Riverside Property Management provides a brochure introducing their company. They highlight that they are Georgia's premier property services company with experienced staff. They offer a full range of services including management, financial, and educational services. Their goal is to provide excellent personalized service to each community they manage by having an individual manager assigned to each community.

1. Riverside Property Management, Inc.
2011
Company Brochure
1301 Shiloh Road
Suite 1621
Kennesaw, GA 30144
(678) 866-1436 Office *(678) 866-1437 Facsimile
(800) 519-5961 Toll Free
Member: Member:
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2. Dear Board Members and Homeowners,
Thank you again for your interest. As an introduction to Riverside Property Management, Inc.,
allow me to highlight some unique aspects of our firm about which we are particularly proud.
Georgia’s Premier Property Services Company. Having served community associations
throughout Greater Atlanta, Riverside Property Management , Inc. is an established leader in our
industry with the financial solidity, breadth of experience, and scope of personnel to ensure the
highest quality of management services for your community.
Trained Professional Staff. Our managers, accountants, field and support staff receive regular
professional training and are earning recognized industry designations and accreditations in
addition to being kept abreast of the latest government, operational, and philosophical trends in
the field of community association management.
A Full Service Company. In order to provide the highest level of professional service to our
clients, Riverside Property Management, Inc. provides a wide array of services in addition to
management and financial services. Each service can be contracted for independently to meet
your specific needs.
A Commitment to Your Success. Not only is education a key to our success, but yours as well.
That’s why we have established an educational outreach department at Riverside Property
Management, Inc. to provide you with the tools and information to help assure your success in
serving on the board.
While we are very proud of these unique aspects of our firm, what we take the most pride in is
the reputation we have earned by providing excellent management, operational, and financial
services to our clients. We believe strongly in the value of personal service, which is why each
community we manage receives the personal attention of an individual community manager
selected to meet the particular needs of the community.
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3. We know that every community is unique with different requirements and different priorities;
so our management services are custom tailored to match the objectives of each community we
represent.
We hope to have the opportunity to meet with the Board. If I can answer questions for you or
provide additional information, please do not hesitate to contact me directly. You can reach me
at 404-788-9049 or email at vpdolan©riversidepropertymgt.com.
I look forward to hearing from you soon.
Sincerely,
VP Dolan
President
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4. Table of Contents
Section
I. The Riverside Advantage
II. References
III. Core Values
IV. Managerial Staff
V. Scope of Services
VI. Certificate of Insurance
VII. Accounting Practices
VIII. Community Aesthetic Controls
Riverside Blog Articles
I. The Risks and Rewards of Self-Management
II. Finding the Right Property Management Company
III. Budgeting and Reserves for Condominiums
IV. How to Run an HOA Board Meeting
V. Don’t Let Your Neighborhood go to the Dogs
VI. Learn More About Riverside Property Management, Inc.
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5. The Riverside Advantage
Since our inception, Riverside Property Management, Inc. has emerged as a recognized leader in
the management of Master Planned Communities, Vertical Developments and Condominium
and Townhome Associations. Our determination and dedication to exceed the expectations of
our clients has been our driving force and has helped us to foster client relationships based upon
mutual trust, respect and sound business practices.
We continually strive to provide out-of-the-box solutions to our clients. This is reflected in our
ability to streamline overhead while providing the foremost offerings of services found in the
community association industry today.
Our total emersion in the industry ensures that our communities are always one step ahead of
emerging challenges of legislation, regulations and other industry changes that impact your
bottom line.
Our advanced software and client based services are the most progressive in the association
management industry. They were prepared to address our clients needs and visions. Our
dedicated web-sites share information and service twenty-four hours a day.
Allow Riverside to show you how we can help you increase homeowner satisfaction and
involvement by maximizing revenues, reducing expenses and improving overall aesthetics. Let
us help you find solutions that work for your community!
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6. References
I would recommend Riverside Property Management to any neighborhood looking for an HOA
management company. The transition from our old management company required very
little effort on our part and went very smoothly. Since then I feel like our Board of Directors is
more focused and organized. The ladies at Riverside have been such a big help. They attend
our meetings and advise the board on topics such as budgeting, placing liens, insurance
needs, and keeping the community looking nice. Riverside has made many recommendations
for our association to save money. It was a great decision to make the switch.
Jennifer Upham – President
Bridlecreek Homeowners Association
Riverside Property Management Company has been our property manager for almost a year.
They are very professional in their style of management. Accurate financials and a thorough
monthly property inspection report are provided in a timely manner. Our assigned property
manager responds quickly to issues and concerns of the Board and questions that our
residents may have.
Bob Schmiehausen - President
Arbor View Community Association
Richter Roofing & Remodeling has worked on a number of projects with Riverside Property
Management, from repairs to complete re-roofs, gutter repairs, to complete steel I-beam
construction for a pool pavilions. Richter has worked alongside several of the Riverside
Property Management teams, and communication and professionalism are traits that have
been in place since day-one. As in any construction/management relationships, one’s word
and follow-through are key components and the managers at Riverside are always on top of
things. Richter has always found Riverside fair in their business dealings, making sure that
projects are brought in on-time and within budget. We look forward to the working with
Riverside and the homeowners they represent in the future.
John Richter, Owner
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7. Riverside Property Management’s bidding process clearly communicates their needs and
requirements. The staff is very responsive to all our questions. We enjoy working with them
and look forward to continuing our business relationship in servicing their life safety needs.
Thanks
Angie
Over the last several years I have had the wonderful opportunity to work with Riverside Property
Management. To describe their services and my experiences in one word would not do them
justice! Their entire staff is so personable and such a pleasure to work with. They are very detail
orientated and true professionals at what they do. I can see they honestly care about their
Properties and Owners. This along with their personal and prompt service
is what sets them above the rest!!”
Brian Bullock
R. E. Bullock & Co., Inc.
We have been extremely pleased with Riverside Property Management. They
have been professional, responsive, and helpful. Lisa, Lori and everyone else is
a great joy and pleasure to work with.
We look forward to many years together!
Vince Warren - President
Medlock Pointe Homeowners Association
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8. Riverside was integral in establishing our new community's policies and procedures. They
helped transition our community from the builder and provided assistance in both selecting and
negotiating fees with all our major vendors. Our manager is flexible with board meetings,
community events and is readily available for important questions and decisive action when
required. As a first-time HOA board member, I could not imagine doing the job without the help
of our Riverside property manager.
Nick Smialek - President
Rosemont Homeowners Association
Kinsey Electric, Inc. is honored to be affiliated with Riverside Property Mgmt.
They are professional, honest & aware of their customer’s desire to receive quality work in a
timely manner at the most economical price possible. When a large project demands a high
budget they accept several bids before a job is awarded to one contractor. This assures their
clients that all things considered everyone will be on the same page with
the same goal Great Customer Service. Truly a pleasure to work for.
Jeff Kinsey – Owner
Kinsey Electric, Inc.
We are pleased with the business relationship we share with Riverside Property Management.
We have found the staff at Riverside to be very professional, friendly and responsive as needs
arise. Adams Backflow is also in the service business and we know what customer service needs
to be today. We would rate Riverside Property Management “Outstanding”!
Laura Adams - President
Adams Backflow & Plumbing Services
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9. Russell Landscape Group, Inc. would like to offer a referral of Riverside Property Management
for their service as a community management company. As a branch manager of a large
contracting firm in Georgia, we have done business with Riverside on many communities.
Riverside is always accessible, quick to respond and well informed of the communities
maintained. Russell Landscape Group has worked with Riverside since they first formed the
company.
Tony Reynolds
Branch Manager Smyrna Division
In the years I have worked with Riverside Property Management Company, they have always
responded promptly, professionally and efficiently to both major and minor problems. The
property managers at Riverside are very motivated, they listen and get the job done. It is a
pleasure to work with a company who truly cares about their properties and I look forward to
my continued partnership with Riverside.
Brandon Bean - Vice President
Sweetwater Pool Service
Our experience with Riverside to date has been fantastic! We found the transition to be almost
seamless to the homeowners. Everyone at Riverside has worked diligently to get the transition
completed as uneventful as possible. We love the service level we have received from all the
staff, but especially from Lisa Robinson, Tamara Owen and the Accounting Staff. It’s a pleasure
working with such a professional, competent and customer friendly staff. They are responsive.
They do what they say they are going to do and always make you feel like a valued customer. I
feel that switching to Riverside has been the best decision we have made all year!
Deborah Woolf - Treasurer
Piedmont Heights Condominium Association
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10. Riverside Property Management Company has helped our community tremendously.
Riverside has helped to make the transition from a “self run HOA” to a management
company simple, fast and effective. As a long standing board member it was important
to me that we have a company that understands our needs and goals. They have
exceeded my expectations in their professionalism and responsiveness when providing
insight to our board requests. They also excel in how they interact with the residents of
our community. I wish that we would have hired them years ago!
Tommy Maloney – President
Homeowners Association of Pebblebrooke
Idlewood Parc Homeowners Association Board of Directors
In the fall of 2008 our Board of Directors evaluated our growing management needs and
determined we were in great need of a new management company. We are so thankful that we
chose you! We are quickly approaching the end of our first full year of partnership between
Idlewood Parc Home Owners Association and Riverside Property Management and are very
pleased with the service we have received thus far. Tamara and Lisa have been so responsive to
our questions and concerns. They have helped the board gain better access and understanding
of our financial assets and membership resources. The implementation of our neighborhood
website which allowed the ability to pay dues online, has been one of the most important
instruments for increasing communication within our neighborhood.
We have been able to follow your recommendations for obtaining new lawn maintenance and
legal counsel with great results! We are much happier with the maintenance of our common
areas as well as our individual lawns. We are also quite pleased with the significant cost savings
we are able to enjoy on a monthly basis. The previous complaints from homeowners regarding
their lawn service needs have all but disappeared. Your guidance toward new legal
representation has also been quite beneficial. Our receivables have gone up significantly and
many of our most delinquent accounts have been paid in full! What a huge improvement in our
monthly bottom line! We are truly pleased with our partnership with Riverside Property
Management! The Board of Directors continues to receive feedback from homeowners that
Riverside’s customer service continues to be exemplary and prompt. We really appreciate all that
your company has done thus far to maintain and improve our community. We look forward to
our continued partnership!
Donald Hensler, President
Yolanda Reyna, Vice President
Laura Hollis, Secretary/Treasurer
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11. I just wanted to take a moment to let you know how happy we are with the work you’ve been
doing in our community, Riverview at Vinings. You have truly become an extension of our Board
and are invaluable to our neighborhood. In this time of economic challenges, doing everything
we can to help our homeowners protect their investments is vital. Therefore, your work in
keeping our community running efficiently, looking good and making sure our covenants are
adhered to by our residents is a major component in protecting that investment.
Speaking for the Board, we cannot adequately express how grateful we are to have you working
with us. I know it was a challenge to get us to a point where we could change from being
reactive to proactive in how we managed the property. Thanks to your diligence and hard work
we have come a long way this year. The level of responsiveness and follow through compared
to our last management company has been a dramatic increase! I know our owners appreciate
the fast response time and thoroughness in dealing with their requests. We also appreciate
your insight and experience when it comes to determining the best vendor or course of action
for Riverview. Your personal attention to every detail has been invaluable and demonstrates the
level of customer service Riverside has delivered to our neighborhood. It is clear you
understand our goals for the community and have made them yours as well. I look forward to
our continued partnership. You are truly wonderful members of our community!
Janet Abbazia - President
Riverview at Vinings Condominium Association
Crabapple has enjoyed working with Riverside Property Management since 2008. The Riverside
team often includes Crabapple on their landscape maintenance bids and we currently maintain
a few properties managed by Riverside. As a fellow member of the Community Associations
Institute, Crabapple appreciates the business relationship we have with Riverside.
Crabapple LandscapEXPERTS
I think the Riverside team is doing a fantastic job. I was actually happy that I received your
violation courtesy notice. The previous management company nearly destroyed our
community due to their own negligence. Our current HOA Board did a tremendous job of
restoring order within our community. We have high expectations for your company and we
have been extremely pleased with everything you and your team have done thus far! Keep up
the excellent work!
Ross F., Villas at Barrett Lakes
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12. From the beginning of our association with Riverside Property Management, Inc., we have
received top notch, professional service. The team at Riverside responds promptly and
positively to both residents and board members on a variety of issues. They have taken an
active role in our community by attending board meetings and addressing items that come to
light during frequent, regular property inspections. I would highly recommend Riverside Property
Management, Inc. to any community seeking an effective, efficient management company to
assist their HOA board and residents.
Jane Goff - Secretary
Sessions Street Lofts
As the owner of a commercial landscape company we maintain several Associations in the
Metro Atlanta area. Consequently, we are associated with several property management
companies. It is a nice change of pace to have a relationship with Riverside Property
Management, which takes a serious interest in making sure that each one of their clients is
getting the best landscape vendor that fits the needs of the community. The property managers
at Riverside are conscientious of the appearance of the landscape and are always ready to get
involved when there are projects that need to be completed allowing our management of the
landscape to be very effective.
Royce Day - CEO
RGS Landscape Management Inc.
We have had many opportunities to work with Riverside Property Management Co. in the past
two years. I must say that all of the property managers (especially you) and representatives that
I have personally dealt with have been extremely pleasant, informative and helpful. It’s nice
to be on a first name basis with people that sometimes you may never meet. Any time I’ve
requested assistance or needed help with anything, Riverside has always been there. Your
clients should be proud to have you representing them.
Charlie Helmandollar
Business Development
Phillips Landscape, Inc.
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13. "Being an older neighborhood, our community has very unique needs. Riverside is easy to work
with, their representatives are accessible and professional in their dealings. I have enjoyed
working with Riverside in managing our homeowner's association business.“
Catherine Busse – President
Princeton Lakes Homeowners Association
Our neighborhood has been self-managed since its inception over 14 years ago and never felt
the desire or need to use a management company. This past year, we wanted to forego the
process of looking for volunteers to own and manage property and administration duties and
instead decided to explore retaining a management company. After reviewing many bids and
proposals and after conducting several interviews, we hired Riverside Property
Management. Despite our concerns as a first-year customer, we could not be more
pleased. Riverside has been thorough in their duties and receptive and responsive to our
needs. We are extremely pleased and consider them an example of good service.
Mark Howell - President
Enniskerry Homeowners Association
Working with customers is part of our business. Working with Riverside Property
Management is our pleasure. Gold Leaf Landscape Management has worked with
Riverside Property Management for several years, during which time they have provided
our business many opportunities to grow. When looking for a property management
company, you want a company that will communicate, respond, listen and relate to its
customers needs...Riverside Property Management is that company for your community.
John Mazzei - Manager
Gold Leaf Landscape Management
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14. Riverside is a very professional, courteous and responsive team. It is a pleasure to do business
with them as they continue to grow and expand in their community.
Peggy Hancock| Relationship Manager, Smartstreet
RBC Bank (USA)
Professional, experienced, knowledgeable, competent, reliable and friendly.
These qualities are greatly appreciated in a property management company like Riverside
Property Management. We get direct and immediate responses and they take personal interest
in our community. Riverside Property Management truly lives up to their promise of great
"customer service.“ When we have a problem or question they get back with an answer the
same day. Riverside Property Management is what a real management company is all about.
Etta Tucker - President
Villa Lake Homeowners Association
I would like thank Riverside Property Management for their professionalism and most of all their
ability to communicate with our firm when an Association needs legal services. There are many
property management companies available, but a lot of them seem to go their own way as to
how they think your Association's day to day operations should be ran. Riverside is responsive,
fair and looks out for the best interests of the Association.
I am happy to recommend Riverside to boards that I represent.
Doug Goldin, Esq.
Goldin Law Group, LLC
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15. Core Values
"Increased gratitude for the intrinsic value we are able to provide through
education, communication and a longing for retained value in our communities”
Mission Statement
"To set the standard of excellence within our company that, as a homeowners,
we would expect”
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16. Management Staff
V.P. Dolan, President
As President of Riverside Property Management, Inc., V.P. oversees all aspects of the company’s
management and operations. V.P.’s background in association management began in the 1990’s
when he joined his local association board bringing more than 20 years of experience in real
estate development to the table. V.P. saw the need for a professional association management
company in the Atlanta area and founded Riverside Property Management, Inc. with the vision of
raising the level of financial transparency and improving customer service in the industry. V.P. is a
graduate of the University of Delaware, a licensed realtor in Georgia and a member of the
Community Association Institute (CAI).
V.P.’s experience encompasses nearly all aspects of association management, from transitioning
developer controlled communities to management companies, commissioning reserve studies,
planning realistic and efficient budgets for communities of all sizes, training new Board members,
increasing collections to Covenant enforcement. V.P. works closely with Riverside’s staff and client
communities to help control costs, increase property values, and reduce the time commitment of
the community volunteers when serving on a board of directors.
V.P. also founded Help For Homeowners In Need, Inc., a Georgia non-profit designed to work with
struggling homeowners to renegotiate mortgages on more favorable terms and obtain help for
homeowners in maintaining the appearance of their properties.
V.P.’s vision, leadership and integrity set Riverside Property Management, Inc. apart from all of the
rest.
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17. Diane Cherry, Vice President
Diane has been involved in asset and property management for more than twenty years. She has
worked in both commercial and residential real estate and serves as Riverside’s legal counsel.
Diane is a graduate of New York University and has a law degree from Temple University School of
Law. In 1988, Diane obtained her license to practice law in New Jersey and Pennsylvania, where
she worked as corporate counsel for a fortune five hundred company. Five years later, when she
moved to Georgia, Diane obtained her license to practice law in Georgia. Diane has since served
as the President of three different homeowner’s association boards and currently serves as
President of her office association board. Diane is a licensed realtor in Georgia, a member of the
Community Association Institute (CAI) and the current President of the Cobb County Library
Foundation.
Haley Leffew, Accounting Manager
Haley has an Accounting Degree from Kennesaw State University and has extensive training in
generally accepted accounting procedures (“GAAP”). Haley has undergone in depth training in the
TOPS accounting software and financial reporting and recordkeeping. Haley often attends Board
meetings with Property Managers and is always available to meet with Boards to address their
particular concerns. Haley works closely with each community’s Board to aggressively pursue
collections and develop working solutions for homeowners experiencing financial hardship.
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18. Lisa Robinson, Director of Administrative Services
Lisa is a member of the Community Association Institute (CAI) and brings more than twenty-five
years of legal and association management experience to Riverside. Lisa began her career as a
paralegal before becoming involved in community management. Lisa is actively involved in all
aspects of client services and oversees all vendor contracts and enforcement issues. Lisa consults
with all new client communities to ensure a smooth and seamless transition to Riverside and
welcomes new homeowners by providing them with the knowledge and tools they need to
adhere to community-wide standards. Lisa has been pivotal to Riverside’s continued growth by
serving as a vital resource to both Board members and homeowners with any legal, contractual or
insurance related concerns. In her free time, Lisa serves as the President of her own homeowners
association in Canton, Georgia.
Tamara Owen, Senior Property Manager
Tamara is a member of the Community Association Institute (CAI) and worked for more than
twenty years as a licensed realtor in Georgia before joining Riverside as a Property Manager.
Tamara brings her expertise to the communities she manages to assist Board’s in developing
cohesive, proactive communities. With her background in real estate and dedication to improving
the lives of all Riverside clients, Tamara is eminently qualified to lead Riverside’s Property
Management Team. Tamara’s insight and experience make her Riverside’s “go to” person where
she constantly strives to improve our processes to enhance our level of customer service.
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19. Lori Miles, Director of Marketing
Lori is a member of the Community Association Institute (CAI) and an industry professional with
over ten years of community association management experience. Lori’s background in real
estate and marketing and her technical expertise help her lead the way in Riverside’s new
development and expansion efforts. Lori also serves as the liaison to several community
associations, where she excels at partnering with associations to find solutions to their unique
needs.
Reeny Reynolds, Property Manager Training Supervisor
Reeny has been involved in the real estate industry since 2007. Reeny is a member of the
Community Association Institute (CAI) and helps streamline the operations of Riverside’s
homeowner and condominium associations through efficient management and collections. Reeny
is dedicated to doing everything within her powers to bring a new standard of community
management to Riverside’s clientele. Reeny has been known to go above and beyond the call of
duty by visiting her properties on nights and weekends to address homeowner concerns. There is
no problem too big or small for Reeny to tackle in her efforts to develop successful neighborhoods
and satisfied homeowners.
Kevin Casteel, Financial Services Manager
Kevin serves as an Staff Accountant and Financial Services Manager for some of Riverside’s largest
townhouse and condominium associations. Kevin has an impeccable record of client satisfaction
and an ability to win over even difficult homeowners and vendors. Kevin believes that managers
of community associations should bring a new standard of excellence to the industry by adhering
to a strict code of ethics and integrity and managing with an eye toward long-range planning
solutions for community associations.
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20. Cheryl Wampler, Human Resources Manager
Cheryl is known for her meticulous recordkeeping and superior organizational abilities. Cheryl
keeps track of all books and records necessary to adhere to all industry, tax and legal compliance
standards, including up to date insurance certificates, property tax records and 1099s. Cheryl is
always refining Riverside’s processes to stay one step ahead of all regulatory compliance issues.
Cheryl has successfully streamlined our internal procedures to improve efficiency and lower costs
to our clients.
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21. SCOPE OF SERVICES
RIVERSIDE PROPERTY MANAGEMENT, INC. CONDENSED:
Qualified Management Professionals
• Over 40 years of experience
• Member of Community Associations Institute (CAI)
• A Rating from the Better Business Bureau
• Trained client representatives
• Degreed accounting personnel
What We Do To Exceed Your Expectations:
Proactive homeowner management
• Full service, consulting, or accounting-only service
• Productive board and annual meetings
Complete administrative and management support
• Owner Communications
• Proven proactive inspections
• Diligent deed restriction and architectural foresight
• Convenient ACC compliance and violation processing
• Ongoing maintenance coordination with Board
• Annual insurance coordination
• Vendor screening and ultimate Board selection
• Emergency repair available and 24-hour customer satisfaction line
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22. SCOPE OF SERVICES, Continued.
COMPREHENSIVE FINANCIAL SERVICES
Timely and Accurate Financial Reports
• Billing and collections
• Vendor payments
• Budget analysis
• Comprehensive reports
OPERATIONS & MAINTENANCE
Proactive Association Management
• Productive board and annual meetings
• Walk through and site visits
• Prompt computer-tracked work orders
• Purchasing
Board meetings:
Riverside Property Management, Inc. organizes and contributes to your meetings by providing advice, information
and guidance to your board of directors. We have fully equipped conference rooms available for your use to
conduct board meetings. Riverside Property Management’s goal is to mail an agenda & meeting packet before the
regularly scheduled meeting to give the board time to review items and be prepared to make decisions.
Our management representative prepares a timed agenda, completes a management report to bring items to your
attention for discussion and decisions, prints and reviews a complete computerized activity report that shows all
action items for your property, and reviews your financial statement. Each manager also reviews this packet with his
or her supervisor, who brings additional experience and advice to share with you.
Annual meeting and organizational meeting:
Riverside Property Management, Inc. makes your annual meeting easy by preparing the notice of meeting and
agenda. We assist the board from start to finish in conducting the annual and organizational meetings. We even
explain the roles and responsibilities of the board in conducting the annual meeting. We provide new board
members with a 3-ring binder to hold minutes, financials and contracts.
Area walk/drive through:
We believe productive site inspections, or “walk through” as often described, are critical to ensure the property is
maintained, protected and enhanced. The walk through gives each team member a chance to actually see what is
going on in the community and ensure that jobs are being done well, no problems are occurring, and that
improvements are made.
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23. 23

24. ACCOUNTING PRACTICES
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25. SERVICES PROVIDED
AS A FULL SERVICE MANAGEMENT COMPANY, WE WILL PROVIDE THE
FOLLOWING SERVICES:
1. Assist in the development and preparation of the budget.
2. Prepare a mailing to owners of the approved budget as directed.
3. Prepare a Year-to-Date Budget versus Actual analysis on a monthly basis.
4. Prepare and maintain books and records necessary to produce Financial
Statements.
5. Prepare and submit a monthly financial summary of receipts and disbursements.
6. Receive, review and approve invoices or other bills, and prepare checks for
payment and subsequent mailing.
7. Collect all assessments as they become due and payable, and deposit all cash
receipts into the Association bank accounts.
8. Maintain a record of homeowners dues and receipts, and provide a monthly
delinquency listing. We will send monthly arrear notices.
9. Assist your legal counsel, as necessary, to initiate required legal action consistent
with the Association’s By-Laws, Covenants, Conditions and Restrictions.
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26. Sample Homeowners Association
Financial Summary
As of
August 31, 2010
Description Plan or Prior Current
Budget Month Month
Cash — Operating Checking Account $56,777.23 $76,282.24 $81,988.03
BBT Account # 1234567
Cash — Reserve Account $89,413.13 $89,444.24 $90,112.43
BBT Account # 456789
Restricted Reserves $255,102.00 $255,102.00 $255,102.00
Regions Certificate of Deposit #567899
Monthly Expenses $27,677.02 $19,792.14 $12,482.92
Delinquent Homeowners — Number N/A 19 17
Delinquent Homeowners — Amount N/A $32,578.80 $30,138.89
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27. Community Aesthetic Controls
27

28. OPERATIONS & MAINTENANCE
Proactive Association Management
•Productive board and annual meetings
•Walk through and site visits
•Prompt computer-tracked work orders
•Purchasing
Board meetings:
Riverside Property Management, Inc. organizes and contributes to your meetings
by providing advice, information and guidance to your board of directors. We have
fully equipped conference rooms available for your use to conduct board
meetings. Riverside Property Managements goal is to mail an agenda & meeting
packet before the regularly scheduled meeting to give the board time to review
items and be prepared to make decisions.
Our management representative prepares a timed agenda, completes a
management report to bring items to your attention for discussion and decisions,
prints and reviews a complete computerized activity report that shows all action
items for your property, and reviews your financial statement. Each manager also
reviews this packet with his or her supervisor, who brings additional experience
and advice to share with you.
Annual meeting and organizational meeting:
Riverside Property Management, Inc. makes your annual meeting easy by
preparing the notice of meeting and agenda. We assist the board from start to
28

29. finish in conducting the annual and organizational meetings. We even explain the
roles and responsibilities of the board in conducting the annual meeting. We
provide new board members with a 3-ring binder to hold minutes, financials and
contracts.
Area walk/drive through:
We believe productive site inspections, or walk through as often described, are
critical to ensure the property is maintained, protected and enhanced. The walk
through gives each team member a chance to actually see what is going on in the
community and ensure that jobs are being done well, no problems are occurring,
and that improvements are made.
29

30. Services
ADMINISTRATIVE MANAGEMENT
1. Receive and investigate significant complaints regarding rule violations, and
report all such violations for appropriate follow up.
2. Assist and advise in the preparation of general correspondence between
residents, owners, contractors, etc. Maintain a file of all correspondence
received or issued.
3. Assist in procurement of insurance coverage, as well as the processing of
insurance claims.
4. Assist in coordinating general membership meetings including Annual Meeting.
5. When requested, we will attend and provide input for Board and/or operating
committee meetings.
PROPERTY MANAGEMENT
1. Assist in a competitive bidding process for non-emergency services, and provide
input in selection of contractors and in developing contract specifications.
2. Obtain from each contractor relevant certificates of insurance as requested.
3. Direct contractors providing recurring services and monitor specific contractor
performance to ensure substantial compliance with contract specifications.
4. Perform regular site inspections in order to maintain a satisfactory knowledge of
the condition of the property and the performance of contractors.
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31. 5. Receive service requests for repairs or maintenance of property.
6. Arrange for prompt and satisfactory response to emergency service requests.
7. Advise the Association of major problems or trends in maintenance service
requests as they occur.
8. Handle any problem which may arise on a responsive individual basis. Our
office hours are 8:30 a.m. to 5:00 p.m. Monday through Friday with emergency
service 24 hours per day, 7 days a week.
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32. Sample Property Manager Monthly
Recap
SAMPLE COMMUNITY
SEPTEMBER 2010
PROPERTY MANAGER RECAP
Performed Property Inspection
Mailed out 28 violation letters
Reserved meeting room for Annual Meeting
Prepared Annual Meeting mail out materials
Created Gate/Amenities Suspension letter
Filed dispute with the City of Atlanta for water bill increase
Obtained pricing from the City of Atlanta for irrigation water meter
Set up meeting with Court Makers for tennis court repairs
Contacted Talbot Tennis to set up meeting for tennis court repairs
Scheduled fire hydrant inspection
Obtained insurance premium information from R E Bullock
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33. Property Manager Recap Continued
Obtained 2011 service contract from Sweetwater
Contacted APC for termite damage at unit 710
Contacted Trotter for foundation issues at unit 619
Scheduled one roof leak repair
Scheduled repair of rusted flu pipe
Coordination of 10 leases(updates)
Responded to 11 violation responses
Contacted Controlled Access numerous times for repairs to gate
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34. The Risks and Rewards of Self-
Management
Think Twice Before You Become Self-Managed
Is Self Management Right for Your Community?
With the wave of foreclosures, business closings and record high unemployment, there is
increasing pressure on homeowners and condominium associations to lower dues. If your
Board is considering whether to hire an Atlanta property management company (also known as
a community management association), or whether to opt for lower cost self-management, you
may want to consider the risks and rewards of your decision.
Self-Management Risks.
1. Not Enough Volunteers Willing to Do The Work. Self management can be done if you have a
group of committed volunteers who are willing to do the work. It’s easy to find people in the
neighborhood who are willing to vote in favor of self-management if it means lower dues. It’s
much more difficult to find a pool of ready, willing and able volunteers who are prepared to do
what it takes to effectively manage your homeowners or condominium association. Absent that
support, the work will fall on a handful of people, who will quickly burn out and realize they are
being taken advantage of by neighbors who are never there when you need them to do
something.
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35. 2. Too Big Of An Infrastructure for Volunteers to Oversee. Self management is fine in theory
but what about when you have entrance gates, a lake, swimming pool, private roads, clubhouse,
tennis courts, detention ponds and landscaping that has to be maintained? Are you prepared
take on the day-to-day challenges of working with vendors to make sure nothing falls through
the cracks? Do you have enough knowledge to maintain the resources you have in your
community or are you prepared to invest in the education of your Board members to get them
up to speed?
3. Insufficient Knowledge and Understanding of the Covenants and Bylaws. If you choose to
self-manage, your Board members need to get a thorough education on homeowner association
management to develop the know how to properly manage your Atlanta community association.
You need to fundamentally understand what the Covenants and Bylaws are and how they impact
your community before you can begin to self-manage.
4. Inability to Keep Up With the Bookkeeping. Do you have the software, filing system and
storage space to manage the receipt and deposit of your community association’s funds and the
timely payment of all expenses and maintenance of all association books and records? Funds
should be deposited daily and checks should be written at least once a week. And a full and
complete accounting system should be in place to record all transactions and make monthly
financial reports available to your community association. If you are self-managed, it’s vitally
important to put a system of checks and balances in place and to review all bank statements and
financial reports every month to full account for all income and expenses.
5. Failure to Comply with Federal, State and Local Laws. Being self-managed doesn’t mean you
can forget about properly incorporating, paying annual corporate registration fees and skip filing
federal and state tax returns. You still must require your vendors to sign a W-9 tax form and you
must issue 1099s to vendors at the end of the year. Overlooking the business of managing an
association can be very costly to an association if you end up paying penalties for failure to
comply.
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36. 6. Unwillingness to Confront Your Neighbors. When your community association becomes self-
managed, you can no longer push off the dirty work of confronting your neighbors when their
grass isn’t being mowed, their flower beds are overgrown and they erect a backyard gazebo in
violation of the Covenants. You must be prepared to send your neighbors collection letters if
they fall behind in their dues and file a lien against them if they become seriously delinquent.
You have a fiduciary duty as a Board member to enforce the Covenants and act in the best
interests of your community association even if it means that doing so may undermine your
relationship with your neighbors.
7. Failure to Put controls In Place. When you are self-managed, you have a duty to protect the
association’s assets in the event of theft, embezzlement or accident. You not only need
Directors and Officers Insurance but you should put a bond in place for everyone who has any
responsibilities for handling the receipt or payment of association funds. You should also have
an insurance rider that covers dishonesty, theft and embezzlement or some other crime
resulting in the loss of association funds. And if you should consider covering Board members
for potential liability when they are doing the association’s business, such as attending
educational seminars or driving through the neighborhood and doing property inspections. One
uninsured claim against your association could wipe out any savings you have in a New York
minute.
If you have that rare combination of committed volunteers and resources to tackle self
management notwithstanding the risks, you may reap the reward of more hands on
management and lower dues. If you don’t have what it takes to be self-managed, you want to
choose a property management company that can manage your community association
efficiently without breaking the bank.
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37. Here are some of the benefits of hiring a professional community association management
company in Atlanta.
1. You Don’t Have to Be the Bad Guy. If you hire a professional property management company,
you no longer have to worry about confronting your neighbors about their late payments,
unkempt property or architectural modifications. Your community manager will be the one to
field the nasty phone calls from your neighbors and will take the heat when there are complaints
about Board policies. You wont have to worry about what the neighbors will think because your
property manager will be the “bad guy” responsible for enforcing the Covenants.
2. Your Management Company Is Fully Insured. Let’s face it. Who wants to pay a huge
insurance premium to protect against management mistakes and errors? When you hire a
professional Atlanta property management company, you don’t have the added expense of
insuring for management mistakes or bonding Board members in the event of crime or
embezzlement.
3. Your Management Company Is On call 24 Hours A day. Unless you relish being awoken in the
middle of the night to handle complaints or emergencies, you want to pass on those
responsibilities to a property management company accustomed to handling water breaks,
malfunctioning entrance gates and neighbors who want to discuss a violation letter or late notice
at midnight.
4. Your Management Company Will Fully Account for All Financial Transactions Once a Month.
Professional property management companies have specialized accounting and bookkeeping
systems to handle all receipts and payables and to full account for all transactions once in month
in clear, concise financial reports. Your Atlanta property management company maintains all the
books and records and can be called upon anytime you have a request, need to see a copy of a
check or have a question about an invoice. They handle a myriad of accounting transactions,
such as the assessment of regular dues and late charges on past dues accounts, so you don’t
have to.
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38. 5. A Management Company is Licensed and Regulated by the State. Professional property
management companies are licensed real estate companies in the State of Georgia subject to
state rules and regulations. They are required to maintain all books and records and must be
able to furnish back up documentation in the event of any state inquires or investigations.
6. A Management Company Will Comply with Federal, State and Local Laws. Property
management companies make sure your community association’s federal and state taxes are
filed on time, 1099s are sent to all vendors at the end of the year, and the association is in
compliance with local laws on detention ponds, swimming pools, fire sprinklers and other safety
regulations.
7. A Management Company Will Oversee All Vendors and Property Maintenance. Your
professional property management company will solicit new vendor bids upon request and will
deal with vendors on a daily basis in the event of any concerns.
As much as homeowners complain about paying association dues and question the need for a
management company, they are truly taken aback when they sit down and think about
everything property management companies do for what they charge each month. Be sure you
are prepared to take over these responsibilities before you decide to become self-managed.
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39. Finding the Right Property
Management Company
Ten Tips for Finding the Right Property Management Company For Your Association
HOA management companies in Atlanta range from the mega, big-box companies to the Mom
and Pop companies run by families. Regardless of the size of your association, you should
understand the key differences in management companies and how to choose the best
management for your HOA or condo association.
Here are ten things you should look for in an Atlanta HOA Management Company:
1. Find a Locally Owned Company. Working with a locally owned and operated management
company means that all management decisions originate in Atlanta and not 800 miles away.
Locally owned management companies are focused on the Atlanta market and their key vendor
and banking relationships are right here in Georgia. Best of all, if you ever have a question or
concern, you can personally visit and meet with the company and its highest executive officers
and inspect any and all management records.
2. Make Sure Your Management Company Banks with a Georgia Bank. Banking locally means
fewer errors in banking transactions and more efficient depositing of HOA checks without delays
caused by interstate bank transactions or delayed mail processing times. It also means that if
you ever have any concerns or a need to withdraw or move funds, you can do without any delay.
If your property management company works with an out-of-state bank, you will have a longer
turnaround and less access to records and money when you need it.
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40. 3. Find a Company That Delivers Financial Statements at the Beginning of Every Month. If you
entrusting your company’s affairs to a management company, you have the right to receive
timely and accurate financial statements every month. If your management company is giving
you full and complete financials by the 10th of every month, something is wrong. Either they are
too big and inefficient, understaffed or lack the organization they should have to effectively
manage your community. And make sure the financial statements include a Balance Sheet,
Income and Expense Statement, Cash Receipts Journal, General Ledger and Check Register as
well as copies of the actual bank statements. If the management company can’t provide you
with all of these basic financial documents (and many cannot), there is something wrong and
you need to find another company.
4. Insist on Complete Transparency. There is nothing magical about what management
companies do and nothing should be secret from the Board. The Board should be able to
request records and get them without a runaround. And the Board should be able to review
every property inspection the company performs. Too many companies claim they do property
inspections when in reality they whistle through the neighborhood on the way to Starbucks.
5. Make Sure You Get to Choose All Vendors. Management companies often have “sweetheart
deals” with vendors that enhance their bottom line and cost the HOA more money. So when it
comes to selecting vendors and soliciting bids, make sure you are able to direct what companies
you want to receive bids from and that you make the decision of who to hire. If any
management company tells you that they select all of the vendors, pack up your bags and run!
6. Be Realistic. Management companies deal on a very low profit margin. Think about what
services you want and what you are willing to pay for. If you want weekly property inspections,
you are going to pay a lot more than a neighborhood that wants monthly property inspections.
But are weekly inspections necessary or reasonable? Most Covenants require that associations
provide homeowners a minimum of thirty days to correct a violation. Weekly inspections would
be an unnecessary waste of resources and would only increase the management costs.
7. Look at the Company’s Insurance Before Doing Business With Them. Is your HOA property
management company insured to cover your association in the event of a loss? Do they have
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41. liability insurance in case they hit the front entrance sign on the way into the neighborhood? Do
they have an umbrella insurance policy just in case? Do they also have fidelity coverage in case
one of their employees steals from the association coffers? Do they have workers compensation
coverage in case one of their employees is hurt on the job? If not, you probably need to find
another management company.
8. Beware of the Big Boys. Bigger management companies often have longer response times
and more “red tape” to deal with. If an Atlanta property management company has to refer
your question to someone else in the company or can’t get a bill paid within five days of
receiving it, you are going to be frustrated dealing with the company and the delay in response
time is ultimately going to cost you time and money. Also, lack of service and delayed responses
put your Atlanta HOA, High Rise or Condo association in situations of extreme liability. If
problems concerning the health and well being of the public, lets say a tripping hazard or leaking
roof in a community center, aren’t addressed immediately the cost and liability associated with
the problems rise exponentially.
9. Meet the Company Representatives. You will never get a true sense of what a management
company does and how companies differ from one another until you meet with representatives.
If all you are doing is collecting bids and comparing prices, you are missing the boat. If the
management company representatives aren’t “liable,” when you meet them, they sure aren’t
going to get any better when they talk to homeowners. And make sure they are willing to
return all phones, not just calls from Board members, from all homeowners within 24 hours.
Many companies will give “A+” service to Board members and “D-” service to the homeowners.
10. Visit the Company Offices Before You Decide. Worried about who you are doing business
with? There is no better way to get a sense of how your management company operates than
by a personal on site visit. Is the office clean, neat, professional and organized? It should be if
that is how they conduct business. If the office is a disorganized mess with boxes piled
everywhere and papers scattered in a heap, you may want to choose another management
company.
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42. Budgeting and Reserves for Condominiums
Most covenants for condominiums require that the association include as part of the
annual budget, an allocation for reserves. Reserves should be set aside for roof
replacement, pavement resurfacing, building painting, and any other item of association
responsibility with a replacement cost or deferred maintenance expense of $10,000.00
or more.
Traditionally, the reserve schedule accompanying the proposed budget has used the
“straight line” method of calculating required reserves. For example, assume that the
roof on a condominium building has a twenty year useful life, is ten years old, and will
cost $100,000.00 to replace. Further assume that the current amount of money in the
roof reserve is $50,000.00. The association will need to collect $5,000.00 per year, over
the next ten years, to accumulate another $50,000.00 so as to “fully fund” the roof
reserve. This is traditional, “straight line” funding of reserves.
Similar calculations are then made for all other required reserve items (building
repainting, pavement resurfacing, and other items with a replacement cost or deferred
maintenance expense in excess of $10,000.00), and the annual contribution required to
“fully fund” the reserve account is thus arrived at.
When reserves are funded on the straight line method, whether fully funded or partially
funded, they should only be used for their intended purposes. For example, money
should not be taken out of the roof reserve account to pay for painting the building.
However, the association can use reserve funds for non-scheduled purposes if approved
in advance by a majority vote of the unit owners.
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43. The concept of “cash flow” or “pooled” reserve funding differs from “straight line”
reserve funding. Under pooled reserves, it is still necessary for the reserve schedule
which accompanies the annual budget to set forth required reserve items (roofs,
painting, paving, and other items with the replacement cost/deferred maintenance
expense of more than $10,000.00). Further, the “cash flow” reserve schedule must still
disclose estimated remaining useful life and replacement costs for each reserve
component. The main difference in the cash flow presentation of reserves is that instead
of each reserve line item having its own fund balance, there is a “pool” of money in the
reserve fund, which is available for costs affiliated with any item in the reserve pool. For
example, the painting and roof reserve monies are “pooled” into one fund, so a vote of
unit owners is not required for expenditures from the fund, as would be the case in a
straight-line reserve scenario where monies from one reserve account would be used for
another reserve purpose. As with “straight line” reserve funding, with pooled reserves,
a vote of the unit owners is should be required to use reserve funds for operating
purposes, or for any expenditure involving items that are not part of the “pool”.
The pooling method of reserve funding attempts to predict when a particular item will
require replacement or deferred maintenance, and reserves are scheduled and funded
so as to insure that a necessary amount of funds are on hand when the work needs to be
done. Theoretically, monthly or quarterly reserve contributions can be lowered, while
still avoiding special assessments.
Of course, what works in theory does not always work when placed in human hands. In
addition to needing a crystal ball to predict exactly when a reserve expenditure will need
to be made, reserve contributions may be substantially higher in certain years, such as
when the fund is depleted for the replacement of a required item, and there is a short
useful life for the next asset that needs to be replaced.
A condominium reserve fund helps associations pay for maintenance and upgrade costs
as they become due. As a property owner, you will be well aware of the benefits which
accrue from setting aside sufficient reserve funds. The association will better
maintained over time and you will lessen the need for special assessments to make up
future budget deficits.
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44. How to Run an HOA Board Meeting
The Secret to Good Board Meetings.
Board meetings should be productive, efficient meetings where the board conducts business.
Are your board meetings productive and efficient? Does the board meet to conduct business or
socialize? Are you getting the most out of your meetings?
Consider doing a few of these things:
Prepare a Realistic Agenda. Five page agendas with 50 objectives set out may be impressive but
they are unrealistic and counter-productive. You need to set a list of priorities for each meeting
and focus on those issues. If you have 50 issues you want to address, spread them out over the
course of the year. You will be more efficient and see better results if you are able to manage
your agenda.
Set an end time to your meetings. Meetings should last no more than an hour. Start the
meeting when it is scheduled to begin and get straight to business. If you collectively have the
focus to get done in an hour you’ll be amazed with how much you can accomplish. If you have
no time
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45. limit, the meeting will typically drag on and a lot of time will be wasted. When time is wasted at
a meeting then people are less likely to volunteer because they feel their time is wasted. One
hour meetings have a major impact on volunteers. Associations that hold focused, one hour
meetings have more people volunteer. It’s also important to note that those volunteers stay
active the in the community for much longer. Length of your board meetings may seem like a
trivial matter, but it really does have a large impact on how the volunteers of the association
view the organization and, in turn, how they view their role.
Be familiar with the Covenants and Bylaws. Key elements with which board members should
familiarize themselves are the association’s governing documents that define the board’s
authority. If you have a management company, they should provide guidance on your role as a
board member, your fiduciary responsibility, specific board responsibilities from decision-making
to administrative tasks, and how to conduct and participate in board meetings. Other vital
information will include how to avoid personal liability, professional conduct at meetings,
parliamentary procedures, the operating and reserve budgets, federal, state and local laws that
impact your community, and appropriate insurance coverage.
Come prepared. Be familiar with the issues that will be addressed at the meeting. If you have
questions, ask them prior to the meeting so that your manager (if professionally managed) can
have ample time to find the answers. This will help the meeting be more effective and brief.
There is nothing more frustrating to those attending the meeting than for fellow board members
to come unprepared and want to discuss issues at great length.
Make the meeting a time for action. Next, hold action oriented HOA board meetings. Don’t just
discuss issues, make decisions. Every item up for discussion should end in a vote to move
forward in some way or table the issue with a clear understanding of why the item is being
tabled and when it will be revisited. When taking action on an item make sure it is clear who will
be responsible for getting that task completed. Ambiguity cripples a board.
Don’t be confrontational. Board members should recognize they are part of a team and not take
a confrontational position with fellow board members or their management company. No one
should have to work or conduct business in a hostile environment. Realize that at times you will
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46. not always agree, but take the position that even disagreement can bring compromise and
consensus. Be concise with your opinion and thoughts and then be sure to listen to others.
Always be respectful of your fellow board members and staff, as well as the homeowners. The
tone of the board can set the tone of the community. So, if you want to have a healthy, vibrant
and successful community, you should reflect that image as a board member.
Treat your Community Manager with Respect. Your community manager is your agent, not your
employee. They act on behalf of the board and facilitate the decisions of the board. Remember
that they are professionals and should be treated as such. It can be detrimental to a board and
its community to consistently be at odds with their management company. They are there to
offer their expertise based on their experience, training and education to ensure that the board
doesn’t compromise their fiduciary responsibility. A board should trust and rely on their
management company’s vast experience and unlimited resources. If your board has lost trust in
the management company, have a frank discussion with the company’s CEO regarding whatever
problems exist. Perhaps a different manager can restore your trust, eliminating the need to start
all over with a new company.
Be a Team Player. If you recognize that, as a board member, you are part of a team of volunteers
and management experts, you will be rewarded when you use those resources to make
decisions that are based on sound business judgment. This, in turn, will inspire others to serve
and build a team of future leaders who will want to emulate your leadership. By doing so, you
will find serving on the board is not a burdensome chore, but a rewarding experience that you
will value for years to come.
Be determined to have one of the best HOA’s in Atlanta by having an HOA management
company that focuses on helping you have effective meetings.
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47. Don’t Let Your Neighborhood Go to The Dogs!
Who Let The Dogs Out??
Pets are a very controversial subject in Atlanta Homeowners Associations and
Condominiums. Many association documents place restrictions–including type of
animal, specific breed, etc.–on which pets an owner may have in their home.
Often, these boundaries will limit even the number of dogs or cats an owner may
have on their property. Atlanta HOAs also frequently prohibit all “livestock, cattle,
and fowl” on the property, while some forbid all types of reptiles. Additionally,
many condominium restrictions even place limitations on the size or weight of
dogs.
Enforce Pet Restrictions
When evaluating pet restrictions in your Association, it’s important to consider (1)
the sort of behavior you’re trying to regulate and (2) the clarity and consistency of
your rules. For many owners, pets are considered family; rather than banning
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48. these furry family members, many Atlanta Community Associations choose to
establish policies regarding animal waste clean-up, off-leash areas, and noise
control.
Be Wary of Discrimination Laws
It is also important–when forming pet restrictions–to remember there are federal
anti-discrimination laws that come into play when an Association regulates service
animals for the disabled A pet restriction that interferes with a disabled person’s
use of a guide animal is often unenforceable.
Review Local Ordinances
Finally, for those that keep exotic pets, consider both your HOA’s governing
documents, as well as your city or county ordinances. Many municipal codes place
limitations on keeping “exotic animals”–such as big cats, snakes, and other
reptiles.
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49. More Information
on Riverside Property Management, Inc.
For additional information about our company, please feel free to utilize one or
more of these resources.
Website:
http://riversidepropertymgt.com
Video:
http://www.youtube.com/user/AtlantaHOAServices?feature=mhee
Blogs:
http://atlantahoaservices.wordpress.com/
http://atlantapropertymanagementcompany.wordpress.com/
Social Media:
http://www.linkedin.com/profile/view?id=103766542&trk=tab_pro
http://twitter.com/#!/HOAServicesATL
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