We help you make a smooth transition. You have enough to worry about. We handle every step of the transition to Vanguard Management Group for you. This includes:
The Notification and Records Request
With your permission, we will prepare the termination letter if the company has not yet been notified of their termination. At the same time, we will also provide them with a written record request that they are able to transfer immediately online: vendor contact and identification, insurance, receivables, an owner’s list, and much more. Again, all of which can be provided online and immediately.
We have worked with most management firms in Florida so you can expect a timely and orderly transition. The transition will begin the day you sign our management agreement. Like all of our services, you can expect the utmost care and attention to important details. We will do a review of your insurance policy to ensure continued coverage during the time of transition. We exchange information with your vendors/service providers to ensure continued payment.
Our policy is to require licenses, insurance, and workers comp documentation prior to making payment. If the board utilizes service providers that are lacking license, workers comp / exemption, or insurance, you may continue to use them but we will require a waiver from the board and the matter documented in the minutes.
We will also open a new bank account and the association’s name, and work with your company to ensure the transition of those funds. During the days preceding our official start date, we will work with the board and any committees to ensure that we are all on the same page, have the same goals, and the affirmation that board understands and agrees with the direction and processes that we recommend. This occurs during our operational audit, which immediately follows:
A Detailed Management Plan with the Board
Vanguard Management offers a complimentary and detailed operational audit of all aspects of your community which cover:
- The best Receivables industry practices with alternate solutions.
- A thorough Violations review of your community, documents, and board objectives.
- Financial advice for short, middle, and long-term planning.
- Proactive and cost-saving Amenities ideas to help you plan for tomorrow’s costs.
Strong Communication Skills
We will inspect your community with the board and any appropriate committees to best understand the items that you wish enforced, and to what extent Some associations fine to achieve compliance while others turn matters over to an attorney after letters from the management company have been ignored.
Again and before our official start date we will meet with the Board to determine how we are to manage your community, draft a letter of introduction to the members of the community, and ask for some verification information to ensure that we have all homeowners in our system and all are registered by their proper names and locations. We then recommend another mailing explaining the personal maintenance of their homes that are required of them by their CCRs. We recommend giving the owners a grace period allowing them thirty days to correct any deficiencies prior to the commencement of our enforcement policy. We will also provide the board with a three month transition plan shortly after our services have been engaged by the Association.
In closing, our relationship is to be one of a partnership. With any partnership, it requires performance from both partners. Together Vanguard must receive clear and achievable instructions and in return provide the accountability to the board to ensure that we are upholding the conditions and provisions of our management agreement. In the eyes of the membership, any actions or reactions by the management company or by the board reflect either positively or negatively on both parties. Let’s start this relationship off right, Vanguard has over thirty years of experience to make this happen.