Services

  1. Deposit monthly assessments into the Associations operating account, send late notices, collect late fees and other income.
  2. Pay vendors, including utilities, trades people, maintenance and janitorial workers, as well as professional fees, taxes, licenses, insurance, and payments to reserve account.
  3. Mailing statements by the 30th for the preceding months business activity. Mail to the Board income/expense transactions by month and year-to-date.
  4. Supervise, hire, and discharge all labor and employees needed for the maintenance of the premises with approval and direction of the Board. Provide complete records and pay all charges associated with workers compensation insurance. Provide a 24-hour emergency contact. Respond to city mandated code compliance and any other maintenance and repair programs, which may be required for the safety, security, and enjoyment of residents of the Association.
  5. Notify homeowners of meetings and attend Annual Meeting of the Board; distribute minutes according to the Associations practice.
  6. Execute standard disclosure forms with budget information for sale, transfer or refinance of individual units. Provide, upon request, other Association documents (additional charge).
  7. Track and collect fees due on transfer of units or tenancies on behalf of the Association.
  8. Maintain a system of office records and accounts in accordance with generally accepted accounting procedures. Books and records made available to any authorized representative of the Association on reasonable notice.
  9. Prepare an annual budget for the Boards approval.
  10. Work with the Board to update the reserve study and to keep the Associations financial statements in compliance with State law.
  11. Solicit bids for placement of insurance coverage. Arrange financing, if needed, with the Board, periodically review coverage.

If you should have any questions, please do not hesitate to call. We look forward to hearing from you and hope that we can be of service to you.

Scope of Contractual Services for Home Owner Associations

Attendance at Board Meetings: Manager shall attend up to (1) one regular Board meeting every quarter as may be directed by the Board. Manager has no obligation to attend regular Board meetings on holidays or for more than (2) two hours for any single meeting. The Board shall give Manager reasonable advance notice of such meetings and make an effort to accommodate any conflict in Managers schedule.

Preparation Meeting Notices, Agendas & Coordination of Venues as appropriate: Manager shall schedule, notice and coordinate the Board, general membership meetings and Annual Meetings and shall prepare necessary materials such as notices, agendas, reports, ballots, proxies, and similar items.

Owner Roster: Manger shall maintain a current roster of the names and addresses, and to the extent they are available, the telephone numbers and email addresses of all unit owners.

Correspondence: Manager shall receive and review ASSOCIATION correspondence, and shall prepare and dispatch such correspondence as may be appropriate for the occasion.

Record & File Maintenance: Manager shall maintain the corporate functional files relating to the operations and management of the ASSOCIATION as required by law.

Emergency Services: Manager shall have in effect and provide for after hours answering and/or emergency assistance service as may be necessary for the health, safety and well being of the occupants of the Association.

Rule Enforcement: Manage shall assist the Board in enforcing the Project Documents, generating enforcement letters per the Boards enforcement policy and the governing documents and assist the Board in conducting the necessary hearings. Unless held in conjunction with Board Meetings, hearings will be charged to the Association at the Managers rate.

Insurance Liaison: Manager shall obtain and submit an insurance program for Board review, and provide liaison services with ASSOCIATION insurance brokers and/or agents. Manager does not engage in claims administration.

Hours of Operation: Manager shall maintain normal office hours Monday through Friday (except holidays) for communications related to ASSOCIATION business.

Ordinary Maintenance/Repairs of Common Area: Manger shall schedule and monitor maintenance and repair the common area, including the following: common area structures streets walks and gutters; pool(s), spa(s), saunas(s) and related equipment; painting; plumbing; janitorial services; trash collection; garage/carports; landscape areas.

Major Repairs/Alterations of Common Area: Any repairs, structural changes, alterations or additions to the common area.

Contract Administration: The Manager, at the request of the Board, and in accordance with the terms of the management contract, shall obtain competitive bids for the work and submit them to the Board for their action. The Board shall then decide upon the company or the professional to hire to do major repairs. Manager shall coordinate and monitor the work in progress, but shall not supervise or be responsible for the satisfactory completion of the work. The Board shall hire a construction supervisor, if appropriate, and that party shall supervise and ensure satisfactory completion of the work.

Assessment Collection: Management shall cause to be prepared and mailed assessment billing coupons to the membership as the Board may direct, and shall bill the owners, as necessary, for other assessments, fees and charges levied by the Association. Manager shall cause the collection and, as necessary, the receipt for all assessments, fees, charges or other income received by the Association.

Deposit of Collections: If processed manually, Management shall deposit all assessment funds collected locally into the appropriate ASSOCIATION account(s) within (3) three business days of receipt. Homeowners are also encouraged to utilize the auto payment method called ACH. Management shall also maintain the records of the ASSOCIATIONS interest bearing reserve accounts pursuant to a reserve study and the ASSOCIATIONS Adopted Investment Policy, or as may otherwise be directed by the Board.

Delinquency Follow-Up: Manager shall be responsible for collecting delinquent assessments and other charges in accordance with the policies and procedures Adopted by the Board Annually for the Association. Manager shall act as liaison between the Board and a collection service to provide the information and records necessary to pursue collection of delinquent accounts. Management charges an additional fee for costs associated with participating in any collection action that is equal to the late fees assessed to the delinquent homeowners.

Lien Enforcement Policy & Practices: Management shall assist the Board in the preparation Delinquency Policy describing the ASSOCIATIONS policies and practices in enforcing lien rights or other legal remedies for the collection of delinquent assessments against ASSOCIATION members. The policy will be distributed to the membership during the ninety (90) day period immediately prior to the beginning of the ASSOCIATIONS fiscal year.

Invoice Processing and Approval: Management shall review and approve all invoices for budgeted items and other approved expenditures. Any and all apparent discrepancies or irregularities in invoices shall be corrected by coordination with the appropriate vendor.

Major Repair: Management shall attempt to contact a member of the Board for expenditure approval, but if unsuccessful, Management is authorized to act in any reasonable manner to satisfactory address the emergency situation.

Disbursements-Accounts Payable: Manager shall cause regular and periodic disbursements from ASSOCIATIONS operating accounts for all expenses and obligations authorized to be paid and on behalf of the ASSOCIATION as set forth in this Management Agreement.

Financial & Report Preparation: Management shall maintain or casue to be maintained by an outside service, complete and accurate financial books and records for the ASSOCIATION.

Corporate Tax Returns & Audit Preparation: Management shall assist the ASSOCIATION and its bookkeeper, certified public accountant or other financial consultant in the preparation of tax returns, annual audits, and financial reviews. Management shall distribute copies of the year-end financial review to the membership within 120 days after the close of the ASSOCIATIONS fiscal year or as otherwise required by law.

Budget Preparation: Management shall assist an outside service in the preparation of a pro forma operating budget as required by Civil Code Section 5300(a)(b)(1) so that it is available to the Board not less then one hundred (100) days prior to the beginning of the ASSOCIATIONS fiscal year, in order that it may be approved and into the hands of the Associations not later than the ninetieth (90) prior to the end of the fiscal year. If the Board elects to distribute a summary pursuant statements to be mailed to the member, Management shall arrange to provide a copy of the Budget by first-class mail within five (5) days of the request. BUDGET PREPARATION WILL INCLUDE ALL DISCLOSURES REQUIRED BY THE CIVIL CODE TO BE DISIMINATED ANNUALLY AS PART OF OR WITH THE BUDGET.

Reserve Study: Management shall schedule & coordinate a periodic reserve study in order to comply with the requirements of California Civil Code 5550.

Administration of Contracts: The Board shall select all contractors, vendors, and service providers unless Manager is instructed by the Boards to make the selection. After selection and retention, Manager shall schedule and monitor the activities of the contractor, vendor or service provider, including without limitation, the obtaining of contract documents, certificates or insurance, copies of bonds, warranties, releases of liens and other necessary or prudent documentation. Manager shall monitor the work in progress, keep the board apprised of its status and process warranty claims. Manager also shall cooperate and assist professional consultant retained by the Board.

Complaint/Service Request Procedures: Manager shall develop and maintain a program to respond to all reasonable complaints and all reasonable requests for maintenance repairs and minor alterations in accordance with the procedures and guidelines adopted by the Board. Manager shall report monthly to the Board on all such complaints and requests.

Materials & Supplies Expense: Mailing Labels-Envelopes/Standard-Envelopes/Large Manila-Photocopies-Color Paper reproductions-Postage-Color Reproductions-Handling-Single Unit-Handling-Mass Mailing-Long distance telephone calls- FAX transmissions-Binders/Archives boxes/file.

Non-Routine Services: Manager may, at the request of the Board, perform certain non-routine services for additional compensation at the rate of $100 per hour, plus travel at one-half (1/2) such hourly rate and travel expenses actually incurred, or at such other rate of compensation as may be agreed upon in writing by Manager and ASSOCIATION.

Who we are

We are a company that believes in our industry. We’ve developed a very effective style of management that has allowed us to build and retain lasting relationships with our clients. Our goal is to provide you with exceptional service that will maximize the value of your investment while optimizing your quality of life. We conduct every relationship with respect, honesty and integrity. Our approach is both personal and professional. We understands that we are not just managing properties; we are directly impacting the day-to-day lives of our customers. Whether you own a single apartment, a vast portfolio of forty+ apartments, shopping center or represent a condominium or coop board, we welcome the opportunity to assist you with all of your property management needs.

How We Started

This company started 10 years ago after the owner Michael Esposito jr maintained his families rentals properties . While his family owned a maintenance company Michael worked and over looked the daily maintenance cleaning and construction projects. Michael learned how to deal with tenants and day to day activity running rental properties.

What you should ask your management company

  • It is your property they will be managing. You should feel comfortable that the person who will manage your property is truly interested in and attentive to your questions and concerns.

  • Is the person you are talking to the actual person who will be managing your property? Does s/he openly and honestly communicate with you about his/her concerns and/or suggestions regarding the management of your property?

  • Is your property manager well acquainted with the applicable rules/regulations and the current trends in the rental market where your property is located? It is not enough to know the general market for your city. Have they done their homework on your particular community?

  • Does the company apply the very best property management tools to advertise your property, screen prospective tenants, communicate with property owners, and manage finances? How easy is it to have ready access to everything related to your property? How promptly will you receive disbursement checks/direct deposits?

  • Who are the contractors they call upon when needs arise? Do they have a good relationship with top quality contractors? Do they follow up on all repairs to make sure that quality work was done?

  • What is their track record for dealing with problems such as a tenant that ceases to pay rent, is destructive to the rental property, becomes a nuisance to neighbors, does not abide by the terms of the rental agreement, or needs to be evicted? Do they handle issues efficiently, expeditiously, and legally? Do they have a good reputation as a company in your community, with the BBB, and with the Chamber of Commerce?

  • How often will the property manager drive by your property to ‘spot check’ and schedule walk-through inspections? What kind of things do they look for in an inspection? Do they have an inspection check-list? Will you have access to the results of each inspection? Do they take before, during, and after photographs of your property? Will they immediately contact you with any preventive maintenance concerns they notice?

  • What are their recommendations regarding tenants who smoke, leasing to students who may bring in roommates, dealing with your homeowners association rules and dues, and tenants who have or later want to have pets? Can you, the property owner, contact the tenants and/or check on the property yourself? What if you decide you want to sell your property?

Maintenance

Our maintenance services of New York City provides the following services to a wide array of professionals, including corporate business offices, industrial locations, medical offices, post-construction sites, restaurants, schools, universities and any location that is in need of a professional and reputable cleaning service company.

We serve

  • Commercial
  • Retail
  • Governmental
  • Financial
  • Pharmaceutical
  • Manufacturing/production
  • Industrial
  • Healthcare
  • Retirement communities
  • Educational

We offer

  • Construction / Post Construction Cleanup Services
  • Nightly Office and Building Cleaning
  • Janitorial Services
  • Floor Stripping and Finishing
  • Carpet Shampooing
  • Flood Cleanup Services
  • Healthcare and Hospital Cleaning
  • School Cleaning Services
  • Health and Fitness Club Cleaning
  • High-End Retail Stores & Salons
  • Snow Plowing and Removal

What Property Owners Can Expect From Live Free Property Management Group.

The purpose of this section is to present the benefits our property owners can expect to receive from Live Free Property Management Group. In establishing a personal relationship with our customers, it is important that each party understands exactly what is expected of the other. Our primary objective is to attain the goals and objectives of our customers and their rental properties.

We believe that by familiarizing you with our administrative process of how we lease and manage your rental property, we can avoid surprises that could occur later on. It is important that you realize that we will move forward with our administrative property management process as outlined herein, unless you otherwise direct us in writing. Therefore it is to your benefit to review and understand the following services that are automatically provided and instituted by Live Free Property Management Group, for the benefit of you and your property.

The following is an outline of some of these benefits and services that you as our customer can expect us to automatically provide and institute on your behalf:

Leasing

  1. You can expect that we will place our attractive "Home For Rent" yard sign on your property, (if allowed) prior to any known vacancy, or immediately if you have just listed your rental home with us.
  2. You can expect that we will advertise your vacant property on the internet and within our company web site at : www.Livefreepropertymanagementgroup.com
  3. You can expect that our client coordinator will schedule showings of your property 7 days a week to all prospective renters until your rental home is leased.
  4. You can expect that all rental applicants will be subjected to:
    1. A credit report on each adult rental applicant.
    2. An eviction search of the cities public records to ensure that the applicant has not been evicted in the preceding 7 years.
    3. A verification of applicant's former landlord's references.
    4. A verification of the applicant's employment or income.
    5. A Florida "Criminal Back Ground Check"
  5. You can expect that we will lease your property at the asking amount of rent, (as outlined in your management agreement with us) or higher.
  6. You can expect that we will not lease your property at a lower amount, without first obtaining your permission.
  7. You can expect that once the rental applicant process is approved, we will complete and execute the lease agreement prepared by our attorney and give the residents possession of your rental home.
  8. You can expect that we will conduct a "Move-In" property inspection and complete our detailed property inspection data sheets of your property. We also generally videotape each property to document move-in condition as well.
  9. You can expect to be notified by our company that your property has been leased. A copy of the lease agreement is available, once all parties have properly executed it and the residents have taken possession.

Leasing Renewals

  1. You can expect that we will attempt to renew the residents lease at least 60 days prior to the anniversary date of their lease agreement.
  2. You can expect that we will renew the tenants lease for another year at the same or at a slightly higher amount of rent, if possible. We will not renew the lease at a lower amount, without your specific permission to do so.
  3. You can expect that we will place our home for rent sign and begin showing the property for lease as outlined in the leasing section above, in the event that the current tenants are not renewing their lease.
  4. You can expect that we will renew the residents lease agreement, or re-rent your property to new residents, unless we have a written directive from you not to renew the lease or re-rent the property.

Property Inspections

You can expect that we will conduct property inspections on your property monthly and receive a summary of property details.

Rent Collections & Delinquencies

At Live Free Property Management Group, we do not tolerate the delinquent payment of rents. We are careful to explain this policy to new residents in order to avoid any misunderstandings that might arise later.

How are rental collections handled?

Our collections policies are as follows:

  • All rents are due on the 1st of each month and late on the 2nd of each month.
  • All residents who have not paid by the 3rd of each month receive our first notice, a friendly reminder, placing them on notice. We also attempt to reach them by phone.
  • Any remaining residents who have not remitted their rents by the 6th (or 7th, if the 6th is on a weekend) will be served between the 7th and the 9th by our private process servers with the legal prerequisite paperwork to file an eviction against them, should they fail to remit the rents due.

NOTE: All of the above items are included at no additional cost to you as a service provided by Live Free Property Management Group.

While it is doubtful that an eviction will ever be necessary, as we carefully screen all prospective tenants, occasionally financial hardships do arise requiring our prompt collections attention.

Should it be necessary to file an eviction we then perform the following steps:

  • The above three items are performed by our firm.
  • All paperwork, (including, but not limited to) copies of the lease, and our notices served upon the resident are forwarded to a law firm around the 15th of the month, (or sooner if you request) to proceed immediately in filing the eviction action.

Most evictions are settled with the resident paying all cost and remaining in the property, however, should it be necessary to proceed further, we stand ready to assist you and your property. If, upon employing our services, you have placed a tenant (not placed by our firm) who is delinquent and you require our assistance instituting eviction proceedings, then manager charges a one time fee, equal to ½ months rent plus court cost and legal fees for our services as outlined above and our time and court participation.

Do you guarantee the residents that you place in my rental home?

YES, we provide our property management customers with the following guarantee:

  • Should any tenants that we place into your rental home move out and break their lease (for any reason) during the first 6 months of their lease, we will waive our normal leasing fee and re-rent your home to new tenants FOR FREE! (advertising cost excluded)
  • Should any tenants that we place into your rental home move out and break their lease after the first 6 months of their lease, we will reduce and pro-rate our normal leasing fee to you.

At Live Free Property Management Group, you will never pay two full leasing fees in the same12 month period! Note: All advertising cost are the expense of the property owner.

Rent Processing & Accounting

At Live Free Property Management Group , our property management software is the top property management software in the industry.

  1. You can expect to receive a monthly computerized report showing all income and expenses of your rental property.
  2. You can expect to receive a year end summary statement for your tax purposes showing all of your yearly income and expenses and categorizing said income and expenses.
  3. You can expect that we will make your mortgage payments and/or homeowners association payments, if you so direct and provided that adequate funds are available in your property trust account. You can expect that we will not make these payments if adequate funds are not available in your trust account.
  4. You can expect that in the last month of a tenants lease, we will hold funds in your trust account to protect you by ensuring that adequate funds are available to make your rental home "rent-ready", thereby ensuring faster lease ups and less vacancy time.

Property Maintenance & Repair

At Live Free Property Management Group, we believe that it is a conflict of interest for us to profit from the misfortunes of others. Therefore, we do not assess a surcharge or make a profit of any kind from maintenance & repairs to our property owners for their properties.

However, rental homes must be properly maintained in order to preserve the value of the property and maintain a positive relationship with the residents. New York also has laws that require landlords to comply with certain basic maintenance and repair items.

  1. You can expect that Live Free Property Management Group will not effect repairs to your property in excess of $350.00, without first obtaining your approval. NOTE: This excludes repairs deemed by manager as emergency repairs or repairs that are required to be effected to bring your property into compliance by law, governmental building, zoning, safety and municipal codes, or the restrictive and protective covenants of your homeowners association or repairs that in managers sole judgement are necessary for the safety of the tenants or your property. Manager shall proceed with these repairs and bring property into compliance, subject to funds being available in property owners account.
  2. You can expect that if your property is vacant, we will effect items necessary to improve the property's show-ability to prospective renters. This means faster lease ups and less vacancy for you. Examples would include: lawn service, carpet cleaning, maid service, pool service, utilities and painting when necessary. In the event that any of these repairs were due to the former rental residents tenancy, you can expect that we will spend all of their security deposit first (not your money) to put your property back into it's pre-rented condition.
  3. You can expect that we will institute minor maintenance & repair items ($350.00 or less) as requested by rental applicants to secure a lease to quality residents for your rental property. To avoid the possibility of major liability to you we also change the locks between each tenancy.
  4. You can expect that during the residents tenancy, we will institute minor maintenance & repairs ($350.00 or less) when deemed by us to be necessary for the preservation of your property and/or the continuation of the residents tenancy, usually occurring at the renewal of their lease. If the property owner provides manager with third party service contracts or maintenance warranties then manager shall contact said provider for covered repairs, otherwise, manager shall assume that none exist.
  5. You can expect that we will only use repairmen, vendors and tradesmen that are properly licensed and insured to handle the type of work being performed on your property.
  6. You can expect to receive copies of the original invoices of all repairmen, vendors and tradesmen employed to effect repairs on your property.
  7. You can expect at least two bids for monthly contracts such as lawn service, carpet cleaning, maid service, pool service, snow removal, utilities and painting when necessary
Communications

At Live Free Property Management Group, we believe that communications are the essential element in the success of our company. That is the underlying reason for the creation of this "Property Owner's Handbook" and our "Residents Handbook" for all of our tenants.

In today's business environment, no one can assume to know or read the mind of another, or be certain of their goals and objectives. To this end, we at Live Free Property Management Group have gone to great lengths to be accessible to our residents and property owners. We are available by phone, fax, and e-mail direct to our desk.

Conclusion

Thank you for taking the time to review our "Property Owner's Handbook"! We believe it is time well spent, especially for our newer clients. We trust that your experience with our firm will continue to be a pleasant experience and look forward to working with you and your property in the future. Please do not hesitate to contact us directly any time we may be of service!