What is important to you to manage your HOA in Tulsa and the surrounding areas? Often times, we hear from volunteer ran boards as well as manager ran boards and the issues are all too common. The board and the management company doesn’t know what the other is doing. They are lacking in trust and unifying in a common goal for the HOA. With PMI Green Country we align on the goals of the board, and then we relentlessly go after those goals. We listen to what the board wants to achieve and then we help identify the right, most efficient and effective path to get there. Sometimes boards have weak reserves fund. Weak reserves funds is actually more common than most people think. Majority of associations are underfunded and homeowners rarely think about it, much less understand the ramifications of weak reserve funds. When the reserves funds are weak, this leaves them at risk for large maintenance in the future. No one wants to impose a “special assessment” for things like retaining walls but without proper preparation, building the reserve fund, and being strategic about how the money is spent, the problems are common. When the reserve funds are under funded, this also sends a message to future home owners in the association, that the clubhouse or pool or whatever the shared communal areas are, could go downhill quickly and not be taken care of. As a matter of fact, just like budgeting our own home finances, saving for the reserve fund is so important so that there is comfort in knowing that repairs can be made while also having money to do other “fun spendings” such as upgrading the clubhouse or even pool furniture replacements.
Trust and communication is very important when dealing with the board and the management company. At PMI Green Country, we proudly serve Tulsa and surrounding areas including Bixby, Broken Arrow, Owasso, Jenks, Glenpool, Sand Springs, Coweta and Collinsville to make your home owner’s association not only survive but also thrive. Our goal is to help make each board as efficient as possible. We understand that the board is a volunteer position and we honor that position by making sure we make excellent use of your time. One of the ways we do this, is we make communication easy and trackable through a patented portal online. The board is able to make suggestions to the management company as well as see the financial health of the operating and reserved funds at any time. The board or any homeowner, can communicate with the management company and share issues such as violations or even overlooked repair requests like playground equipment. This communication is time stamped and it is there for the selected group it was intended. The party sending the communication can get a fast response and actions are made. The vendors dealing with home owners association and management company can also go online and have access to the portal. This streamlined, efficient way to communicate allows communication to flow more freely and results in more proactive activities going on. Each homeowner has the option to go online and view the portal and the management company and board determine the documents and issues that are viewable to all. Homeowners are also encouraged to go online and pay their association dues as well as view their current balances. If requested, a newsletter is posted on the portal to keep the homeowners abreast on any important events going on. This tool could also be used to advertise for companies within the association. The homeowners also have the option to upload pictures they want the board and the management company to see- from the comfort of their smartphone- it goes straight to the portal and the management company as well as the board are able to immediately view it. Because of this online portal and the tracking- the emails do not get lost in the shuffle as it is all in one holding place. When thinking of all of the documents home owners associations hold, i.e. CC&R’s, by-laws and any other governing documents, all of those are easily viewable in the portal for the board as well as all homeowners who choose to log in. The annual meeting minutes as well as the annual budget and other financials are also stored on the portal. This transparency, leaves a trust between the board members, the management company as well as the homeowners. The days of wondering how your association dues are being spent has been resolved. That question- the one of lacking transparency- is by far the most common concern we hear when we speak to homeowners association in Tulsa and the surrounding areas. This lacking transparency is all a part of the proactive communication that PMI Green Country does. Communication and transparency go hand in hand and is a close second to issues homeowners associations contend as being big issues. With the patented portal, both of those issues are resolved. As with all tools, the portal is only as good as the information put in. This is why we at PMI Green Country promote access into the portal for everyone and encourage people to use the portal instead of even a phone call. Phone calls get transcribed into the portal and those get responded to as well. When we can scale this into an efficiency and show homeowners that their issues gets resolved, positive communication guides others to be involved as well. Board members feel better about being on the board because they feel like they are being communicated with and have control over the issues at hand. This portal is the accountability piece that is missing in so many other management companies. The phone call or email can get “lost in the system” but the portal communication remains there with time and date for all intended to see. Why don’t you take a moment today to reach out to Shawn Klahr at PMI Green Country at 918-928-2764 to inquire about PMI managing your addiction today! It is time to hand over the responsibilities to the professionals at PMI Green Country.