Property Management Services

Management Package Options

Management Package Descriptions

Phoenix Rising Management provides Community Association Management packages custom built to meet the individual needs of your Association.  Each of our property management packages are designed to provide a cost effective, innovative and flexible approach to management for each Association.  Because the needs of each association is different, we not only offer four different Management Packages options but we also allow for transitioning between the different packages.  For example, a larger Association may decide to implement the Basic Package and curtail services while it is building its reserves. In contrast, a smaller Association may elect to secure the Enhanced or Premium Package in order to address a large and complex Capital Investment Project, that requires more Management attention and oversight.

Read through the descriptions below to help you find the right option for your community!

Basic Management Package: For Associations generally in the range of 3 to 15 units. This package provides an economical option for smaller Associations. This package includes all transition costs, collection of the assessments, payment of invoices, monthly financial statements, preparation of the annual budget, an Association web-site, on-line payments, and access to our qualified vendor program and emergency services. A Community Manager will be assigned responsibility for the account, will conduct two formal facility inspections annually but will not attend any Association meetings. Management will make personnel available for meetings upon request on a per fee basis. This package allows Associations to better control costs while maintaining access to professional management.

Specific Deliverables for the Basic Package include:

Management Team:

  • Provide a primary contact for the Association.
  • Prepare and submit a draft annual budget for the BoD’s consideration.
  • Maintain the common elements.
  • Maintain the Annual Operations Schedule [(AOS) (Routine budgeted requirements)].
  • Supervise Association sub-contractors and service providers.
  • Perform semi-annual inspections of the Association facilities.

Finance & Accounting:

  • Collect monthly assessments
  • Process association payables
  • Maintain and publish a record of all income and expenses relating to the Association (financial statements).
    • Balance Sheet
    • Budget Comparison Report
    • Expense Distribution Report
    • Aged Receivables
    • Bank Statements
    • Copies of all invoices processed.
  • Publish Year End Financials.

Administration (Help Desk):

  • Submit the Annual Report to the state.
  • Establish and maintain utilities and service contracts.
  • Emplace managing agent signage.
  • Issue Common Area keys, FOBs and remotes.
  • Maintain permits.
  • Maintain Association records and files.
  • Schedule moves and deliveries.
  • Establish and maintain Association web-site.
  • Bond employees as per the Illinois Condominium Property Act.
  • Develop risk mitigation plan, emplace and maintain insurance.
  • Prepare and distribute welcome packages to new owners.
  • Maintain and provide access to all Association records.
  • Maintain Association access control rosters (key control).

Enhanced Management Package: For Associations generally in the range of 15 to 30 units.  The principle difference between this package and the Basic Package is the Community Manager will conduct more routine facility inspections, attend more Board of Director Meetings and oversee Capital Investment Projects at no additional cost.   This package also includes all transition costs, collection of the assessments, payment of invoices, monthly financial statements, preparation of the annual budget, an Association web-site, on-line payments, and access to our qualified vendor program and emergency services.  A Community Manager will be assigned responsibility for the account, will attend two meetings of the Board of Directors annually and conduct formal facility inspections quarterly.

Specific Deliverables for the Enhanced Package include:

Management Team:

  • Provide a primary contact for the Association.
  • Prepare and submit a draft annual budget for the BoD’s consideration.
  • Maintain the common elements.
  • Monitor status of and coordinate Critical Exams (municipal inspection requirements).
  • Manage Capital Investment Projects (major projects).
  • Maintain:
    • Annual Operations Schedule [(AOS) (Routine budgeted requirements)].
    • Requirements Worksheet (Developing unbudgeted requirements).
  • Prepare specifications and solicit bid packages for all unbudgeted requirements.
  • Hire, discharge & supervise Association personnel.
  • Coordinate, prepare, facilitate and attend two (2) meetings of the BoD annually.
  • Supervise Association sub-contractors and service providers.
  • Perform quarterly inspections of the Association facilities.
  • Manage Association correspondence.
  • Assist in the preparation of the Association Governing Documents:
    • Declarations and By-laws
    • Rules and Regulations

Finance & Accounting:

  • Collect monthly assessments.
  • Process Association payables.
  • Maintain and publish a record of all income and expenses relating to the Association (financial statements).
    • Balance Sheet
    • Budget Comparison Report
    • Expense Distribution Report
    • Aged Receivables
    • Bank statements
    • Copies of all invoices processed
  • Publish Year End Financials.

Administration (Help Desk):

  • Submit the Annual Report to the state.
  • Establish and maintain utilities and service contracts.
  • Emplace managing agent signage.
  • Issue Common Area keys, FOBs and remotes.
  • Maintain permits.
  • Maintain Association records and files.
  • Program intercom.
  • Schedule moves and deliveries.
  • Establish and maintain Association web-site.
  • Bond employees as per the Illinois Condominium Property Act.
  • Develop risk mitigation plan, emplace and maintain insurance.
  • Prepare and distribute welcome packages to new owners.
  • Assist with preparation and distribution of letters, bulletins and newsletters.
  • Maintain and provide access to all Association records.
  • Assist owns with routine questions and issues.
  • Maintain Association access control rosters (key control).

Premium Management Package: For Associations generally in the range of 30 units or larger.  The Management Team is more actively engaged in the Association. The Community Manager will conduct frequent facility inspections, attend more Board of Director Meetings and oversee Capital Investment Projects at no additional cost.  This package also includes all transition costs, collection of the assessments, payment of invoices, monthly financial statements, preparation of the annual budget, an Association web-site, on-line payments, and access to our qualified vendor program and emergency services.  Community Manager Portfolios are carefully structured to ensure Managers have the resources/time to provide the proper level of service.

Specific Deliverables for the Premium Package include:

Management Team:

  • Provide a primary contact for the Association.
  • Prepare and submit a draft annual budget for the BoD’s consideration.
  • Maintain the common elements.
  • Monitor status of and coordinate Critical Exams (municipal inspection requirements).
  • Manage Capital Investment Projects (major projects).
  • Maintain:
    • Annual Operations Schedule [(AOS) (Routine budgeted requirements)].
    • Requirements Worksheet (Developing unbudgeted requirements).
  • Prepare specifications and solicit bid packages for all unbudgeted requirements.
  • Hire, discharge & supervise Association personnel.
  • Coordinate, prepare, facilitate and attend all four (4) meetings of the BoD annually.
  • Supervise Association sub-contractors and service providers.
  • Perform routine inspections of the Association facilities.
  • Manage Association correspondence.
  • Assist in the preparation of the Association Governing Documents:
    • Declarations and By-laws
    • Rules and Regulations

Finance & Accounting:

  • Collect monthly assessments.
  • Process Association payables.
  • Maintain and publish a record of all income and expenses relating to the Association (financial statements).
    • Balance Sheet
    • Budget Comparison Report
    • Expense Distribution Report
    • Aged Receivables
    • Bank statements
    • Copies of all invoices processed
  • Publish Year End Financials.

Administration (Help Desk):

  • Submit the Annual Report to the state.
  • Establish and maintain utilities and service contracts.
  • Emplace managing agent signage.
  • Issue Common Area keys, FOBs and remotes.
  • Maintain permits.
  • Maintain Association records and files.
  • Program intercom.
  • Schedule moves and deliveries.
  • Establish and maintain Association web-site.
  • Bond employees as per the Illinois Condominium Property Act.
  • Develop risk mitigation plan, emplace and maintain insurance.
  • Prepare and distribute welcome packages to new owners.
  • Assist with preparation and distribution of letters, bulletins and newsletters.
  • Maintain and provide access to all Association records.
  • Assist owns with routine questions and issues.
  • Maintain Association access control rosters (key control).

 

On-Site Management Package: A full time Community Manager is assigned to the Association and works on-site.  This model is generally employed for Associations greater than 120 units.  The Community Manager is designated resource for the Association and actively involved in all facets of the Association.  The Community Manager is augmented by the Management Team Leader, Engineers, Finance & Accounting, Closing & Refinancing and Help Desk in order to allocate more time to Board of Director priorities.  The Community Manager will conduct routine facility inspections, attend all Board of Director Meetings and oversee Capital Investment Projects at no additional cost.   This package also includes all transition costs, collection of the assessments, payment of invoices, monthly financial statements, preparation of the annual budget, an Association web-site, on-line payments, and access to our qualified vendor program and emergency services.  To help control costs, we can further tailor this package to provide on-site coverage on a limited basis (less than 40 hours per week), share the Community Manager with a neighboring Association or provide an Assistant Community Manager at a further discount.

Specific Deliverables for the On-Site Package include:

Management Team:

  • Provide a primary contact for the Association.
  • Prepare and submit a draft annual budget for the BoD’s consideration.
  • Maintain the common elements.
  • Monitor status of and coordinate Critical Exams (municipal inspection requirements).
  • Manage Capital Investment Projects (major projects).
  • Maintain:
    • Annual Operations Schedule [(AOS) (Routine budgeted requirements)].
    • Requirements Worksheet (Developing unbudgeted requirements).
  • Prepare specifications and solicit bid packages for all unbudgeted requirements.
  • Hire, discharge & supervise Association personnel.
  • Coordinate, prepare, facilitate and attend all meetings of the BoD annually.
  • Supervise Association sub-contractors and service providers.
  • Perform routine inspections of the Association facilities.
  • Manage Association correspondence.
  • Assist in the preparation of the Association Governing Documents:
    • Declarations and By-laws
    • Rules and Regulations

Finance & Accounting:

  • Collect monthly assessments.
  • Process Association payables.
  • Maintain and publish a record of all income and expenses relating to the Association (financial statements).
    • Balance Sheet
    • Budget Comparison Report
    • Expense Distribution Report
    • Aged Receivables
    • Bank statements
    • Copies of all invoices processed
  • Publish Year End Financials.

Administration (Help Desk):

  • Submit the Annual Report to the state.
  • Establish and maintain utilities and service contracts.
  • Emplace managing agent signage.
  • Issue Common Area keys, FOBs and remotes.
  • Maintain permits.
  • Maintain Association records and files.
  • Program intercom.
  • Schedule moves and deliveries.
  • Establish and maintain Association web-site.
  • Bond employees as per the Illinois Condominium Property Act.
  • Develop risk mitigation plan, emplace and maintain insurance.
  • Prepare and distribute welcome packages to new owners.
  • Assist with preparation and distribution of letters, bulletins and newsletters.
  • Maintain and provide access to all Association records.
  • Assist owns with routine questions and issues.
  • Maintain Association access control rosters (key control).