Affirmative Management Services provides homeowner association property management (HOA management) services for condominium and townhouse communities throughout Santa Clara County. We have been HOA property managers for over a decade and we are members of the California Association of Community Managers (CACM) and the Executive Council of Homeowners (ECHO).

We take a proactive approach to HOA property management. Specifically, we believe in using our expertise to advise Boards of Directors and make suggestions that will improve their condominium and townhouse communities. In addition, we are skilled at driving down costs by attacking problems and solving them while they are still small. Finally, we work with a large network of reliable and efficient service providers who are ready to assist you.

Our mission as your HOA property manager is to make the Board's job easier and more satisfying by being action-oriented and reliable and to improve the quality of life of all residents by making constant improvements to the complex and its operations. Experience has shown us that when we succeed at these two goals, a third one -- higher property values -- usually follows.

We look forward to discussing how, as your HOA manager, we can make a positive difference where you live. As our tagline says, we're here to improve your quality of life!

Board Meetings & Board Interaction

• Provide an Agenda Packet to the Board prior to every meeting
• Schedule, attend, and take minutes at all regularly scheduled Board meetings (meeting frequency
• Based on Board�s requirements: monthly, bi-monthly, quarterly, semi-annually)
• Provide an updated Maintenance & Administration Calendar for Board review at every meeting
• Review common area maintenance needs with the Board at every meeting
• Provide a detailed Action List for the Board at every meeting (to track OPEN & COMPLETED activities)
• Write and mail compliance letters as requested by the Board
• Provide compliance letters written to residents for Board review at every meeting, if requested
• Present a Manager�s Report at every Board meeting
• Assist with annual budget preparation
• Provide advice to the Board on association policy matters
• Periodically review the association�s rules & guidelines for compliance and relevance
• Inform the Board of new laws or rulings, which may affect the association

• Prepare the Annual Meeting notice and mail it to homeowners
• Collect proxies and coordinate the effort to establish a quorum (goal: to hold a legitimate Annual Meeting on the first attempt)
• Attend the Annual Meeting and take minutes
• Assist the president in preparing the 'state of the association' at each Annual Meeting (and, if the Board prefers, deliver it)

• Compose and distribute newsletters to residents and homeowners (frequency TBD by the Board)
• Take phone calls and answer homeowner questions during regular business hours
• Review Modification Requests submitted by homeowners
• Provide 24-hour emergency access to an on call manager via pager
• Mail a Welcome Kit to all new owners

• Perform walk-throughs of the common area (frequency TBD by the Board)
• Write & mail compliance letters as part of walk-through follow up
• Issue work orders for routine maintenance (when anticipated cost is below pre-determined bid limit)
• Write repair specifications, solicit multiple bids for larger repair jobs (when anticipated cost exceeds bid limit set by the Board), and submit proposals to Board
• Stay in touch with contractor during large projects to deal with issues as they arise and/or monitor progress of large jobs in person
• Put association services, e.g., insurance, gutter cleaning, pest control, etc., out for bid when the Board requests it
• Maintain a file containing the association�s governing documents (Articles of Incorporation, CC&Rs, Bylaws, and amendments)
• Provide association documents to owners who are selling or re-financing their units
• Review invoices prior to submission for payment; compare to estimate or proposal to verify accuracy

• File required corporate information forms with the California Secretary of State
• Maintain compliance with city and county departments regarding pools and fire equipment (e.g., extinguishers, standpipes, etc.)
• Review the association�s insurance every year for proper coverage levels
• Order and coordinate completion of a Reserve Study as required by law

• Maintain homeowner files with correspondence, repair history, termite reports, etc.
• Maintain files for meeting minutes & newsletters
• Maintain files for association invoices, contracts, and important maintenance records, e.g., last painted, last asphalt sealing, last roof job, etc.

AMS provides HOA property management services. For associations needing property management and financial management, we partner with CPAs who specialize in HOA accounting, tax preparation, and financial statement reviews & audits to provide you with a complete management solution. When requesting a quote please specify whether you are looking for property management only or property management and financial management.