Overall, Associated Property Management (APM) will provide a comprehensive Community Association Management program that will fit the needs of the association client. Based on the client’s operating budget, APM has the ability to structure their services to meet any association that may have financial constraints. Below is a list of services that we are able to provide to our clients;

Accounting Services

• Accounts Payable:  Receive invoices, verify, code and produce laser checks for Board signatures and mail same to Vendors. 
• Accounts Receivable:  Bill, collect and deposit all maintenance assessments, including late charges and interest penalties into Association’s operating account through our Lockbox System.  Make further deposits for miscellaneous income such as, clubhouse rentals, resales and rental application fees and lost keys, etc., and credit the proper accounts.
• Budgets & Budget Meetings:  Formulate and prepare preliminary and final budgets for the Board of Directors’ review and coordinate the Budget Meeting. 
• Credit Card Payments:  APM has the ability to accept credit card payments at no additional cost to the association as an alternative to owner payment processing. 
• Delinquent Lists:  Provide to the Board an up-to-date delinquent list with the completed financial statement and also for the Board of Directors Meetings.  Additional delinquent lists can be secured at any time.
• Demand Letters:  Send demand letters either at the direction of the Board of Directors or by Board Resolution for past due maintenance assessments or fines.
• Financial Statements:  Prepare monthly/quarterly financial statements including Balance Sheet, Income/Expense Statement, General Ledger Detail, Trial Balance, Accounts Receivable Report and Aged Report.
• Income Taxes:  APM will provide to and coordinate with the Association’s CPA in the filing of the Association’s State and Federal income taxes.
• Late Letters:  Send late letters or reminder notices to delinquent Unit Owners according to the Association’s documents or by Board Resolution.
• Liens:  Provide to the Association’s Attorney or Collection Agency all proper documentation, back-up and coordination in filing liens on behalf of the Association.  All Owner accounts are flagged in order to ensure that the collection process is complete.
• Reserve Transfers:  Make automatic transfers from the Operating Account to the designated Reserve Bank Accounts upon the first of each month and properly account for same.
• Review Audits:  Provide to the Association’s Auditor the complete facilities, record keeping, back-up and personnel to perform an Audit or Review of the Association’s Books according to the Association’s By-Laws.
• Special Assessments:  Coordinate, bill, collect, monitor and account properly any Special Assessments that the Association may have throughout the year.

Administrative Services

• Affidavits:  APM will research and produce official affidavits for Proof of Notices or Mailings.  Also, affidavits are produced for closing agents for a Unit Owner’s payment history.
• Agendas:  Produce, write and post Meeting Agendas as required by Chapters 720, 719 and 718.
• Annual Meetings:  Annual Meeting Notices and mailings will be coordinated by APM which will include scheduling, Agendas, Notices, Proxies, Voting Certificates and Affidavits of Mailings in compliance with Chapters 720, 719 and 718.
• Annual Reports:  Revise and report all changes to the Annual Corporate Reports for the May 1^st deadline.
• Applications:  Administer, distribute, file, produce applications for alterations, clubhouse reservations, hurricane shutters, improvements, rentals, resales, etc.
• Approvals:  Follow Board of Directors and Document procedures in administering and coordinating the approval process for rentals and resales.  Prior to the commencement of the approval process all maintenance fees will be verified to see if the Unit Owner is paid in full.
• Budgets & Budget Meetings:  Formulate and prepare preliminary and final budgets for the Board of Directors’ review and coordinate the Budget Meeting.
• Certificates of Approval:  APM will coordinate and issue Certificates of Approval for the Board to execute when the buyer has been approved and the following conditions have been met:  1. All maintenance fees, late fees and penalties have been paid as of the date of closing; 2. All fines on violations have been paid; 3. All application processing fees have been paid; 4. All legal fees have been paid on any violations, fines or unpaid assessments; 5. Buyer has been approved.
• Consulting on Procedures:  As part of the monthly fee, APM will be available to provide guidance to the Board of Directors on procedures, operations and special problems.
• Copies:  APM will make copies for the Association of all incoming and outgoing documents on the Association’s behalf in addition to being made for a Master Document Storage system to ensure complete records for the Association.
• Correspondence:  APM can produce or coordinate all of the Association’s official correspondence on a per page basis.  All incoming mail will be date stamped and all outgoing mail will be filed according to subject matter and also copied into a master correspondence file for safekeeping.
• Mass Mailings:  Any mass mailings, notices and newsletters can be produced, coordinated, printed and mailed by APM.
• Notary:  APM will provide notary services to its clients at no additional charge.
• Proxies:  Produce and provide Limited Proxies for meetings as required by Chapters 720, 719 and 718.
• Rental & Resale Approvals:  Track for the official records all rental and resale approvals according to the Board of Directors’ direction in the database.
• Roster of Unit Owners & Tenants:  Maintain roster of unit owners, tenants, second addresses and telephone numbers.  Our system also tracks previous owners as well.
• State Reports:  Receive, process and file all state reports such as Annual Reports, Fee Reports and Department of Revenue questionnaires.
• Storage of Files:  Provide storage of Association files.
• Telephone Calls:  Receive and handle all Association telephone calls efficiently during normal business hours.
• Updates to Law:  APM will provide to its Board member clients all changes and amendments to Chapters 720, 719 and 718 as they become available.
• Voting Certificates:  Produce and provide to the Association Unit Owners’ voting certificates for all Members Meetings showing who is the designated voter for that unit. 

Maintenance Services

• Bidding: Assist in developing specifications on special projects for bidding by outside contractors.
• Monitor Contracts.
• No Charge Additional Visits:  Additional site visits will be provided as necessary.
• Oversee:  Management will monitor and oversee that all sub-contractor work is being performed according to schedules and contract specifications.
• Preventative Maintenance:  Provide the Board of Directors with solutions to ongoing and preventative Maintenance problems and provide bids/quotes for same to the Board of Directors.
• Site Visits: Provide minimum site visits to the property on an agreed upon basis by a Licensed Community Association Manager.
• Specifications.
• Supervision:  Supervise all Association employees and contractors within the limits of the management agreement.

Management Services

• Alterations:  Provide procedures and processing for Unit Owner Alterations according to the Association’s Documents and/or Chapters 718 and 719.
• Amendments:  Assist the Board of Directors, along with the Association’s attorney in securing Amendments to the Documents.
• Annual Meetings:  Plan, prepare and produce the Association’s Annual Meetings according to the Association’s By-Laws and Chapters 718, 719 and 720.
• Bidding of Contracts:  Provide bidding services to the Association according to the Board’s specifications, Documents and Chapters 718 and 719.
• Board of Health Reports:  Receive and act upon any Board of Health reports that will affect the Association.
• Budgets & Budget Meetings:  Formulate and prepare preliminary and final Budgets for the Board of Directors’ review, and coordinate the Budget Meeting.
• Inspections of Property:  Make regular, planned and unplanned visits to the property according to the Management Agreement.
• Insurance:  Assist the Board of Directors and/or their Insurance Committee with their annual insurance bidding.
• Maintenance Personnel:  Provide guidance, management and supervision to all Association employees according to the mutually agreed upon guidelines.
• Manager’s Reports:  Provide monthly Manager’s Reports, which will summarize past activities and future issues that will affect the Association.
• Updates to Law:  APM will provide to its Board member clients all changes and Amendments to Chapters 607, 718, 719 and 720 as they become available.

Self Management Services

• Accounts Payable:  Receive invoices, verify, code and produce laser checks for Board signatures and mail same to Vendors.
• Accounts Receivable:  Bill, collect and deposit all maintenance assessments, including late charges and interest penalties into Association’s operating account through our Lockbox System.  Make further deposits for miscellaneous income such as, clubhouse rentals, resales and rental application fees and lost keys, etc., and credit the proper accounts.
• Affidavits:  APM will research and produce official affidavits for Proof of Notices or Mailings.  Also, affidavits are produced for closing agents for a Unit Owner’s payment history.
• Agendas:  Produce, write and post Meeting Agendas as required by Chapters 720, 719 and 718.
• Amendments:  Assist the Board of Directors, along with the Association’s attorney in securing Amendments to the Documents.
• Annual Meetings:  Annual Meeting Notices and mailings will be coordinated by APM which will include scheduling, Agendas, Notices, Proxies, Voting Certificates and Affidavits of Mailings in compliance with Chapters 720, 719 and 718.
• Annual Reports:  Revise and report all changes to the Annual Corporate Reports for the May 1^st deadline.
• Applications:  Administer, distribute, file, produce applications for alterations, clubhouse reservations, hurricane shutters, improvements, rentals, resales, etc.
• Approvals:  Follow Board of Directors and Document procedures in administering and coordinating the approval process for rentals and resales.  Prior to the commencement of the approval process all maintenance fees will be verified to see if the Unit Owner is paid in full.
• Budgets & Budget Meetings:  Formulate and prepare preliminary and final budgets for the Board of Directors’ review and coordinate the Budget Meeting.
• Certificates of Approval:  APM will coordinate and issue Certificates of Approval for the Board to execute when the buyer has been approved and the following conditions have been met:  1. All maintenance fees, late fees and penalties have been paid as of the date of closing; 2. All fines on violations have been paid; 3. All application processing fees have been paid; 4. All legal fees have been paid on any violations, fines or unpaid assessments; 5. Buyer has been approved.
• Credit Card Payments:  APM has the ability to accept credit card payments at no additional cost to the association as an alternative to owner payment processing.
• Consulting on Procedures:  As part of the monthly fee, APM will be available to provide guidance to the Board of Directors on procedures, operations and special problems.
• Copies:  APM will make copies for the Association of all incoming and outgoing documents on the Association’s behalf in addition to being made for a Master Document Storage system to ensure complete records for the Association.
• Correspondence:  APM can produce or coordinate all of the Association’s official correspondence on a per page basis.  All incoming mail will be date stamped and all outgoing mail will be filed according to subject matter and also copied into a master correspondence file for safekeeping.
• Delinquent Lists:  Provide to the Board an up-to-date delinquent list with the completed financial statement and also for the Board of Directors Meetings.  Additional delinquent lists can be secured at any time.
• Demand Letters:  Send demand letters either at the direction of the Board of Directors or by Board Resolution for past due maintenance assessments or fines.
• Financial Statements:  Prepare monthly/quarterly financial statements including Balance Sheet, Income/Expense Statement, General Ledger Detail, Trial Balance, Accounts Receivable Report and Aged Report.
• Income Taxes:  APM will provide to and coordinate with the Association’s CPA in the filing of the Association’s State and Federal income taxes.
• Late Letters:  Send late letters or reminder notices to delinquent Unit Owners according to the Association’s documents or by Board Resolution.
• Liens:  Provide to the Association’s Attorney or Collection Agency all proper documentation, back-up and coordination in filing liens on behalf of the Association.  All Owner accounts are flagged in order to ensure that the collection process is complete.
• Mass Mailings:  Any mass mailings, notices and newsletters can be produced, coordinated, printed and mailed by APM.
• Notary:  APM will provide notary services to its clients at no additional charge.
• Proxies:  Produce and provide Limited Proxies for meetings as required by Chapters 720, 719 and 718.
• Rental & Resale Approvals:  Track for the official records all rental and resale approvals according to the Board of Directors’ direction in the database.
• Reserve Transfers:  Make automatic transfers from the Operating Account to the designated Reserve Bank Accounts upon the first of each month and properly account for same.
• Review Audits:  Provide to the Association’s Auditor the complete facilities, record keeping, back-up and personnel to perform an Audit or Review of the Association’s Books according to the Association’s By-Laws.
• Roster of Unit Owners & Tenants:  Maintain roster of unit owners, tenants, second addresses and telephone numbers.  Our system also tracks previous owners as well.
• Special Assessments:  Coordinate, bill, collect, monitor and account properly any Special Assessments that the Association may have throughout the year.
• State Reports:  Receive, process and file all state reports such as Annual Reports, Fee Reports and Department of Revenue questionnaires.
• Storage of Files:  Provide storage of Association files.
• Telephone Calls:  Receive and handle all Association telephone calls efficiently during normal business hours.
• Updates to Law:  APM will provide to its Board member clients all changes and amendments to Chapters 720, 719 and 718 as they become available.
• Voting Certificates:  Produce and provide to the Association Unit Owners’ voting certificates for all Members Meetings showing who is the designated voter for that unit.   

Go to top