City Sites Property Management has extensive experience in the transition process between management companies which allows for both a seamless and transparent transition. Our staff are sensitive to the challenges a corporation undertakes when contracting a new management company. City Sites presents the following steps to assist in that process:
Turnover of Documents
The first step during the transition process is absolutely critical to making a good impression with the residents of your condominium. First, we will retrieve all of the Corporation’s records and operating documentation from your existing management company. Once complete, we will contact each of the Corporation’s service providers and inform them of the change in property management. This is an important step which must be done quickly so that new management can consolidate the Corporation’s bank accounts and continue performing regular financial business.
Utility billing and banking institutions will be notified first, and service contractors shortly thereafter. Residents will be apprised of the change in management immediately by way of a general notice and email blast (if applicable).
City Sites Property Management is uniquely poised and positioned to begin the takeover process immediately. Our streamlined approach has led to many successful transitions for our clients. During the joint annual ACMO-CCI condominium management conference in November 2014, our President was asked to present best practices in the industry with respect to the efficient, timely and successful transition from one management company to another.
He later published an article in Condominium Manager (CM) Magazine on this subject, a copy of which can be viewed here.
Once the transition from between management companies has been completed, the property manager assigned to your building will review the Corporation’s governing documents. Specifically, the Declaration, By-Laws, Rules and Board of Director policies. The manager will familiarize themselves with the Corporation’s staff, contractors and most importantly, its residents.
Throughout the early stages of our engagement, City Sites Property Management Inc. will conduct a thorough review of the on-site personnel as well as all current service contracts including our assessment of the operating budget, and reserve fund. This review will also include commentary on the corporations’ security programme (including the existing post orders), life safety equipment (including emergency procedures) and all other operating manuals and documentation.
Ongoing Property Management
Once the transition period has been completed, City Sites Property Management Inc. will continue to provide consistent, reliable and professional service to your corporation. We provide our managers with the administrative tools to make their jobs efficient and time effective.
Our managers have at their disposal the following:
- Staff evaluation forms
- Project (building) data sheets
- Seasonal checklists
- Standardized Board Meeting & AGM Packages/Proxies
- Quotation/tendering checklists
- Monthly newsletter templates
- Operating manual for Managers and Board of Directors
- Standardized budget preparation
- Resident handbook & welcome packages
For complete list of our services