An Introduction to Carefree Association Management

Regardless of size, an Owners' Association is its own community with its own special needs. Traditionally, a Board of Directors will take responsibility for fee collection, maintenance problems, bill paying record keeping and the many other headaches of operating an Owners' Association.

Bartlein & Company, Inc. is a professional property management team with the experience and expertise to take care of the many important details of keeping an Owners' Association running smoothly.

The Service

Bartlein & Company provides complete property management services to the Owners' Association. We act on behalf of the Association to deal with contractors and service people. Bookkeeping and accounting is accurate and timely, with monthly financial reports submitted to each member of the Association. We work with the Board of Directors to assist in enforcing CC&R's, by-laws, and rules and regulations established by the Association. A Bartlein & Company representative attends board meetings and regularly inspects the property.

Professional property management services for Homeowners Associations include:

  • Collection of monthly fees
  • Preparation of annual and long term budgets
  • Maintenance of common areas
  • Payment of bills
  • Response to owner problems
  • Detailed monthly financial statements
  • Contracting for and supervision of services
  • Coordination and participation in Association meetings
  • Other functions as requested by the Association Directors

Frequently Asked Questions about Rental Property Management

+How does Bartlein & Company ensure that the Association's property is well-maintained?

Bartlein & Company's professional maintenance staff can perform many maintenance functions. When we pay an employee to work at the Association's property, we simply pass that cost to the Association. We do not make a profit from maintenance work -- if we are paying a maintenance worker $15 per hour, for example, the Association pays the same $15 per hour for the work done (plus any applicable payroll taxes and insurance). We also have agreements with many plumbers, electricians, carpenters and suppliers for services at rates below those charged to the general public. Those savings are passed along to the Association.

+What about the cost of Homeowner Association Property Management?

The cost of professional property management is surprising low, and most Homeowners Associations find that utilizing the services of a professional management team pays for itself. In fact, the special attention to detail provided by Bartlein & Company can actually enhance appreciation of Association property. Bartlein & Company has experience in all phases of Association operation to carefully monitor expenses and ensure proper maintenance. We purchase many supplies and materials at substantial discounts, which enables us to pass along considerable savings to the Homeowners Association. In addition, our maintenance personnel usually can frequently make needed repairs and improvements at far less than the cost of outside contractors.

+How are Association expenses paid?

Bartlein & Company pays all regular Association expenses such as landscape maintenance, insurance, premiums, utilities and maintenance costs when they are due, subject to a procedure established by the Board of Directors. Original receipts are sent to the Association treasurer with a monthly financial statement.

+What if the Association property needs a new roof or other major work?

We will obtain bids for all repairs, replacements and purchases, and submit them to the Board of Directors for a final decision.

+What happens if there is an emergency?

A representative from Bartlein & Company is on call 24 hours every day. Workers are ready to respond at any hour, day or night.

+How does Bartlein & Company keep the Homeowners Association informed?

As your management company, we will provide each member of the Homeowners Association with a monthly financial report and a newsletter which covers decisions of the Board of Directors, owner information, and community news. Non-owner residents will also receive a copy of the newsletter.