General Questions

• What does a property management company do?

  A property management company han dles the day-to-day operations of a community association or rental property on behalf of the owners. This includes financial management, maintenance coordination, vendor oversight, homeowner communications, compliance enforcement, and long-term planning.

• What services are included in community association management?

  Our comprehensive management services typically include: financial management and dues collection, budgeting and reserve planning, vendor coordination and contract management, board meeting preparation and attendance, common area maintenance oversight, owner communication and record keeping, violations processing, covenant enforcement and emergency support. We customize our services based on your governing documents and community needs.

• Why should our association hire a management company?

  Professional management brings expertise, efficiency, and accountability. It helps ensure that dues are collected properly, bills are paid on time, maintenance issues are handled quickly, and board members can focus on governance rather than administrative tasks.

• How do you differ from self-management?

  While self-managed associations rely on volunteer board members for all responsibilities, professional management provides full-time support, systems, and resources as well as expertise and understanding in all aspects of property management: construction, contracts and legal, communication, etc. This reduces board liability, improves efficiency, and often results in better service for residents.

• What types of associations do you manage?

  PMI Service Group will manage a wide variety of community associations, including Homeowners Associations (HOA/POA), Condominium Associations, Commercial, Mixed-Use and Master-Planned Communities. We tailor our management approach to fit your unique structure.

• Can homeowners contact you directly?

  Yes. Homeowners have several methods to reach us directly: phone, email, or through their online portal which is accessible via computer and a mobile APP. Our goal is responsive and respectful communication with all residents.

• How are your management fees structured?

  Our fees are based on many factors, including the scope of services, financial situation, amenities and maintenance needs, etc. Please contact us at 630-912-8742 to discuss in more detail. We offer transparency in our fee structure and will provide a detailed management proposal including a fee structure.

Financial Management

• How are assessments collected?

  We provide multiple convenient payment methods, including ACH (automatic withdrawal), online payments, mailed checks, and lockbox services. All payments are recorded in real-time through our management software.

• What do our assessment dues pay for?

  Assessment dues are not-for-profit contributions used exclusively to maintain and improve your community. They typically cover landscaping, snow removal, insurance, utilities for common areas, reserve funding for long-term projects, and professional services such as management and legal support.

• How are association funds kept secure?

  All funds are held in the association's own bank account (never co-mingled with other associations). Accounts are reconciled monthly, and financial reports are provided to the board regularly.

• What kind of financial reporting do you provide?

  Our system provides clear, concise and accurate financial reports including monthly income and expense statements, balance sheets, reconciliations, delinquencies, budget, operational, reserve and even custom reports.

Board & Governance

• How do you support the board of directors?

  Our approach is to be a professional partner for the board of directors. We will prepare board packets, meeting agendas, provide guidance on minutes, best practices and legal compliance. We will facilitate vendor bids and service reviews as well as offer advice to the group on policy enforcement and governance. When maintenance projects or capital improvements happen, our knowledgeable staff will assist in planning and acting as a liason between the board/owners and the vendor teams to ensure proper understanding and communication. We essentially work to make the board's work easier, more efficient and help focus everyone's attention to the matters at hand.

• What authority does the property manager have?

  The manager carries out the decisions of the board and the requirements of the governing documents. The board remains the ultimate decision-making body, while management handles day-to-day execution.

• How does the board communicate with the manager?

  Each association is assigned a dedicated manager who serves as the main point of contact. Communication is conducted via email, phone, scheduled meetings, and our online portal.

• How many meetings will the manager attend?

  We attend board meetings as specified in the management contract. Managers provide financial updates, project status reports, and professional recommendations during these meetings.

• Do you assist with annual meetings and elections?

  Yes. We will prepare and issue notices according to regulations, coordinate meeting events such as quorum tracking, proxies, and facilitate the logistics of board elections and community votes, whether in-person, or virtually.

Maintenance & Vendor Management

• How do you handle maintenance and service vendors?

  We work with a network of licensed and insured vendors for all property services. All vendors are licensed and insured. Should you have a preferred vendor with which you wish to maintain a relationship, we can also work with any of your existing contractors. Vendor activity is monitored and reported by our team to ensure effectiveness, quality, compliance, and cost-efficiency.

• How are maintenance requests handled?

  Homeowners can submit requests through our online portal, by email, or by phone. Our system tracks each request until it is completed, ensuring accountability.

• Do you hire and supervise vendors?

  Yes. We obtain bids, recommend vendors to the board, and supervise contracted work. All contracts require board approval before execution.

• What about emergency repairs?

  We provide 24/7 emergency response for urgent issues that affect safety or property preservation, such as water leaks, power outages, or storm damage.

Homeowner Experience

• How do homeowners contact management?

  Residents may contact us via the homeowner portal, email, or phone. Our office hours are posted online, and emergency contacts are always available.

• How are rule violations handled?

  Violations are documented by management, and notices are sent in accordance with the association's governing documents. The board makes the final decision on enforcement actions.

• Can homeowners view their account online?

  Yes. Through our secure portal, homeowners can check balances, make payments, submit maintenance requests, and review important community documents.

Community Operations

• How are budgets prepared?

  We work closely with the board to prepare an annual budget that balances operating expenses and reserve contributions. Historical data and vendor input are typically used to ensure accuracy.

• What are reserves and why are they important?

  Reserves are funds set aside for long-term repairs and replacements (such as roofs, roads, and amenities). A healthy reserve fund protects property values and avoids costly special assessments. For a detailed understanding of a reserve fund and its purpose, give us a call.

• What if our association is facing legal issues or litigation?

  We coordinate with the association’s legal counsel and ensure proper documentation and communication. While we do not provide legal advice, we assist in managing the process.

• Do you help with covenant enforcement and violations?

  Yes. We handle all enforcement professionally and consistently. Our goal is to preserve your community's standards while maintaining positive relationships with residents.

Transitioning Management

• What is the process for transitioning to your company?

  We handle the full transition process, including collecting records from the previous manager, setting up bank accounts, introducing our online systems, and communicating with residents. Our goal is to make the transition seamless with minimal disruption.

• How long does it take to transition?

  Typically 30-60 days, depending on the complexity of the community and the responsiveness of the prior management company. For a detailed understanding of transitions please contact us directly.

• How do we get started with your community association management services?

  Please reach out for a free consultation at 630-912-8742. We will review the current state of your community association, walk the property and develop a customized proposal for your board to review. We will handle as much of the transition planning to ensure a smooth and positive experience every step of the way.