Self Managed Faq

No, our solutions and services can be tailored to provide the level of services that you need today with the flexibility of adding or removing services as your needs change.

No, we recognize that there may be times that a community finds itself without volunteers. We are ready to step in and provide the support that your community needs. Our solutions and services can be tailored to provide the level of services that you need today with the flexibility of adding or removing services as your needs change.

Who will prepare the budgets and monthly financial reports, or sign off on resale documents for prospective buyers? Who will act as monthly-fee debt collector? Who will keep the associations files and ensure they are up-to-date and accessible? Who knows what the appropriate insurance coverage is for the association and how new state laws will affect the covenants governing the community?

There are numerous aspects to running an association that require much attention. It can be a full time job keeping up with all of the tasks required of the board. An experienced management company can take care of these tasks providing the board with valuable time to attend to community matters.

Yes, by utilizing volunteers in your community to handle violation enforcement, architectural requests, and work orders you can typically cut your management expenses by up to half.

Certainly, one may be responsible for keeping up with architectural requests. Another for handling the violation process. Repairs, bidding and projects could be handled by a committee.

No, all you need is a computer with high-speed internet access to use our service.

They are very easy to use, if you can navigate a webpage on the internet, then you can use our applications. Also, we provide both written and instructor led training to your board.

Self-management will only work if you have volunteers that: Have and take the time to provide consistent services. Are fair and objective Take the time to understand what their functions are. Are accountable in keeping deadlines

Our review your collections policies and delinquency status comes first. Recommendations are offered both as to policy and counsel as needed. We will review your docs with respect to enforcement and architectural requests. After our assessment, we will provide you with recommendations and processes. Recommendations are just that. The Board is boss. Once you decide how you want your community run, we handle the setup, schedule your training and provide you with all of the tools you need. We will even prepare letters to the owners so that they have all that they need to know.

When a change occurs, Vanguard will email one or more summaries of those changes to all Board Members. Most of the changes to the statutes typically affect the accounting, administrative and collections services for which Vanguard is responsible.

We do from time to time share some rulings and court cases. These are items of interest and could have bearing on future legislation or current cases in court. However, if one were to matter, Vanguard would pass along any information.

There is no fee for the information. However if your board requires the time of a professional to understand them, expect a fee. You may schedule a meeting with association counsel or schedule some time with our support staff. We can address your entire Board in person or conference call. Furthermore, there is typically a good deal of information available on line that will help clarification. We and other industry specialists also hold free seminars on such matters

No, we provide coupons and direct-debit to process payments to your bank daily. We send out violation notices based upon your community's collection policy. We keep you legal, keeping your insurance active, and stay on top of your state and federal reports and filings. To ensure continuity to your association our self-managed solution includes all of your day to day accounting and assessment collection needs.

Of course, you could track repairs in QuickBooks, but the program is complicated. However, what software would you use to track violations and architectural requests? Will you start a website too? With our solution, anyone in your community can logon to check their payment history or architectural request and/or reply to a violation letter.

The system is very easy to follow. Your volunteers are provided with a very detailed manual with many screen shots making it an easy read. Furthermore, training is provided on line and regularly. Custom training is also available.

Typically we issue coupons. Direct-debit, credit card and e-check are acceptable. There is a fee paid by those who choose to pay by credit card and e-check.

In a perfect world, full service management is a community's best form of protection and will typically provide better service. However, changes to our economy have had a significant affect on many communities. Furthermore, there have been advances in technology that now make such a service possible. Three years ago this was not an option. Finally, unemployment has provided many communities with qualified volunteers. Our self-management solution offers any community the opportunity to achieve a level of service comparable to that offered by full service management.

Yes, you may keep your current bank account. However, your bank does not have the software to integrate your daily deposits into our accounting system. An account will be needed for this purpose. You will likely be pleasantly surprised at some of the banking benefits that we are able to offer you.

Contact us to schedule an appointment to learn more!

The answer is “it depends”what kind of business your association was conducting. The 50% or whatever quorum called for in your docs for a meeting of the members is necessary for association business other than elections. For example, amending the bylaws would require the association meeting the quorum requirements of their documents. However, most associations have very little business to come before the members and their annual meeting is primary for the purpose of an election or introduction of the new board members. If you had business other than the election or filling of board positions, then you are correct in stating that the quorum per association documents, 50%, should have been followed. However, if there was no business other than the election or appointment for introduction of the new board, then Florida statute 720 allows a 30% quorum for homeowner associations and a 20% quorum for condominiums.

The association will benefit if the board is amenable to leasing out the home once they take title to the home. In case you don’t know, the association will be able to take possession of the home and use it to lease out until the lender forecloses against the association.

First, ask your attorney if the bank/lender has begun a foreclosure process also. If the bank has, ask him to look into how long their FC has been into affect. If the association puts out the money for the foreclosure process and the bank takes title to the property first, you will lose the funds you advanced as well as most of your past due assessments. However, if the bank/lender has not started a foreclosure, and you are able to expedite your’s, the association will benefit if the board is amenable to leasing out once you take title to it.

Actually, very little. First you have to draft some sort of leaves which will protect me association. You’ll probably want your attorney to look at it, unless you have an attorney on the board.

It is probably a prudent thing to do. The board has a fiduciary duty to act wisely with the resources of others. Association funds are certainly a resource. So, the conservative thing to do is to protect the assets of the association and the proper insurance will do that.

You can attempt to sell the property, but your success will depend upon clear title. If there is no mortgage holder, it may have a clear title and will be easier to sell. If there is a mortgage on the property, then the lender will eventually come for it and this makes attempting to purchase it impractical. However, you do have possession of the property, and if it is inhabitable, you can lease it and your association keep the proceeds until such time that the lender forecloses against you.

The association will receive a notice well in advance of the upcoming court date that the bank foreclosure will take place. Assuming that the FC goes through on that date, the tenant well have a approximately 90 days to vacate the property. This may vary from state to state, and there may be legal notifications or actions required. The easiest approach to leasing association property is to find a good leasing agent. They’ll provide the application, screen, show the property, get you the best dollar, and will know your rights with regard to tenancy and termination of lease. Their commission is small compared to the amount of service and convenience that they provide.

First, you will have to find three people other than board members, the manager, and board spouses to serve on the fining committee. If you get that far, next, you will need to or should do, depending upon state statute, would be for the board to announce their intention to fine to the members in writing, and hold a board meeting to approve the action, and appoint a committee. At that time, it would be a great idea to go over the rule rules that the association intends to enforce and stress to the membership that, the purpose of a fine is to encourage compliance with association rules and covenants.

First let’s take a look at the purpose of the fine. It isn’t to generate revenue as much as it is to encourage compliance with the covenants. Having said that, it surely makes sense to consider the amount of the fine. $10 a day might motivate some folks to take a action, however, I have never heard of an association charging this low of a fine. Whatever fine board agrees on, will require the time and energy of the fining committee to assess and monitor. It will be up to the committee to document the period of noncompliance, say with date-stamped pictures of the violation. At $10 a day, the committee would be a very busy for 100 days because $1000 is the maximum amount of fine for anyone offense.

This process makes it difficult for the volunteers. Not only will they have to track the time that the violation is in non-compliance, but the rule is complicated in that they will also have to compute various fines. Furthermore, it could get very confusing if the levels are too detailed and there are gray areas.

We recommend a minimum amount of $50 per day per violation, but typically, I recommend the allowable legal limit of $100 per day. Bare in mind that you want to shock someone into compliance and get results quickly. By the time they get served with a fine, they have had at least two lettters and a month, ample opportunity, to either cure the problem or request an extension of time from the board. Bear in mind that the committee can always waive some or all portions of a fine once compliance is achieved.

First, since you indicate that the developer is no longer active, then none of the those portions or provisions apply and they can just be ignored. Some board members still want to remove them and if you are one of those associations, then here is the process. Your attorney will go through the documents and delete the provisions pertaining to the developer and any other provisions that no longer apply. The association well then mail this red-lined set of documents to the members along with a proxy which will allow folks to vote for the changes (amended documents). The board will them hold a meeting and determine if they have adequate membership support to make the changes based upon the percentage of ownership required in the docs.

Proxies are good for 90 days in the state of Florida. I cannot attest other states. Therefore, what you would do at the end of initial meeting would be to reconvene rather than adjourn. You pick a date somewhere no more than 90 days out to meet again on this matter. This is called reconvening. Then you post that meeting properly and this will give the community volunteers more time to come up with additional support and proxies. When the next meeting is called to order, the minutes should state that you are reconvening the meeting of xxxdate.