Vanguard Community Management is a property management company that has been in business since 1976. It currently manages over 250 communities professionally and employs 85 people. The company is accredited and certified in the property management industry. It provides various tools and services to homeowners and board members to make community governance and living more convenient. These include online payment options, financial reporting, architectural review tracking software, and purchasing programs.
3. executive biographies
Daneen Reinke, Vice President Jeanette Catellier, Assistant Vice President, CMCA® ,
Ms. Reinke is the Vice President of Vanguard Community AMS®, PCAM®
Management. In her role, she is responsible for the Ms. Catellier is the Assistant Vice President for
Corporate Accounting, Human Resource and Customer Vanguard Community Management and has been with
Service groups within the organization. the company since 2000. Her main responsibility
Ms. Reinke has been with Vanguard since 1990 and has is working as a supervisor and portfolio manager of
been an invaluable asset to the team. Along with being condominium, townhome, single family homes and
a two-time recipient of the “Employee of the Year”, she mid-rise communities. She has acted as a mentor to
has received both the A Team Award and an individual other managers, chaired various committees within
Achievement Award. the company, and has been a regular participant in the
Vanguard in-house continuing education program.
Ms. Catellier is a 1996 graduate of Northern Illinois
University with a degree in Business Administration
and in 1998 received a degree from Governor’s State
University in Human Resource Management.
6. cEo DirEct smartWEbs
No other management company provides a direct line Our Architectural Control Committee (ACC) tracking
to their CEO like we do, and our proprietary CEO Direct and voting program is web based and accessible by the
program gives you unfettered access to our CEO...not board and/or ACC committee from anywhere they are
just when you sign a contract with us, but for the length with web access. We all know ACC applications are
of our relationship. You’ll receive communication about often time sensitive; SmartWebs simplifies the
industry trends, regulatory updates, and information process and allows the users to see applications, plans,
about the regular innovations and enhancements we voting status, questions, and more. Users receive an
deliver to our clients. And you’ll have a direct channel email when a new application is uploaded or if changes
to our CEO through which to address any issue of are made that need their attention. This reduces, or
concern to you or your neighbors. in some cases eliminates, long email streams or even
meetings to review plans. SmartWebs can accommo-
collEctions
date just about any need and keeps all parties on track
The financial stability of your association is critical.
to provide your owners with a timely response while
Unfortunately, collections are a given reality to commu-
making the process easy for the reviewers.
nity associations, and in economically challenging times,
associations will face increased incidences of late dues covEnants comPliancE insPEction (cci)
and fees. We recognize the great burden these uncollected With constantly changing legislation, regulation of
fees place upon a community association and its mem- disclosures, and homeowner disputes regarding non-
bers. Our comprehensive collections services program — approved modifications, a board member needs every
run by our own staff attorneys and working cooperatively tool available to protect your community and avoid
with your association’s preferred counsel — can assist you becoming the target of a lawsuit. Our CCI program
in ensuring the successful collection of past due inspects the homeowner’s unit and/or lot and provides
assessments, in a cost-effective manner. We designed documented disclosure of modifications and compli-
this service based on our years of service to community ance during the sale and/or financing process, thereby
associations, and through our program, our clients real- mitigating the risk to the association and to existing
ize improved receipt of delinquent assessments and fees. and future association members.
10. Vanguard Community management carefully selects each staff
member. our highly trained professionals are experienced and
responsive problem-solvers committed to go the extra mile to keep
your association running smoothly. We are organized by three major
business disciplines in order to serve you with an unmatched quality
of service.
coMMunity association Manager and coMMunity Maintenance teaM
adMinistrative teaM
• Skilled maintenance professionals
• Provide leadership and guidance in the management of • Reliable and trustworthy
the association
• 24 hour emergency response service
• Act as a liaison for the board of directors, owners and
all other team members • Establish and maintain preventative repair and
replacement programs
• Ensure actions on board of directors requests
• Communicate work status to owners, co-owners,
• Prepare drafts and recommendations for the managers and the board of directors
association’s annual budget
• Organize and attend meetings of the Board of Directors, accounting teaM
committees, and special and annual meetings
• Collect assessment funds (credit cards, coupon book
• Present educational opportunities to new and existing invoicing, auto debit, or electronic transfers) deposited
board members daily into the association’s individual account
• Communicate regularly with owners, local and state • Maintain individual unit account records and provide
government entities, and others on behalf of the information and assistance to owners
association
• Pursue collections in conjunction with the
• Obtain contractor bids and oversee performance association’s policies
• Conduct site inspections • Detailed general ledger reporting
• Ensure appropriate retention and storage of • Prompt payment of association obligations
association records
• Ensure payment safeguards
• Monitor association’s financial status
• Monitor cash and investment balances and maturities
• Prepare professional reports, draft resolutions and
• Reconcile association bank accounts
other materials pertinent to the successful operation
of the community • Prepare financial statements for board of directors
• Coordinate with association’s CPA for preparation of
annual audit and tax return
12. ManageMent CoMparative analysis Vanguard Company A Company B
Customer Service
Phones are answered daily between 7:30 a.m. and 7:00 p.m. by a live person (not voice mail) and routed to a staff
member who is knowledgeable about your community?
Trained professionals provide a 24 hour/7 day a week emergency response service?
Association managers are supported by senior level staff at meetings and for consultation, and company has an attorney
specializing in community association laws on staff?
Community manager has a dedicated assistant to support him/her?
Property inspections are conducted by the assigned community manager?
Services
Utilizes an integrated association accounting software program with a single database that generates financial reports,
balance sheets, budget comparisons, disbursement detail and operational reports, work order and violation tracking
letters, and has the ability to print coupons and invoices for special assessments?
Offers direct debit, electronic bank lock box, ACH, credit card payment, and direct mail options for assessment collection?
Has systems in place (collection letters) for unpaid assessments that post directly to the owner’s ledger, administers
delinquencies, and tracks and follows up with attorneys and collection companies?
Management company has a comprehensive collections services program as well as a title search offering with credit
bureau reporting and lien preparation and filing?
Management company has fully staffed maintenance division that provides repairs and maintenance to associations?
Management company has contacts with qualified vendors who can bid on work at your site?
Management company develops contract specifications for service vendors, handles bid process, and provides board with
a comparative bid matrix and professional recommendation?
Company can provide online/automated architectural review forms and tracking of actions taken by the board?
Performs reserve analysis studies and arranges reserve studies for communities through licensed reserve specialists?
Has fidelity bond coverage that includes principals and owners?
savings through national programs, including professionally prepared newsletters, web sites,
master insurance and online insurance quotes, communications tools for emergencies and events, and utility and
waste removal discounts?
Provides regular communication to its properties through evaluation forms, CeO email communication to its board
members, company newsletters, and annual performance evaluations?
Provides resale disclosure packages for owners who are selling or refinancing their properties
that can be ordered on line?