What tasks does your offsite PM do your HOA?

MichaelT21 (Arkansas)
Posts: 200

Posted:

I'm getting pressure from other Board members to justify what our PM does for us. I can do that, but as I start to put the slides together discussing her role in our HOA, I'm curious to see how that compares to others. Ours is a part time PM who manages a portfolio of HOAs. She probably works for us about a total of 10 hours per week. The task that she does for us include:

- Compliance. Performing drive throughs, sending letters, receiving feedback, and eventually issuing fines. Documenting all violations and keeping log of violations.
- Bookkeeping. Receiving dues payments, issuing checks to vendors, keeping track of reserve and operating account funds, purchasing certificates of deposit on our behalf
- Homeowner account inquiries: Answering questions regarding homeowner account, including when due payments are made and current status of account
- Homeowner communication. Sending e-mail blasts and mailings. Communicating with homeowners on individual basis. Answering questions about HOA.
- Real Estate Transfer Packets. Generates documentation for escrow companies for property transfer
- Delinquent accounts: Handles all paperwork reminding homeowners to pay and also sends follow up letters per delinquent account policy. Eventually, sends accounts to legal for legal collections upon Board request.
- Vendor coordination: Obtains insurance and license paperwork from vendors to ensure vendor is properly licensed. Releases contracts to vendors. Issues payment to vendors.
- Homeowner data requests: Provides copies of records that homeowners may request from Association

Of course, if there is any effort that I offer to contribute to the above tasks, she is happy to accommodate.

Difficult requests are passed to me for processing. Either I can take the time to answer the difficult request or I can pass it to another Board member.

MaxB4
Posts: 3,513

Posted:

Wait!, I thought you said she was worthless.

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By MichaelT21 on 01/13/2023 11:54 AM
I'm getting pressure from other Board members to justify what our PM does for us. I can do that, but as I start to put the slides together discussing her role in our HOA, I'm curious to see how that compares to others. Ours is a part time PM who manages a portfolio of HOAs. She probably works for us about a total of 10 hours per week. The task that she does for us include:

- Compliance. Performing drive throughs, sending letters, receiving feedback, and eventually issuing fines. Documenting all violations and keeping log of violations.
- Bookkeeping. Receiving dues payments, issuing checks to vendors, keeping track of reserve and operating account funds, purchasing certificates of deposit on our behalf
- Homeowner account inquiries: Answering questions regarding homeowner account, including when due payments are made and current status of account
- Homeowner communication. Sending e-mail blasts and mailings. Communicating with homeowners on individual basis. Answering questions about HOA.
- Real Estate Transfer Packets. Generates documentation for escrow companies for property transfer
- Delinquent accounts: Handles all paperwork reminding homeowners to pay and also sends follow up letters per delinquent account policy. Eventually, sends accounts to legal for legal collections upon Board request.
- Vendor coordination: Obtains insurance and license paperwork from vendors to ensure vendor is properly licensed. Releases contracts to vendors. Issues payment to vendors.
- Homeowner data requests: Provides copies of records that homeowners may request from Association

Of course, if there is any effort that I offer to contribute to the above tasks, she is happy to accommodate.

Difficult requests are passed to me for processing. Either I can take the time to answer the difficult request or I can pass it to another Board member.

If you are serious about stepping down then now is the time to re-consider what you want the PM to do in the future which will increase the amount of duties you've listed above. According to you, you do most the work and nobody else is willing to step up. This would be the perfect time to discuss what everyone wants to see happen once you are not involved.

MichaelT21 (Arkansas)
Posts: 200

Posted:

Quote:

Posted By MaxB4 on 01/13/2023 12:02 PM
Wait!, I thought you said she was worthless.

No, I never had said she was worthless. What I have said is that our offsite part-time property manager is skilled at the types of things that a traditional secretary can handle, and is not good at tasks that would be beyond the skillset of a typical offsite secretary. If you look at the list above, most of those tasks that our property manager handles are administrative/secretarial in nature.

MichaelT21 (Arkansas)
Posts: 200

Posted:

Quote:

Posted By JohnT38 on 01/13/2023 12:09 PM

Posted By MichaelT21 on 01/13/2023 11:54 AM
I'm getting pressure from other Board members to justify what our PM does for us. I can do that, but as I start to put the slides together discussing her role in our HOA, I'm curious to see how that compares to others. Ours is a part time PM who manages a portfolio of HOAs. She probably works for us about a total of 10 hours per week. The task that she does for us include:

- Compliance. Performing drive throughs, sending letters, receiving feedback, and eventually issuing fines. Documenting all violations and keeping log of violations.
- Bookkeeping. Receiving dues payments, issuing checks to vendors, keeping track of reserve and operating account funds, purchasing certificates of deposit on our behalf
- Homeowner account inquiries: Answering questions regarding homeowner account, including when due payments are made and current status of account
- Homeowner communication. Sending e-mail blasts and mailings. Communicating with homeowners on individual basis. Answering questions about HOA.
- Real Estate Transfer Packets. Generates documentation for escrow companies for property transfer
- Delinquent accounts: Handles all paperwork reminding homeowners to pay and also sends follow up letters per delinquent account policy. Eventually, sends accounts to legal for legal collections upon Board request.
- Vendor coordination: Obtains insurance and license paperwork from vendors to ensure vendor is properly licensed. Releases contracts to vendors. Issues payment to vendors.
- Homeowner data requests: Provides copies of records that homeowners may request from Association

Of course, if there is any effort that I offer to contribute to the above tasks, she is happy to accommodate.

Difficult requests are passed to me for processing. Either I can take the time to answer the difficult request or I can pass it to another Board member.

If you are serious about stepping down then now is the time to re-consider what you want the PM to do in the future which will increase the amount of duties you've listed above. According to you, you do most the work and nobody else is willing to step up. This would be the perfect time to discuss what everyone wants to see happen once you are not involved.

I have no plans to leave the Board (anytime soon). I would go nuts watching decisions get made without me being part of the discussion. I've been poking around to see if someone else can take over being President, but no takers so far.