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Subject: HOA management company with no office
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Author Messages
JohnP48
(Florida)

Posts:1


06/04/2021 8:13 AM  
Our HOA is looking at hiring a new, small management company but they do not have a physical office yet although they say they will very soon when they grow. Should that be a concern? Are there any requirements for a management company having office space?

They have assured us they have a space available for meeting with owners to review documents and other situations that may arise.

Thoughts?
AugustinD


Posts:601


06/04/2021 8:16 AM  
My vote as a director on whether to hire this management company (MC) would depend on the size of the non-condo HOA and the extent of what the Board expects the MC to do. I might very well be fine with the MC not having offices.
BarbaraT1
(Texas)

Posts:444


06/04/2021 9:28 AM  
Posted By JohnP48 on 06/04/2021 8:13 AM
Our HOA is looking at hiring a new, small management company but they do not have a physical office yet although they say they will very soon when they grow. Should that be a concern? Are there any requirements for a management company having office space?

They have assured us they have a space available for meeting with owners to review documents and other situations that may arise.

Thoughts?




They have space available? What space?

Do they have references? Do they have experience?

Is it one person or an actual company with employees?
JohnC46
(South Carolina)

Posts:11059


06/04/2021 9:29 AM  
Posted By AugustinD on 06/04/2021 8:16 AM
My vote as a director on whether to hire this management company (MC) would depend on the size of the non-condo HOA and the extent of what the Board expects the MC to do. I might very well be fine with the MC not having offices.



I agree. Also, be especially sure to define duties and obligations.
MelissaP1
(Alabama)

Posts:10247


06/04/2021 9:34 AM  
Since Covid many people no longer use their office spaces. Most people are working from home. So it may be the new "normal" to not have an "office space". My work have not seen my co-workers in office for over a year now. Some may not even come back into the office unless for Tech support.

Former HOA President
JeremyH5
(Wisconsin)

Posts:2


06/07/2021 1:34 PM  
I found that since the pandemic, remote HOA Management has taken off. Clark Simson Miller is probably one of the most up and coming businesses. You can find them here. https://clarksimsonmiller.com
CathyA3
(Ohio)

Posts:2021


06/07/2021 2:11 PM  
Our current PM has no offices. I don't understand how they are able to provide the services they claim to provide to the number of communities they claim to serve.

Who maintains your community's records, and where do people go when they've requested access to some of your records? Where would owners have to go? What sort of backup protection do your records have? Rb.cords management is often a PM's job.

My issues with companies that lack a physical location are:

* Big issue: no track record/lack of recommendations from satisfied customers.

* Making people go to strangers' homes is not safe for a variety of reasons, for both the homeowners and the persons who live in that home.

* Commercial office space often provides physical security, including sprinkler systems in case of fires. A person's home is unlikely to have these. In addition, a person's home may have pets and kids getting into stuff they shouldn't or a spouse who can access confidential information.

* Is after-hours emergency support an issue? People who work at home aren't going to want somebody calling at 2 AM because a pipe burst in the condo upstairs.

* They may plan to grow, but that's no guarantee that they will. If they don't get enough clients or they don't manage their growth well, they may well put themselves out of business.

A new company can work out well - our previous PM's company started with a single person who was fed up with the quality of service provided by the company that managed her community. But this company provided top notch service from the get-go and now is taking serious market share from the Big Dog in my area. Your new company may not do that.

If it were me, I'd be inclined to wait a while and see what kind of a track record they have after a few years.
LetA
(Nevada)

Posts:1244


06/07/2021 3:34 PM  
After the age of Covid, who needs an office? I'm willing to bet this is going to be a new trend. Expect more zoom meeting in the future. The Jetsons age is here and now.

I have a question for more of you seasoned board members when it comes to sealed bids and opening them during the meeting, Before, covid, bids were opened during the meeting, read, reviewed and sometimes voted on at the meeting.

Is it legal and kosher to after the PM opens the bids, reads them on the record, then make a motion to review the bids via email and vote to approve after the meeting? IF we had to wait, i would be 3 months or longer to approve a bid.
MaxB4
(Maine)

Posts:382


06/07/2021 4:01 PM  
Posted By LetA on 06/07/2021 3:34 PM
After the age of Covid, who needs an office? I'm willing to bet this is going to be a new trend. Expect more zoom meeting in the future. The Jetsons age is here and now.

I have a question for more of you seasoned board members when it comes to sealed bids and opening them during the meeting, Before, covid, bids were opened during the meeting, read, reviewed and sometimes voted on at the meeting.

Is it legal and kosher to after the PM opens the bids, reads them on the record, then make a motion to review the bids via email and vote to approve after the meeting? IF we had to wait, i would be 3 months or longer to approve a bid.



I have a meeting in two weeks with a board to discuss roofing and paving. The average length of the three roofing bids is 24 pages, while the paving is 10 pages long. Who and when does the 102 pages of bids put into the record as you describe?
LetA
(Nevada)

Posts:1244


06/08/2021 11:44 AM  
Posted By MaxB4 on 06/07/2021 4:01 PM
Posted By LetA on 06/07/2021 3:34 PM
After the age of Covid, who needs an office? I'm willing to bet this is going to be a new trend. Expect more zoom meeting in the future. The Jetsons age is here and now.

I have a question for more of you seasoned board members when it comes to sealed bids and opening them during the meeting, Before, covid, bids were opened during the meeting, read, reviewed and sometimes voted on at the meeting.

Is it legal and kosher to after the PM opens the bids, reads them on the record, then make a motion to review the bids via email and vote to approve after the meeting? IF we had to wait, i would be 3 months or longer to approve a bid.



I have a meeting in two weeks with a board to discuss roofing and paving. The average length of the three roofing bids is 24 pages, while the paving is 10 pages long. Who and when does the 102 pages of bids put into the record as you describe?





Nobody reads all the pages into the record, typically name of company and product, service and price.
MaxB4
(Maine)

Posts:382


06/08/2021 1:21 PM  
So when do the board read them and then discuss. why not give them the info ahead of time to be prepared to discuss.
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