cecilia community management & consulting

8/4/2019 Cecilia Community Management & Consulting

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Cecilia Community Management & Consulting, is aprivately-held community management company. Our client base ranges

from condominium associations, including commercial, garden style,townhouse, and mixed-use properties, to homeowner associations, non-profit organizations and self-managed properties.

We recognize that each property has very distinct needs, weadapt to those needs by uniquely customizing our services for every single

client. We offer a number of management options, including full-servicemanagement, financial management and an array of a la cart services,which are attractive options for self-managed properties.

CCM&C,

Live Well. Be Well.


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We are a team, working together with our partners and

clients, as a single unit, to achieve a common purpose,

providing unsurpassed service.

Cecilia Community Management&

Consulting

CCM&C, Live Well. Be Well .


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Why CCM&C?

CCM&C exemplifies principled management. We work together with our partners and clients, as a singleunit, to achieve a common purpose, providing unsurpassed service. We do this through employing

optimism, persistence, genuine commitment, good citizenship, and an unwavering work ethic.

We place a premium on transparency, knowledge, and professionalism. We recognize, to be acknowledged as industry leaders, and to grow as acompany, we must exceed the expectations of our clients.

How do we begin the transition process?

We team up with our clients, and do some strategic planning. What does that mean, and what will be happening? Simply stated, strategic

planning is a systematic process, which we use to determine where the Association stands. From there we determine, together, where theAssociation is going, where it wants to go, and, how we as a team, are going to get there.

We come together and assess the Associations current position. We identify strengths, weaknesses, opportunities, and threats. Knowing wherethe Association is now, will help us get to where we want to be in the future.

We collaborate and work to identify the Associations purpose. This becomes the communities mission statement. For example, OurAssociation exists to ensure the highest possible quality of life for all residents, and to ensure the ongoing value of their investments.

We join forces, setting goals to identify what we need to do, to achieve the mission. Our goals are specific and measurable, and they provide anindication of how we are doing as we progress.

We decide how we are going to realize these goals. We may have to allocate resources, create committees, or undertake other tasks.

We create a takeaction plan. Each goal requires specific actions. For example, if we need a committee, who will serve, what tasks will weassign, how will we communicate with the committee?

We continuously monitor and update our strategic plan. If we learn that our ideas and goals were shortsighted, or uninformed, we change courseand recalibrate, we work together and do whatever it takes to get to our destination.


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Going above and beyond the call of duty is away of life for us.

We employ only top professionals in the field of

Community Association Management. All of ourassigned Community Managers hold credentials.They are Certified Managers of CommunityAssociations (CMCA), through The National Boardof Certification for Community Association Managers'(NBC-CAM), a certification, which meets thestandards of the National Institute for CredentialingExcellence (ICE).

Additionally, each holds the designation of AssociationManagement Specialist (AMS), through CommunityAssociation Institute (CAI). And are continuing theireducation in pursuit of the more esteemeddesignation of Professional Community AssociationManager (PCAM), through CAI.

We participate in routine training programs, allowingus to gain further accreditation, and to be up-to-dateon important industry trends and regulations.

Moreover, our staff, not just Community Managers,comply with, and uphold, the MassachusettsCondominium Act and CAI's Professional ManagerCode of Ethics.

Our Commitment to Excellence


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A Community Association operates as a government, a community, and a business, making it a truly specialized type

of organization. Leading America's 250,000 community Associations are more than a million volunteers homeownerswho dedicate their free time to serve on boards and committees.

As a board member, trustee, or volunteer leader working with your Association or cooperative, you have fiduciaryresponsibilities, which compel you to make decisions that can have profound financial and social impact on you andyour neighbors. Receiving professional and accurate advice or guidance on issues such as reserves, maintenance,insurance, budgets, governance, contracts, the law, and rules can make the difference between prosperity anddistress.

Many experts who work in these fields must earn degrees and pass tests to be certified.

WHY WOULD A BOARD HIRE PROFESSIONALS WHO MAY NOT BE QUALIFIED?

What to look for to help ensure that you have the expert guidance you need to manage your community's assets mosteffectively, look for professionals with the designations and certifications described below.

Community Associations Institute's (CAI) designations help ensure that managers have the knowledge, experience, andintegrity to provide the best possible service to your Association. If your manager holds a CAI designation, he or she hasmade a substantial commitment and investment in their education and career, and your community's welfare.

WHY SHOULD YOUR ASSOCIATION HIRE CERTIFIED

PROFESSIONALS?


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CMCA stands for Certified Manager of Community Associations. Administered by the National Board ofCertification for Community Association Managers (NBC-CAM), the CMCA program helps ensure thatmanagers have the knowledge, experience, and integrity to provide the best possible service to yourAssociation.

The CMCA program is the only national certification program designed exclusively for condominium,cooperative, and homeowner Association managers

The CMCA certification recognizes professionals who have demonstrated the fundamental knowledgeneeded to manage community Associations.

How do managers earn the CMCA?

1. Successfully completed Community Associations Institute's (CAI's) Professional Management DevelopmentProgram (PMDP) course, The Essentials of Community Association Management (M-100).

2. Passed the National Certification Examination, administered by NBC-CAM.3. Adhere to standards of professional conduct.4. Continue their education with additional courses to maintain certification.

Managers with this certification have:

What is an CMCA?


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AMS stands for Association Management Specialist. The second level in CAI's career development track forcommunity Association managers.

The AMS designation demonstrates a higher level of commitment to your career and the communityAssociation industry. An AMS designation is recommended for managers who want to enhance their careeropportunities by increasing their knowledge and expertise..

What is an AMS?

Complete two or more years of community Association management experience and have a communityAssociation leader sign off on the Management Service Verification form included in your application.

How do managers earn the AMS designation?

1. Successfully passed the M-100 course.2. Obtained and maintained the CMCA certification.3. Successfully passed a 200-level PMDP course.4. Completed two or more years of community Association management experience and had a community

Association leader sign off on the Management Service Verification form included in your application.

5. Complied with the CAI Professional Manager Code of Ethics.

Managers with this certification have:

What is an AMS?


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Naturally, we offer customized management services. We meet your individual needs with unparalleled one-on-oneattention, provided by our experienced and accredited staff. However, what makes us stand out most with theAssociations that we serve is how we provide resources and tools that actually save time and money. Tools thatinclude negotiating volume-based contracts with vendors through our Preferred Vendor Network, our exclusive

insurance program, creating e- newsletters, our social media presence, and developing and administering web sites tokeep your Association connected.

ADMINISTRATIVE

Slide 10

COMMUNICATION

Slides 13-15

FINANCIAL MANAGEMENT

Slides 11-12

EMERGNCY SERVICE

Slide 16

Find CCM&C

Slide 20

MAINTENANCE

Slides 17-19

Our Services


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Our office hours are Monday through Friday from 9:00 AM to 5:00 PM. For routine requests after hours, unit owners will be able to leave voice

mail messages in their Community Managers voice mailbox, or send in requests via email or fax at any time.

We promptly respond to all emergencies, maintaining a 24-hour emergency service, 365 days a year.

We develop and administer dedicated websites to keep Associations connected.

We maintain an intelligent, web-based, electronic record system, which ensures that any requested document is accessible at a moments notice.This includes paid invoices, proposals, signed contracts, insurance policies, bank statements, check register, owner files, vendor files, meetingnotices, etc.

We maintain an up-to-date owner and renter listing with appropriate contact information.

Association records are accessible, for review by any unit owner, by appointment, at our office during normal business hours.

We prepare and process resale/ refinance certificates and assist owners and real estate agents working to sell homes within the Association.

We prepare and deliver new resident packets, welcome letters, violation notices, and notice of Association meetings.

We provide Annual Meeting assistance, including reserving a room, proper mailing of meeting notices and announcements.

We assist Boards in the resolution of unit owner disputes.

We negotiate and solicit service contracts.

We work to ensure community standards, through the enforcement of the Associations Rules and Regulations, and in accordance with theGoverning Documents.

Administrative Services
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Financial Services

We promptly deposit Association income into the Associations bank account; we do not comingle any funds with the funds.

We mail delinquency notices to all unit owners who are in arrears by two months or more. When required, the highly regarded law office of Marcus,Errico, Emmer, and Brooks, handles the collection process.

Your Community Manager reviews all Association invoices and, if approved, they will be processed and paid promptly.

We prepare, and provide, the information necessary for the Associations CPA to conduct the end-of-year financial review, and prepare the

Associations taxes.

In advance of the end of the fiscal year, and on a date mutually agreed upon, we will present the Board with a draft budget.

Prior to drafting the budget for the upcoming fiscal year, we analyze the Associations financials. We pay close attention to each budgeted line item, andthe actual disbursements, adjusting the line items accordingly. We adjust the line items for increases in the cost of services, planned CapitalImprovements, and allocations to the Reserve Fund. The budgeting process complies with the Associations Governing Documents, and FHA, FannieMae, and Freddie Mac lending guidelines. Once approved, we mail a copy of the budget to the unit owners.

Through our advanced, web-based, software application Board members have access to the Associations financials, in real-time, through theAssociations dedicated website, unit owners can also view their account ledgers online.

For added convenience, we provide unit owners with coupon books, which are useful when mailing in their Association dues. Additionally, we offer unitowners many vehicles to pay their dues, including:

On-lineBy checkBy credit cardBy Electronic Funds Transfer (EFT)

We understand that relationships and built on trust, and that requires transparency and integrity. We use extensivefinancial control systems to safeguard the funds of each Association and provide complete and accurate accountingsystems. All books and records are available for view by Board members, and unit owners.
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We create, and maintain a Association Email Distribution List as a communication tool, saving Associations moneyon postage and print.

We have profile pages on many social media outlets, LinkedIn, Google, Google Places, and Face Book. We offer

our Association's an opportunity to create a Face Book page for the community.

We send routine e-newsletters through iContact, which allows us to keep residents up-to-date about what ishappening in the community, sent directly to Residents email without the expense of printing and postage. Thenewsletters are archived and searchable.

Ever need to call a neighbor? Go online, to the searchable directory, and find resident contact information. Neighbors canalso voluntarily share information about themselves, and since the website is secure and password protected, onlyAssociation members will have access to this information.

Positive communication improves the quality of life for the owners and residents, increasing community involvement andfostering support for the actions and decisions of the Board. We work to promote and enhance communications to and amongthe residents of the communities that we manage. We believe that the best way to communicate with unit owners is throughthe mediums they are most likely to use.

Email

Newsletter

Website

OnlineDirectory

Social

Media

We offer Associations the option of having a dedicated website to keep connected. A secure tool, easy-to-organize, providing acentralized location for important documents, such as Governing Documents, board meeting minutes, important contact

information newsletters, and more. Your Association information is in one place - online and available 24 hours a day, 7 days a

week.

Communication
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Board Meetings

We prepare routine management packets for Board members and deliver them in advance of the Boardmeetings.

Our Management Packet Includes:

Minutes of the previous Board meeting Monthly financial reports, including owner activity report, rent-roll report,

delinquency report, general ledger, profit/loss statement, and the balancesheet.

Copies of all bank statements, canceled checks, reconciliation report,and an un-reconciled transaction report.

Copies of all correspondences, including delinquency letters, violationletters, owner requests, etc.

Details of all property activity, including:

Unit sales Legal proceedings and opinions Changes to insurance coverage and the status of any existing claims Contractor bids and proposals Copies of all signed contracts


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Emergency Service

We maintain a 24-hour emergency service, 365 days a year to respond promptly to emergencies after hours. In the caseof an actual emergency, a Community Manager receives the call and immediately dispatches appropriate maintenance

personnel. An emergency is a matter affecting health, safety, or a reasonable level of personal comfort, including:

Fire.

Common Air Conditioning.

Common Heating.

Broken Common: Doorknobs Locks Windows

No Hot Water.

No Electricity.

Broken Plumbing Pipe.

Septic Back-Up.

Leaks Between Units.

Roof Leaks.


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We evaluate your current personnel. If your Association directly employs personnel,we recognize them as valuable resources. Already familiar with your propertysspecific needs, your existing staff members can make the transition to CCM&C. Wewill take an objective look at everyones performance and potential.

We make recommendations concerning existing staff and present them to the Board.If, it is necessary, to hire new personnel, we carefully screen all potential employeesand provide our findings to the Board so that they can make an informed decision.

We conduct an initial review and assessment of all maintenance procedures,contractors, and the overall condition of the facilities and a report containing ourfindings will be prepared, and presented to the Board. This report will includerecommendations for immediate and long-term modifications and improvements.

We take an inventory of all critical life safety systems, such as the fire alarm,emergency lighting, elevator maintenance, HVAC and sprinkler systems. Weevaluate these systems for general safety, last inspections, and certificationsrequired by law or common maintenance practice.

Moreover, as part of our preventative maintenance initiative, we establish, inconjunction with responsible vendors, an Annual Calendar for monitoringmaintenance and inspections regularly.

Transitional Maintenance
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We believe that it is important for our Community Managers to keep apprised of theongoing needs at the property, thus they perform weekly site visits to inspectvendors and contractors performance. Additionally, during these visits, they inspectthe common areas for any violations of the rules and regulations and notify offendingowners of non-compliance and when necessary, proactively put into play any riskavoidance measures.

Our experienced and diversified maintenance partners are available for emergencyand scheduled maintenance as well as construction projects.

We tailor every request for proposal (RFP) to meet the distinct needs of the property;Boards review them, prior to soliciting vendors for contracted services.

We solicit all bids and proposals from qualified, licensed, and insured contractors.Using our Preferred Vendor Network, we are able to simplify the selection process.Through our scrutiny, and attention to detail, we have developed long-standingrelationships with industry leaders working in the field of property management.These relationships have resulted in an extensive network of distinguished serviceproviders, our "Preferred Vendor Network.

An exclusive network consisting of industry professionals who have demonstratedthat they share our companys core beliefs. Consequently, they offer a high level ofquality service to our clients, and at reduced rates.

General & Routine Maintenance
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Handle all bids, budgets, proposals, scheduling, purchase orders,contractors, sub-contractors and any required documentation,building permits, warranties, etc.

Coordinate and participate in meetings with the architect, generalcontractors, sub-contractors, board members, and unit owners.

Community Managers are the point of contact for Board members,architects, contractors, sub-contractors, engineers, and unit owners.

Work with local governmental agencies to insure code compliance.

Conduct final walk-through to follow up on any identified punch-listitems.

Capital Project Management/ Administrative Coordination

We oversee every administrative aspect of job development, from the signed contractual agreement toproject completion, including:


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CCM&C

FIND US ON
http://ceciliacommunitymanagement.com/http://maps.google.com/maps/place?georestrict=input_srcid:1ba4a7a70a38c812&hl=enhttp://www.google.com/profiles/ceciliacommunitymanagementhttp://www.linkedin.com/in/ceciliacommunitymanagementhttp://community.icontact.com/p/ccmandchttp://www.facebook.com/pages/Cecilia-Community-Management-Consulting-CCMC/164249666927543


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Thank You!