe in Quality over Acceptable service, we excel in the following areas:

QUALITY SERVICES

  • successful collection process for delinquent assessments

  • monthly financial information provided before 15th of each month

  • Association’s bills paid weekly

  • Managers who are involved with every aspect of your Association (vendors, community inspections, meetings, accounting, collections, budgeting, homeowner communication)

  •   Managers who fully understand Association accounting

  • Managers who are current with statutory changes and their application

  • handyman on staff to provide prompt service

  • reliable vendor resources

  •   meeting agendas prepared if requested

  • our Associations can attest to Manager longevity

  • we offer a 24 hour emergency service

Community Association Managing Essentials

1. Association Manager Back-up
In the event your manager is out of the office or on vacation someone in the office with experience will be available to assist or obtain the assistance you require.  It is company practice to brainstorm together any unusual encountered issue resulting in a practical solution for your Association.


2. Association Manager Training
Managers are always current with continued education requirements.  In addition to mandatory education the company encourages managers’ attendance at various Community Association Institute or similar other sessions for the purpose of constantly keeping managers in-the-know and enhancing managers’ knowledge.


3. Architectural Control
A log of each “request” in street order is maintained for our clients.  This tool has proved a valuable asset for managers during property inspections and for committees assigned to this facet of your Association.

4. Violation Tracking
Associations usually require emphasis on property inspections and violation tracking.  PGCF has a tracking report which is used for property inspections and easily shared with Board members (and assigned committee if applicable).  This report is updated after each inspection and becomes an attachment to the manager’s report for Board meetings.

5. Accounting
Accounts Payable:  Invoices are reviewed for payment authenticity on a weekly basis.  All invoices are coded in accordance with your budget line item by your assigned manager.  Your manager has full knowledge of when and what was paid.  Managers work closely with the Association’s Treasurer on all payments.

Accounts Receivable:  PGCF encourages Associations to adopt their recommended collections policy.  This policy ensures the fast track method of collecting Association’s assessments.  Delinquencies are closely monitored even if they are turned over to the collection attorney.  It is company policy to maintain a low delinquency rate for our clients as we realize the importance of this.

Financial Reports:  The President and Treasurer are provided a full monthly financial package in hard copy – balance sheet, operating statement, general ledger of the months’ activities, delinquency status, prepays status, check register, bank reconciliation and copies of all bank statements/investments.  All Board members are also sent this in pdf file format.  Monthly financial reports prepared by PGCF are distributed before the 15th of each month.  PGCF works closely with accountants and auditors to ensure Associations are compliant with statute for year end financial reporting and tax preparation.


6. Vendors
W-9 Forms are secured from vendors where applicable before payments are released.  1099’s are issued annually in compliance with Federal laws.  Unless otherwise instructed by the Board of Directors all vendors must have proof of insurance on file.


7. Association Insurance
Managers’ have a system to track association’s insurance policies expiration date to facilitate renewal in a timely manner.  PGCF can be relied on to obtain the best rate possible for your Association.


8. Sales, Refinancing and New Owners
PGCF focuses on obtaining compliance prior to closing on the sale of non-compliant properties.  We are extremely proud of our success rate.  Information with respect to assessments and due dates are mailed to each new owner.  New owners are also forwarded, if requested by the Association, to the welcome committee and published in newsletters.


9. Meeting Notice Requirements
PGCF ensures the Association provides notice in accordance with statute and the governing documents for all membership and board meetings. PGCF assists the Association with all material required for membership meetings and is willing to provide interim information useful for establishing a quorum.  A successful membership meeting is important to an Association and PGCF will provide hands on guidance and assistance towards achieving this.

10. Record Inspection
PGCF has a Record Inspection Policy in accordance with Florida Statute to accommodate Association members.  To ensure the safety of your records all archived years are stored at a secure off-site location.  If necessary, these records can be obtained at short notice.