Condominium Association Owners' Manual

To introduce the new owner to their new home and the Association that they will become a part, we will prepare a Condominium Association Owners' Manual. Developed as a marketing tool as well as an important informational guide, the Manual discusses:

• The Association's organizational structure;

• Board of Directors and committees;

• Fees and charges;

• How to obtain services;

• The covenants process;

• Rules and regulations of the Association;

• Information about the neighborhood and its amenities;

• Schools, places of worship and governmental services. 

Best practices strongly suggest that the founding policies and procedures of the Association, and rules and policies subsequently adopted, be incorporated into a document that is easily amended and referenced to supplement the legal documents of the Association. We will work with the attorney in preparing the Book.  The Book identifies the policies and procedures of the Association extracted from the governing documents. Specific sections will be comprised of Policy, Administrative, General and Special Resolutions. Included in the Association Book of Resolutions are:

• Resolutions,
• Assessment collection policy,
• Due process procedures for rules enforcement,
• Investment policy,
• Design review guidelines and procedures,
• Committee terms of reference,
• Pet rules, parking, use restrictions.           

8  Transition Management Program

CFM recommends that the Management Agreement begin ninety days before the initial settlement so that all start‑up activities can be completed and an organization is put in place

• Prepare specifications, bidding and initiating service and supply contracts;
• Set up of the financial systems and operating and reserve bank accounts;
• Filing for tax identification number.

CFM arranges for the first Board of Directors meeting, prepares the agenda and supporting documentation, prepares the resolutions to be adopted at that meeting, and scripts the meeting for the Board. Services include election of the Board officers and arranging for recording the minutes of the meeting as an Association expense, and taking follow‑up actions as appropriate.

8  Owner Orientation Programs

Purchasers of a home in a new Association often have never lived in a common interest community before, and do not understand what they are buying into. The excitement of buying a new home often overshadows the realities, and in today’s world people do not always take the time to read the Governing Documents and Owners’ Manual. Because of this reality, CFM has developed a New Resident Orientation Program to provide an interactive, personal approach to introduce the new owner to the community. These programs are held periodically during the initial time of settlements, and provide a great opportunity to educate the owners and future leaders of the Association. In addition, this time together provides an excellent opportunity for owners to meet their neighbors and build relationships with the development and management team.

8      Transition/Leadership Program

Transition of the association to owner control often creates an adversarial relationship with owners unless planning and focus pave the way for a positive, pro-active plan. Understanding the State legal requirements, and our objective to keep the process focused and positive we will work with the developer to develop an organized and orderly transition program.

Success with similar new communities reinforces a formal program of education and training for the Board and committees. We propose a series of newsletters timed with settlements designed to inform owners about the association, the transition process, the role of the board of directors and the committees, warranty concerns and the management program.

Beyond the required election meeting, we propose two organizational meetings with new residents to present the positive aspects of owning in the community, the role and relationship of the developer to the owners, manager and the Board of Directors and the organization of committees. Also presented are the business and legal aspects of the association and a series of committee workshops to organize and support committee activities. Leadership training for the newly elected owner-controlled Board of Directors is an integral part of the transition process. Our objective in working with the developer during this phase is to create an agenda by which owners can organize themselves to assume control of the Association. Our experience has shown that if we do not offer such an agenda we can be certain that owners will organize on their own, generally with a very different agenda in mind.  

Committees are in a position to have enormous positive impact on the long-range planning and quality of life at your community.  Each committee will receive a Resource Notebook and appropriate materials consistent with each committee focus.

Materials and programs for the transition program will be tailored to the community with custom presentations, handouts, newsletters, and Board and committee resource books. The transition program will continue three months after transition of the Association to owner control.

8      Community Management Program

The governing documents allows for a professional community management program. CFM will enter into a formal written Management Agreement for the Association.  The Community Management Agreement will provide the following services:

• Systems for strong communications between CFM, the Board, Committees and the Developer;
• Hiring of Association staff;
• Timely, complete and detailed monthly financial reports;
• Collection of all fees and charges due to the Association from owners and the developer with an aggressive delinquency collection process;
• Community Manager attendance at twelve board of directors meetings annually;
• Timely payment of Association obligations;
• Complete and detailed monthly management reports;
• Periodic property inspections;
• Emergency manager and engineering/maintenance services;
• CFM’s senior management and staff back-up and support.

Trained and experienced personnel carry out our proactive community management program.   We are confident that CFM can provide a service program that not only meets the expectations of the owners and residents but also works aggressively with the developer to present a high quality, responsible and responsive program of service.  For more information on how CFM Management can provide Developer Planning and Start-Up Services to your organization, please call Katie Allardyce at (703)941-0818.