The Difference
Choosing a professional management company to manage your association is a very positive step. However, the choices are many and, unless you have a good understanding of what is required, your Board or Committee will have a very difficult time making an informed and knowledgeable decision.
Following are specific services provided by Sentry Management, Inc. which set us apart from the competition. Although many community management firms will perform some of these services, none have the staff, expertise and equipment to perform them as thoroughly and conscientiously as Sentry. Please use this information when creating the specifications for your professional community management company.
Click on each item to see a detailed description of what Sentry provides in each category.
01. Community Manager Back-up and Supervision
02. Training and Leadership
03. Support Services
04. Architectural Control/Rules and Regulations
05. Accounting
06. Notices of Commencement
07. Vendor Records
08. Vendor Insurance
09. Association Insurance
10. Collections
11. Owner Records/Closings
12. Financial Reporting
13. Management Tracking System
14. Meeting Notice Requirements
15. Horsepower
1. Community Manager Back-up and Supervision
Each Sentry community manager has a back-up manager to handle calls and emergencies when the community manager is out of the office or on vacation. Every community manager is supervised by a district manager with many years of experience in the field of association management. Therefore, although each association is assigned to one community manager, two additional managers are available to assist at all times.
2. Training and Leadership
Sentry holds regular meetings of its district managers to ensure high quality and consistent management policies and procedures are developed and followed. Each district manager meets with his or her community managers for a monthly review. In addition, meetings are held for all community managers at which knowledgeable speakers address the group and ongoing training and continuing education requirements are met.
3. Support Services
Sentry has departmentalized areas of support for our community managers. This includes fully staffed departments of accounting, human resources, closings, collections, client services and administration. The voicemail telephone system allows the caller to leave a message any time, day or night, and the managers retrieve their messages from any remote location.
4. Architectural Control/Rules and Regulations
Our computer system has a “notebook” for each account in which ACC approvals and violation matters can be categorized, recorded chronologically, and printed for history and review.
5. Accounting
In addition to monthly payables, receivables and financial reports, a system of checks and balances is in place to ensure that payments are made through invoice approval requiring the community manager’s signature and, in certain instances, the district manager’s approval. Accounting for postage, copies and telephone charges is done on electronic equipment.
6. Notices of Commencement
Sentry has a procedure to ensure that notices of commencement are filed, where required, for those projects which require such action to protect the association and make certain that payments to contractors are properly released. Without this time-consuming and detailed procedure, the association could pay twice for the work which was contracted.
7. Vendor Records
Sentry trains its community managers to require W-9’s from association vendors. The Federal Government requires back up withholding from subcontractors which do not provide W-9 forms. The association may be fined if it does not comply. 1099’s are issued to vendors and contractors in compliance with Federal laws. Checks are not issued to contractors who have not complied.
8. Vendor Insurance
Sentry is aware of the dangers associated with hiring contractors without liability and workers compensation insurance. Managers are trained to request proof of insurance from contractors to protect the association from a potential lawsuit. The insurance information is entered into our computer system for tracking purposes and the vendor is notified upon expiration. An association’s board of directors may waive these insurance requirements but, without either a written waiver or proof of insurance on file, the software will not permit the bookkeeper to issue the vendor a check.
9. Association Insurance
Sentry has a program to track each association’s insurance policies and expiration reports are printed monthly ninety days in advance of the expiration date to allow the manager time to solicit proposals, if necessary. Print outs are provided to district managers for tracking purposes.
10. Collections
Sentry has an efficient system of tracking accounts from the day of delinquency through the lien and foreclosure stages. An aggressive collection effort includes reminder notices each month and notices of intent to file a lien. Should a lien become necessary, Title research is performed and a lien filed against the property to protect the association’s interest. Again, a computerized “notebook” is utilized by the collections department staff to monitor each account. A collection report is provided to the community manager on a monthly basis.
11. Owner Records/Closings
New accounts are set up on the computer utilizing the information obtained via internet and subscriptions to the appropriate county records. This ensures that the record owner(s) names are in the association’s records as required by most association declarations. The closings department updates account owner information from warranty deeds to make certain the records remain accurate. Information is mailed to each new owner advising of the association’s fees and billing cycle as well as any rules and regulations information provided by the board of directors.
12. Financial Reporting
In addition to Sentry’s preparation of the association’s monthly financial statement, a tracking system is in place to track auditor engagements for year-end financial reports and tax preparation as required by law and governing documents. The engagements are then monitored to completion and the required financial report mailed to the membership.
13. Management Tracking System
Sentry’s administration department tracks and monitors each association’s requirements to file its annual business report with the State and, if required, remit payment to the proper state or government department for annual condominium fees due.
14. Meeting Notice Requirements
Sentry assists in the meeting and distribution of the notice requirements that are prepared in accordance with governing statutes, maintains computer records for designated voters, and prepares sign in sheets and required proof of mailing affidavits for all meetings and other mailings which are required by law.
15. Horsepower
Sentry has horsepower. Throughout our years of service, we have developed a wide range of professional contacts throughout the industry. These include attorneys, contractors, auditors, county services, and just about any other professional services which may be needed now or later.
All of the above services are available from Sentry, in addition to a solid background in all phases of community management. Through ongoing training, supervision and dedication, Sentry does more for your association than any other management entity. Our people have a sense of urgency and attention to detail that are the secrets to our success.
If you would like a brochure on how Sentry can assist you or if you would like to be contacted by one of our managers, please click here. Whatever your community management needs, Sentry has the solution.
