Frequently Asked Questions
Providing quality, professional association management to Las Vegas, NV communities like yours.
What type of communities do you manage?
Prime Community Management manages every type of homeowners association. This includes single-family homes, condominiums, townhomes, landscape maintenance, recreation, and condo conversions.
Do you provide board training?
Prime Community Management provides board training for all new and existing board members. We feel strongly that our training provides a solid ground for new members to learn about HOAs, meetings, state statutes, etc, and provides a refresher course for those who have been volunteering their time for years. We also notify the board of any Ombudsman seminars. Prime Community Management also has conferencing capabilities for board meetings and training should you need to attend remotely.
What is the rate for management?
This rate varies depending upon the type of community, size, amenities, board meetings, inspections, and needs of the community. Please contact us for a detailed proposal for your community.
Do you have or maintain any partnerships, agreements, relationships, associations, or preferences with law firms, contractors, landscapers, collectors, or other entities you use to assist or recommend to HOAs?
Prime is strictly a management company and does not own any ancillary service companies which work with HOA clients or have exclusive strategic relationships with any vendors.
Do you have a list of approved vendors or are we able to utilize the vendors of our choice?
Prime neither owns nor has any exclusive partnership arrangements with vendors providing support services to its associations. Further, upon transitioning a new community, Prime prefers not to have a change-out of all key vendors unless the board is adamant that it is in the best interest of their community. We believe that working with vendors in our proactive management system allows for increased performance, quality, and service. When it does become necessary to put contracts or services out for competitive bidding, Prime works together with the board to identify and bring to the table, the most qualified professionals in their industries. Ultimately, the vendors hired by the association are those specifically authorized by the board of directors.
Do you use any third party affiliates to accomplish your management work?
Some management companies will have accounting or inspections performed by third parties. All work under our contract is performed by Prime personnel.
How often are Prime’s personnel in contact with the board of directors?
Constant and complete communication is vital to the success of our partnership with your community. In addition to phone calls, emails and web postings, our communities each receive a detailed bi-weekly report. This report is a summary of all relevant activities and functions going on in the community. It includes updates on all projects and timetables, landscaping overview, financial summaries, homeowner and/or vendor issues and concerns. As a function of transition to Prime, we work with the board to develop the entire communication plan that the board wishes to implement.
How often do you conduct board meetings and are there extra fees associated with these?
Board meetings schedules are driven by the board itself and not by Prime. While we prefer to meet at least every other month at the outset of any contract to ensure the successful implementation of our transition and management programs, boards have the option to meet less frequently when they believe it is appropriate. We do have boards that opt for monthly or quarterly board meetings. We train our boards to be as open and transparent in their functioning as possible. Prime does not charge additional for meetings that exceed two hours as most companies do. Your time is valuable and we ensure that you have your board package timely for review to have a well ran, efficient board meeting.
What methods will you provide our members to pay their assessments?
Members may pay their assessments through the mail (lockbox), online through our payment portal with your bank which allows for payment by check, debit card or credit card, online bill pay services through their own bank, and via direct debiting services initiated through Prime. Prime never charges the homeowner or the community for any of these services. Late fees are assessed by the community to the homeowner, and this fee revenue goes to the community – not the management company.
What tools will you provide our members to communicate their payment history and standing?
In addition to our in-house staff which is available to speak live to members throughout the day, homeowners may also choose to log on to our website and review their account from the convenience of their own computer. Additionally, at any time a homeowner may request a copy of their most recent statement be mailed or emailed to them.
What is the most effective way to motivate members to keep their assessments current?
A continuous education process on both the importance of remaining current on their obligations, coupled with proactive programs to assist them should they encounter financial challenges. By making it easy and offering them multiple ways to pay, we have excellent success in keeping aged receivables lower than industry averages.
What is the most effective way to prepare the association for high expenditure repair or upkeep costs?
The first step is to have a thorough understanding of all the assets of the community from landscaping materials, irrigation systems, gravel, recreational equipment, etc. Next, if you have a current reserve study, it is continually monitored to ensure we are appropriately budgeting not just for next month, but for the next quarter, year, and 3 and 5 year periods. We will ensure the community has an adequate funding plan built into the budgets that we develop with you, and, in the event of financial shortfalls, will bring alternative financial options to the table to discuss and employ.
What is the most effective way in managing member complaints?
Simple solution: answer their phone calls and emails. The number one complaint I hear during presentations is a lack of responsiveness. There are a myriad of ways we ensure communication with homeowners.
What is the most effective way in managing member violations?
Consistency. First, we work to educate members about the responsibilities they have under their documents. Second, we educate them about possible enforcement in relation to violations. Third, we are always available to talk to them and offer them solutions to their issues and challenges. In concert with the board, we find that when homeowners will open a dialogue with us, we are able to solve more than 95% of all community challenges.
How often do you perform site visits and monitor compliance?
Prime visits properties and perform a complete compliance inspection once a month or as negotiated with the Board. During these visits, we meet with vendors, inspect the common areas, follow up on work orders and projects and meet with homeowners and/or board members when requested.
Do you have online tracking of violations?
Yes. Through our technology offerings, board members have access to all of our management software and reports.
Do you have online systems for homeowners to view their accounts and pay assessments?
Yes. We offer the ability for homeowners to review their personal account and make payments right through our website.
Do you have an on call service for homeowners to report issues and are there fees associated with this?
During business hours, all callers are greeted by a live Prime employee. There are no automated menu systems to navigate through or call center. After hours and weekends, Prime has emergency phone coverage. We strive for no more than 15 minute response times for all emergency calls. These services do not carry any extra fees to the community and are part of our industry leading service package.
What separate roles do the board and your company play in establishing and maintaining an operational budget?
We have boards that probably have 15 different ways to approach budgeting. Starting in July, we secure from the board, the boards goals for the next fiscal year. Coupled with the reserve study, we will generally take the lead in creating an initial review draft, complete with all supporting documentation and financial schedules. A budget meeting is often scheduled for September or October to review and make appropriate adjustments. The goal is to have a budget adopted and sent to the homeowners in accordance with NRS116 and in order to prepare them for any potential assessment changes.
What is the most compelling benefit your company offers that stands out above all other management companies?
Flexibility and customization. While we are one of the smaller management companies in the valley, we are able to offer a higher level of technology, services, and educated staffing levels normally associated with large companies. We do not have a “standard” management program that we will require you to adapt to. We customize our approach for each board and community based on its unique needs and personality.
Are you members of the Community Associations Institute (CAI)?
Yes, Prime Community Management is a proud member of CAI.
Contact Us
Prime Community Management, LLC
3556 East Russel Rd.
Las Vegas, Nevada 89120
Phone: +1 (702) 869-0937
Fax: +1 (702) 243-0250