Property Mgmt/Structure

For those of you that have a property mgmt company and approximately 850 units I would like your opinion on a couple things.
We have a property mgmt company with 7 associations and approx. 850 units total.

Our GM decided to leave, probably because the word got out that we were going to let him go. He just was not doing his job, no rules, no processes etc. and a push over. We do have a contact with the company for 2 more years and a management agreement that is just not followed.
We have a temporary GM, but he is retired so will only be available for a short period. Some do not think we need a GM just a Manager. One account manager who use to be called a controller, one bookkeeper, receptionist and activities coordinator/manager. Small office of 4 people plus GM. Not sure why there are 2 managers and a GM for a small office. Does not make since to me. We also have Community Services (guard shack), Maintenance, Landscaping and Housekeeping. There does not seem to be too much of an issue with the last four areas. The associations have put together 3 teams to review and recommend efficiencies in administrative and operational services along with a benchmarking team to survey with other properties to see how they manage a successful community. A lot of work; however between all our associations we have some very qualified individuals willing to dedicate their time.

If I could get your feedback that would be great!

They are all elevator buildings or high rises and on the same chunk of real estate

Yes, all the office are onsite and work for the MC.

I am the President of one association and each association has a BOD.

Perfectly fine.
One GM who serves all associations. We have 850 units total for all associations combined.

Is this situation like 7 buildings, each there own HOA with shared amenities and one management company?

DeanJ

We have 7 Associations totaling 13 building, each with their own HOA and with shared amenities for all and one management company?

Sheila wrote: "Years ago in the 70s when the buildings were built they developed a Management Company and a holding company." Is "they" the developer? And is it still the developer's company that manages your HOA? Do "maintenance," housekeeping, landscapers also air of the MC?

My HOA comprises 25-story twin towers. These require a great deal more attention than SFH because corridors, stairwells- 4 total, elevators etc. must be kept clean. Our halls, for instance are vacuumed once a week. Each floor has a "Refue Room with an organic wast and a recycle bin. these are emptied 2x day. In addition, there is a lot of handyman-type work, i.e., changing lightbulbs, fixing common area doors that slam shut or don't shut all of the way, constant paint touch-up. If Sheila's high I rises have underground parking, that's an entire additional set of custodian hours. I', shocked the custodians don't who full -tiem. Oh, if part-time, they receive no benefits. oh. The elevator co. visits a lot, and must be accompanied to the roof,.So it's clubhouses, golf course, etc. PLUS

Sheila also wrote: "...between all our associations we have some very qualified individuals willing to dedicate their time." Are these individuals owners? Are you saying they would do landscaping , etc. for your HOA?

What does this mean, Sheila? "Some [owners?] do not think we need a GM just a Manager." What is the difference between the two?

Anyway, from what you've told us an especially given how complex, complicated and requiring lots of staff, high rises involve, it doesn't feel to me like you're overstaffed at all. So far, I'm with Dean on this.

While Lori's HOA, which is more like yours than any others that typically are on posts here, has a lack of high rises, a strong GM and perhaps an asst. GM too would seem to be minimum.

Look, with only 200+ condos in 2 high rises on one square city block, we need both onsite full-time to supervise all of this staff and do a lot of wandering the property & riding elevator to make sure the common areas are well maintained. They also along with the other items that SFHs don't have your high rises have (probably) closed loop water and HVAC system needs. In addition such buildings seem to need frequent inspections by various entities. Our PM's MC does all our accounting, billing, mailers, etc., at their HQ.

Our gym, 2 party rooms, 2 "grand lobbies," Staff break room, 2 manager offices, vehicle entry kiosk staffed 24/7, an engineers' office, a Conference Room, etc. + pool & 5,000 sf of raised planters, account for a very small portion of the work that must be constantly done in "the towers'" common areas.

And, as Dean points out, the GM must also coordinate and produce materials for 7 Boards who meet at different times(???) Yikes. And. gawd only knows how many directors who might be contacting the GM tooooo frequently?

I shudder to mention this, Sheila: if your Board or Boards are trying to "save money" do not even consider cutting back on owners' contributions to reserves. And with high rises all. but in the '70s, the latest standards for contributions to reserves must now factor in all plumbing, in your high rises if you haven't already.