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Property Operations Template

This subject provides policy framework for a property specific Playbook, including property information, important contacts, and so much more. This template is ideal for Property Management companies, Real Estate Brokerages, or anyone that manages or oversee’s physical locations.

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Purpose

Managing community associations is complex work, mostly because there are so many moving parts. This subject will teach you about the property so you can hit the ground running with your Board of Trustees.

Next : Scope >

Scope

• Describe the property’s basic elevation and physical characteristics
• Describe any amenities on the property
• Reach out to property contacts, as needed
• Access important documents for the property
• Define the systems and tech used to effectively manage this property

Next : Property Location >

Property Location

Property Photo(s)

building stock photo

Property Name

Legal Name of the Association (as set forth in its Governing Documents) :

Property Mailing Address

• For Billing Use :
• For General Correspondence Use :

Property Physical Address

[Embed Google Map] Not sure how? Check out our help article on Using Quick Embeds.

Next : Property Description & Map >

Property Description & Map

Property Description:

• Building Type: (i.e. HighRise, Townhouses, Condos, etc.)
• Number of Units:
• Exterior Construction:
• Year Built:
• Age of Roof:
• Written Description (from Governing Documents; site
• [Insert Description Here]

Next : Amenities >

Amenities

Parking Information:

• Assigned Parking –
• Guest Parking –
• Vendor Parking –

Pool Information:

• Location –
• Size –
• Access Codes –
• Hours of Operation –

Tennis Court Information:

• Location –
• Access Codes –
• Hours of Operation –

Paddle Court Information:

• Location –
• Access Codes –
• Hours of Operation –

Badminton Court Info:

• Location –
• Access Codes –
• Hours of Operation –

Other Amenity:

• Location –
• Access Codes –
• Hours of Operation –

Next : Website Info >

Website Info

Website Host Site:

• Username
• Password
• Owner
• Account Renewal Date:

Domain Host Site:

• Username
• Password
• Owner
• Domain Expiration Date:

Other Website Info:

• Username
• Password
• Owner
• Domain Expiration Date:

Next : Property Manager Info >

Property Manager Info

Property Manager: [NAME]

Email:

Office Number:

Office Location:

Mobile Number:

Regional Supervisor: [NAME]

Chris headshot

Email:

Office Number:

Office Location:

Mobile Number:

Next : On Site Management Office >

On Site Management Office

This property has an on-site Management Office. Here are the details for the on-site Management office:

• Address for GPS
• Hours of Operation
• Office Phone number
• [insert office specific info]

Next : Board of Trustees >

Board of Trustees

INSTRUCTIONS: Add board member contact information spreadsheet here.

Next : Ops Calendar >

Ops Calendar

Embedded as Canva link:

Ops calendar example

Next : Governing Documents >

Governing Documents

In this step, include a PDF version of, or a link to, the property’s Governing Documents.

Next : Delineation of Ownership/ Responsibility >

Delineation of Ownership/ Responsibility

In this step, include a PDF version of, or a link to, the property’s Delineation of Ownership/ Responsibility documents.

Next : Rules and Regulations >

Rules and Regulations

In this step, include a PDF version of, or a link to, the property’s Rules & Regulations.

Next : Welcome Packet >

Welcome Packet

In this step, include a PDF version of, or a link to, the property’s Welcome Packet.

Next : Annual Meeting Information >

Annual Meeting Information

Annual Meeting Date: [date]

Location: [address of meeting]

Meeting Time: [00:00 am/pm]

Quorum Requirement:

Correspondance:

• Last date to mail Call for Candidates
• Last date to mail Nomination Forms/ Proxy Ballots
• Deadline for ballot submission
• Ballot format
• Sign-in sheet format

Best Practices:

• Arrive at the meeting location a minimum of 30 minutes prior to the meeting start-time for setup. You may need to reorganize chairs or setup tables for the sign-in, ballots, etc.
• [Insert Your Best Practice here]
• [Insert Your Best Practice here]
• [Insert Your Best Practice here]

Next : Annual Meeting Documents >

Annual Meeting Documents

In this step, include the Annual Meeting Documentation/ Templates for the property manager to duplicate.

Next : Board Member Seat Expiration >

Board Member Seat Expiration

In this step, include the Board seat expiration info in greater detail. If, for example, the property’s Governing Documents indicate that a Board Member can serve no more than X number of years. This tool will help you keep track of that timeline.

Next : Reserve Study >

Reserve Study

Current Reserve Study Date:

Date Adopted (and recorded in Meeting Minutes):

• Engineering Firm Name:
• Contact Person
• Phone Number:
• Email Address:

Recommended Update:

• Include target date for the next update

Study:

• [Upload study here]

Next : Reserve Schedule & Funding Plan >

Reserve Schedule & Funding Plan

Reserve Study Repair Schedule:

• [Upload schedule here]

Reserve Study Funding and Cash Flow Plan:

• [Upload projections here]

Next : Deferred Maintenance Study >

Deferred Maintenance Study

Current Deferred Maintenance Study Date:

Date Adopted (and recorded in Meeting Minutes):

• Engineering Firm Name:
• Contact Person
• Phone Number:
• Email Address:

Recommended Update:

• Include target date for the next update

Study:

• [Upload study here]

Next : Deferred Maintenance Schedule & Funding Plan >

Deferred Maintenance Schedule & Funding Plan

Reserve Study Repair Schedule:

• [Upload schedule here]

Reserve Study Funding and Cash Flow Plan:

• [Upload projections here]

Next : Financial Management Contacts >

Financial Management Contacts

Senior Accountant: [NAME]

Email:

Office Number:

Office Location:

Mobile Number:

Senior Accountant: [NAME]

Email:

Office Number:

Office Location:

Mobile Number:

Next : Operating Budgets >

Operating Budgets

Fiscal Year:

Last Final-Approved Annual Budget:

[upload here]

Date approved: XX/XX/XX

Minutes from the approval meeting:

[upload doc here]

Next : Annual Audit >

Annual Audit

Fiscal Year:

Last Final-Approved Audited Financial Statement:

[upload here]

Date approved: XX/XX/XX

Minutes from the approval meeting:

[upload doc here]

Next : Systems used >

Systems used

Website: [insert the website, appstore download location, etc.]

Login Information:

• Username:
• Password:

Description: [include a brief description of what the tool is and how it brings value to your business.]

What we use it for:

• [use 1]
• [use 2]
• [use 3]

Next : Devices used >

Devices used

Name: [insert the device name, type, model, etc.]

Location: [If applicable, include where the device is located]

How to Connect:
1. [Insert steps to connect or use the device]

Other Info & Resources:

• [include resources like digital user guides, links to how-to videos, etc.]

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