Optimum offers every client our investment of ownership, on behalf of their community. That personal level of investment motivates us to provide efficient and comprehensive reporting, creating a reliable stream of information, while catering to every communities needs. Our invested team provides responsible service for your Association ensuring that the community where you live is managed with the Optimum of care.
We currently provide full service management to the following types of communities:
We assign an experienced Certified Community Manager to your community with a Senior Certified Community Manager as a management partner. Director Reports, Minutes and Action Lists are reviewed by the Senior Manager to engage another review of decisions, responses and actions to be taken on behalf of the Board of Directors. In case of the Community Managers absence, the Senior Manager would step in and be familiar with current association matters.
Our Maintenance Coordinators address, monitor and report work orders issued for property maintenance, as needed. Optimum's Association Profile created for every community allows us to contact the preferred Association vendors for every maintenance issue. A work order report is provided in the Director's Report for the Board to review at every meeting. Maintenance Coordinators also issue key's and passes for communities with amenities and vehicle parking programs.
The Administrative Assistant serving your community supports the Community Manager generating all written correspondence to homeowners and vendors, administrating Architectural Applications and performing daily administrative duties.
Our team approach allows the Community Manager time to be available for same day responses to phone calls and emails, availability to anticipate problems before they arise, and to approach Board Meetings as an opportunity to partner with Board Members, finding solutions to community challenges.
Optimum Community Managers prepare, attend and participate in all regularly scheduled Board of Directors meetings and Annual Election meetings. Community Managers partner with Board Members in attending Board Member Orientations where changes in procedure and protocol are often discussed. Committee meetings are attended with minutes created per Board request. Director reports are mailed seven days prior to the Board meeting leaving time for communication regarding additional information that may be needed to facilitate timely decisions. Agendas are posted per Civil Code no less than four days prior to the Board Meeting. Meeting minutes and action lists are available for review by Board Members five days after the previous Board Meeting.
Optimum feels a responsibility to keep Board Members informed and educated. We provide Board Bulletins, communicating legislative updates, changes to law or civil code or our internal changes which affect our clients in all Director Reports.
Every community we manage has an Annual Calendar created for their repeating annual events and yearly scheduled business requirements as a corporation. We supply Board Members with background and information to support the need to take action, minimizing last minute decisions. The timing of community events or scheduling of repeating Board Member decisions can be listed on the Annual Calendar making it an invaluable tool to stay on track and anticipate tasks before decisions are needed.
Optimum provides clients with a list of proven, licensed, bonded and properly insured vendors who are comfortable with our response expectations and reporting standards for seamless communication and positive Association maintenance results. Our Vendor Coordinator monitors licensing and insurance securing current proof of both, for reference.
During scheduled property inspections, vendor performance is monitored. Board Members are kept informed as to vendor performance through property inspection and work order reporting.
The Association's Community Manager is available 24/7 to assist homeowners with after hour concerns regarding the Association. We choose not to manage communities using a commonly implemented management rotation on-call system, as we understand the best person to assist your Homeowners is the manager who is most familiar with your Association.
Optimum employs an emergency after hours service to assist homeowners on weekends and after hours.
As necessary, Legislative legal updates are reviewed and distributed by Optimum to Community Managers ensuring their understanding of new laws and regulations. Optimum provides these updates to Board Members through the use of our Board Bulletins. When entering into a project Board Members receive proposals along with legal insight as to considerations the Board must be aware of.
We pursue technology that integrates well with our existing processes serving Optimum in our relentless focus to work more efficiently while assisting our clients. The integrity of Optimum's technology is a primary concern as information reliability is valuable to the communities we manage. The Optimum website security is consistently monitored to ensure information is secure and prevent unwanted access.