ASSOCIATION MANAGEMENT – PERFECTED.
A successful association requires a balance of responsible management and a connection to the community and its residents – a balance few management companies understand. Merit Management understands the importance of and strives to create, positive relationships with your residents.
We provide a customized set of capabilities covering the administrative, maintenance and enforcement aspects of managing a successful community that is operating at peak potential.
Merit Management understands that technology leads to efficiency, and we invest heavily in keeping our systems current and cutting edge. Our cloud-based management software system provides real-time access to your association’s data, allowing our managers to immediately answer your questions.
This software has daily backup and adheres to the same security standards and encryption used in financial institutions, so you can rest assured that your data is secure
The management of the Association’s cash is virtually paperless, as assessment payments are sent directly to the association’s bank lockbox for deposit using either paper checks, e-checks, online Bill Pay, direct debit or credit cards.
On the accounts payable side, Merit again leads the way using an online authorization and payment solution that allows authorizing Board members to approve and digitally sign your vendors’ checks, which will go out by the next business day.
Every Association Merit manages has its own free community web portal, which serves to provide community information to your owners. If your association does not have its own community website, we will provide one at no cost to your community. Our owner portals will allow your residents to see their account information, make payments online and review copies of the association’s financials, budget and governing documents at their convenience.
Does your current management company keep your paper records in storage boxes and then charge you for storage? While we cannot help with those old records, we can assure you that you will not have any more to store in the future. All of your documents from the time Merit starts with your community will be scanned into our system and readily available at the click of a mouse. Ten years from now when you ask your Merit manager who that landscaper was back in 2018, we will be able to tell you in a few mouse clicks! We believe strongly in saving trees as well as storage space. You won’t be getting any more storage boxes from Merit.
Merit Management believes in consistent and fair enforcement of your Association’s rules and regulations. We will provide to the Board of Directors a proposed enforcement policy within the first sixty days to clarify and confirm the processes used in enforcing your rules. This allows all parties including the Board, management and your residents to understand how the enforcement process is handled.
Often an association’s largest budget line item is their landscape maintenance and yet their maintenance contract is on a contract form provided by the landscape maintenance company. Many property managers simply do not have the horticultural experience necessary to write a customized set of landscape maintenance specifications for your community. As you can imagine, a contract form provided by the landscape maintenance company is intended to protect the landscape maintenance company.
We will build you a landscape maintenance specification package that addresses the exact requirements of your community, not a one-size-fits-all landscape solution. We know what we are talking about when it comes to landscape maintenance and we will make certain your community will look as good as it can with the budget you have in place.
We frequently find that once we write the specifications, the association will actually experience a budget savings and witness an improved appearance to the community – a true win/win!
The absolute worst time to find out that you do not have the proper policies, coverages, or limits needed, is at the time of a loss. Our insurance specialist has over twenty years of combined experience in the insurance industry and community association management. We will review all of your policies including your general liability, property, Directors & Officers, Crime/Fidelity, Workers Compensation, and Umbrella/Excess Liability.
Many associations do not carry proper insurance coverage and do not find out until they have a claim and the adjuster informs them of the fact. We strive to educate your Board of Directors and assist you with the selection and purchase of proper coverages.
Board Members are our heroes. We recognize the dedication and effort required to serve as a volunteer Board Member for the community, even though neighbors and fellow homeowners may not truly understand the responsibility inherent in this position. Board Members accept the important duty of governing their community and protecting their members’ investments through good business judgment.
Our commitment to organizations such as the Community Associations Institute® keeps us current with industry trends, statutory changes and best management practices.
Our first priority is to support you, the Board of Directors, so that you can provide the leadership your community deserves.
Merit Management is dedicated to providing accurate and timely financial reports to your Association from experts in the field. Merit partners with Bashor & Legendre, LLP, who are certified public accountants (CPAs) specializing in community association accounting. Your monthly financials will be reviewed every month by a CPA prior to being presented to the Board of Directors. Few others in our industry provide CPA-reviewed financials on a monthly basis. Financial statements are emailed directly to all Board members and can also be posted to the community’s web portal if requested. Monthly financial report includes:
- Statement of Financial Position (Balance Sheet)
- Statement of Activities (Income Statement)
- Detailed General Ledger
- Detailed Accounts Receivable Reports
- Disbursement Register (Check Register)
- Aged Open Items Report (Accounts Payable Report)
- Bank Reconciliations
- Bank Statements
One of the more time-consuming processes for Board members with signatory responsibility is the review and authorization of vendor invoices, followed by signing checks and then returning them to the management company for distribution. Traditionally, this process is time-consuming for the management company as well and can require the storage of large amounts of paper. Unfortunately, this has led many management companies to simply pay invoices without a Board member’s review or signature. We do not believe a check from your Association account should ever be mailed without your review and approval.
Merit Management is an industry leader in the use of our online Accounts Payable program, which allows all signatories to sign into the Board portal, access the scanned images of the Association’s invoices, click to approve, ask a question or disapprove any invoice presented. For approved invoices, checks are issued and mailed using digital signature technology the next business day. Any invoices that you have questions about will be returned to Merit Management for follow-up and clarification.
Because you can approve invoices online in just a few minutes from anywhere with internet access, you can stay connected while traveling. If you do not wish to remain connected while traveling, we can easily adjust the signature requirements while you are away on that long-needed vacation!
Merit managers and accountants understand the delicate balance required to manage the changing abilities of a community’s residents and the importance of collecting the Association’s assessments to meet the Board’s fiduciary responsibilities. We will never treat your residents as just a number, and we will always strive to find a workable solution that meets both parties’ needs. We give your residents the respect they deserve and will always treat them professionally and politely.
Unfortunately, there are times when residents are not able to meet their financial obligations. At such times, we will work with your collections attorney and with strict adherence to your Association’s pre-approved collection policy to accomplish what is in the best interest of your Association.
We give your residents the opportunity to pay their assessments online or by check. Credit cards, online checks, and recurring payment options are accepted online using 128-bit bank level encryption.