Vanguard Community Management At-A-Glance

Company at-a-GlanCe

Vanguard Community management

Number of offices: Number of communities professionally managed:
2 — Schaumburg, Plainfield 250+

Company certifications: Memberships:
AAMC* Community Associations Institute
Better Business Bureau
Number of managers with PCAM* certification:
2 Year founded:
1976
Number of managers with CMCA* certification:
29 Website:
www.vanguardcommunity.com
Number of managers with AMS* certification:
7 Email:
info@vanguardcommunity.com
Number of employees:
85

* AAMC® — Accredited Association Management Company — the highest designation awarded to management firms by CAI.
PCAM® — Professional Community Association Manager — Community Associations Institute’s (CAI) highest professional designation that can be earned in the industry.
CMCA® — Certified Manager of Community Associations — NBC-CAM’s national certification program designed exclusively for managers of homeowner and condominium associations and cooperatives.
AMS® — Association Management Specialist — A designation from Community Associations Institute (CAI) that demonstrates a manager’s commitment to their career and the community association industry.

Vanguard Community Management www.vanguardcommunity.com | info@vanguardcommunity.com
©2009 Associa. All rights reserved. These materials are proprietary and may not be reproduced or disseminated to any other person or entity without the specific written consent of Associa.

LocaL Leadership

executive biographies
Mike Dorociak, President & CEO Julie Cihlar, Executive Vice President
Mr. Dorociak is President and CEO of the Vanguard As CPA and Executive Vice President, Ms. Cihlar oversees
Community Management offices. He joined the all financial and accounting responsibilities for Vanguard
Vanguard/Associa company in 2009, bringing strong Community Management, as well as the day-to-day
Customer Service and Operational experience from operations. Her role is built on a solid foundation of 16+
the accounting, publishing and information provider years of association accounting management experience.
industries. In addition to his degree in Accounting, Mr. Ms. Cihlar joined Vanguard in 2001. She has a B.S. in
Dorociak has his MBA in Operations Management from Accounting from the University of Houston and graduated
DePaul University, and has earned his Master Black Belt Cum Laude.
Certificate in Operational Excellence from Villanova
University. He is a member of CAI and is working toward
attaining his Community Management Certifications.


executive biographies
Daneen Reinke, Vice President Jeanette Catellier, Assistant Vice President, CMCA® ,
Ms. Reinke is the Vice President of Vanguard Community AMS®, PCAM®
Management. In her role, she is responsible for the Ms. Catellier is the Assistant Vice President for
Corporate Accounting, Human Resource and Customer Vanguard Community Management and has been with
Service groups within the organization. the company since 2000. Her main responsibility
Ms. Reinke has been with Vanguard since 1990 and has is working as a supervisor and portfolio manager of
been an invaluable asset to the team. Along with being condominium, townhome, single family homes and
a two-time recipient of the “Employee of the Year”, she mid-rise communities. She has acted as a mentor to
has received both the A Team Award and an individual other managers, chaired various committees within
Achievement Award. the company, and has been a regular participant in the
Vanguard in-house continuing education program.
Ms. Catellier is a 1996 graduate of Northern Illinois
University with a degree in Business Administration
and in 1998 received a degree from Governor’s State
University in Human Resource Management.

Tools for Homeowner convenience

vanguard community management provides you dedicated and
unmatched customer service — locally and on your schedule.

our NuMBEr oNE priority: sErviNg you & payMENts
thE owNErs of your associatioN
Owners have a variety of easy options for payment.
We want all association members to have a positive, easy
We provide options for online payments, credit cards,
and enjoyable experience with your association. And
direct debit (ACH) payments, as well as secured
to that end, we provide many service options for the
lockbox. We also provide you a variety of statement
convenience of owners, including:
options, including online/electronic and print
• A local customer service department staffed by
statements as well as coupon books.
knowledgeable professionals. Their sole concern is
accouNt dEtail
to assist your owners with any concerns or questions
they might have. Owners can view their complete account histories
online — in an easy to understand format — to assist
• An optional homeowner portal which makes a wide them with account questions or reconciliation.
variety of information accessible through a secure
iMprovEMENts, architEctural/MaiNtENaNcE
website. The portal is available 24/7 – whenever coMpliaNcE & forMs
your owners need it. Any question or request that For property improvements, violation reporting, or
comes through the portal is immediately transmitted anything else your association mandates, your owners
through the same information management system can easily retrieve necessary forms through our
our managers and support personnel use. homeowner portal or customer service department.


EasiEr Board MEMBEr GovErnancE

vanguard community Management makes your job as a board
member easier. our various tools and services give access and
insight to your community’s information and operations.
call logs managEmEnt rEPorts
Every month we provide you with a log that details We display our professionalism and accountability
communications we receive relative to your community. to you through our regular, tailored management
As a board this allows you to keep a pulse on the issues reports. Vanguard Community Management’s
of importance to your homeowners, and how timely management reports address your association’s
and appropriately their issues were resolved. The log ongoing operations, including manager action item
provides a time and date stamp from the initial resident status, discussion/decision updates, bid comparisons,
contact all the way through resolution. vendor information/profiles, property inspections, and
maintenance/porter checklists.
financial information
Your financial information is maintained and recorded association Data WHEn & WHErE
YoU Want it
using generally accepted accounting principles and
communicated through timely and accurate reports. You can access at your convenience financial data and
Our customizable and comprehensive reports are easy other governing data for your association online — no
to read and understand, and samples of our reports waiting to receive it or having to request it. You can see
are included in this proposal package. Our clients rave what bills need to be paid, what bills have been paid,
about the ease and comprehensiveness of the financial the status of maintenance work orders, and more... all
information we provide them and auditors laud the at the click of a button. As volunteers, readily available
integrity of our reports. We invite you to compare our information is important and Associa is proud to offer
reports with others. it in an easily accessible format that is available when
you are.


cEo DirEct smartWEbs
No other management company provides a direct line Our Architectural Control Committee (ACC) tracking
to their CEO like we do, and our proprietary CEO Direct and voting program is web based and accessible by the
program gives you unfettered access to our CEO...not board and/or ACC committee from anywhere they are
just when you sign a contract with us, but for the length with web access. We all know ACC applications are
of our relationship. You’ll receive communication about often time sensitive; SmartWebs simplifies the
industry trends, regulatory updates, and information process and allows the users to see applications, plans,
about the regular innovations and enhancements we voting status, questions, and more. Users receive an
deliver to our clients. And you’ll have a direct channel email when a new application is uploaded or if changes
to our CEO through which to address any issue of are made that need their attention. This reduces, or
concern to you or your neighbors. in some cases eliminates, long email streams or even
meetings to review plans. SmartWebs can accommo-
collEctions
date just about any need and keeps all parties on track
The financial stability of your association is critical.
to provide your owners with a timely response while
Unfortunately, collections are a given reality to commu-
making the process easy for the reviewers.
nity associations, and in economically challenging times,
associations will face increased incidences of late dues covEnants comPliancE insPEction (cci)
and fees. We recognize the great burden these uncollected With constantly changing legislation, regulation of
fees place upon a community association and its mem- disclosures, and homeowner disputes regarding non-
bers. Our comprehensive collections services program — approved modifications, a board member needs every
run by our own staff attorneys and working cooperatively tool available to protect your community and avoid
with your association’s preferred counsel — can assist you becoming the target of a lawsuit. Our CCI program
in ensuring the successful collection of past due inspects the homeowner’s unit and/or lot and provides
assessments, in a cost-effective manner. We designed documented disclosure of modifications and compli-
this service based on our years of service to community ance during the sale and/or financing process, thereby
associations, and through our program, our clients real- mitigating the risk to the association and to existing
ize improved receipt of delinquent assessments and fees. and future association members.

Education

associa is a pioneer in driving industry-wide education and
certification for association management. in many cases, we wrote
the book on the professional practices that all leading companies
adhere to today.

ASSOCIA UNIVERSITY associations; and has the knowledge and national problem
Continuing education is yet another way we earn your solving resources that your association can depend upon.
trust and respect and provide value to your community.
INdUSTRY dESIgNATIONS
Associa has the industry’s most rigorous internal
In addition to their Associa University curriculum, our
educational requirements. Associa University (AU) is
managers are required to earn the Certified Manager of
the industry’s only professional, instructor-led online
Community Associations (CMCA) designation through
education program. Every employee is assigned to a
NBC-CAM. On an ongoing basis every manager is
business curriculum specific to client needs. Add to that
required to take, at a minimum, two courses per year
our collective centuries of industry expertise and best
through CAI in addition to monthly courses through our
practices from other industries, and your community is
own Associa University.
assured of having the most knowledgeable and highly
educated professionals handling your affairs. In addition ASSOCIATION TImES
to our long history of providing widely lauded board Associa is the sole sponsor for Association Times (www.
member seminars, we offer custom-built courses tailored associationtimes.com), a globally recognized knowledge
to volunteers at every level with community associations. base of articles and Q&As providing expert information
about community association living.
INdUSTRY TRAININg & EdUCATION
We’re proud of our national and local leadership roles in the
What to look for
Community Associations Institute (CAI). Our participation
in CAI’s industry certification programs coupled with
Associa’s professionally developed courses ensure that
 As a board member, you are bound by laws and regulations to
govern your association effectively. Is your manager knowledgeable
your management team is aware of the latest trends and about local, state and federal laws and regulations impacting
changes affecting community associations at the local, state community associations? If not, make sure that you have a means
and national level; understands complex legalities facing by which to stay abreast of and understand changing regulatory
issues to ensure your community is operating within the law.


OptiOnal prOgrams FOr Better COmmunity living

Our clients are afforded the opportunity to participate in a
growing number of national discount purchasing programs and
communications tools made possible as a result of associa’s
unprecedented volume buying power.

AssociAtions insurAnce Agency, inc. (AiAi) eStatements™, which enables an email alert to
AIAI offers general liability insurance, directors and be sent when a new billing statement is ready to be
officers liability, crime, and other policies community viewed online.
associations need. AIAI brings comprehensive industry
expertise, superb claims management, strong customer homeowner link elite

service to every client, and more often than not, Homeowner Link Elite helps your community stay
substantial savings. informed by delivering timely, customized messages to
each registered homeowner. Recorded voice or text-
AssociA community websites to-speech messages are utilized to send notifications
Associa Community Websites strengthen community to recipients and answering devices instantaneously.
relations and participation with calendars, photo In addition, the system can be used to broadcast text
galleries, and other interactive communication messages to cell phones, as well as launch e-mail
features, while providing other valuable community broadcasts and severe weather alerts. The creation
information to keep your community members and delivery method of the message are completely
connected with your association. determined by the association, which allows for
complete customization.
AssociA community newsletters
We can provide creative development, production, and wAste removAl consulting services
distribution services for professional, informative We engage the services of experienced waste industry
newsletters — all at a very low cost. professionals to leverage the total national volume of
Associa managed communities to give you the most
AssociA stAtements
competitive rate on refuse collection services — or,
We have partnered with industry-leading billing
the program can be used with your present carrier to
solutions provider SouthData to utilize the latest
negotiate a more favorable rate to the association. This
technology and provide quality, timely statements to
proven program has saved other communities as much
homeowners. Homeowners have the power to customize
as 40 percent on their monthly refuse collection costs.
their statement delivery method by self-registering for


A CompAny you CAn DepenD on

Vanguard Community management has all the strengths and
resources of a national industry leader, while taking care of our
clients’ individual needs.
LocaL service, nationaL resources stabiLity
Our mission is to always take care of our clients. An Founded in 1976, Vanguard Community Management
Associa company, Vanguard Community Management prides itself on exceeding client expectations. We put our
never loses sight of each association’s individual needs. experience and resources to work, developing programs
Associa does what others cannot – provide local tailored and services that save your association time and money.
service while bringing the benefits of large national Plus you’ll have the security of knowing that the company
resources to every community we represent. That’s why you choose today will be with you tomorrow.
more associations invest their trust with us — and other
technoLogy
Associa companies — over all others.
We lead the industry in information technology
Leadership solutions for our clients. From integrated back office
The right people make successful management happen, and finance systems to flexible reporting, we’ve built
and you’ll enjoy the advantage of working with Associa’s a communications infrastructure that focuses on
award-winning experts in the community association supporting our clients and community managers. These
industry. No other company has the collection of tools include:
veteran industry leaders and experts that Associa has. • A secure, professional, nationwide network with built
Nationwide, Associa employees represent more than 500 in redundancies and an uptime of more than 99.9%.
CMCAs and over 120 PCAMs in the United States . We • National Intranet: Provides nationwide collaboration
also hold the AAMC, AMS, AMO, CCAM, CPM, LSM, and of over 5,000 Associa professionals networking and
RS individual and company industry certifications. Our problem solving for you.
national team also consists of information technology • CEO Direct: An email program for board members
professionals with the most advanced qualifications, direct from Vanguard’s CEO. Sharing industry trends
as well as CPAs, JDs, and MBAs. No other company has and providing an executive-level channel to address
the breadth and depth of talent to serve you and your any issue, the CEO and board members have a direct
community. and confidential channel to one another.


Vanguard Community management carefully selects each staff
member. our highly trained professionals are experienced and
responsive problem-solvers committed to go the extra mile to keep
your association running smoothly. We are organized by three major
business disciplines in order to serve you with an unmatched quality
of service.

coMMunity association Manager and coMMunity Maintenance teaM
adMinistrative teaM
• Skilled maintenance professionals
• Provide leadership and guidance in the management of • Reliable and trustworthy
the association
• 24 hour emergency response service
• Act as a liaison for the board of directors, owners and
all other team members • Establish and maintain preventative repair and
replacement programs
• Ensure actions on board of directors requests
• Communicate work status to owners, co-owners,
• Prepare drafts and recommendations for the managers and the board of directors
association’s annual budget
• Organize and attend meetings of the Board of Directors, accounting teaM
committees, and special and annual meetings
• Collect assessment funds (credit cards, coupon book
• Present educational opportunities to new and existing invoicing, auto debit, or electronic transfers) deposited
board members daily into the association’s individual account
• Communicate regularly with owners, local and state • Maintain individual unit account records and provide
government entities, and others on behalf of the information and assistance to owners
association
• Pursue collections in conjunction with the
• Obtain contractor bids and oversee performance association’s policies
• Conduct site inspections • Detailed general ledger reporting
• Ensure appropriate retention and storage of • Prompt payment of association obligations
association records
• Ensure payment safeguards
• Monitor association’s financial status
• Monitor cash and investment balances and maturities
• Prepare professional reports, draft resolutions and
• Reconcile association bank accounts
other materials pertinent to the successful operation
of the community • Prepare financial statements for board of directors
• Coordinate with association’s CPA for preparation of
annual audit and tax return

ManageMent CoMpany CoMparisons

vanguard Community Management puts its expertise,
knowledge and resources to work for you everyday. We invite
you to compare the various services and offerings we provide
with those of our competitors.

ManageMent CoMparative analysis Vanguard Company A Company B
About Us
Provides full service management: financial accounting, physical plant maintenance and administrative services? 
Number of years in the community association management business? 30+ yeArs

Active participant in Community Associations Institute (CAI)? 
An Accredited Association Management Company (AAMC) through Community Associations Institute (CAI)? 
recognized by industry and professional peers for expertise and leadership? 
Management company maintains an “A” rating or higher through the Better Business Bureau? 

Is part of a national association management company providing support to its managers on any topic
or need through our national network of professional managers?


Education

Association manager assigned to account and senior staff have professional education and recognized CAI designations:
Certified Manager of Community Associations (CMCA®), Association Management specialist (AMs®) and/or Professional 
Community Association Manager (PCAM®)?

Management company provides regular in-service training for its managers, assistants and support personnel and has
video conferencing facilities in its office for this purpose?

Management company provides educational training for its board members? 


ManageMent CoMparative analysis Vanguard Company A Company B
Customer Service

Phones are answered daily between 7:30 a.m. and 7:00 p.m. by a live person (not voice mail) and routed to a staff
member who is knowledgeable about your community?

Trained professionals provide a 24 hour/7 day a week emergency response service? 
Association managers are supported by senior level staff at meetings and for consultation, and company has an attorney
specializing in community association laws on staff?

Community manager has a dedicated assistant to support him/her? 
Property inspections are conducted by the assigned community manager? 
Services

Utilizes an integrated association accounting software program with a single database that generates financial reports,
balance sheets, budget comparisons, disbursement detail and operational reports, work order and violation tracking 
letters, and has the ability to print coupons and invoices for special assessments?

Offers direct debit, electronic bank lock box, ACH, credit card payment, and direct mail options for assessment collection? 
Has systems in place (collection letters) for unpaid assessments that post directly to the owner’s ledger, administers
delinquencies, and tracks and follows up with attorneys and collection companies?

Management company has a comprehensive collections services program as well as a title search offering with credit
bureau reporting and lien preparation and filing?


Management company has fully staffed maintenance division that provides repairs and maintenance to associations? 
Management company has contacts with qualified vendors who can bid on work at your site? 
Management company develops contract specifications for service vendors, handles bid process, and provides board with
a comparative bid matrix and professional recommendation?

Company can provide online/automated architectural review forms and tracking of actions taken by the board? 
Performs reserve analysis studies and arranges reserve studies for communities through licensed reserve specialists? 
Has fidelity bond coverage that includes principals and owners? 
savings through national programs, including professionally prepared newsletters, web sites,
master insurance and online insurance quotes, communications tools for emergencies and events, and utility and 
waste removal discounts?

Provides regular communication to its properties through evaluation forms, CeO email communication to its board
members, company newsletters, and annual performance evaluations?

Provides resale disclosure packages for owners who are selling or refinancing their properties
that can be ordered on line?


Reports are in portrait format for display
purposes only

Vanguard Community Management At-A-Glance

Vanguard Community Management At-A-Glance

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