Consulting Services
VERA offers a variety of different consulting services to condominium and homeowners' associations. These services are tailored to associations that are self-managed.
Association Document Drafting
Services include an initial meeting with the Board, an initial draft of the document for the Board’s review, unlimited phone and email communication with the Board, and a final draft of the document in Microsoft Word format. Documents should be reviewed by the Association's attorney for compliance with Florida Statute 718 and the Association’s Declaration, Articles, and By-laws (as applicable).
Frequently Asked Questions and Answers
This document includes all FAQs as required by Florida Statue 718 and the Florida Administrative Code.
Violation Policy and Procedures with Table of Fines
This document includes a comprehensive list of all the Association’s rules and regulations and a table showing the fines associated with each rule violation. Further, this document includes procedures for identifying, tracking and assessing fines, the process for appealing fines, and the consequences associated with not paying fines. Lastly, this document includes a draft notice used to inform a resident of their violation and associated fine.
Maintenance Fee Collections Policy and Procedures
This document includes all aspects of an Association’s maintenance fee collections policy including late fees and interest, delinquency and pre-lien notices, lien filing and foreclosure, common elements suspension, rent restrictions and rent garnishment, voting rights restrictions, payment plans and settlements. Lastly, this document includes a delinquency notice, pre-lien notice, common elements suspension notice, voting rights suspension notice and rent garnishment notice.
Hurricane Policy and Procedures
This document includes a detailed hurricane preparation list for homeowners (including tasks that can be done anytime and those to be done immediately before a hurricane), shelter information, emergency contact list, specific information for disabled residents, “riding out the storm” and evacuation tips, a list of all tasks the Association will do to prepare for a hurricane (including a unique task list in the event an evacuation is ordered) as well as after the hurricane has passed, and details on how the Association will communicate with residents after the storm.
Leasing Policy and Procedures
This document includes all leasing rules and regulations, the leasing application and tenant registration process (including a draft application), rules regarding homeowner’s access to the property while renting their unit, and situations when the association would suspend a homeowner’s leasing rights or garnish rent from a tenant.
Customized Documents
Customized policies are unique to each property and include parking and property access policies, utility fee collections policies, the rules associated with the use of amenities, the rules associated with hiring vendors to work within a unit, guidance on how the Board will handle an emergency, and more.
Frequently Asked Questions and Answers
This document includes all FAQs as required by Florida Statue 718 and the Florida Administrative Code.
Violation Policy and Procedures with Table of Fines
This document includes a comprehensive list of all the Association’s rules and regulations and a table showing the fines associated with each rule violation. Further, this document includes procedures for identifying, tracking and assessing fines, the process for appealing fines, and the consequences associated with not paying fines. Lastly, this document includes a draft notice used to inform a resident of their violation and associated fine.
Maintenance Fee Collections Policy and Procedures
This document includes all aspects of an Association’s maintenance fee collections policy including late fees and interest, delinquency and pre-lien notices, lien filing and foreclosure, common elements suspension, rent restrictions and rent garnishment, voting rights restrictions, payment plans and settlements. Lastly, this document includes a delinquency notice, pre-lien notice, common elements suspension notice, voting rights suspension notice and rent garnishment notice.
Hurricane Policy and Procedures
This document includes a detailed hurricane preparation list for homeowners (including tasks that can be done anytime and those to be done immediately before a hurricane), shelter information, emergency contact list, specific information for disabled residents, “riding out the storm” and evacuation tips, a list of all tasks the Association will do to prepare for a hurricane (including a unique task list in the event an evacuation is ordered) as well as after the hurricane has passed, and details on how the Association will communicate with residents after the storm.
Leasing Policy and Procedures
This document includes all leasing rules and regulations, the leasing application and tenant registration process (including a draft application), rules regarding homeowner’s access to the property while renting their unit, and situations when the association would suspend a homeowner’s leasing rights or garnish rent from a tenant.
Customized Documents
Customized policies are unique to each property and include parking and property access policies, utility fee collections policies, the rules associated with the use of amenities, the rules associated with hiring vendors to work within a unit, guidance on how the Board will handle an emergency, and more.
Management Consulting
Management Structure Guidance
VERA will provide specific recommendations to the Board of Directors regarding the type of management structure that is most appropriate for their association (professional management, self-management, in-house management, or a hybrid structure). This determination will be based upon the size of the property, the available amenities, the current structure of the Board of Directors, the association’s governing documents, and resident opinion. The recommendation will be presented at a Board meeting along with a written recommendation. Service includes unlimited phone and email communication with the Board.
Self-Management/ In-House Management Start-Up Consulting
VERA will assist Associations that have decided to either become self-managed or hire an in-house manager prepare for their new management structure. After meeting with the Board of Directors, inspecting the property, and reviewing the Association’s documents and policies, VERA will produce a detailed written report with recommended steps the Board of Directors should take prior to taking over management responsibilities. The report will include discussions on dividing management responsibilities between Board members; handing all aspects of the Association’s finances; hiring an administrative assistant or community association manager; creating a property website; responding to emergencies; storing official records, and much more.
Temporary Management Assistance
For Associations utilizing VERA's self-management/ in-house management consulting services, VERA provides customized, temporary management assistance while the Board and/or Association employees adapt to their new roles. This helps provide a smooth transition from a traditional management structure. Please visit the "Services" section of our website to learn more about the management services we offer.
VERA will provide specific recommendations to the Board of Directors regarding the type of management structure that is most appropriate for their association (professional management, self-management, in-house management, or a hybrid structure). This determination will be based upon the size of the property, the available amenities, the current structure of the Board of Directors, the association’s governing documents, and resident opinion. The recommendation will be presented at a Board meeting along with a written recommendation. Service includes unlimited phone and email communication with the Board.
Self-Management/ In-House Management Start-Up Consulting
VERA will assist Associations that have decided to either become self-managed or hire an in-house manager prepare for their new management structure. After meeting with the Board of Directors, inspecting the property, and reviewing the Association’s documents and policies, VERA will produce a detailed written report with recommended steps the Board of Directors should take prior to taking over management responsibilities. The report will include discussions on dividing management responsibilities between Board members; handing all aspects of the Association’s finances; hiring an administrative assistant or community association manager; creating a property website; responding to emergencies; storing official records, and much more.
Temporary Management Assistance
For Associations utilizing VERA's self-management/ in-house management consulting services, VERA provides customized, temporary management assistance while the Board and/or Association employees adapt to their new roles. This helps provide a smooth transition from a traditional management structure. Please visit the "Services" section of our website to learn more about the management services we offer.
Other Services
Association Employee Search
Based upon a job description drafted by VERA and approved by the Board of Directors, identify and interview candidates for employment as an administrative assistant, community association manager, maintenance man, security guard, or other Association employee. Qualified candidates will be presented to the Board of Directors. The job search will continue until the Association has made an offer to a candidate or the Board indicates a desire to halt the search. Service includes an initial meeting with the Board of Directors and unlimited phone and email communication with the Board.
Key Contract Bidding and Negotiation
VERA will research, interview and obtain draft contracts from no fewer than three qualified vendors. All qualified vendors will be presented to the Board of Directors along with a written comparison of the contracts. VERA will negotiate the contracts with the vendors based upon the desires and best interests of the Association. Service includes an initial meeting with the Board and unlimited phone and email communication with the Board.
Project Consulting
For any property project that the Association is going to undertake, VERA will research, interview and obtain proposals from no fewer than three qualified vendors. All qualified vendors will be presented to the Board of Directors along with a written comparison of the proposals. Once a vendor has been approved by the Board, VERA will supervise the project from start to finish including working with the vendor to establish a detailed plan for completing the project as well as communicating all relevant aspects of the project to the property’s residents. VERA will provide on-property supervision of the entire project. Pricing includes an initial meeting with the Board to discuss the project and unlimited phone and email communication with the Board.
Based upon a job description drafted by VERA and approved by the Board of Directors, identify and interview candidates for employment as an administrative assistant, community association manager, maintenance man, security guard, or other Association employee. Qualified candidates will be presented to the Board of Directors. The job search will continue until the Association has made an offer to a candidate or the Board indicates a desire to halt the search. Service includes an initial meeting with the Board of Directors and unlimited phone and email communication with the Board.
Key Contract Bidding and Negotiation
VERA will research, interview and obtain draft contracts from no fewer than three qualified vendors. All qualified vendors will be presented to the Board of Directors along with a written comparison of the contracts. VERA will negotiate the contracts with the vendors based upon the desires and best interests of the Association. Service includes an initial meeting with the Board and unlimited phone and email communication with the Board.
Project Consulting
For any property project that the Association is going to undertake, VERA will research, interview and obtain proposals from no fewer than three qualified vendors. All qualified vendors will be presented to the Board of Directors along with a written comparison of the proposals. Once a vendor has been approved by the Board, VERA will supervise the project from start to finish including working with the vendor to establish a detailed plan for completing the project as well as communicating all relevant aspects of the project to the property’s residents. VERA will provide on-property supervision of the entire project. Pricing includes an initial meeting with the Board to discuss the project and unlimited phone and email communication with the Board.