Property Inspections

Glickman Kovago Management will perform regular inspections of the property and monitor all aspects of the physical plant.

Interior Inspections include:

• General cleanliness of common areas
• Wall and carpet conditions
• Electrical and gas meter rooms
• Sprinkler systems
• General lighting
• Windows

Exterior Inspections include:

• General site cleanliness and appearance
• Parking lots and line striping
• Parking lot lighting
• Building structure
• Roof systems
• Exterior doors & windows

Emergency and Service Calls

Glickman Kovago Management is the primary point of contact for all emergencies and service calls. Immediate and direct access is available to one of the GKM representatives on our Emergency Contact List.

Glickman Kovago Emergency Contact List:

• Ellen Ruane - Vice President of Property Management
• Lawrence Jones - Facility Maintenance Technician
• Peter Kovago - Principal
• James Glickman – Principal
• Michael Jacobs – Principal

Full Accounting Services

Financial Reporting:

GKM will generate financial reports that will provide both itemized details and a concise summary of the financial activities. This will allow the Trustees to review the financial status as a general overview or in as much detail as desired.

Trustees Financial Reports:

Trustees Financial Reports with current bank statements will be provided to the Trustees prior to the Trustee meetings. GKM will customize the reports to meet the Association’s specific requirements.

Operating Budget:

GKM will prepare a preliminary operating budget with clarifications as required. The operating budget is established utilizing information gathered from the annual multi-bid process, which ensures realistic and reliable budget numbers that minimize year-end discrepancies. This budget will be submitted to the Trustees for review and approval.

GKM will perform an in-depth study of the physical property and develop a list of appropriate budget items to target potential short and long term issues. GKM will recommend priorities, discuss the level of maintenance desired and finalize the operating budget for the year.

GKM will provide an operating budget prior to the end of the fiscal year for the next fiscal year for the Trustees review and approval. GKM will review this budget with the Trustees and make suggestions and recommendations.

Reserve Funds Analysis:

GKM will include a Reserve Fund Analysis to ensure that the Association has sufficient funding set aside for long-term maintenance and repair items.

Utilizing actual replacement costs and projected market increases will assure the Association that adequate funds are being set aside.

Budget Variance Report:

The Budget Variance Report is a cash based itemized report. It shows the amount budgeted for the month and year to date, actual amount spent or collected for the month and year to date, and the variance.

Statement of Cash Flow Report:

The Statement of Cash Flow Report provides operating activities and the cash at the end of the period, which will match all bank account balances we hold for you.

GKM will include copies of all bank statements and verification of balances. Each month’s activities are tracked and all transactions are documented and accounted for.

GKM will provide all required financial information to your accountant for tax purposes, or will make arrangements to have a CPA prepare the taxes. The information prepared and provided will minimize both the preparation time required by the accountant and the associated cost.

Collection Status Report:

The Collection Status Report is sub-grouped by unit owner and provides a breakdown of past due amounts, as well as over-payments.

A/P Aging Report:

The A/P Aging Report lists all vendors that have not been paid to date, the due date of the invoice and if the invoice is current or how many days past due the vendor is. This report allows the Trustees to see what may not have been paid in the month, but is coming due and will be paid shortly. This keeps the Trustees informed about future expenses that have not yet been posted to the account.

Complete Record Keeping Services

GKM monitors all date sensitive items. All expiration and renewal dates will be logged, monitored and maintained.

Typical Monitored Items include:

• Insurance policies
• Service and maintenance agreements
• Roof inspections
• Sprinkler system inspections
• Fire extinguisher inspections
• Life Safety system testing

Maintenance & Service Contract Administration

GKM is responsible for selecting and securing the services of qualified and insured vendors. RFPs (Request For Proposal) are utilized to bid contracts for all of the building maintenance requirements. Contracts are bid out for annual or multi-year work to multiple qualified and insured vendors who are monitored by GKM for response, performance and cost effectiveness.

Vendor proposals include:

• Insurance Policies
• HVAC and mechanical preventive maintenance
• Landscaping
• Pest Control
• Rubbish Removal
• Janitorial Services
• Snow removal

Preventative Maintenance Scheduling

GKM utilizes a Team Management approach. Internal meetings with the project manager, bookkeeper and maintenance technicians enable GKM to identify and monitor expenditures on all systems. Systems such as HVAC, roofing, janitorial and paving that are in need of additional attention, or are being over-maintained are easily identified and allocations can be reassigned.

Capital Planning/Long Term Maintenance Planning

GKM will recommend preventive maintenance schedules, repair or replacement of items such as paving, roofing, HVAC equipment, structural, architectural and other major equipment. GKM will coordinate all inspections and recommendations regarding annual reserves and replacements.

One of our greatest contributions to condominium associations is the analysis of reserves. Associations and management firms tend to struggle with a proper assessment. We have developed a method for monitoring reserves and identifying shortfalls or issues. All transactions affecting reserves will be accounted for, and can easily be explained. Please view some of the sample reports we have attached.

Meetings - Trustee/Owner

GKM will hold scheduled Trustee meetings in our office. GKM will keep minutes of each meeting and distribute copies to owners. In addition, tenants receive an edited copy, which excludes all financial information. The inclusion of owners/occupants maintains an open line of communication between management and residents/tenants. All complaints, concerns, proposed resolutions and suggestions would be addressed. Meetings allow an organization to solicit input from its residents, effectively creating a cohesive environment.

Project Oversight

Glickman Kovago Management, Inc. can also provide build out services for most improvements, fit-ups and major repairs that may need to be made to the property. GKM, with direct input from the Trustee or Owner, will define a scope of work, obtain three bids from insured contractors, review and approve the proposals, monitor the progress of the work, ensure the work is performed in a timely manner and review payment requisitions.