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United Property Associates - Association Management
CONDOMINIUM AND HOMEOWNER ASSOCIATIONS To our clients, UPA brings three decades of expertise in all aspects of association management; we bring our genuine concern for the preservation of property and timely administration of their respective association documents. And, to your community, UPA provides a sincere commitment to enhance its value and to contribute to the enjoyment of the highest quality of life the community is able to provide. ACCOUNTING United Property Associates brings years of professional experience in effective administration of all areas of financial management of community associations. Budget projections, establishing operating procedures and maintenance of proper records for audits and tax reports are but a few of the areas of expertise required to provide successful communication with both an association's Board and its accountant. Our data processing systems are state of the art, with detailed reporting capabilities on either a modified cash or an accrual basis. ADMINISTRATIVE From general notices and homeowner correspondence to organization of annual and special meetings, United Property Associates offers the leadership and administrative skills necessary for the smooth operation of your association. Because attention to detail and timely execution of paperwork is critical, we customize procedures to ensure satisfactory response to requests, and compliance with the numerous regulations that govern community associations. FINANCIAL Timely and reliable reporting, stable and efficient bank relationships, and accurate and prompt deposit of funds is basic to good financial management. Further, regular advice on replacement reserves balances and expenditures is a keystone to an association's financial quality and stability. In addition to the administrative support that each manager enjoys, there is also great depth of support in the Accounting Department as represented by the chart below. It is apparent, again, through UPA's commitment to excellence that significant resources have been committed to personnel in the accounting function to ensure the greatest accuracy and highest performance in accounting procedures, so that funds are promptly and accurately coded and deposited into the client's bank account, that financial statements are complete, accurate, and provided on a timely basis, and that other financial duties are carried out promptly and professionally. It is evident from the supervisory process that adequate personnel are available to assist anytime there are problems or unusual circumstances requiring dedicated time in the Accounting Department. The assignment of accounting duties to specialized staff rather than requiring Association Managers to devote time to accounting routine allows Managers to spend more time managing the association and less time with clerical duties. Of course, this is a plus for the association since it allows Managers to be more specialized in their efforts and dedicated to handling the major affairs of the Association. 
Regular and reliable advice to the Board, and assistance for proper conduct of meetings is necessary for an association to function effectively. United Property Associates provides the records, data, and backup support to help the Board carry out its responsibilities to owners. ORGANIZATION AND LEADERSHIP United Property Associates is indeed fortunate to be of sufficient size and breadth to be able to provide outstanding support for its management staff. The flow of support is represented by the chart below. No other association management company in Hampton Roads provides such in-depth support, both qualitatively and quantitatively, as does United Property Associates. For approximately each four Association Managers, there is one Administrative Assistant. The functions of an Administrative Assistant include such items as being responsible for sending out violations letters once the violations have been written and recorded by the Association Manager, to assist in secretarial duties, to handle routine telephone calls for the Association Manager, and to assist in mailings to communities.
In addition to these services, the Association Managers work with Team Leaders. The Team Leaders are also designated Senior Association Managers. Each Team Leader works with four to five Association Managers as a mentor and source of information and guidance. Team Leaders hold meetings approximately every two weeks with their teams to discuss ongoing events at each of the associations represented, as well as to promote and distribute educational information and solutions to unusual problems which Association Managers may experience in their communities. Senior Association Managers have been with UPA for over two years, have completed at least the second level of educational designation from the Community Associations Institute (AMS), and have demonstrated a record of success and achievement as an Association Manager. Team Leaders have for their assistance, the Vice-President of Association Management and Directors of Association Management. The position of Director of Association Management is a high level of administrative achievement in United Property Associates. In order to attain this position, a manager must have demonstrated five years of leadership and excellence in his/her management duties, achieved the highest level of Community Associations Institute's educational designation (PCAM) and demonstrated a desire and history of leadership as being worthy of a model for others to follow. The Director's position is one of administrative supervision, assistance to other Association Managers and to Team Leaders. This position also imposes upon the Director the need and expectation for providing guidance for the future direction of the company in order to assist in its growth and achievement of excellence for its clients. The Directors report directly to the Vice-President for Association Management, who reports to the President, the founder of the company and who has achieved the highest level of educational certification from the Community Associations Institute. He also holds numerous other educational certifications and diplomas. The President has demonstrated his commitment to the profession through many years of participation and leadership in related professional organizations at the local, state and national level. The Vice-President of Association Management has achieved the PCAM certification, served as Team Leader, Director of Association Management, and as Senior Director. The Vice-President has demonstrated, over many years, dedication, perseverance, achievement, and complete satisfaction of her association clients. The Vice-President's responsibility is to serve as the Chief Association Administrative Leader, and is responsible to the president for employee and company growth and development. No other company in Hampton Roads provides this high level of assistance to its managers, proven educational and leadership qualities and success as measured by internal growth and service to its client communities. WELCOME PACKAGES Whenever a unit in a community association is re-sold, the seller is required by law to provide the buyer with a certificate of resale. Usually, this includes a two-page certificate and the documents. However, our certicate packages also contain a welcome letter, the last newsletter, a map of the community, and any other items considered important to a new homeowner. We also recommend in the newsletters that owners renting their units contact us to have us send a package, including rules, newsletter, parking information, etc. This important information helps residents start out on the right foot with the community and leads to a greater satisfaction with the Board and the Association. PROFESSIONAL MATERIALS The Board of Directors of your community was elected by the homeowners to oversee their investments, which total million of dollars. To that end, all correspondence to the residents should reflect a high level of professionalism. Our advanced computer software programs enable us to combine art, graphics, and text in formats that are interesting, readable, and give credence to the information your correspondence contains. MAINTENANCE A major element in community association management is the maintenance and repair of the physical property, not only to preserve and enhance the community's value, but to keep all facilities in the best condition for use by residents and guests. United Property Associates maintains a Vendor List of professional contractors. Fully licensed and insured, they competently expedite any necessary repair or replacement as noted in our regular inspections and as authorized by the Board. We are proud of our reputation for conscientious maintenance of our client's property and our pro-active policy for any situation that would improve the homeowner's quality of life. COMMUNICATIONS Effective and frequent communications between the Board and all owners is essential for effective association management. United Property Associates has the training, procedures and personnel to help carry out these functions. We look forward to your call, letter, or e-mail to allow us to personally discuss our outstanding service with you. Thank you for your interest. |
