1. How long has your company been managing HOAs?

AZCMS was founded in 2006 and has over forty years of combined experience managing HOA’s to include condominiums, single family, master planned communities and mixed-use.

2. How many HOA properties does your company currently manage?

AZCMS manages close to 50 association’s valley wide and continues to grow. No community is too big or too small we have experience managing communities ranging from 15 doors to 4,000 doors.

3. Do you have or maintain any partnerships, agreements, relationships, associations, or preferences with law firms, contractors, landscapers, collectors, or other entities you use to assist or recommend to HOAs?

AZCMS does not own any ancillary businesses that provide services to your association.  As your agent we feel that it is in the best interest of the association to obtain competitive bids.  We will then assist the community in selecting the best value and service whether it means contracting with an outside vendor or hiring on-site staff. 

4. Do you use any third party affiliates to accomplish your management work?

Arizona Community Management Services does not contract any 3rd party companies to perform work under our contracts.   However, AZCMS is proud to partner with Aspire Financial, LLC.  Ron Marsh, CPA is a partner in the firm and has been involved with financial review for our clients since 2006. 

5. Please describe the primary reason your company is successful at managing HOAs.

We are large enough to provide the expertise required to successfully manage communities however our size allows us to offer flexibility that is hard to find.  

We also understand our role is to take a leadership position, to get the work done and then to report on the work that has been done.  So board members shouldn’t necessarily need to be engaged in the day to day operations unless they so do choose.

6. What is the most effective way for the board to become aware of changes in laws or statutes that affect our association?

It is a company policy that each AZCMS staff member attends continuing education courses through our affiliations with Community Association Institute (CAI) and Arizona Association Community Management (AACM).  Our senior leadership team is one of the best in the business and provides training classes to boards in our new training room.  We also extend invitations to our board members to attend legal seminars and lunches with us.   

7. What methods will you provide our members to pay their assessments?

Homeowners have the ability to make payments by mail to the association lock box; online using a debit card, credit card, e-check; enrolling in the auto debit program with AZCMS; initiating payment through their own online bill pay provider; dropping off payments to the AZCMS office or on-site if applicable.

8. What tools will you provide our members to communicate their payment history and standing?

Our technology streamlines communication between the board, residents and management.  AZCMS is one of only a few management companies that offer web based real-time access to information to residents. Portals allow residents to view and print account activity in addition to the ability for them to pay online.  Staff is always available to email, fax or mail account history.

9. What is the most effective way to motivate members to keep their assessments current?

Communication is key to the motivation of collecting assessments. People are more likely to voluntarily pay into something when they see results. We recommend that all boards communicate frequently about improvements or plans for future improvements no matter how small.

In this economy it is also important to keep in constant contact with homeowners. We do this in accordance with the collection policy however we continue to communicate with homeowners at every chance we get.

10. Please describe what methods, tools, techniques, or processes you use to collect assessments and fees from members who fall behind in their financial obligations?

It is important to understand the management’s role in collections. When we are initially selected as the management company for your community we perform a complete audit of your policies. The purpose of this is to evaluate whether or not the board is using the most effective technique available. Many policies were created years ago in a different economy. Through experience we can help to guide the board to a path that has proven results. 

11. Between the board and your company, describe the most effective way in managing the accounting.

Many management companies employ “bookkeepers” to manage their clients’ finances. AZCMS

is a firm believer in employing highly educated accounting personnel.

In addition AZCMS is able to provide internal controls that small, independent, family-owned businesses cannot offer especially those working from a home environment.

12. What is the most effective way in managing member complaints?

We are extremely proud of our excellent customer service. We take the time to listen, offer suggestions and most importantly educate. HOA’s must govern themselves in accordance to the documents however most homeowners do not have that level of understanding. Once they understand they are more likely to try and be part of the solution.

13. What is the most effective way in managing member violations?

First and foremost, it is important that the members of the board understand the importance of leading by example. Violations are often “contagious” throughout a community. It is no surprise that the same can be true of compliance and cooperation.  Again, homeowner education is key to any successful compliance program.

In addition we provide monthly compliance reports to the board as a result of recent activity.

14. What methods, reports, or processes does your company use to show financial transparency to the board?

We are extremely dedicated to making sure the board understands the financial status of the community. Financial reports are sent out systematically each month to all of our associations whether or not there is a meeting. We send out all supporting documentation to include bank statements with the financials and take the time to condense information into easy to read reports. Our controller is available to you at any time and would love the opportunity to meet with the board throughout the year.

15. What separate roles do the board and your company play in establishing and maintaining an operational budget?

The budget process is extremely important to every community. The decisions that a board makes today may benefit or ultimately devastate a community several years down the road. It is important to understand the fiduciary duty that each board member has the obligation to abide. We conduct all the preliminary research and construct a recommendation to the board using the past trends and information we know about the future. We then work together to make sure the budget is finalized into a plan for a successful year.

16. What is the most compelling benefit your company offers that stands out above all other management companies?

There is no question that our dedication to employee education is unique within this industry. In the state of Arizona there are no educational requirements placed on community managers. Think about what that means to your community. We have made the educational investment not only in our employees but in community associations throughout the valley. At a national level the highest certification that can be achieved is a Professional Community Association Manager (PCAM). Currently there are approximately 2,000 PCAM’s nationwide with less than 65 of them being here in Arizona. We are proud to say that two of our team members currently hold this certification. In addition, we require all of our managers to obtain certifications at a state level.  A company that invests in their employees has potentially begun to invest in your community.

17. What question would be one that you feel is important for us to consider in a management company but we have not and what is your response to that?

Selecting a management company is an important decision. Many times we hear boards talk about the financial element of a proposal rather than the service benefits to the community. You must make sure that the services and level of experience and education that each firm is offering is taken into careful consideration. We place a great importance and value on the education of our managers and you should too. We all rely on educated professionals in our personal life whether it is a CPA for our tax preparations or a lawyer for legal advice.

Why would you consider anybody other than the highest educated professionals to manage one of your biggest investments? Remember that the price of management is a single line item; the price of poor management affects the entire budget.