Contrary to popular belief, community association management companies, or CAMs, are not actually property managers.
Vanguardmanagementgroup’s mission is to recognize and cater to the constantly changing needs of our clients by offering professional management systems of communication, information, and services. Additionally, we offered cost-effective management services. Our cutting-edge homeowner association administration system or condominium homeowner management system is user-friendly and adaptable enough to fulfil the demands of both associations such as those with on-site administrators and associations that are self-managed.
You can find several different definitions of what a CAM Company does online. A Community Association Management Company is described as follows on the website of the Department of Business and Professional Regulation (DBPR):
A person with a licence to provide community association management services, such as the following, is referred to as a "community association manager."
Practices that, when performed for payment and when the association or associations served have more than ten units or an annual budget or budgets exceeding $100,000, require a significant amount of specialised knowledge, judgement, and managerial skill include managing or disbursing funds for a community association, creating budgets or other financial documents for a community association, assisting with the notice of or conducting of community association meetings, and coordinating events.
A corporation, limited liability company, partnership, trust, association, sole proprietorship, or other comparable organisation that offers any of the aforementioned services is referred to as a "CAM company" in simple terms.
It's challenging to summarise what we do in a few bullet points. Each Community Association Manager in Florida is required to hold a licence. The DBPR is in charge of monitoring all of their actions as well as the operations of the business. Their responsibility is to uphold your association's current bylaws and covenants. We don't flit around making judgments about your properties, so that should soothe your concerns. Simply put, we protect your board of directors from conflict.
While a single CAM does each of the tasks listed below, Vanguard has separated itself into departments that are experts in certain facets of managing many associations.
Those in the administrative department are frequently the first to interact with home owners. They organise and maintain the mailings for your association (i.e. annual meeting notices or just a communication being sent to one homeowner). They answer calls and route them to the appropriate party, schedule and reserve association clubhouses, provide access to the association (such as pool keys and gate remotes), and keep track of homeowner insurance (where necessary). Additionally, they update the association website and authorise any new user registrations. Every year, they update association data in several databases (such as new board members listed under the Division of Corporations).
Prior to submitting the results of background checks to your board of directors, the administrative department's job is to gather and process the information. Additionally, they are in charge of handling and distributing incoming mail, including returning correspondence from owners who haven't changed their mailing address.
Accounting Department: The accounting department handles the collection and processing of homeowner payments. Accounting speaks with homeowners about their accounts, forward communication to board members about proposed payment plans, and communicate with the associations collections attorneys for updates. They also code and process vendor payments, track updates on vendor insurance, reconcile association bank statements, prepare monthly association financials and file your yearly tax returns. Accounting also makes changes to homeowner accounts, prepares estoppels for the pending sales of homes, enter resale information for newly sold homes and even take personal, one on one meetings with homeowners that need an extra little hand.
Management Department: The CAMs, who you are probably most accustomed to. To uphold the bylaws of the association, they collaborate closely with the board of directors. Monthly inspections, following up on homeowner and board member reports, and looking into data from anonymous reports are used to do this. These inspections ultimately result in violations and work orders that are given to the suppliers of the association (which get mailed to the homeowners, many after the approval from the board of directors). They attend your board meetings, set up meetings with the board and homeowners, and go to vendor meetings. To ensure that suppliers are doing their tasks in a prompt and satisfactory way, they must conduct follow-up on all work orders that are submitted.