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July 9, 2009
Dear Directors,
Hopefully, you had a special time with friends and family over the 4th of July.
Starting out on a tough note, I must announce an admitted mistake on our part. By mistake, when entering fees into our accounting system for July, we posted the file before the end of the month, thus causing the July management fees to be paid in the last days of June. As a result you will see double management fees on your financial statements in June and then nothing for July. I apologize for the error and we have made corrections on our part to not duplicate this again. Should you have any concerns, please contact me as soon as possible. Again, I am sorry for the situation.
On a more positive note, during June 24-28, 2009, I and other CPM representatives attended a national conference held by Community Associations Institute (CAI). Many topics were discussed and the learning and networking with peers on a national level has really opened our eyes to how big our industry has gotten and also how much we can learn from others. We are analyzing many intriguing ideas that were discussed and will be sharing with our clients in the near future.
Our next company training session will be held Wednesday, August 19, 2009 at 6:30 PM at our Taylor Rd. office and will cover the topic of Conducting Effective Meetings. Please call the office at 810-715-5310 to reserve a seat. Over crowding of these popular events has been a problem so please call in advance to reserve your seat.
One of the goals requested by our staff during strategic planning was to standardize policies and services. As such, I am attaching our draft of emergency phone call procedures. Your comments and suggestions are welcome and can be e-mailed to me at . We will be holding another full staff training day on Wednesday, July 15, 2009 from 9:30-12:00. During this time, our answering system will be activated to record incoming phone calls thus allowing all staff to participate. We train our staff in order to better serve you and your community.
We welcome to our staff, Jennifer Williams. Jennifer comes to us from an accounting background and will be assisting both the accounts receivable and payable departments. Thanks Jennifer for joining our team.
Be Well,
Kay
EMERGENCY PHONE CALL PROCEDURES
Requests for services, after hours, should be defined as maintenance needs if deferred would cause severe, additional damage to the common elements and is feasible to be serviced at the time of the call. In most instances, this definition would encompass broken water lines, interrupted electric service to a portion of the unit or board up services following a fire or wind storm. This definition allows the answering service to have at their disposal only a few contractors that he/she would have to call for assistance. All other requests for services could be handled by the weekly maintenance personnel through contact with the site manager.
The emergency phone contact person will assess the maintenance call to determine into which category the request falls. If a request is deemed non-emergent or capable of being referred to daytime operational procedures, the co-owner will be advised as such and the Managing Agent or Managing Assistant will contact co-owner on the next working day.
Cummings Property Management (CPM) will at their discretion determine the emergency personnel capable of handling the emergency call. The following business day, the community Manager and/or Assistant will contact site personnel to complete the work.
Emergency procedures are not meant to provide routine maintenance, rather to abate the immediate threat to the common area. During periods of strong winds and rain it is unsafe to have personnel on roofs. Therefore, a Co-owner will be advised to protect their personal property in unit and when storm subsides, help will be provided. | 
