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How do you find New Property Management in your area?

Started by MarkM19 • 21 replies • 684 views

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MarkM19 (Texas)
Posts: 1,459
Posted:
We are in search of a new Management Company for our Large HOA 1400+ SFHs. We have had the same PMC since the community was developed. We have had some major issues in the last few years and had a record 5 different Managers in the last 11 months. Two left the company and 1 was fired. Crazy turnover and poor management at the top.

We have interviewed 2 companies and have different reasons for concern about both. We have been advised that the third company we were looking into was also not going to be a good fit for us and are having trouble finding other options. We need onsite management between 20 to 40 hours a week.
KerryL1 (California)
Posts: 14,550
Posted:
Maybe check with boards at HOAs that are similar in size to yours?

I would think you' ned an onsite mgr 40 hours a weeks probably plus an asst. mgr.
MarkW18
Posts: 1,290
Posted:
You need to find a consultant that can properly access your needs. Hiring a management company isn't always the best route. It may be the easy route, but not necessarily the smart route.
MarkM19 (Texas)
Posts: 1,459
Posted:
MarkW18,
I am a little confused by your post. Hiring a Consultant to assess needs seems like just an added step that adds cost. We have been a Community for 10 years and so we know our current needs and although we need to tweak a few things we run just like most HOAs. We only have 1 pool and 1 Amenity Center with just a few vendors. I have been on boards for 9 years and have a pretty good idea what it takes from a Board perspective. My problem is I have only been in Central Texas for 2+ years and can't seem to find many options in the Austin area.

MarkW18
Posts: 1,290
Posted:
You mentioned you had 5 managers in 11 months and are using a management company that probably employs portfolio managers and maybe onsite managers. Apparently that's not working.

Here is a link to management companies in the Austin area as provided by CAI. https://caiaustin.org/management_companies.php

I know a few of these companies and wouldn't even consider them, but that's my opinion.
MarkM19 (Texas)
Posts: 1,459
Posted:
MarkW18,
Thanks for this link. Yes one of the companies on that is the one we currently have and has been a nightmare. I have told people for years that once boards become Homeowner run you should always change from the Developer PMC. This is what we are trying to do now.
MarkW18
Posts: 1,290
Posted:
If it were me trying to make the decision, I would go self-manage and hire a full time manager and maybe an assistant.
CathyA3 (Ohio)
Posts: 6,299
Posted:
In addition to checking with boards in similar communities, I'd also suggest talking to people who live there and see what they think. We found our current PM by hearing rave reviews from other homeowners who thought their manager was doing a great job. You''ll also find out if a particular company has some issues that you'd want to avoid.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Mark

Suggestions:

1. Build a list of things you expect from a PM company and be sure they are in any contract you sign.

2. Contact some local HOA's of your size/location and find out who they use.

3. Request letters of references from associations the PM company manages.

JohnC46 (South Carolina)
Posts: 14,265
Posted:
Quote:
Posted By JohnC46 on 10/25/2019 3:55 PM
Mark

Suggestions:

1. Build a list of things you expect from a PM company and be sure they are in any contract you sign.

2. Contact some local HOA's of your size/location and find out who they use.

3. Request letters of references from associations the PM company manages.


ADDITION

Sit down with your present PM and discuss your displeasure with them. Allow them a chance to correct. A lot easier than changing companies.
MarkM19 (Texas)
Posts: 1,459
Posted:
JohnC,
Trust me when I say we have given them ample time to resolve the issues. Have you ever heard of 5 different PMs in 10 months? Constant changes and constant need for them to get adjusted to our HOA. All if our projects were ignored or delayed. They also implemented a new website and payment process at the start of the year that completely bombed. The comparison I can think if would be the Spicy Chicken Sandwich fiasco at Popeyes Fried Chicken. They have been committing suicide since the start of the year. As I said I have been around the block a few times and this is the worst by far.

We did do a good job interviewing the candidates. We found 1 that was good but not built as a Onsite type company and family run with brings some concerns. The second one seemed to have great references but the person responsible for selling to potential new customers really missed the mark with me and refused to make any modifications to the contract she presented. It was written for them and not us.

We need more options and we are running into a time crunch. We need to give 60 days notice to both Old and New PMCs and we wanted the change to be the start of 2020.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Mark

You said selling to potential new customers. What does this mean? In SC if selling property/units they would have to have a real estate license.
BillH10 (Texas)
Posts: 1,217
Posted:
John, he means the employee of the prospective management company did a poor job of "selling" him/herself and the company to Mark--he cited as an example she would not discuss modifications to their boilerplate contract.
BillH10 (Texas)
Posts: 1,217
Posted:
Mark19

We recently transitioned a client to our company from one of those on the list. Based on our interaction with them and deficiencies in the information they maintained, I would strongly urge you to not consider that company. I'm not certain how to communicate to you which company that is without opening a can of worms for us both.

We have no plans to be in Austin soon, if you will be in the DFW Metroplex, or even as far north as Corsicana, we will be happy to meet with you.
MarkM19 (Texas)
Posts: 1,459
Posted:
Bill,
You are correct with your comments. I have been reading your posts and replies since I moved to Texas a few years ago. I would love to have a conversation with you or Barbara from Texas. I have an email account that can be used if you ever want to communicate it is mark.mcdonald3713 @ outlook.com I try and check this a few times a day but it is not connected to any of my regular devices in case of spam.
MarkW18
Posts: 1,290
Posted:
Quote:
Posted By MarkM19 on 10/25/2019 5:37 PM
JohnC,
Trust me when I say we have given them ample time to resolve the issues. Have you ever heard of 5 different PMs in 10 months? Constant changes and constant need for them to get adjusted to our HOA. All if our projects were ignored or delayed. They also implemented a new website and payment process at the start of the year that completely bombed. The comparison I can think if would be the Spicy Chicken Sandwich fiasco at Popeyes Fried Chicken. They have been committing suicide since the start of the year. As I said I have been around the block a few times and this is the worst by far.

We did do a good job interviewing the candidates. We found 1 that was good but not built as a Onsite type company and family run with brings some concerns. The second one seemed to have great references but the person responsible for selling to potential new customers really missed the mark with me and refused to make any modifications to the contract she presented. It was written for them and not us.

We need more options and we are running into a time crunch. We need to give 60 days notice to both Old and New PMCs and we wanted the change to be the start of 2020.

Any chance you HOA's initials are T C?
MarkM19 (Texas)
Posts: 1,459
Posted:
MarkW,
No ours starts with an A and has 6 letters total. We are North of Austin in Pflugerville.
TamaraG6 (Florida)
Posts: 4
Posted:
Looking at this post as a LCAM, I would have to ask why the Association would eat five managers in 11 months. Something is missing from this story. Either the management company is not providing experienced CAMS or there's a possible issue with the Board. 1,400 SFH would require some heavy compliance drive throughs. I had a 944 HOA in the past which the seven BOD members broke up the drive through into two days to complete the drive. The average life of a CAM is 18 months due to stress from BOD and owner issues which never end. Please do explain what current projects are going on that might have something to do with the turnover...
MarkM19 (Texas)
Posts: 1,459
Posted:
TamaraG,
First Manager decided she was tired of the PMC and went back into banking. Her Manager filled in for 2 months before she decided to go to work as a Flight attendant. She was hardly ever on our property anyway. Before she left she hired a inexperienced manager who was fired by the PMC not the Board after 6 weeks. We then got another Supervisor who actually was getting things done. She had hand picked a male PM who is young but seems to be capable. His wife just delivered their first kids so he missed a few weeks on Paternity leave and is now back at work. Our board does not have any desire to police the HOA and the PMC has not done their job this year and violations are few and far between. Because I have been on boards for 9 years and have retired I have tried to assist them with vendor meets and bids.

Our Property is about 9 years old and as with any we are moving into the maintenance face when things need to be repainted and Pool needs repairs. We also have additions that we have been requesting quotes for many months. Our board has been as patient as we can possibly be through all of this transition but enough is enough.
TimM11
Posts: 354
Posted:
The best way to find out about local PM companies is to ask around in other local HOAs. If you don't know anyone in them directly, sometimes you can make contacts through Nextdoor, a local Facebook group, or even something like a city/metro Reddit forum. Additionally, some real estate websites will list the name of the PM company and their phone number for property listings (I think Redfin does this), which can be a good way to find out who manages a certain community.
BarbaraT1 (Texas)
Posts: 821
Posted:
Quote:
Posted By TamaraG6 on 10/27/2019 1:56 PM
Looking at this post as a LCAM, I would have to ask why the Association would eat five managers in 11 months. Something is missing from this story. Either the management company is not providing experienced CAMS or there's a possible issue with the Board. 1,400 SFH would require some heavy compliance drive throughs. I had a 944 HOA in the past which the seven BOD members broke up the drive through into two days to complete the drive. The average life of a CAM is 18 months due to stress from BOD and owner issues which never end. Please do explain what current projects are going on that might have something to do with the turnover...

Maybe things are different in Florida but having worked for management companies in Texas (and for the one specifically referenced here) five managers in 11 months is a only a little worse than average.

I was very lucky - I had a great director who looked out for her team. Apart from the fact that my portfolio covered 80 square miles I was paid well and had a reasonable portfolio. But 15+ properties in a portfolio is common, as is hiring outside the industry so they can offer low wages (40k). Zero training is also common. So you have someone who maybe used to manage apartments and suddenly they are handed 16 properties and told to "read the documents" and learn as they go (to board meetings and all over the city for 60+ hours a week)
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Our MC wanted $200 per month to monitor our HOA. We opted not to purchase that service. Our BOD monitors our property and if we see violations we notify the MC who then sends/tracks Notice of Violations including any fines.

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