VRC - Management Solutions Committee

VRC - Management Solutions Committee

Village Racquet Club Management Solution Committee (2022) Recommendation to the Board for new Property Manager March 30th, 2022 Objective: The Management Solutions Committee was asked to recommend an alternative property management company to DRM to manage VRC moving forward. Committee Members: Sam Moore (Board Member), Roger Krost (Chairman) , Glenn Cottle, Tony LIppera, Chris Prescott, Pam Feld

We reached out to 5 local property management firms via individual phone calls and recommendations from our vendors and VRC owners.

We requested and received formal proposal and engagement letters from 4 of these firms offering tax preparation and formal audit services for HOAs:

1) Personalized Property Management 2) Seabreeze Property Management 3) Prime Association Services 4) Premier Association Management Services 5) Sharp Property Management (No Proposal Given) All of these firms operate in the Coachella Valley All of these firms have experience with multi unit HOAs

Rich Warfield from Personalized Property Management has worked for VRC in the past Ashley Layton from Premier Association Management worked for VRC while at DRM We asked each of these firms to let us know if they would be able to offer a standard management option and an “on site” management solution. We asked each of these firms to let us know if they would keep an onsite employee or if they preferred to handle services with outside contractors. It is the Management Solutions Committee’s recommendation that the board select Personalized Property Management’s (PPM) proposal of $3,625/month. This firm indicated that they would not recommend having onsite management, however it is available if needed. This firm also indicated that they would not recommend keeping an onsite employee and preferred to handle services with outside contractors/managers.

Village Racquet Club Management Solution Committee (2022) Recommendation to the Board for new Property Manager

Key Points

PPM is a mid range base price giving us more for our money. PPM has previous experience with Village Racquet Club.

PPM has experience with Leased Land. PPM has 24 employees in Palm Springs.

PPM would save us the $6500/month cost of an onsite employee. PPM has managers that specialize in each key maintenance area. PPM directs maintenance requests immediately to the right specialized manager.

PPM has long term relationships with local vendors. PPM already works with some VRC current vendors.

PPM works with properly licensed, & insured contractors and vendors. PPM does not have any “conflicts of interest” with local preferred vendors.

DRM has proven that they can’t properly manage our property at the “lowest price”.

Premier Community Association Managenment

Desert Resort Management (DRM)

Personalized Property Management (PPM)

SeaBreeze Property Management

Prime Association Services

Mark Dodge $2,420/mo $2,500/mo

Rich Warfield

Drew Dimond

Toni Burns $4,950/mo

Ashley Layton

Contact

$3,625/mo

$2,400/mo

$2,300/mo

Base Monthly Mgmt Fee Part Time Onsite Person Full Time Onsite Person Full Time Handyperson (Trini)

NA NA

NA

NA NA

NA NA

NA

$5,070/mo

$6,500/mo

NA

$6,500/mo

$6,500/mo

$6,500/mo

$2,420/mo

$3,625/mo

$2,400/mo

$4,950/mo

$2,300/mo

Mgmt Only

$2,420+2,500-$750 = $4,170/mo

NA

NA

NA

NA

Mgmt/OnsitePT

$2,000+$5,070 = $7,070 /mo

NA

NA

NA

NA

Mgmt/OnsiteFT

$4,170+$6,500 = $10,670/mo

Mgmt/OnsitePT/Handyp erson Mgmt/OnsiteFT/Handyp erson

NA

NA

NA

NA

$7,070+$6,500 = $13,570/mo

$4,950+$6,500 = $11,450/mo

NA

NA

NA

1 mo. mgt fee*, $0/Up Front, *waived upon completion of 1 yr & renewal for 2nd yr. Not charged unless termination within 1st year. $500 (normal) / $1500 (emergency repairs)

$0/Up Front / $1,000 OUTGOING

$0/Up Front

$1,200/Up Front

$0/Up Front

Set Up Fee

Pre Approved Purchase Limit Regulatory Requirements The Management Company is responsible for complying with all Federal, State(Davis- Stirling), and Municipal requirements affecting HOAs The Management Company shall demonstrate current/ongoing knowledge of municipal and state legislative agendas/action items The Management Company is responsible for knowledge of the Master Deed/CC&R's, development declarations and conditions, bylaws, rules and regulations, compliance guidelines

Up to $2,000

Up to $2,000

Up to $1,500

Up to $1,500

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

and architectural standards of the Association

The Management Company is responsible for enforcing document provision

YES

YES

YES

YES

YES

Management Company is responsible for filing annual permits, registrations, insurance applications, tax documents and handling of claims The Management Company shall have at least one individual with training in community association management, have a program for continuing education, and have no documented record of misconduct. The Management Company shall provide training for new board member Clear Designation Disclosure Names of Corporate/personal entities Disclosure of management relationship with subcontractors/service providers Identification of management company designated representative to the board Professional Responsibilities Provide access for legal clarifications Maintain current insurance for both Management Company and the HOA

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Mark Dodge

Rich Warfield

Drew Dimond

Toni Burns

Ashley Layton

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

HOA Management Responsibilities Maintain files. Production of Board Packets

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Standard items in packets include: Meeting Agendas, Property Manager's Report, Minutes, Financials, Old Business issues, New Business items, Homeowner letters, Executive session issues, i.e. financial or violations issues Identify any special items, not listed above, that your firm routinely or occasionally includes in board packets Provide Meeting Agendas and Minutes

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Maintenance and Property Inspections Communication with Owners and Residents Provide community website Electronic filing and documentation

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Emergencies

Coordinate with On-site staff (Vendor Liaison and Handyman, if any) Accounting Responsibilities Manage billing (HOA homeowner assessments), accounts receivables and payable Monthly Statements of Financial Records Promptly and responsibly manage Funds/Deposits/Savings and Checking accounts/Reserves/Colle ctions/Disbursements and pay obligations Responsible for Annual Budget/Corporate reports/Corporate taxes Audit by independent company Gross receipts audit per LandLease requirements About your company: Type of business entity (Corporation/LLC/LP/LL P/franchise/other) Number of years in business Is business or parent publicly traded? Full legal name of parent or holding company, if any.

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Privately Owned company (CEO/Prez Isaiah Henry) - Corporation

Wholly owned Subsidiary of Warfield Enterprises Inc.

Associa

Private Corporation

Corporation

40

39

34

20

35

Yes

No

No

No

NO

Buck, Reynolds Corporation

Warfield Enterprises Inc.

N/A

NA

Yes - Employee litigation re: hours / wages

Ever engaged in litigation?

Yes

not stated

NO

see response letter

See letter

If yes, provide details. Has a management contract ever been terminated for cause? Does the management company carry errors & omissions insurance? What is the policy limit? Provide company mission or principles Member of the BBB? What is the minimum length of agreement?

Not answered fully. "Parted ways" with 4 associations See letter

Yes

not stated

NO

YES

YES

YES

YES

YES

$1,000,000/ea

$1,000,000/ea

$1,000,000/ea

$1,000,000/ea

$1,000,000/ea

See response letter

See letter

See Proposal

See Proposal

No

Yes

Yes

Yes

1/Year

1/Year

1/Year

1/Year

1/Year

How many days notice is required for termination by either party. Conditions (e.g. with or without cause)? Describe why your company is right for our community? What makes your company unique among property management providers Your company's experience with property management: Total number of properties currently managed Percentage of properties managed that include condos. Provide quantity of units or homes in largest property currently managed Provide ratio of property manager to properties Provide number of local employees Provide minimum experience required for property managers What continuing education is provided to managers and other staff members? Are your employees bonded? What level? Please describe your mechanism for logging, tracking and responding to concerns from the board or from the homeowners Describe your experience managing properties on leased tribal land. Describe your experience with tribal land lease extensions. Describe your experience working with the Bureau of Indian Affairs and the Agua Caliente Band of the Cahuilla Indians. Experience working with HOA onsite staff How do you communicate with HOA onsite staff Amount of time needed to complete transition from previous supplier?

60 preferred

60 days

60 days

60 DAYS

See Proposal

See Proposal

See proposal

See Proposal

See Proposal

See Proposal - "Large enough to care; small enough to serve"

See Proposal

See Proposal

See Proposal

See Proposal

500 Associations & 100,000 properties 90 (3 in Palm Springs)

118

5 in CA/44 in AZ

~60

65%

Not Stated

25%

1152

6000

Not Stated

118 CA/2750 AZ

1:7.8

1:6

Not Stated

1/(5-8)

24

10

4

3

3-5 yrs min; prefer CMCA or CCAM designation

See response letter

CACM or CAI

CMCA or CCAM

See response letter

See letter

Not Stated

See Proposal

Yes, see COI / $2,000,000

Yes $2/M

Yes $1,000,000

"C3" software backend then mySeabreeze / Board portal frontend - See letter

Homeowner portal

Jenark

Appfolio

Currently manage 30 land lease communities in portfolio Involved in many extensions. Worked with BIA & several local attorneys Positive experience working with BIA having worked on many extensions.

None but would self- educate if hired

Several in Coachella Valley

None

Did the VRC Extension

Positive Experience with BIA

None

Yes, see response letter

Yes; see letter

20+ years

Various - Phone, text, email

See letter

See Proposal

60 days preferred, can do in 10 if req'd

Typically 30 days

At least 30 Days

See attached transition plan on pages 17-20 of proposal

See Proposal

What transition activities are anticipated? Can your firm provide part-time or full time ONSITE management? Expected Management Activities: Arrange, schedule and attend annual, organization and board meetings. Monthly site visit which includes walking property, survey / inspect property condition. Document findings. Prepare documentation for board meeting agendas, management reports, and meeting minutes? Maintain files, records and minute book for the association? Post minutes, announcements, notices, newsletters to a website? Preparation and presentation of administrative reports and business correspondence? Describe your procedure for electronic backup of documents and information.

See attached transition checklist

Yes

Yes

Yes

YES, fee includes 4 regular BOD mtgs & 1 annual mtg ($95/hour extra)

YES

YES

YES

YES

Not specific / will need to clarify - states "regular periodic site visits"

YES

YES at least 2X / Month

YES

YES

YES

YES

YES - see letter

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

YES

Backed up on-site and off-site daily

LAN and AWS cloud servers

Daily

Homeowner communication

See agreement B.2.

Jenark

Appfolio

How soon are calls returned? How soon are emails returned? How are after-hours calls handled (i.e. pager, answering service, etc.)?

within 24 hrs - business days

Same day e-mail & phone calls

24 Hours

24 hours

"After hours emergency service" - Answering service On call tem member - see letter Newsletter, Website, email blasts, special mailers

Answering service

Answering Service

Answering Service

via answering service - did not describe process

How are emergency calls handled? What are preferred methods of communicating with homeowners?

Answering Service

Answering Service

Phone, email, portal,

Jenark

Appfolio

How is correspondence with homeowners logged and filed? Does supplier provide a website for homeowners? Board communication Does supplier provide a separate website for board members? Does supplier provide email server for board members

Logged into Company mgmt software

not described

Jenark

Appfolio

yes, Portal

Yes (MySeabreeze)

Optional

YES

yes

Appfolio or Email

Yes (part of MySeabreeze)

not stated

Jenark

Appfolio

not stated

Yes

not stated

NO

Provide third-party contract administration? Coordinate with onsite staff, including Vendor Liaison and Handyman - if any. Process and coordinate Architectural and Landscape Variance requests Provide onsite inspection for deed restriction violations and who conducts inspection? Experience with short term and long term rental issues within a condominium community Send out violation letters, set up hearings, and manage fines Review and recommend modifications to HOA documents to meet Davis-Stirling and current needs? (i.e. bylaws, resolutions, etc.) Expected Financial Services: Who performs financial management? Describe the credentials of the accountant and/or accounting staff

yes, may charge fees

Yes

Yes

YES

yes

Yes

Yes

YES

yes

Yes

Yes

YES

Yes - by Community manager

not stated

YES - Management

YES - Management

Yes

YES

yes

Yes

Yes

YES

In house - including delinquencies Staff of 40: A/P; A/R; Collections - "Regular traing & rigorous yearly audit"

In house

In House

In House

Controller with 15 years experience

not stated

CPA

Does the same accountant or staff

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