Each quarter this mailer, we will cover a few things that home owners and their HOA boards can do to generally benefit Downtown residents; this quarter: Building Management.
Few things affect the quality of life in a condominium more than the style and nature of the management company that the board of directors has chosen to oversee your condominium community.
The various Downtown buildings are managed in many different ways. The level of service varies from full concierge services with valet parking, doormen, pools, spas, exercise rooms, and 24- hour security to minimum service (akin to apartment-style management). The level of service is determined by a number of things:
Monthly dues: The factor foremost in determining the level of service is the amount of monthly dues paid to the association. The higher the dues, the more services and amenities the dues can support. The reverse of that coin is the higher the dues, the fewer the people who can afford to purchase in the building; largely because the HOA fees are calculated in the buyer's lender's determination of what monthly payments buyers can afford. There is nothing wrong with high HOA fees for many owners who like the exclusivity that the higher dues provide and prefer the increased services. Other buyers often find that they do not use pools, spas, recreation rooms, valets, etc. and dislike paying for those amenities. The good thing about the number of varying communities available in Downtown is that there is something for almost everybody's taste and budget.
Types of Management
Onsite: Many of our communities, particularly the larger ones, are managed by some of the major management companies which provide a full-time onsite general manager, an assistant general manager, and a building engineer. This form of management is generally the most effective since it provides management seven days per week to oversee the staff, security, and to resolve issues that arise. They usually have well trained people to assist with the day-to-day management and to see that the building remains in full compliance with all new regulations and accounting practices. However, this is the most expensive form of management, which is often initiated by the developer when he begins the sales efforts in the community.
Onsite self-management: This style of management involves the HOA's Board of Directors for the building hiring their own full-time general manager and often a full-time building engineer, depending on the size of the community, both of whom report directly to board. This removes one level of management (the professional management company), but often produces the same results. The general manager then becomes responsible for seeing that the compliance issues are met. Typically this also involves the hiring of a firm to handle the accounting and billing.
Semi-onsite: This form of management is becoming the most popular in the mid-size communities Downtown, and even some of the larger buildings are beginning to adopt this concept. Some of these developments do not have a need for full-time onsite management and use a part-time general manager who reports to the Board of Directors. These managers often work 15 to 25 hours per week, enough to oversee the staff, remain on top of the maintenance items, and address issues in a relatively quick fashion. Usually this form of management involves hiring a property
management firm to handle the accounting, billing, minutes, and assist in compliance regulations. The more challenges the community has, the more hours the manager works, at least at first, until he or she gets the HOA stabilized. This style requires an active board of directors who are willing to oversee the manager and assist him or her in making the decisions. Usually that manager is also available on call after hours and handles the after hour calls personally.
Offsite Property Management Company: Typically this is the least effective, but often the least expensive, of the major forms of management. Most of the major property management companies will provide a liaison manager who will oversee the community. Unfortunately, the liaison managers typically oversee at least seven other properties each. That means even if the manager is working 50 hours per week, they can only allot 6 to 8 per week in your community. That 6 to 8 hours usually only involves 2 or 3 hours per week onsite, since the hours include meetings, bookkeeping, minute preparation, etc. What typically then occurs is that burnt-out lights, maintenance, and cleaning issues often linger from month to month until there is a walk-through and those items are noted and can be addressed. There is little time for supervision and oversight of staff and after hours issues are generally forwarded to a staff member of the management company who has little or no knowledge of the community. The main benefits of this form of management are lower costs and the management company has the ability to assist the HOA in staying compliant.
The selection of a competent general manager is critical in communities that are self-managed. The abilities of the liaison are extremely important to those HOA's that choose offsite management and there are, unfortunately, plenty of ineffective ones in the marketplace, so beware! If your board decides to under take self-management or semi self-management, the board's willingness to be involved is what will make things work best for
your community.