Award Wining Real Estate

Our Property Management Services

  • Prepare Legally Acceptable Minutes of Board Meeting
  • Receive and Record All Owner Telephone Calls/Requests
  • Contact Association Vendors Regarding Corrective Work as Reported
  • Include Welcome Package to New Owners
  • Attend All Regularly Scheduled Board of Directors Meetings
  • 24 Hour On-Call Emergency Backup Service
  • 365 Days/Year for Emergency Maintenance Requests
  • Submit Board of Directors Report to Include:
    • Meeting Agenda
    • Financial Reports
    • Management Status Report
    • Activity Log
    • Deed Restriction Report
    • Work Order Summary
  • Telephone Log Report
  • Documented Inspection Reports
  • Review All Correspondence/Proposals
  • Assist with Preparation of Annual Budget
  • Monitor Subcontractor’s Work Performance
  • Provide Updated Information Regarding New Legislature
  • Code and Process Association Invoices
  • Maintain Computerized Customer Service Log
  • Prepare Association Billing Statements, Billing Inserts, Messages
  • Organize & Assist Conducting Annual Election Meeting & Distribute Membership Notifications
  • Prepare Annual Calendar of Events which is customized for each Association to include:
  • Contract Renewals
  • Insurance Policy Renewal
  • Annual Meeting Schedule
  • Fiscal Year End
  • CPA-Auditor Solicitation
  • Proposed Draft Budget
  • Prepare Liens and Lien Releases
  • According to Association Collection Policy levy late fees on behalf of the Association
    (which is Association Generated Income)
  • Summit monthly delinquent report to the Board of Directors
  • Maintain Data Pertaining to all Transfers of Ownership for Billing Purposes
  • Send reminder/violation letters when applicable
  • Maintain ACC Log of all Architectural Committee Approvals
  • Obtain proposals for Contracts of Board Approval
  • Prepare certification forms as needed for lenders
  • Timely Preparation of 1099s and Governmental Reports
  • Prepare Escrow Demands
    Personalized Customer Service:
    Personal customer service personnel answer owners’ telephone calls during regular business hours. All service requests are monitored to ensure their completion and owner satisfaction.

Emergency – Call Service – 24 Hours / 365 Days

A reputable answering service to take all incoming calls…An experienced property manager will respond to common area emergency problems concurrently.

Financial Reporting

Comprehensive financial reports prepared in-house with the Promaster Community Pro to allow for timely revisions if needed and distribution to the Board.

Experienced Property Managers

All managers are members of Community Association of Community Managers (CACM) and affiliated with California Associations Institute (CAI). Continual educational seminars are available to managers regarding all aspects of community association management.

Documented Property Inspections

Written inspection reports are included in the Board Packet for review and verification. A summarized Violation/ACC Request report is prepared by the manager to aid the Board of the Directors regarding enforcement of the governing documents and rules and regulations.

Activity Log

Our managers prepare an Activity Log after each Board meeting. The Activity Log is sent to each Board member within five (5) days after the meeting. The importance of the Activity Log is to provide a communication instrument between the manager and the Board. The Activity Log is also a reminder to Board members who volunteer their services for specific actions. The list is continually updated by the manager adding other activities that have occurred during the month and included in the Board Packet.

Association Funds

Association funds are not commingled pursuant to California Civil Code Section 1365.5(b). Reserve funds are placed in the bank of the Board’s choice. The signatures of at least two persons, who shall be members of the Association’s Board of Directors shall be required for withdrawal of moneys from the Association’s reserve account.

COTC Property Management carries One Million Dollars ($1,000,000.00) General Liability policy and a Five Hundred Thousand Dollars ($500,000.00) Fidelity Bond.

Monitor Association’s Investments

COTC Property Management monitors the status of current investment accounts such as certificates of deposit and provides suggestions and recommendations regarding reinvestment. Educational – provides educational seminars resource materials for our community managers. We keep our Board of Directors apprised of current legislature that affects community associations.

Of Experience

Joint Venture

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