Why Choose Us?

Management Transition

At Vines Management, Inc. we are committed to making your transition to new HOA management and condo management as smooth and seamless as possible. The following is a breakdown of our six primary transition tasks: homeowner introduction, vendor introduction, accounting set-up, coordination with previous management, establishment of a pre-scheduled maintenance program and creation of a customized new resident package.

Homeowner Introduction

  • A personalized introduction letter is mailed to each individual homeowner with Vines Management contact information including office number, emergency number, e-mail address, fax number and mailing Address.
  • Management requests that all homeowners please call management anytime with questions or concerns.
  • Homeowners are notified of management’s 24 hour per day/7 day per week on-call availability for maintenance emergencies.
  • Homeowners are encouraged to attend first board meeting under new management to meet Jean-Paul Vines in person and discuss any concerns.

Vendor Introduction

  • Positive working relationships are established with existing vendors; all vendors are notified of new management and provided with contact information and mailing address.
  • Management meets with landscaping company, handyman and janitorial company on site to perform a detailed walk-through and discuss any items in need of attention.
  • All utility companies are informed of new management and provided with our mailing address and contact information.

Accounting System Set-Up

  • Management meets with Association’s C.P.A./Tax Preparation Specialist to discuss yearly tax filing.
  • Monthly billing accounts are established for each homeowner and all existing balances are carried over into a new accounting system.
  • Monthly Billing Statements are scheduled for mailing on the 15th of each month, giving homeowners adequate time to make monthly payments in a timely fashion.
  • Custom monthly financial statements are created reflecting the Association’s financial standing.
  • Board approved periodic transfers from the general disbursement account into a reserve account are set-up, as per an updated reserve study (if any).
  • Management’s signature rights on existing bank accounts and method of monthly bill payments are established, based on Board’s preference.

Coordination With Previous Management

  • Obtain and become familiar with all homeowner and vendor files from previous management.
  • Obtain and become familiar with CC & R documents as well as the building’s Rules and Regulations.
  • Obtain and review all Minutes from previous Board meetings.
  • Discuss any current or previous collection issues.
  • Discuss and take over any pending maintenance projects

Establish Scheduled Maintenance Program

  • Board Members and Management discuss the possibility of establishing any pre-scheduled maintenance programs that are not currently in place such as: yearly flushing of main plumbing lines, yearly roof inspections, seasonal gutter cleaning, tile sealing/water proofing and quarterly lubrication of hot water pump.
  • Take over all existing pre-scheduled maintenance items.
  • Take note of and follow up with all warranty expiration and renewal dates.

New Resident Welcome Packages

  • Welcome letter with full management contact information.
  • Copy of building rules and regulations.
  • List of local utility companies with contact information.
  • Permitted hours of moving in and out.
  • Information regarding the building’s parking policy as well as street parking.
  • List of board members with contact information.