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OUR CORE VALUES

COMMUNITY

We foster a vibrant and supportive community where connections are forged and everyone feels welcome.

SERVICE

We are dedicated to serving our community with passion and commitment.

FAMILY

We believe in the strength of family and strive to create a nurturing and inclusive environment.

EDUCATION

We are committed to providing accessible education and empowering individuals through knowledge.

PAYING IT FORWARD

We believe in the power of giving back and inspiring others to do the same.

COMMUNITY ASSOCIATION MANAGEMENT


At Nex-Gen, we specialize in providing comprehensive, professional, and tailored management solutions for Homeowners Associations (HOAs). We are dedicated to streamlining operations, enhancing communication, and managing the finances of your community with precision and care. Let us help you achieve a smooth, efficient, and transparent HOA experience that benefits both board members and homeowners.

FINANCIAL SERVICES

Transparent Financial Management

We prioritize transparency and precision in all accounting practices. Board members have 24/7 access to financial reports to ensure continuous insight into the financial health of the community

  • Income Logged Daily

  • Monthly Reconciliation

  • Financial Reports Available by the 5th of Each Month

Delinquent Account Collections

Our approach to collections balances understanding homeowners' situations while maximizing recoveries.

  • Flexible payment plans for overdue accounts

  • Escalation to a collection agency after 90 days (with Board approval)

Online Payment & Account Access

Homeowners can view account balances and pay dues online through a secure portal using credit cards, debit cards, or bank accounts with minimal transaction fees.

Vendor Payment Approval Process

Payments to contractors/vendors are seamlessly managed with board approval through our system, ensuring efficient and timely processing.

CUSTOMER SERVICE

Homeowner-Centered Approach

We believe homeowners are the heart of every community, and we ensure their needs are handled with care, flexibility, and professionalism.

Work Order Management

Homeowners can submit service requests via email or call. We document and track all requests through our software for quick resolution and transparency.

Multilingual Support

Our team includes fluent speakers of Polish and Spanish, ensuring clear communication with non-English speaking homeowners.

Emergency After-Hours Service

We offer 24/7 emergency service with quick response protocols to ensure urgent issues are addressed promptly.

REPAIR AND MAINTENANCE

Professional Repair Management

We secure a minimum of three competitive bids for each project, ensuring cost-effective and quality solutions. We also handle contractor qualifications, including verifying insurance and warranties.

In-House Maintenance Services

We offer expert in-house maintenance through our general contractor, who has over 33 years of experience in construction and maintenance.

Regular Property Inspections

Our team conducts seasonal inspections to identify and address property maintenance needs proactively

BOARD SUPPORT & DEVELOPMENT

Guidance for Board Members

We provide expert advice on legal, regulatory, and operational matters, ensuring your board can make informed decisions while adhering to community by-laws and state laws.

Clear Board Communication

We ensure that all communications with board members are transparent, documented, and maintained with full confidentiality.

Board Election Support

We assist with organizing elections, including preparing and distributing election letters, candidate forms, and proxies, ensuring a smooth and compliant process.

SPECIAL PROJECTS & LONG TERM IMPROVEMENT

Capital Projects & Neighborhood Revitalization

We actively assist in planning and executing capital projects that enhance property value and neighborhood aesthetics, such as landscaping, paving, and infrastructure upgrades.

Vendor Coordination for Special Projects

From obtaining permits to coordinating schedules and ensuring quality control, we manage every detail of special projects, making sure they run smoothly and within budget.

WHY CHOOSE NEX-GEN REAL ESTATE & PROPERTY MANAGEMENT?

Expert Financial Management: Access real-time financial reports and make informed decisions with 24/7 online access.

Seamless Communication: Homeowners and board members stay connected through transparent, efficient communication channels.

Cost-Effective Maintenance & Repairs: Minimize expenses with competitive bids, in-house services, and ongoing preventative maintenance.

Proactive Community Engagement: We prioritize homeowner satisfaction and work hard to maintain a strong sense of community.

Professional Support: From vendor management to legal advice, we provide the expertise needed to handle complex situations.

FEES & SERVICES

SERVICE

MINIMUM MONTHLY MANAGEMENT FEE

$17 PER UNIT

$15 PER UNIT

***600 MINIMUM

SERVICE

MINIMUM MONTHLY MANAGEMENT FEE

$17 PER UNIT

$15 PER UNIT

***$600 MINIMUM

MONTHLY PER DOOR BASE INCLUDES

  • Accounting

  • Technology

  • Maintenance Supervision

  • Repair Supervision

  • Vendor Coordination

  • Insurance Certificate

  • Processing Fee

  • Special Assessment

  • Coordination

  • Emergency Response

  • Website creation

  • Parking Coordination

  • Tax Preparation

  • 4 Board Meeting Coordination

  • Late Payments

  • Compliance Enforcement

  • Training and Education

  • Present at Board Meetings 4 times a year


***Additional Charges: Resale Certificate, Cost Transfer of Ownership and Rental Unit Tracking***

FREQUEQUENTLY ASKED QUESTIONS

BACKGROUND

How many years have you been in business?

Gabriela ”Gabi”, the owner and managing head broker of Nex-Gen Real Estate & Property Management Co., has been a dedicated professional in the real estate industry since 2014. In 2020, she founded the company with a vision to provide exceptional services in both property management and real estate. With the help of her skilled team, Gabriela leads the management departments for both rental properties and homeowner associations (HOA), ensuring top-tier service and client satisfaction. Under her leadership, Nex-Gen has been consistently recognized and awarded year after year as the Best Property Management Company in Schaumburg, Illinois.

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What is your association management philosophy or approach?

Our Association management philosophy is rooted in a proactive and educational approach. We prioritize transparency, innovation, and efficiency in all aspects of our service. By implementing great systems and automation, we ensure smooth operations while allowing our team members to focus on providing live, personalized support. Our goal is to empower both landlords and tenants with the information and tools they need for a seamless and positive experience.

How do you handle maintenance and repair?

  • Schedule regular and predictable maintenance events in advance i.e., furnace cleaning, gutter cleaning.

  • Assign one representative from the board to approve any repairs that need to be done as part of the association’s responsibilities.

  • Emergency are addressed immediately! Board members are made aware and we address it accordingly.

  • Safety is 1st!

TECHNOLOGY

Does your service include an online platform?

Yes, Buildium is an online property management platform included in the service. It’s designed to be user-friendly and provides a comprehensive set of features that help property managers and community association leaders manage operations efficiently. Here’s how Buildium supports your needs:

Key Features of Buildium’s Online Platform:

  • PROPERTY & ASSOCIATION MANAGEMENT

    Buildium allows you to easily track and manage all properties or associations, whether they are residential or commercial. You can view property details, lease information, and tenant/resident profiles from anywhere using any device.

  • ACCOUNTING & FINANCIAL TRACKING:

    The platform helps you manage accounting tasks like tracking income and expenses, generating financial reports, and managing payments from residents. It also supports online payments, simplifying association fee collection.

  • DOCUMENT MANAGEMENT

    You can store and share important documents such as leases, by-laws, financial reports, meeting minutes, and other community-related files, making them accessible to residents, board members, and staff.

  • ONLINE PAYMENTS

    Residents can easily pay online through Buildium’s secure portal, streamlining the payment process. It also allows for recurring billing, reducing manual effort and ensuring timely payments.

  • MAINTENANCE REQUESTS & TICKETING

    Residents can submit maintenance requests, which are tracked and managed through the platform, helping ensure timely responses and efficient resolution of issues.

  • COMMUNICATION TOOLS

    You can communicate with residents and board members via email, text, and notices. The platform helps automate and streamline communication, ensuring everyone stays informed.

  • RESIDENT & BOARD MEMBER PORTALS

    Both residents and board members can access personalized portals where they can view important community information, make payments, submit requests, and communicate with management.

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Can you explain how your community association management software works?

Our community association management software is designed to streamline communication, foster stronger relationships, and simplify financial and operational tasks for homeowners, residents, board members, and staff. Here’s how the software works:

  1. EFFECTIVE COMMUNICATION

    • Automated Communication: The software allows you to automate and track communications with homeowners, non-owner residents, and board members via email, mail, and text. This ensures that important messages are delivered efficiently and on time.

    • Centralized Document Management: It allows you to store and share unlimited documents, such as community by-laws, financials, and meeting minutes. All documents can be accessed from any device, providing transparency and easy access.

  1. RESIDENT ENGAGEMENT

    • Customizable Resident Portal: The software provides residents with access to a professional portal where they can pay fees online, submit maintenance requests, and communicate directly with the management team.

    • Community Interaction: The portal includes features like a resident directory and a discussion board to foster stronger community relationships by facilitating conversations and connections among residents.

  2. BOARD MEMBER ACCESS

    • Easy Permissions Management: The software allows you to control access to sensitive association information, such as financial reports, by setting permissions for board members and staff.

    • On-Demand Information Access: Board members can access critical documents like by-laws, policies, and meeting minutes at any time, as well as track financials, income, and expenses for better oversight.

  3. AUTOMATED FINANCIAL MANAGEMENT

    • Simplified Payments & Accounting: Residents can make online payments, and the system tracks all financial transactions. This reduces administrative overhead and improves financial management accuracy.

    • Tracking Payments & Expenses: The software tracks payments, income, and expenses, providing detailed reports for easy monitoring of the community's financial health.

  4. VIOLATION TRACKING

    • Log and Track Violations: The software includes tools to log and track violations easily, both on desktop and mobile. It allows you to create custom violation categories to suit the needs of your community.

    • Permission-Based Access: You can assign specific roles and permissions for violation management, ensuring that only authorized personnel can view or act on violation data.

      Overall, the software simplifies key management tasks and enhances communication across all levels of the community, making it easier for both residents and staff to stay organized and engaged.

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RESPONSE TIME

How quickly do you respond to non-emergency inquiries?

We value your requests and commit to responding within 1 business day, backed by our reliable task system

How do you handle emergencies and after hours issues within the community?

All homeowners will be provided with a 24/7 direct cell phone line to the property manager or a designated emergency contact. This allows homeowners to reach out in urgent situations such as water leaks, electrical problems, or security issues outside of regular office hours. The property manager or their team should be prepared to respond promptly to these calls and take appropriate action, such as dispatching maintenance personnel or coordinating with emergency services if needed.

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COMMUNICATION

How do you keep the HOA Board and Homeowners informed?

To keep the HOA Board and homeowners informed, we use a multi-channel communication approach to ensure that everyone stays updated, regardless of their preferred communication method. Here’s how we keep everyone informed:

  1. ANNOUNCEMENTS ON ONLINE PORTAL

    • Centralized Information: Important announcements, updates, and community news are posted directly on the community’s online portal. This ensures that both homeowners and board members can easily access the latest information at any time.

    • Real-Time Updates: Announcements are visible as soon as they’re posted, helping to keep everyone in the loop about things like upcoming meetings, maintenance schedules, policy changes, and event reminders

  2. EMAILS

    • Detailed Communication: Regular emails are sent to homeowners and board members with important details, such as meeting agendas, financial reports, reminders, and community updates.

    • Targeted Messages: Emails can be tailored to specific groups (e.g., homeowners, non-owner residents, or board members) so the right people receive the most relevant information.

  3. MAIL

    • Traditional Communication: For homeowners who prefer physical mail or for formal notifications (such as policy changes, legal notices, or election ballots), communication is sent via traditional mail.

    • Documentation Delivery: Key documents like by-laws, meeting minutes, and financial reports can be mailed to ensure all stakeholders have access to important information.

  1. SMS (TEXT MESSAGES)

    • Instant Alerts: SMS provides a quick and effective way to send real-time updates, reminders, and urgent notifications, such as emergency repairs, event reminders, or last-minute changes.

    • High Open Rates: Text messages typically have higher engagement rates than emails, ensuring that important information is more likely to be seen immediately.

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What is your response time for emails and calls from Board members or Homeowners?

Our goal is to provide prompt and efficient support to both board members and homeowners. We strive to attend to all communications as quickly as possible, and we have the following response time guidelines:

EMAIL RESPOSE TIME

  • Same-Day Response: We aim to respond to all emails before the end of the business day. Our team works diligently to ensure that any inquiries or concerns are addressed promptly, ensuring clear communication and timely resolution of issues.

CALL RESPONSE TIME

  • Missed Calls & Voicemails: If a call is missed, we make it a priority to return the call as soon as possible. Voicemails are listened to and responded to before the business day concludes.

  • Live Support: Whenever possible, we strive to answer calls directly or connect board members and homeowners with the appropriate support team member in real-time.

By prioritizing timely responses to both emails and calls, we aim to keep the lines of communication open and ensure that board members and homeowners receive the support they need without unnecessary delays.

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How can homeowners file complaints or suggestions?

Homeowners can easily file complaints or suggestions through several official channels, ensuring they have convenient ways to communicate their concerns or ideas.

Here’s how they can do it:

  1. ONLINE FORM (Through the Portal)

    • Easy Submission: Homeowners can use an online form available on the community’s portal to submit complaints or suggestions directly. This form may include fields for detailed descriptions, attachments (such as photos), and contact information.

    • Tracking: Submissions made through the portal can be tracked, ensuring that homeowners are kept informed about the status of their complaint or suggestion.

  2. EMAIL

    • Direct Communication: Homeowners can send an email to the HOA board or property manager. This is a simple and efficient way to submit feedback or file complaints, and it ensures that all communication is documented.

    • Convenient and Accessible: Homeowners can email at any time, and the HOA can respond or follow up as needed.

  3. WRITTEN LETTER

    • Formal Submission: Homeowners may choose to submit complaints or suggestions through traditional mail, providing a written letter addressed to the HOA board or property manager. This may be preferred for more formal concerns or to maintain a paper trail for important issues.

    ADDITIONAL FEATURES

    • Anonymous Submissions: Some communities may allow homeowners to submit complaints or suggestions anonymously through the portal or by email if they prefer.

    • Acknowledgment & Follow-up: Upon submission, the HOA can acknowledge receipt and follow up as necessary, ensuring that each issue is reviewed and addressed appropriately.

These channels provide flexibility for homeowners to communicate in a way that works best for them, while ensuring that the HOA is able to handle and respond to all complaints or suggestions efficiently.

FINANCIAL MANAGEMENT

How do you handle the HOA'S financial matters, including budgeting and accounting?

We handle the HOA's financial matters with a structured and transparent approach, using real-time tracking and clear processes to ensure accuracy and accountability. Here's how we manage budgeting, accounting, and other financial tasks:

  1. REAL TIME ACCOUNTING

    • Online Software Integration: All financial transactions, including income, expenses, and payments, are logged in our online software on a real-time basis. This ensures that financial records are always up-to-date, giving a current snapshot of the association's financial health.

    • Transparency: All board members have access to financial data at any time through their online login, ensuring that they can review the financials and track the association's finances whenever needed.

  1. BILL APPROVAL PROCESS

    • Board Member Approval: Any bills due must be approved by a designated board member, typically the treasurer, before being processed. This adds an additional layer of oversight and accountability to ensure that payments are legitimate and in line with the association's budget.

    • Approval Workflow: The software may include a built-in workflow for approval, where bills are routed to the appropriate board member for review and sign-off.

  1. 24/7 FINANCIAL ACCESS FOR BOARD MEMBERS

    • Full Financial Access: Board members have continuous, on-demand access to the HOA’s financial records through their online portal login. This provides transparency and allows board members to stay informed about the financial status of the association at any time.

    • Financial Reports: Board members can view detailed financial reports such as income statements, balance sheets, and cash flow reports to make informed decisions.

  1. MONTHLY BANK RECONCILIATION

    • Regular Reconciliation: Monthly bank reconciliations are performed to ensure that the financial records match the bank statements. This process helps identify discrepancies early and maintain accurate records.

    • Accuracy Assurance: Bank reconciliation ensures that all deposits, withdrawals, and transactions are properly accounted for, maintaining integrity in the financial reporting process.

  1. BUDGETING PROCESS

    • Budget Preparation: The budget is finalized at the end of the third quarter, based on the expenses incurred during the current year. This allows the HOA to have a realistic budget for the upcoming year, reflecting the actual financial situation.

    • Strategic Budgeting: The budget is reviewed and adjusted as necessary to accommodate changes in income or expenditures, ensuring that funds are allocated appropriately for ongoing community needs.

By using real-time software to track financial transactions, implementing a structured bill approval process, providing 24/7 access to financial data, performing monthly bank reconciliations, and finalizing budgets at the end of the third quarter, we ensure that the HOA’s financial matters are managed effectively, transparently, and responsibly. Board members are always informed and involved in key financial decisions, which helps maintain the association's fiscal health.

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How is financial management handled?

Financial management is handled with a focus on accuracy, transparency, and timely reporting. Here’s how the process works:

  1. DEDICATED ACCOUNTING TEAM

    • Real-Time Report Generation: The team prepares and generates financial reports in real-time, which allows for up-to-the-minute insights into the association's financial status. These reports can include income statements, balance sheets, cash flow reports, and more.

    • Daily Income and Expense Logging: A dedicated accounting team ensures that all income and expenses are logged daily in the financial management system. This helps keep financial records up-to-date and ensures that all transactions are tracked accurately.

  1. 24/7 ACCESS FOR BOARD MEMBERS

    • Online Access: Board members have full access to the association’s financial reports at any time through a secure online portal. This ensures they can monitor financial activities, track income and expenses, and make informed decisions based on the most current financial data available.

    • Transparency and Oversight: This real-time access allows board members to have greater transparency and oversight of the association’s financial matters, empowering them to take timely action when needed.

  1. REPORT TYPES

    • Income & Expense Tracking: Daily logs ensure that all financial transactions are captured, and any discrepancies are noticed quickly.

    • Detailed Financial Reports: The accounting team prepares detailed reports on a regular basis that reflect the community’s financial health, including reports on income, expenses, reserve funds, and any pending payments.

    • Audit-Ready Records: Since financial data is logged daily and reported in real-time, the records are always up-to-date and ready for any internal or external audits.

  1. REGULAR FINANCIAL OVERSIGHT

    • Board Involvement: With continuous access to financial reports, board members can review financial data and track trends over time. They can also make adjustments as needed, ensuring that the association stays within budget and adheres to financial goals.

    • Monthly Reconciliation: The accounting team performs monthly bank reconciliations to ensure accuracy, which helps keep financial records in line with actual transactions.

Financial management is efficiently handled by a dedicated accounting team that logs transactions daily and generates real-time financial reports. Board members have continuous access to these reports, enabling transparent oversight and informed decision-making. This process ensures accurate financial tracking, easy access to financial data, and timely reporting.

VENDOR AND CONTRACTOR RELATIONSHIPS

How do you select and manage vendors and contractors for maintenance and repairs?

We house an independent contractor that has over 33 years of experience. Before requesting any quotes for work bids from vendors, our team thoroughly reviews vendor information, including references and reviews, to ensure quality and reliability.

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INSURANCE AND RISK MANAGEMENT

How do you ensure the HOA is adequately insured?

To ensure that the HOA is adequately insured, we follow a comprehensive and proactive approach that covers several key aspects of insurance management:

  1. REVIEW OF GOVERNING DOCUMENTS

    • Understanding Insurance Requirements: We start by thoroughly reviewing the HOA's governing documents (such as by-laws, CC&Rs, and other legal documents) to identify the specific insurance requirements and guidelines for the community.

    • Compliance: This ensures that the HOA meets any minimum insurance coverage requirements set forth by the governing documents and protects the association from potential legal or financial risks.

  1. ASSESSING INSURANCE NEEDS

    • Property & Liability Coverage: We assess the HOA's current property, liability, and other insurance needs, considering factors such as the community’s size, property type, and potential risks.

    • Comprehensive Risk Evaluation: This includes evaluating the risk exposure of both common areas (e.g., clubhouses, pools, parks) and individual homeowner needs.

  1. RISK ASSESSMENTS

    • Identifying Potential Risks: Regular risk assessments are conducted to identify potential hazards and gaps in coverage. This includes assessing environmental risks, crime rates, and specific incidents that could result in insurance claims.

    • Mitigation Strategies: Based on the assessments, risk mitigation strategies are developed and implemented to help reduce the likelihood of incidents that could lead to insurance claims.

  1. CONSULTATION WITH INSURANCE BROKERS

    • Expert Advice: We work closely with experienced insurance brokers who specialize in HOA insurance. They help us understand the most suitable policies available for the community’s specific needs.

    • Comparing Quotes: Brokers provide multiple quotes from different insurers, allowing us to compare coverage options, costs, and terms to find the best policy for the HOA.

  1. EVALUATING POLICY LIMITS AND COVERAGE

    • Adequate Coverage: We ensure that the HOA has adequate coverage by evaluating the limits of policies. This includes ensuring that coverage is sufficient to protect the HOA from property damage, liability claims, and other potential losses.

    • Customization: Policies are customized to meet the unique needs of the HOA, including coverage for common areas, community amenities, liability for accidents, and board member protection.

  1. SEEKING LEGAL ADVICE

    • Legal Compliance: When necessary, we consult legal advisors to ensure that insurance policies meet legal requirements and provide adequate protection for the HOA.

    • Risk Mitigation: Legal experts help us assess the potential legal implications of insurance policies and offer guidance on how to handle claims and disputes.

  1. PERIODIC UPDATES AND REVIEWS

    • Ongoing Policy Review: Insurance policies are reviewed periodically to ensure they remain up-to-date with the HOA's changing needs and any changes in the law or insurance industry.

    • Policy Adjustments: If there are significant changes (such as property improvements or new risks), we adjust policies to ensure that coverage remains sufficient.

  1. COMMUNICATION WITH HOMEOWNERS

    • Keeping Homeowners Informed: We prioritize communication with homeowners about insurance coverage, including any changes to policies or their responsibilities in maintaining individual homeowner insurance (such as liability or personal property insurance).

    • Certificates of Insurance: We maintain up-to-date Certificates of Insurance for all homeowners, ensuring that they have the necessary proof of coverage and that the HOA is listed as an additional insured party, if required.

  1. RISK MANAGEMENT & EMERGENCY PREPAREDNESS

    • Emergency Plans: We develop and maintain emergency preparedness plans that are aligned with insurance policies to ensure that the HOA is equipped to handle crises and respond quickly in the event of an incident.

    • Training & Awareness: We also help educate board members and homeowners about best practices for risk management and how to handle emergency situations that could affect the HOA’s insurance.

COMMUNITY INVOLVEMENT

How do you engage with the community and encourage homeowner participation?

We engage with the community by ensuring transparent and responsive communication through multiple channels, offering regular updates, and making participation accessible and convenient. By fostering a welcoming and collaborative environment, providing opportunities for involvement, and utilizing technology, we encourage homeowners to stay informed, contribute to decisions, and actively participate in community life. Regular meetings, outreach, and social events further strengthen connections and build a sense of belonging within the community.

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CONFLICT RESOLUTION

How do you handle conflicts or disputes among homeowners?

Handling conflicts or disputes among homeowners is a delicate process that requires fairness, transparency, and clear communication. We follow a structured approach to ensure that all parties are heard, the process is fair, and issues are resolved in a way that aligns with the community’s rules and values. Here’s how we handle conflicts or disputes:

  1. REVIEWING GOVERNING DOCUMENTS

    • Understanding the Rules: We start by reviewing the HOA's governing documents, such as the CC&Rs (Covenants, Conditions, and Restrictions), by-laws, and policies. These documents provide the framework for resolving disputes and help determine whether any community rules have been violated.

    • Clarifying Expectations: By referencing the governing documents, we can clarify the expectations for behavior and community guidelines, which helps ensure that all parties involved understand the rules that are in place.

  1. MAINTAINING NEUTRALITY

    • Impartial Approach: Our team remains neutral and objective when handling conflicts. We avoid taking sides and focus on gathering facts and facilitating constructive conversations between the parties involved.

    • Respecting All Parties: We ensure that all homeowners have an equal opportunity to present their concerns or perspectives, fostering a fair and respectful environment.

  1. GATHERING ALL RELEVANT INFORMATION

    • Fact-Finding: We collect all relevant information related to the dispute, including written communications, evidence, or witness statements. This ensures that we fully understand the issue before attempting a resolution.

    • Open Communication: We encourage open dialogue between the conflicting parties to better understand each side’s concerns and find common ground.

  1. DOCUMENTING THE PROCESS

    • Detailed Records: Every step of the conflict resolution process is documented thoroughly. This includes all communications, actions taken, decisions made, and any agreements reached.

    • Clear Follow-up: By keeping detailed records, we ensure transparency and maintain a clear trail of actions, which can be referenced if the dispute escalates or requires further intervention.

  1. INVOLVING THE HOA BOARD (WHEN NEEDED)

    • Board Oversight: If the conflict cannot be resolved between the parties or if it requires a decision beyond the property manager’s scope, the HOA board is involved to provide oversight and make final decisions.

    • Fair Resolution: The board helps ensure that any resolution aligns with the community’s governing documents and is fair to all parties involved. They may also assist in determining any necessary actions, such as fines or other penalties, in accordance with community rules.

  1. MEDIATION OR ALTERNATIVE DISPUTE RESOLUTION (ADR)

    • ADR Options: If mediation is unsuccessful, we may explore alternative dispute resolution (ADR) methods, which can be more formal but still provide an opportunity for both parties to come to an agreement outside of the courtroom.

    • Mediation: If the conflict persists and cannot be resolved through direct communication, we may suggest mediation services. Mediation offers a neutral third-party mediator who can help the parties reach a mutually agreeable solution.

  1. ENSURING FAIR AND EFFECTIVE RESOLUTION

    • Clear Communication of Outcomes: Once a resolution is reached, we communicate the outcome clearly to all involved parties and ensure they understand any actions required to resolve the issue.

    • Follow-Up: We follow up with homeowners after a resolution to ensure that the issue has been resolved to their satisfaction and that no further problems have arisen.

  1. PREVENTIVE MEASURES

    • Community Education: To prevent future disputes, we provide education to homeowners on the community’s rules, expectations, and dispute resolution procedures. This can help reduce misunderstandings and conflicts before they escalate.

Encouraging Respect and Cooperation: We promote a culture of respect and cooperation within the community, reminding homeowners of the importance of working together for the good of the neighborhood.

SUMMARY:

When conflicts or disputes arise among homeowners, we handle them by remaining neutral, reviewing the governing documents, and gathering all relevant information. We document every step of the process and involve the HOA board when necessary to ensure fairness and transparency. Mediation and alternative dispute resolution may also be employed if needed. Our goal is to resolve conflicts in a way that aligns with community rules and fosters cooperation, while also preventing future issues through education and clear communication.

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COMMUNITY MANAGERS

How frequently does the manager visit the site?

The manager visits the site at least once a month for routine inspections and oversight. For ongoing projects or property-specific needs, visits are made more frequently to ensure everything is being properly managed, that work is on track, and that any issues are addressed promptly. This regular oversight helps maintain the property and ensures the HOA runs smoothly.

How often do you conduct property inspections?

We perform seasonal inspections four times a year, focusing on different maintenance needs each season, and develop a customized maintenance plan based on the unique needs of the property. This proactive approach ensures that repairs are timely and that the property is well-maintained year-round, minimizing costly issues and maintaining the community’s value. Additionally, emergency inspections are conducted as needed to address specific concerns or urgent matters.

Are you available to attend board meetings?

We ensure effective communication and support at board meetings by attending at least four times a year. Either the property manager or assistant will be present to provide updates, answer questions, and offer expert guidance on property and community matters. This involvement helps the board make informed decisions, while also fostering collaboration between management and the board. We are also available for special or emergency meetings and can participate virtually if needed.

Do you assist with preparing the annual budget?

We assist with preparing the annual budget by collaborating with vendors to forecast costs, assessing the property’s needs, and ensuring a comprehensive financial plan. We provide accurate financial forecasting, including reserves, and ensure that the board has all the information needed to approve the budget. Our proactive approach and regular budget monitoring help ensure the HOA remains financially stable and prepared for both planned and unexpected expenses.

Do you oversee approved maintenance projects?

We oversee approved maintenance projects through dedicated supervision by a full-time maintenance professional. This includes coordinating with vendors, ensuring quality control, monitoring costs, and communicating effectively with homeowners. Our goal is to ensure that projects are completed efficiently, on time, and within budget, while maintaining a high standard of work and minimizing disruptions to the community. Additionally, we follow up with post-project evaluations to ensure long-term success and satisfaction.

Can task requests be reported to the board?

Yes, task requests can be easily reported to the board, ensuring transparency and accountability in the management process. Here's how we handle task reporting:

  1. ONLINE PORTAL

    • Submit Requests: Homeowners, board members, or the property manager can submit task requests via the community's online portal, which provides a centralized platform for all tasks, maintenance requests, and issues.

    • Tracking and Updates: The portal allows for real-time tracking of the status of each task, so the board can see updates, progress, and resolutions as they happen.

  1. REGULAR REPORTS

    • Task Summary Reports: We generate regular reports that summarize all outstanding and completed task requests, providing the board with an overview of current issues and resolutions.

    • Actionable Insights: These reports highlight any ongoing concerns, delays, or tasks that require immediate attention, ensuring the board is always informed about property management activities.

  1. BOARD ACCESS TO REQUESTS

    • 24/7 Access: Board members have direct access to the task management system, allowing them to view any task requests and the corresponding actions taken. This ensures that they can stay up-to-date on ongoing work and make informed decisions when necessary.

    • Clear Documentation: Each task request is documented with details such as the nature of the request, responsible parties, timelines, and outcomes, ensuring that everything is transparent and trackable.

  1. COMMUNICATION CHANNELS

    • Direct Reporting: In addition to online tracking, the property manager can directly report task requests to the board via email or during board meetings, highlighting any critical issues or requests that require board attention.

    • Follow-up Updates: The property manager can provide updates on the resolution of tasks, addressing any questions or concerns from the board about the completion of tasks.

  1. ENSURING ACCOUNTABILITY

    • Transparent Workflow: By allowing the board to access all task requests and follow up on their progress, we ensure that there is full accountability in the management process. Any delays or issues can be quickly addressed, and the board is kept in the loop regarding the status of property maintenance or improvements.

SUMMARY:

Task requests can be reported to the board through an online portal that offers transparency and real-time updates. Regular reports are generated to summarize all requests, and board members have 24/7 access to monitor progress. Additionally, the property manager ensures clear communication, and the board is kept informed about important or time-sensitive issues, ensuring accountability in all management tasks.

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