PROPERTY MANAGEMENT

Objective: To have the common areas and structures well maintained and kept in a clean and sightly condition.

PROPERTY INSPECTIONS

1. We will conduct inspections of the property on a weekly basis or as directed by the Board in order to maintain knowledge of the property and supervise the performance of contractors providing services to the Community.
   
   
2. Report to the Board President or other designated person significant items resulting from the inspection(s).

CONTRACT SPECIFICATIONS AND BIDDING

1. Prepare for the Board of Directors and other designated Committee consideration specifications for all routine maintenance and service contracts to include, but not limited to landscape, tree, snow removal, trash, pest control and other services currently provided to the Association.
   
   
2. Secure bids for contracts according to approved specifications and investigate contractor references.
   
   
3. Review bids and make recommendations to the Board based upon past experience, adherence to contract specifications, personal meeting with contractor and any other information which may be of assistance to the Board in making an informed decision.
   
   
4. Finalize the contract with the approved contractor including Terms of Contract and Insurance Certification
    
5. Develop a core of approved contractors for Association use and Owner recommendations.

WORK ORDERS

1. Receive requests for exterior maintenance and acknowledge those requests within three business (3) days
    
2. Review the work order and determine:

• Is it an Association responsibility?
• Is it a matter of safety or damage to the home interior?
• Is it currently being serviced through a continuing service contractor as an in process project?

• Assign a priority for work completion unless work is of such a nature or amount that the Board approval or bidding is necessary.
  
  
• Inspect the work to be performed and determine the most appropriate contractor for work.
   
• Record the work order into a computerized system for control, follow-up and report to the Board, as requested.

CAPITAL REPAIRS AND REPLACEMENT

1. Prepare or cause to be prepared specifications for all capital repairs and replacements including, but not limited to paving, concrete, flagstone, roof, stucco, trim and painting.
    
2. Secure bids for contracts according to approved specifications and investigate contractor references.
    
3. Review bids and make recommendations to The Board of Directors based upon past experience, adherence to contract specifications, personal meeting with contractor and any other information which may be of assistance to The Board of Directors in making an informed decision.
    
4. Finalize the contract with the approved contractor including Terms of Contract and Insurance Certification.

CONTRACT SUPERVISION

1. Supervise the work of all contractors for meeting the Terms and Conditions of each service performed.
   
   
2. Be present whenever any capital repair or replacement project is being performed in order to ascertain that specifications are being followed, respond to contractor or Owner inquiries and provide coordination as necessary.
    
3. Receive draw requests or invoices as per the Terms of the contract and require contractors to provide timely service reports as directed.
    
4. Inspect the work upon completion for invoice approval.

EMERGENCY SERVICE

1. Provide a twenty-four (24) hour, seven (7) day per week emergency call service.
    
2. Call service to be responded to by Management Personnel.

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5 Christy Drive | Suite 302 | Chadds Ford, PA 19317
Ph (610) 358-5580 | Fax (610) 558-3399
info@pencomanagement.com