Associated Property Management - Services
Associated Property Management
SUMMARY AND SCOPE OF SERVICES OFFERED
The payment of invoices on behalf of the Strata Corporation is a strictly controlled authorization
process requiring at least independent authorizations for each invoice. Invoices must be matched
with purchase orders, cross-referenced with the budget and approved by the Property Manager, and
consequently approved by the Controller and signed by our President who is the final signatory on
We deal with the payment of all expenses from the Corporation Account for regular maintenance
and operating costs, as budgeted and/or approved by the Strata Council at the regular council
We maintain and keep all Strata Corporation records, including items which would normally be
forwarded to insurance agencies, legal entities, developers, contractors, and New Home
Warranty Programs. We act on behalf of the owners whenever any of the aforementioned
institutions do not provide service in a timely manner.
We prepare annual operating budgets and long-range expenditure plans for discussion and approval
We deal with the collection of monthly maintenance fees from strata lot owners. Payment by way
of Pre-Authorized Debit is offered to Owners as an option. Monthly reports are provided to the
Strata Council as part of the Council Meeting Agenda package.
We prepare financial statements for distribution by the 20th. day of each month. These include a
variance analysis, operating expenditures, balance sheets, summary and detailed reports, unpaid
dues, a list of all owners and their monthly fees, and a General Ledger of all expenditures. Our
standard accounting and financial reporting software system is Yardi Genesis, a state of the art
software program designed specifically for the real estate industry.
Annual General Meeting
We prepare and circulate meeting notices, including full budget packages and required resolutions.
We supply additional staff to check-in all owners attending the meeting, having consulted a 21 item
checklist which includes vote cards, date ballots, date proxies, head table name signs, hand-outs,
when appropriate, and an efficient attendance register system.
Communication with Council
We promote good communication between council and the property management team, whether it
is by email, fax and/or by telephone.
We would attend council meetings, prepare and circulate meeting notices and agendas, and
distribute minutes. Council receives an information package before each monthly meeting to
apprise them of significant issues affecting owners.
New owners to the development receive a "Welcome Package" which includes bylaws, assessment
fee schedule, last month’s minutes, recent notices and memos, particulars regarding parking and
storage, and any other information on the project which will give them a “feel” for their new
We would be the conduit between owners and council in matters of dispute and enforcement of
Bylaws and fines, on behalf of council.
Our Managers receive a great deal of in-house support in order to allow more time for our owners
and tenants. The relationships the Property Manager has with owners and tenants are very
To manage owner and tenant requests professionally and quickly, we have the APM 24 hour
Service Centre. Our operators personally take all calls. The information is then transmitted to
pagers and/or cell phones, carried by service staff. Phone numbers of the Property Manager and
support staff would also be distributed to all owners.
Annually we address the analysis of project requirements, annual valuation, and receipt of
Long Range Planning
Production of a multi-year expenditure plan, assist the Strata Corporation in planning funding for
We often receive local and long distance calls from potential buyers interested in availability of
residential property. We are eager to spend the time to promote your property.
Supervision of contractors providing services to the property, co-ordination and communication
with contractors to ensure that entire service to owners is streamlined.
We respond to all emergency calls, 24 hours a day, 7 days a week.
Preparation of suitable "cost saving" programs for the project, to be reviewed by council.
We conduct regular inspections of the common property and complete written reports for review.
We implement and review ongoing maintenance contracts for common property at the direction of
APM can coordinate minor and major repairs, maintenance and renovation projects, as well as
capital works, reconstruction and major renovation, or upgrading projects.
Going that “Extra Step”
The full scope of these services is set out in our strata management contract. The following
contributes to what we believe sets us above and beyond other management companies:
- Proactive approach to dealing with developers and contractors, on behalf of the council
and all owners.
- If owners have questions or concerns regarding developer’s issues, insurance, water
quality, health issues, noise, recycling and garbage, and a variety of other issues, we will
make enquiries on an owner’s behalf whenever possible.
- When the security of the property becomes a concern to the owners, we recommend an
organized Block Watch meeting with an RCMP officer in attendance and obtain quotes
and information regarding the re-keying of the units with upgraded, high security locks.
- If warranty items have proven to be defective we have coordinated the prompt
replacement of such items.
- We are pro-active in all areas of management and service to the Corporation.