Contacting Property Manager...
Rj Community Management
203 Whitetail Ridge
Cranberry Township, PA 16066
Types of Properties We Manage:
- HOA (2 - 49 units)
- HOA (50 - 99 units)
- HOA (100+ units)
- COA (2 - 49 units)
- COA (50 - 99 units)
- COA (100+ units)
Rj Community Management is leading the way within the community management industry. At Rj Community Management we utilize the most current cutting edge products and services to combine the very best in community management and bring it to you.
Rj Community Management provides the very best in property management services in the Greater Pittsburgh and Ohio areas.
Financial Management Services
- Book Keeping A monthly record of Assessment and Special Assessments billings, charges, adjustments and payments as received will be maintained with an effective accounting system
- Budget Preparation One annual suggested operating budget will be prepared for the Association setting forth an itemized statement of anticipated receipts and disbursements based upon the current schedule for Assessment and Special Assessments and taking into account the general condition of the Association and the Community.
- Collection of Assessments The proper receipt and processing of Assessment will be conducted with an Advanced Remittance Processing system that offers reduced errors.
- Financial Statements A record of income, expenses, assets and liabilities will be maintained utilizing the accrual method of accounting. Financial statements will be provided once monthly and once annually, and will include: Balance Sheet, Income & Expense Statement, Delinquency Report, Cash Disbursement Journal, Other Reports (As Requested).
- Invoice Processing & Disbursement A computerized payable system ("Online Invoice Authorization") which includes computer-printed Association checks will be used to pay, as required, all financial obligations of the Association. Additionally, all bills will be receive and reviewed on a monthly basis, for services, work and supplies ordered in connection with maintaining and operating the Community
- Collection of Special Assessments The proper receipt and processing of Special Assessments will be conducted with an Advanced Remittance Processing system that offers reduced errors.
- Coupon Books One Coupon Book per Unit per year will be prepared and provided to every Member for payment of the Assessment.
- Delinquent Collection & Processing A delinquency procedure will be administered by charging monthly late fees, preparing warning letters in the Association's name consistent with the procedure, and answering questions regarding accounts. The Association's attorney will be advised to take such action as necessary following the delinquency procedure.
- Electronic Payment Individual Members will have their option of using Automatic Payments or Online Payments for payment of the Assessment.
- Financial Audits One annual financial audit will be conducted submitting the Association's financial records to a Certified Public Accountant ("CPA"), and making any necessary adjustments to the Association's financial records
- Reserves Investment The Association will have access to a Certificate of Deposit Account Registry to safely take advantage of competitive certificate of deposit return rates offered by national FDIC insured banking institutions. Assistance will be provided in completing necessary forms required by the banking institutions
- Tax Preparation Following the annual financial audit the Association's financial records will be returned to the CPA to facilitate the Federal and State income tax returns.
Administrative Management Services
- Board Meeting Participation One monthly Board of Directors meeting will be attended.
- Board Meeting Preparation The necessary materials will be prepared for the monthly Board of Directors meeting. These include notices, nomination forms, proxies, mail ballots and other appropriate documentation which are required to support the meetings.
- Communications General correspondence will be prepared dealing with routine operational matters between the Association and Members, contractors, agents, government officials, or other entities. Additionally the distribution of notices required by the Association will be arranged, including but not limited to Notice Of Annual Meetings, and Notice Of Elections.
- Complaints & Rules Administration A computerized complaint tracking program will be implemented and will be updated daily with all complaints from the Association, and activities related to the resolution of each complaint will also be logged. Assistance will be provided to the Association in the refinement and/or development of the rules, regulations, and architectural review guidelines.
- Insurance Administration Assistance will be provided to the Association and a qualified insurance agent in placing the required insurance by providing required information. Any known incidents which may result in an insurance claim will be received and reported to the insurance agent.
- Member Meeting Participation One annual Member's meeting will be attended.
- Member Meeting Preparation The necessary materials will be prepared for the annual Member's meeting. These include notices, nomination forms, proxies, mail ballots and other appropriate documentation which are required to support the meetings. If eligible by Florida Statutes, the Association shall conduct all elections and voting activity online with a qualified, reputable, and licensed vendor.
- Monthly Management Report One Monthly Management Report will be prepared in an organized format to facilitate the Association's understanding of the events of the past and upcoming month, and will highlight those items where the Association is to make a decision. The Monthly Management Report should be categorized into the following components: Meeting Agenda, Executive Summary, Financial Statements, Correspondence, Operations Report, Complaints & Rules Administration Report, Maintenance Request Processing, Community Inspection, Contract Specifications & Bidding;
- Policy Development The Association will be informed on significant and relevant legislation, insurance, financial practices, court decisions, or tax rulings pertaining to community associations. The Association will be supported in the development of resolutions to address important administrative and policy matters; and offer advice and direction to the Association regarding their governing process and responsibilities
- Professional Services Selection The Association will have exclusive access to leading professionals and services within a Professional Services Vendors database. Said Professional Services Vendors will include qualified, reputable, and licensed professionals in the following fields: consulting, law practice, accounting, insurance, banking, investment, information technology consulting, and website design & building
- Record Keeping A filing system of the Association's important records will be developed and maintained; included would be such things as contracts, Member communications, public agency filings, financial information, insurance policies, resolutions, and legal documents in paper hard copy or computerized data format
- Unit Transition Services Unit Transition Services will be provided that shall include a Background Check, Community Application, Community Questionnaire, Estoppel Certificate Letter, and Transfer & Orientation. During the Transfer & Orientation Members will be made aware of the Association By-laws, Rules & Regulations, and other appropriate documents prior to taking possession of their Unit.
- Administrative Support The Association shall be provided services and supplies up to the sum two hundred fifty US Dollars ($250.00) ("Administrative Support"). Administrative Support shall include but not be limited to Photocopying and faxes, Postage, Long distance phone calls, Assessment and Special Assessment coupons & statements, Courier services, Record storage and retrieval costs, and Customized Association laser checks.
- Board Meeting Minutes Minutes for the monthly Board of Directors meeting will be recorded and filed.
- Legal Coordination & Participation Account information will be prepared to assist the Association's attorney in any litigation. In the event a court appearance with the Association's attorney is necessary, a maximum of fifteen (15) hours ("Legal Hours") annually will be provided.
- Member Meeting Minutes Minutes for the annual Member's meeting will be recorded and filed.
- Records Transfer At the request of the Association one (1) Records Transfer shall be completed to a designated party
- Website Creation & Management The Association will be provided a fully functional website for the community that will include features such as Address Book, Amenities, Announcements, Boards & Committees, Classifieds, Documents, E-Forms, E-mail Bulletins, Events Calendar, Games, Garage Sales, Homes for Lease, Homes for Sale, Hot Links, Job Bids, Live Chats, Maps, Message Boards, Questions, Reservations, Site Searches, Surveys, Task Manager, Volunteering, Voting, and What's New.
Site Management Services
- Community Inspection One monthly Community Inspection will be conducted and a Community Inspection Report submitted to the Association.
- Contract Bidding A competitive bidding process will be developed for Maintenance. The bid process will include receiving bids and other Maintenance Services Contractor information; and developing a comparative summary regarding the bids receive
- Contract Development The Association's final selection of Maintenance Services Contractors will be facilitated, and the Association will be assisted in preparing and negotiating contracts for projects and services
- Contract Management Persons or independent contractors working on behalf of the Association will be supervised for proper completion of work
- Maintenance Request Processing Maintenance and Major Improvement requests for the Community will be received and processed; and prompt and satisfactory response to Maintenance and Major Improvement requests arranged for.
- Emergency Services Program A 24-hour, seven day per week telephone call program ("Emergency Services Program") will be administered to respond to the Association service related emergencies as defined by the Association in advance
- Major Improvement Contract Bidding & Management A competitive bidding process will be developed for Major Improvements. The bid process will include receiving bids and other Maintenance Services Contractor information; and developing a comparative summary regarding the bids received. Persons or independent contractors working on behalf of the Association will be supervised for proper completion of work.