The following provides a brief overview of our company and how we operate and interact with our client associations.  If you have a question that you do not see here that you would like to be answered, please contact us at 561-588-7210 or by email  

Q.        How long have you been managing community associations?

A.        Since April 1988

Q.        How many employees do you have?

A.        32

Q.        How do you provide superior customer service?

A.        Our telephones are answered by a live person during normal business hours. This  live person will assist you or transfer you to someone that can. Board members and owners are also free to drop by our offices during regular business hours without an appointment.  We also make all association financial information,  documents and records available at our office.  This service will soon be available online for board members as well as owners. Our professional staff can easily be  reached by telephone at 561-588-7210 or by email.

Q.        When we call your office will we get a live person or an answering machine?

A.        Between 8:30 am– 5:00 pm, Monday thru Friday, you will always get a live person. After hours you will reach a special voice mail box with instructions for leaving messages and for emergency contact information. You may also reach any of our staff by telephone 1-561-588-7210 or by email

Q.        How often and when will you visit and/or walk our site?

A.        Our property management personnel usually visit and walk the site at a minimum  on a weekly basis, more depending upon the terms of our management agreement for that particular association.  

Q.        What exactly happens on a site visit and walk thru of our property?

A.        Our property managers will visit the site and check to see that all contractors are performing as contracted (grass cut, trimming, pool maintenance, cleaning, etc.). They will check  to see that the condition of the property has not changed since the last visit and make a list of any maintenance that needs to be done. They will also meet with association vendors and contractors at the property to review their maintenance performance and/or any  proposal specifications, if needed.  During the site visit the property manager will also meet with the Board appointed Liaison and any unit owners to discuss any problems.

Q.        How do you help us prepare for a Board Meeting?

A.        Prior to the Board Meeting you will receive a full Board Meeting Package with agenda and draft minutes. The Board Meeting Package contains copies of all   agreements, correspondence for the previous month, financial statements,  manager’s report and any other information needed or requested by the board.

Q.        How do you help us prepare our yearly budget?

A.        In August APM prepares a preliminary budget for the association. We work with the board and treasurer by first preparing a sample based on a review of the prior year. We also work to obtain quotes for items, like insurance and other ongoing expenses, from the vendors and use industry information we have available as professional managers. Once the budget meeting has been held, we make necessary changes and prepare a budget for the boards review.

Q.        How do you help us handle new owner applications?

A.        Associated Property Management (APM) will provide applications, collects fees and ensure that all association guidelines are followed with the prescreening process and present this to the board or screening committee. We will also schedule applicants for a screening meeting with the board or screening committee.

Q.        How do you manage our vendors, cleaning and maintenance staff?

A.        Our Property Managers and field personnel meet with vendors on a regular basis to review performance and gather an understanding of any problems vendors or staff may be having. We then communicate with the vendors or staff regarding deficiencies or changes that are needed. If vendors or staff member fail to comply we may recommend replacing the vendor or staff member to the board.

Q.        Do you have an action plan with collecting unit owner’s keys?

A.        Yes. Keys are maintained in an onsite locked key box and must be signed out. We always try to notify owners in advance of a need to access their property (except in case of emergency).

Q.        How do you protect our association and owner data/financial records?

A.        All association and corporate records are back up daily and taken off site for safekeeping.

Q.        Will you help us design and maintain a website?

A.        Yes, we also provide a website for all of our association clients.  Additionally, the client can have a website hosted through AtHomeNet or if they already have a website, a link can be placed on the APM  Website and it will be located under the Tab Communities.

Q.        Do you offer unit owners the opportunity to pay their maintenance fees through Electronic Funds Transfer and what is the cost for this?

A.        Yes. There is no cost to the association or the unit owners for this services and it is handled as a pre-approved ACH (direct Debit). Owners must submit a signed an ACH authorization form along with a voided check on the account they wish to make their payment from.

Q.        Other than the stated management fee in the Management Agreement are  there any hidden fees or costs with your service?

A.        We have no hidden charges or costs. All fees charged to the association are shown in the agreement. Any additional work would be agreed upon by the client and APM prior to any work being performed.

Q.        What is the length of the contract?

A.        Our Management Agreements are for a term of one year and cancelable with 30 or 60 day notice.  We do require our basic Bookkeeping Agreements to be for one year and non-cancelable.

Q.        Is there a 30 day cancellation notice if we are not happy with the service before the year is up?

A.        Yes.

Q.        How do you interact with our Board of Directors?

A.        It’s our job to implement the directives of the board of directors and to help the board to make your association the best possible place to live. We recognize that most association boards are made up of owners that are unpaid volunteers. These people donate their time and talent for the well being of their community. These board members are not property managers nor are they experts on the condominium laws of Florida; therefore it’s our job to work with board members,   both old and new, to see that they have all the information they need to make good, well-informed, decisions for all residents. We take instruction from the board and report to the board in all matters relating to the management and operation of the association.  We do not make association policy or pay association bills without Board authorization. 

Q.        What management services does Associated Property Management (APM) provide to community associations?

A.        There are three categories of services that we provide: Accounting & Bookkeeping Services and Full Service Property Management.

Accounting & Bookkeeping Services:  This service includes preparation of  complete accounting records, including monthly financial statements, tracking of payments received from owners and balances due from owners and recording all vendor payments and check written. It also includes all required payroll and other tax reporting functions.

Overall this service is provided to our self managed clients and is a part of our “Everything But a Property Manager” service for community associations who are self managed or have their own manager.  APM will also provide all administrative services as part of their fee.

Full Service Property Management: This service includes collection of  maintenance fees, payment of invoices, budget preparation, and coordination of  collection activities with association attorneys. APM maintains all association records and making them available to owners as required by law.  This service includes preparation of complete accounting records, including monthly financial statements, tracking of payments received from owners and balances due from owners and recording all vendor payments and check written. It also includes all required payroll and other tax reporting functions.

In addition, APM services include matters involving compliance with Florida Statutes, board meetings, annual meetings, correspondence with owners, obtaining bids, coordination with legal counsel, supervision of vendors and contractors, supervision of association employees and the management and supervision of the common elements such as: roofs, parking lots, pool, exterior painting, lawn & landscaping and other common elements.

Q.        Does Associated Property Management (APM) provide  any other services?

A.        YES, APM also offers full service maintenance, janitorial and landscaping services.

Q.        Why does a community association need a professional property manager?

A.        The alternative to professional management is “volunteer” management provided by homeowners and board members. The volunteer approach may work well for a  while, but volunteers generally lose interest in the non-paid and rather thankless job of assisting the association. Additionally, the Florida Statutes which govern community associations are very complex and if not strictly followed, the association may be subject to fines or penalties for non-compliance. Companies, such as Associated Property Management (APM), are equipped to deal with the business and statutory requirements of associations.

Q.        If an association is dissatisfied with a particular vendor or contractor (pool, lawn service, etc.), how will Associated Property Management (APM) assist the association?

A.        Associated Property Management (APM) manages dozens of communities throughout the Palm Beach County, we have access to a large database of   preferred vendors and contractors. APM will generally submit a request for proposal (bid) to these and other companies in the area which may also include companies recommended by board members and residents. Once we receive proposals from these firms we will verify their insurance and licenses, then we will check their references. If requested, APM will arrange for each bidder to be  interviewed by the board so that a new vendor or contractor may be selected.

Q.        How can a unit owner examine the books and records of the association?

A.        Associated Property Management (APM) strongly believes that association records should be complete and available to owners for examination at all times, by appointment.   

Q.        Who do owners make their checks out to?

A.        Checks should always be made payable to your association. All funds are deposited directly into your association’s bank account through the APM Lockbox and used to cover the association’s expenses.

If the answer to your question is not found here, give APM a call at 561-588-7210.
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