When it comes to providing top quality management, our services include:

• Preparation of Monthly Reports and Financial Package
• Coordination of Board and Membership Meetings
• Supervision of On-site Personnel and Contractors
• Address Violations of Association Rules and Regulations
• Oversee Major Restoration and Maintenance Projects
• Processing of Architectural Compliance Forms
• Coordination and Preparation of State Reports
• Review and Management of Association Insurance Needs

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You can rely on our expertise...

The vast majority of our management personnel are licensed managers. Their expertise is a tremendous asset when it comes to assisting our client to maintain your property to the highest standards.

Our managers free up your time by dealing directly with owners, tenants and other professionals such as developers, contractors, attorneys, accountants and government agencies.

Our Customer First Philosophy separates us from the competition...

Our in-house Customer Service Staff provides timely solutions to:

• Telephone Inquiries
• Work Orders
• Updating Maintenance Records
• Resale Applications
• Creating New Ownership Records
• Supplying all necessary office services to support your
   Association and Property Manager


Our goal is to forge a close working relationship with each customer and provide maximum service, keeping in mind that each has their own unique concerns.

Accounting and Financial Services

You can rely on Alton Madison to provide clean, concise financial data such as:

• Bank Reconciliation
• Budget Preparation and Disbursement
• Fee Collection Reports and Delinquencies
• Preparation of Monthly Balance Sheet and Income Statements (including
   Variance to Budget)
• Payment Coupon Printing and Distribution
• Collection Letters
• Initiation of the Lien Process

The Alton Madison has developed a unique Approved Vendor Program. The program is designed to help protect the interests of our community association clients while promoting the business interests of reputable vendors whom we use to serve our clients.

Vendors participating in this program will be listed on the Alton Madison Group Approved Vendor Directory. Approved vendors will be listed by type of goods and services, offered areas of expertise and geographic areas served. Alton Madison managers will be able to use the directory knowing that the vendors listed have been pre-screened and meet approved criteria.

In order to be designated as an Approved Vendor, each vendor completes an on-line application through the Alton Madison Group's website. Each application will be independently reviewed to verify that the vendor is in good standing with its creditors, has appropriate licenses, maintains valid general liability and worker's compensation insurance and has a history of satisfying customers. We will complete these searches annually to ensure that our vendors remain in good standing.

This is just one more example of how The Alton Madison Group works behind the scenes to ensure the best services possible are provided to our customers.

Training

This year at Alton Madison we've made a significant investment in training our people. We have hired an experienced full time training coordinator and are constructing three state of the art training facilities in South Florida. We believe that this investment is critical to our continued growth and market leadership.

We have developed proprietary course material in physical plant, accounting, insurance, customer service, and regulatory compliance.

In the future, we are planning an intensive multi week training program for all new property managers and management agens.

Commonly Asked Questions

Over the years, in proposing our services to hundreds of clients, previously self managed; we have encountered many questions relative to professional management. The following are the most commonly asked questions:

1. What are the benefits of professional management?

As the largest and most experienced professional management company, Alton Madison has the ability to provide services to its clients not attainable by a smaller company or by an individual manager. Alton Madison's professional management provides continuity in operations, single source accountability, multiple levels of expertise in cooperative/condominium/homeowner association management, price stability, additional levels of liability insurance, better buying and negotiating power, detailed operating procedures such as job descriptions, operation manuals, bid specifications, etc.

2. How is the initial transition handled?

Upon being awarded a management contract, Alton Madison immediately begins the transition of management. This is neither a difficult nor time consuming process. Alton Madison's senior accounting personnel come to the property to review and inventory accounting records. Owner names and account balances are entered into our database and simultaneously billing reports and statements are generated. A "start up" team, headed by senior management, reviews books and records, contracts and existing operating procedures. The start up team photographs all community assets from furniture to mechanical equipment. This is the basis for an operations/procedure manual that is a custom product to the client developed during the first 90 days.

3. How is the transition of employees handled?

Prior to the commencement of the contract, a representative of our Human Resource Department and senior management meet with all employees to fully explain our role as management. A medical benefits administrator will also be on hand to assist employees in filling out medical applications. All employees will be given thorough explanations and assurances that their current salaries, benefits and seniority remain in effect. Alton Madison representatives also discuss other employee benefits such as direct deposit, credit union, etc. The client continues to maintain complete control over employee additions, deletions and all wage/salary adjustments.

4. What benefits do the employees receive?

As Alton Madison employees, your staff members receive, in addition to the benefits currently in effect, direct payroll deposit, credit union, 401(k) retirement plan (depending upon eligibility), the ability to become promoted within the company (no current employee is transferred without Client approval), the ability to be transferred in the event of a position elimination and specific training to enable them to perform their work in a more defined and efficient manner.

5. Will the Board lose control?

This is the most commonly asked question in self-managed properties. In actuality, the Board has a greater level of control and leverage. The Board continues to function in the capacity of setting policy and direction. The Board continues to sign all checks and contracts. All professionals such as the Association's attorney and CPA continue providing their services. The Board also continues to have complete control over the on-site staff. Alton Madison's function is to carry out Board directives, provide experienced recommendations, set up documented operating systems and procedures and establish a level of continuity through senior management support.

6. Will the Board have to put in as much time?

No. Although the Board ultimately has final authority and responsibility for the operation of the Association, Alton Madison provides many useful tools in assisting the Board in their decision making, such as comprehensive monthly management reports, identifying qualified contractors, development of certain non-technical bid specifications, detailed spreadsheets to accurately compare bids from competing vendors, etc. All of these functions help alleviate the amount of time required by the Board in the operation of the Association.

7. Will the Association continue to need consultants?

The Association will still have the need for consultants in certain areas. Qualified consultants, like professional management, can ultimately add significant value to the Association. Alton Madison reviews the services of all consultants retained by the Association and appropriate recommendations are made to the Board.

8. Will costs be reduced over a period of time?

Alton Madison has significant buying and negotiating power with most major vendors providing goods and services to Associations on the East Coast. Initially, all service contracts are reviewed and service levels and costs are compared to similar sized properties within the Alton Madison portfolio. Additionally, costs of items such as janitorial supplies, paper products, light bulbs, paint and other "expendable" items are reviewed and, in many cases, reduced. Utility audits are recommended in many instances to confirm whether or not the Association is paying the correct and most economical billing rates and taxes.

9. Is there a conflict of interest?

One of Alton Madison's roles as a management company is to negotiate and obtain the lowest price for services provided to its communities, without compromising the quality of that service. All goods and services provided by vendors are done in a direct Association/Vendor relation. Alton Madison does not pass any services through our contract and receives absolutely no compensation in any manner from vendors. Any cost benefit as a result of Alton Madison's buying power is passed on to benefit the Association.

In addition to management, Alton Madison also provides other ancillary services such as construction and maintenance services, insurance and real estate brokerage services and financial services. If the opportunity arises where these services are needed, Alton Madison asks the Board for permission to be a bidder. Should the Board approve, Alton Madison will submit its sealed bid to the Board first, then specifications are sent to qualified contractors. Sealed bids are then forwarded directly to the Board. The final selection of a contractor is always made by the Board.

10. Do you ever lose a job, and why?

Alton Madison's business retention rate is in excess of 95%. Occasionally, we are asked to leave a community due to a change in the Board (many Associations are highly political and when there is a change in the Board there is "house cleaning"). There are instances where there are personality conflicts and sometimes we simply do not meet the expectations of the Board. At no time has Alton Madison ever been asked to leave a property due to Association finances or any ethical reason.

11. What if Alton Madison is asked to leave?

Should the Board make the decision to terminate the contract (provided the termination provisions in the contract are met), the transition process is handled orderly and in a professional manner. All books and records in our possession are inventoried and turned over to the Board or its designee, including any on going projects, work papers, schedules, etc. All operation/procedure manuals specifically prepared for the Association remain with the property.

12. How does Alton Madison make its profit?

Alton Madison's profit in managing community associations is made in two ways: first, there is a monthly Administrative Management fee. Services for that fee include all bookkeeping services (the Association still retains an independent CPA for its year end audit and tax return), senior management support, off-site administrative support, computer support service, training and in-house expertise in numerous areas. The Association is also named as an additional insured on Alton Madison's liability policy, providing the Association with additional protection. The second source of profit in our contract is the additional amount charged to the Association in the labor burden of all on-site employees. As the employer of the staff, Alton Madison assumes full employer responsibility including all advertising/recruitment expense, drug testing, criminal background investigations, all tax filing, safety/risk management, worker's compensation and all other employer related matters.

13. What does the Association have to lose?

Absolutely nothing. There are no start up fees and no termination fees or penalties. In effect, the Association benefits in areas of increased organization, job descriptions, procedures, manuals, etc., all of which remain with the community