Cortland Properties, Inc.

Caring for communities with integrity and pride since 1996.

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FULL SERVICE MANAGEMENT (CONDOMINIUM)

Financial Services:
  • Bill owners for regular & special assessments
  • Receive assessment payments
  • Issue statements and late notices
  • Receive and invoice all association bills
  • Issue and mail payments to vendors
  • Forward delinquent accounts to attorney
  • ACH/direct debit for assessment payment available for no additional charge

  • Maintain separate Operating & Reserve Accounts
  • Prepare monthly financial statements
  • Prepare annual budget
  • Provide documentation to accountant for tax/payroll preparation
  • Mail reserve deposits to Board or Bank
  • Notify Board of insufficient cash flow
  • Issue 1099 forms to contractors

Board Meetings:
  • Property manager will attend a predetermined number of Association/Board Meetings per year.

Correspondence/Contact:
  • All telephone calls and correspondence will be directed and processed through our office
  • Residents will have access to 24 hour voicemail and email concerning complaints or requests
  • All board members will have a pager number to their designated property manager; available 24 hours a day in the event of an emergency
  • Board will be assisted on matters of dispute resolution between owners and assisted with enforcement of Declaration/bylaws and House Rules and Regulations

Move-in/Move-out Services:
  • Issue Sales Requirement Letter to anyone selling unit
  • Issue welcome letter to new residents
  • Prepare Paid Assessment Letters, Waiver of First Right of Refusal, and all other standard disclosures requested relative to sales and refinancing

Contracted Services:
  • Research, interview and obtain bids from potential contractors for common area maintenance and repair services requested by the board
  • Obtain Certificates of Insurance and W-9 forms from contractors
  • Verify work completed conforms to contract terms

Routine Maintenance:
  • Schedule routine maintenance tasks and coordinate their completion with appropriate vendors/contractors
  • Maintain Authorized Vendor List and Routine Maintenance Calendar
  • Coordinate work orders with property maintenance staff

Other Services/Benefits:
  • Assist Board in making decisions about Rules and Declaration changes
  • Promptly handle delinquent assessment accounts and coordinate collection activity with association's lawyers
  • Provide advanced voicemail system to direct calls and a 24 hour emergency access number through our voicemail system
  • Assist Board in selecting insurance broker, reserve account planning consultants, engineers, etc.
  • Provide pre-addressed mailing envelopes for payments
  • Conduct periodic visual inspections of the property


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