Community Management Services in the Silicon Valley Bay Area

Community Management Services has specialized in providing professional management to community associations for over 50 years.  Maintaining a trouble-free environment for your community is our primary objective. The various departments of our company are staffed with highly skilled and motivated professionals, all of whom strive to provide the highest quality service to our clients. Specialization has enabled us to develop comprehensive management services including, but not limited to financial and administrative functions.  

COMPANY PHILOSOPHY

It is the goal of Community Management Services to continually set the standard for professional management of community associations. The growth and continued success of CMS in this challenging profession has been fostered by our ability to deliver the highest quality management to client associations. CMS strives to identify the most efficient and effective solutions to the daily operational challenges faced by community associations. Continuing internal education, affiliations with key professional organizations, and outstanding business relationships with top vendors facilitate the continued quality service advantage enjoyed by our clients. Well running community associations are the result of successful Association Managers. CMS provides the support, systems and resources necessary to ensure the success of our professional Association Managers and Boards.

ASSOCIATION MANAGERS

CMS boasts a staff of 23 Association Managers and 20 Support Staff. These highly trained professionals work hard to ensure that each client association receives the highest quality management available in the industry. CMS assures the success of its managers through internal continuing education programs and membership in professional organizations such as the Community Associations Institute and the Executive Council of Homeowners. Further, our large staff of professional managers provides a resource and experience base, which is unmatched in the Bay Area. The responsibilities of the Association Manager include the following:

• Maintains professional relations with owners and responds in a systematic fashion to requests for services by the next business day unless it’s an emergency.

• Assists in the preparation of board materials and transitions contracts as approved by the Board of Directors.

• Attends regularly scheduled Board of Directors or General Membership Meetings.

• Prepares Board of Directors meeting information, which includes: Agendas, Board of Directors Meeting Minutes, Financial Reports, Association Manager Reports, and other pertinent material.

• Establishes and maintains liaison with contractors for work on the common area elements of the Association.

• Assists the Board of Directors in developing the annual Association budget.

ACCOUNTING

Accounting services are broken into three different functional areas, each separately staffed to ensure that receivables deposits, invoice payment/check creation, and bank account reconciliations are performed by different personnel. This functional separation provides the greatest possible financial integrity for every client association. The Fiscal Accounting functions include the following services:

• Provides accurate monthly billing statements for collection of homeowner’s assessments.

• Maintains and reconciles bank accounts, which are held in the name of the Association using the Association’s tax ID number.

• Monitors all delinquencies to effectuate collection of all amounts owed.

• Pays Association bills in a timely manner.

• Prepares monthly financial statements of cash receipts and disbursements, including all reserve account activity.

• Assists auditors or other professionals appointed by the Board of Directors

• Prepares contractor 1099’s and payroll accounting.

• Timely preparation and submission of reports and forms to governmental agencies as required.

ADMINISTRATIVE SUPPORT

Strong internal Administrative support professionals are key to the success of our managers and client associations. Functions performed by the Administrative staff include:

• Maintains files for Association correspondence, contracts and legal documents. Coordinates the preparation, printing and mailing to all owners of periodic newsletters and special mailings, including annual meeting notices, budgets, and required annual disclosures.

• Prepares other correspondence for communication to the Membership or individual members.

• Maintains current homeowners lists and provides timely updates to the Board of Directors.

CUSTOMER SERVICES

Our Customer Service staff is the first point of contact for any member who calls CMS with a question or service request for a client association. These skilled professionals are equipped to handle most matters called in by any member. The responsibilities of the Customer Service Department staff are as follows:

• Provide support to the Association Managers.

• Direct calls to appropriate departments as required.

• Process routine service requests from homeowners.

• Maintain service request records.

• Provide twenty-four hour per day emergency services seven days a week.