Page 14 - Pinegrove Townhomes Management Proposal
P. 14

Management Proposal for Pinegrove Townhomes




                                       Standard Operating Procedures


               Ease of Start-Up and Transition Process


               Step 1: Tradd will develop transition plan for Board approval

                     Tradd Management will meet with the Board of Directors to review the transition process.  This
                       meeting should take place within 7 days of the acceptance of the management agreement. The
                       following items will be discussed in detail: property information, owner information, CCR’s & by‐
                       laws, rules and regulations, existing banking information, vendor information and warranties,
                       inspection reports or studies, plat surveys, building plans, letter to members acknowledging new
                       management, review of existing contractors and duties, review of any on‐going projects, create
                       a list of duties and responsibilities for take‐over, review property as a whole to include all
                       amenities, equipment, fixtures and appurtenances, portal design and function.

               Step 2: Tradd to notify current management of the transition decision and process

                     Tradd shall contact the existing management company in writing and via telephone to inform
                       the management company of the transition to Tradd Management. Request the following items
                       within 7‐10 days: property legal documents, property warranties, and copies of all plats,
                       surveys, and building plans.  request electronic copies of the following: financials, bank
                       information, vendor contracts, vendor licenses, vendor insurance, community insurance
                       documents, owner information, owner ledgers, copies of Annual Member's Meeting minutes,
                       copies of minutes for Board of Directors meetings, copies of minutes for all committee
                       meetings, and request keys.

               Step 3: Change is positive; Notify Owners of New Direction and Benefits

                     Prepare letter for board approval, notifying property owners of new management information.
                     Letter shall outline benefits and increased value associated with the new direction in
                       management.
                     Input property, owner, financial and other data into the management software

               Step 4: Operational Set‐Up

                     Transfer operating and reserve funds to new accounts
                     Meet with service personnel and providers, and implement bid processes if beneficial.
                     Implement revised budget and service contracts meeting board approval
                     Community portal implementation and revisions









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