Top-notch, talented managers are the key to our business model. CMA managers receive intensive training in customer service since a good portion of their day is spent face-to-face with vendors and homeowners. We believe in proactive property management practices. Our organization is proud that we consistently bring to our clients efficiencies that streamline operations while maximizing the rate of return on money spent. Our managers are charged with handling day-to-day community issues with minimal Board involvement.
CMA offers a team of experienced accounting and administrative employees that handle all of your accounting needs. This allows the on-site staff to focus on property maintenance and homeowner concerns.
Annual Budget Preparation
Each year, CMA provides a detailed and thorough draft budget, which greatly reduces the amount of time the Board and the Treasurer spend on budget preparation. Each month in the Monthly Financial Package the Board can see a year-to-date snapshot of where the community stands compared to the annual budget.
We use a bank lockbox system under the tightest software control. Payments are mailed directly to the lockbox and deposited to the Association’s operating accounts the same day. Late payment letters are automatically generated monthly, quarterly or annually. Assessment billings are accomplished by coupon books or statements prepared and mailed to the membership.
CMA takes collection issues very seriously. We understand that outstanding assessments can be detrimental to the financial health of any Association. Late letters are sent automatically following each billing cycle. All the major Atlanta law firms specializing in Association collection issues have the ability to access our system to pull real-time account data for homeowners referred to them.
CMA serves as the managing agent for the Association. Each Association is assigned a property manager who works on behalf of the Board of Directors. We require our managers to professionally represent the Association when requesting bids, signing contracts, writing violation letters and interacting with homeowners. Our managers report weekly to upper management.Some specific tasks our managers provide are Community Visits, ACC Compliance and Violations. We understand that garbage cans need to be hidden away after being emptied, yards need mulching, balconies should be neat, etc. to maintain the aesthetics and continuity of the community.One of the main responsibilities of a property manager is to help the Board maintain harmony in the community while upholding the design guidelines. With that said, CMA has designed a quadrant method and inspection system which yields results. This system allows the manager to visit the community, note violations, send letters and follow up on compliance of letters the following week. This system creates a report that the manager can share with the ACC committee and/or Board.
We ensure that the Board members are prepared to make decisions at the meetings: minutes are copied, bids are ready, reports are in and letters to the Board have already been answered. The preparation of a solid Board packet will guarantee timely and successful meetings.
Manager’s Monthly Report(s)
At each monthly meeting the Board will receive a detailed manager’s report that includes no less than a meeting agenda, detailed monthly action item list, requested bids, legal report on suits or collections, homeowner requests, correspondence and a report on compliance issues.
CMA produces annual calendars for ongoing maintenance, projects and events. We can project from one day to three years out — which is a helpful tool in long range planning.
The manager will help the Board of Directors keep their residents informed of what is going on in the Association and tell them how much work is being accomplished on their behalf. Communication is essential for a successful Association.
We prepare and assist the Board of Directors with the annual meeting. Proxies, ballots, agendas, sign-in sheets, summary reports and committee reports are all prepared and copied prior to the meeting.
On an annual basis, at the request of the Board, we will prepare, mail, receive, tabulate and summarize the results of a Customer Satisfaction Survey. This keeps the Board informed on how the community feels about the work of the Board, the management company, and the other vendors contracted on the property. It also allows the Board to use community input to plan future projects.
On an annual basis, at the request of the Board, we will prepare, mail, receive, tabulate and summarize the results of a Customer Satisfaction Survey. This keeps the Board informed on how the community feels about the work of the Board, the management company, and the other vendors contracted on the property. It also allows the Board to use community input to plan future projects.CMA annually reviews each employee’s job performance. In addition to the annual reviews, property managers are all assigned to a team with a senior manager and are coached, mentored and observed regularly.
Property Management Services
Bids, Specifications & Contracts
We possess the knowledge (or will obtain the information if we do not have it) to design specifications for almost any type of work to be done in your community. Over the past twenty years, CMA has compiled an extensive “preferred vendor” listing that is constantly updated by our managers. We prefer to work with insured professional vendors with stellar references. When the need arises, we will obtain as many bids as the Board needs to make an informed decision.A benefit to being the largest and best management company in Atlanta is that the top vendors vie for our business and want to keep CMA and our clients happy. Many of those vendors offer a “CMA” discount due the volume of business we can refer.
CMA has a full time in-house maintenance division that can respond to any request in a timely fashion.
CMA can assist the Board in identifying the funding sources for large projects, i.e. special assessments, reserve studies or possible loans. We would recommend a reputable engineer to scope out the project and create the bid specification packet (RFB) for the project. Once the Board decides the course of action, the manager becomes the project liaison with the hired contractors.