Looking for new management company in Alpharetta, GA

Hi, we are a neighborhood of approximately 560 homes. We are looking for a new management company. Our neighborhood is over 10 years is suffering badly from lack of consistent covenant enforcement among many other issues. Can anyone refer us to a company who you think is strong on customer service and does a thorough, diligent job with covenant enforcement?

Thanks very much.

Alan good luck in your search for a new MC; since you have had the same one for 10 years I thought I would add some things to keep in mind when you change over. Make sure any contract spells out exactly what the Management Companies duties and responsibilities are; if it's not in writing it doesn't exist. After you notify your current Management Company of the Association's intent to terminate or not renew their contract within the notification period set in the current contract, you need to sign the contract with new Management Company specifying the date they are to assume control of the Association.

While any management company you change to should have a transition checklist to make the changeover easy; here are just a few things to keep in mind. The new Management Company should handle all of this but it is the BOD's duty to make sure that it's done.

Notify all owners of change in Management Company and the date the change is effective and any change in where they mail their assessments to and whether they will need to file a new ACH (auto debit) Authorization Form if they use that option.

Notify Secretary of State of change of Management Company and new address and any change of Registered Agent.

File Form 8822 - Change of Address with the Internal Revenue Service and notify your local County Tax Office.

Notify all vendors including Utility Companies of change of Management Company and new billing address.

Notify the Associations attorney.

Review all homeowner's in the collection process (Past due, lien, foreclosure) to make sure none fall through the cracks.

Setup new banking accounts and transfer funds if necessary; order checks and deposit slip's. Or
remove former Management Company's employees from the bank signature cards and make sure you have the original ACH (auto debit) Authorization Form for homeowners that utilize that service.

Arrange to transfer all files from the former MC to the new one including but not limited to:
Association Documents including but not limited to:
1. Articles of Incorporation, CC&R's, By-laws and any Rules, Regulations, Resolutions.
2. Any Board Policies and Procedures.
3. Site plans and maps.
4. Architectural Control Rules (ARC), guidelines - if separate from CC&R's.
5. Originals of all warranties, permits or other documents received from the developer.
6. Reserve study (if done).
7. Association Federal Tax ID.
8. Copies of all minutes and meeting files
9. All association correspondence and replies, including e-mail.
10. All current contracts.
11. All legal files and correspondence.
12. All management reports.
13. A current list of vendors and maintenance contractors, including contact names, addresses & phone numbers including a listing of all utility companies and account numbers, meter numbers.

Accounting/Bookkeeping including but not limited to:
1. Current budget.
2. Current financial statement.
3. Delinquency list and status
4. A/P history for current year (needed for 1099's)
5. Check registers/stubs/cancelled checks
6. Paid invoices
7. Open invoices
8. Bank statements - operating and reserve
9. Bank reconciliations - operating and reserve
10. Investments, CD's, passbooks , Money Market Accounts
11. Any payroll reports
12. General Ledger with journal entries
13. Tax files/coupon book
14. All audits and tax returns.

Homeowner files including but not limited to:
1. Current property owner and resident list.
2. Property files.
3. Copies of all work orders completed and in process.
4. All past and pending ARC submissions.
5. All past and pending violation letters.
6. Pending and completed work orders

I recommend you check out Riverside Community Management. The company website is www.riversidemgmtco.com and phone number is 800-519-5961.

Has the company been made aware of your lack of satisfaction in this area? (I am assuming you are on the BOD and have a communication channel to the MC). Have your expectations been made to the MC? What are your goals? Can you fine to ensure enforcement? Have you (or another BOD or ACC member) gone on a drive through to see what actually goes on and been part of the process of evaluation? I know this sounds like "why do I have to" kind of stuff, but if you see things and they are not on the reports of the drive through or letters are not being generated, there is a communication gap somewhere.

A lot of factors contribute to poor enforcement. I know of at least 3 subdivisions in the Alpharetta area who cannot fine for covenant violations and it drives everyone (BOD and the MC) nuts. No teeth, little change. 10 yrs old is not that old - I know of several 15-20 yr old sub-ds in the area which look great.

560 houses is a good size sub-d. There are few in the Alpharetta/Suwanee/Duluth area that large. Only a few MCs could effectively handle it. Make sure you look at other sub-d's they manage and ask lots of questions before you make any change. Be wary of recommends without doing your own investigations. There are still good locally owned firms who care, although they might charge a bit more per door.