Yates Wood provides complete management services to assist the Boards of Directors of Condominium Homeowners Associations and Planned Unit Developments. The property manager:

• Attends meetings of the Board, budget and other committees.
• Is responsible, with appropriate assistance from volunteers, for coordinating the association annual meeting, including the preparation and mailing of notice and proxy forms, providing a membership roster, registering members, making arrangements for the meeting, and coordinating the election process.
• Coordinates the distribution of the minutes. The Association Secretary is responsible for taking meeting minutes.

The property manager recommends alternatives for the most cost effective ways to maintain a first class property often using guidelines that have proven effective in other situations. The supervision of common area maintenance including: lobby, hallways, roof, exterior walls, parking areas, HVAC system, utility and janitor rooms and any landscaped areas can be a very subjective undertaking. It is important for the property manager, Board and appropriate committees work closely in developing expectations regarding common area upkeep. The Board of Directors establishes the policy and to implement Board policy, the property manager:

• Develops a program of preventative and remedial maintenance, custodial services, and efficient supply acquisition consistent with the association’s budget.
• Implements the program for the maintenance of association common property.
• Evaluates the duties and responsibilities of any current employees utilizes the skills of experienced on site personnel for common area maintenance and repairs.
• Facilitates the acquisition of bids for projects based on agreed upon specifications. Our long history with a variety of vendors and contractors, combined with the volume of business we do allows us access to the most competitive prices possible.
• Supervises a project to its completion, follow it through the punch list stage, and coordinate Board approval for payment.
• Contacts individual homeowners where they are responsible for exterior areas such as planter boxes so that maintenance is kept at levels set by the association.

The manager in conjunction with support staff:

• Provides consistent enforcement of rules and regulations developed by the Board.
• Answers emergency calls via the Yates Wood 24 hour answering service.
• Develops, prepares and delivers to new owners a “welcome packet”
• Coordinates periodic mailings to owners and maintains a current membership roster
• Maintains the all association records including financial, minutes, correspondence, contracts, leases, insurance, tax and audit records, and agreements for common area alterations. Keeps association corporate record books, serves as agent for the association, files the Annual Report of Nonprofit Corporation with the State and provides the contact with financial auditors and legal representatives
• Advises the Board regarding insurance policy expiration dates, prepares specifications for proposals and secures bids.