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FAQ’s

Frequently Asked Questions

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General Questions

What is Modern Community Management's specialty?

We specialize in managing small HOAs (under 50 units) with tailored solutions that emphasize transparency, communication, and affordability.

How does Modern Community Management differ from other HOA management companies?

Our focus is on small communities. We provide open-access financial management, personalized service, and proactive support to meet the unique needs of small HOAs. Our Motto is “Empowering Small Communities – One Partnership at a Time.” 

What plans do you offer?

 We offer three plans:
i.  Silver: Financial services only ($14/unit/month. $100 Minimum).

ii.  Gold: Financial services plus additional services on an hourly basis ($19/unit/month. $150 Minimum).

iii.  Platinum: Full-service management tailored to your needs (Custom Pricing – Contact for Pricing).

What financial services are included in the Silver Plan?

How do you handle homeowner payments?

 We manage all homeowner dues and assessments, ensuring they are accurately tracked and deposited directly into your HOA’s dedicated bank account.

What kind of bank account do you set up for HOAs?

We open a new bank account for your HOA under Enterprise Bank & Trust. The account is owned by your HOA, with board members as signatories. It’s FDIC-insured and optimized for small HOAs.

Should we open a new bank account or we can continue using the existing account in the same bank?

Yes, We will need to open a new bank account, even if it is with the same bank. Establishing a new account under the HOA’s name will provide a fresh start and ensure clear financial management.

Can we access financial reports whenever we need them?

Yes! You’ll have open access to financial reports via our secure portal, and we proactively provide monthly reports on 15th-16th every month. 

What documents do you store?

 We securely store meeting minutes, contracts, governing documents, and financial records for easy retrieval.

What is included in board member education?

 We provide training sessions and resources to help board members understand their roles, responsibilities, and best practices for HOA management.

How do you assist with annual disclosures?

We compile and distribute all required annual disclosure packets to homeowners, ensuring compliance with local laws.

What happens if there is a maintenance emergency?

Our 24/7 Emergency Maintenance Line ensures that urgent issues like plumbing leaks or electrical failures are addressed promptly. This service is included in the Platinum Plan or available on an hourly basis for Gold Plan clients.

Do you handle vendor selection and contracts?

Yes, we screen vendors, ensure they are licensed and insured, and assist with negotiating favorable terms for your HOA.

Can you manage HOA violations?

 Absolutely. We draft and send violation notices to homeowners, ensuring compliance with association rules.

Do you attend board meetings?

Yes, we attend quarterly board meetings as part of the Platinum Plan through Zoom as we are 100% remote company. For other plans, meeting attendance is available on an hourly basis.

What meeting-related services do you provide?

We prepare board packets, draft meeting agendas, record minutes, and share finalized documents via our secure portal.

Can we customize the services in the Gold or Platinum Plan?

Yes, we’re flexible! The Gold Plan allows add-on services on an hourly basis, while the Platinum Plan is fully customizable to fit your HOA’s unique needs.

What if we only need occasional assistance with specific tasks?

No problem! For Gold Plan clients, we offer hourly services such as maintenance coordination or vendor screening.

How do we switch to Modern Community Management?

Contact us to schedule a consultation. We’ll guide you through the onboarding process, including transitioning from your current management company. 

What is the onboarding process like?

We begin with a comprehensive review of your HOA’s needs, set up a dedicated bank account, and establish communication channels to ensure a seamless transition. The onboarding process takes only 2-3 weeks.

Who can we contact for support?

You’ll have a dedicated point of contact to address any questions or concerns. For emergencies, our 24/7 maintenance line is always available.

Are there any hidden fees?

 No. We pride ourselves on transparency. All costs, including hourly rates for additional services, are clearly outlined in your contract.

How is the hourly rate calculated?

Our hourly rate is $95, charged on a prorated basis for tasks that may only take 15-30 minutes.

 

Do you assist with tax filings?

Yes. We provide financial records for your CPA or can handle tax filing for you. CPAs in the area typically charge around $340 for this service.

Can we use our own vendors?

Of course! While we provide a list of trusted vendors, you’re free to choose your preferred service providers.

Do you support virtual meetings?

Yes as we are 100% remote company, we facilitate Zoom meetings for board discussions, ensuring convenience and accessibility for all members.

Advanced Questions - Detailed answers.

Q: What specific operational expertise do you have in-house? Engineering, HVAC/Heating, plumbing (pumps), electrical, etc.?

 We do not have in-house expertise in these areas, but we have a trusted network of vendors specializing in engineering, HVAC, plumbing, electrical, and more. We can provide recommendations and coordinate services as needed.

Q: Who maintains and oversees the building on an ongoing operational basis?

As a remote HOA management provider, MCM coordinates all necessary operational services through the HOA point of contact (POC) and trusted vendors. We ensure the building is properly maintained by facilitating communication, scheduling services, and overseeing compliance.

Q: If items need to be fixed and/or maintained, how is this handled? How quickly is it addressed? Is there emergency support available 24/7?

Your HOA manager will coordinate repairs and maintenance through the HOA POC and our network of trusted vendors or your preferred vendors. Response times vary based on urgency, but emergency services are available 24/7 to ensure prompt action when needed.

How fast do you respond to requests made by the building, and what is the procedure?

Our HOA managers respond to email requests within an average of 5 hours. For urgent matters, unit owners and board members can call directly to speak with their HOA manager for immediate assistance.

Will you proactively recommend items that need to be fixed or replaced over time to prevent larger problems, mitigate costs, and allow time for the building to fund them?

Yes, your HOA manager will proactively recommend maintenance and replacements to prevent larger issues, reduce costs, and allow the building time to budget and fund necessary repairs.

Q: Do we need to file Secretary of State documents for a CID?

 No, filing with the Secretary of State is not required in this case because the property is structured as a Tenancy in Common (TIC), not a Common Interest Development (CID). 

Q: Are you licensed with the California DRE? Can you provide a license number?

Licensing is not required in state of California. We have D&O & Error and emissions insurance to protect us and HOAs we serve. Licensing is only required for a rental management company by California DRE.

Technical Infrastructure and Security

Q: How does MCM ensure data security for our HOA?

We employ encrypted online portals for document storage and communication. All financial data is stored on secure servers with restricted access. Our systems comply with industry-standard security protocols, including two-factor authentication and regular system audits.

Q: Can you integrate with third-party accounting or property management software?

Yes, we can integrate with platforms such as QuickBooks, Yardi, or AppFolio for seamless data transfer and reporting. This allows us to work within your existing infrastructure if preferred.

Q: Do you support automated payment systems?

Absolutely. We provide online payment portals for homeowners, enabling recurring payments, automated reminders, and real-time tracking to simplify dues collection.

Vendor Management and Contracts

Q: How do you evaluate long-term vendor performance?

We maintain a performance dashboard for each vendor, tracking key metrics such as response time, cost-effectiveness, quality of work, and adherence to contracts. This data is reviewed quarterly to ensure consistent quality.

Q: Can you negotiate multi-year vendor contracts?

Yes, we specialize in negotiating multi-year contracts that offer cost predictability and volume discounts. We also include performance clauses to ensure accountability throughout the contract term.

Q: How do you handle vendor disputes?

In the event of a dispute, we act as mediators to resolve issues amicably. If necessary, we involve legal counsel and refer to contract terms to protect your HOA’s interests.

Complex Board Operations

Q: Can MCM help streamline board decision-making processes?

Yes, we implement tools like voting platforms and project management software to enhance collaboration among board members. We also provide actionable insights and data-driven recommendations to support strategic decisions.

Q: How do you handle legal compliance for board operations?

We stay updated on federal, state, and local regulations affecting HOAs. Our team ensures your board complies with bylaws, disclosure requirements, and fair housing laws. We also work closely with HOA attorneys to mitigate risks.

Q: Can you assist with developer transitions?

Yes, we provide comprehensive support for transitioning from developer control to homeowner control. This includes reviewing governing documents, identifying operational gaps, and establishing a framework for self-governance.

Advanced Tax and Legal Compliance

Q: Can MCM handle complex tax situations for HOAs?

Yes, we specialize in handling intricate tax scenarios, such as unrelated business income tax (UBIT) and tax exemption compliance. We work closely with tax professionals to ensure accurate filing and strategic tax planning.

Q: How do you manage legal documentation for disputes or audits?

We maintain meticulous records of all financial and operational activities. In case of a dispute or audit, we provide organized documentation, including contracts, meeting minutes, and financial reports, to support your HOA’s position.

Q: Can you assist with insurance claims?

Yes, we handle insurance claim processes from start to finish, including documentation, vendor coordination, and communication with the insurance provider to ensure timely resolutions.

Q: Do you handle FinCEN/BOIR filings? How much does it cost?

Yes we are handling the BOI filing on behalf of the HAO with the extra cost on $275.

However, the BOI is on hold due to recent developments in the Act.

“The U.S. Department of Treasury’s Financial Crimes Enforcement Action (FinCEN) issued an announcement saying that it will not issue any fines or penalties or take any other enforcement actions against any companies based on any failure to file or update beneficial ownership information (BOI) reports pursuant to the Corporate Transparency Act by the current March 21, 2025, and other deadlines. FinCEN’s announcement stated that it would not take enforcement action until an interim final rule becomes effective and new relevant due dates have been passed. According to the announcement, FinCEN anticipates the interim final rule will be issued by March 21, 2025. FinCEN will solicit public comment for potential future revisions to existing BOI reporting requirements. Read the full announcement here.”

https://www.davis-stirling.com/HOME/C/Corporate-Transparency-Act-Impact-on-HOAs

Day to Day Activities questions

Q: Do you tailor the monthly budget report to the one we provide?

Yes, we can customize monthly budget reports to match your preferred format or structure. Our team will review your existing reports and replicate them as closely as possible while ensuring compliance with industry standards. Additionally, we provide proactive billing reports around the 15th–16th of each month, giving your board added visibility and time for review.

Q: Will we have a point of contact for administration, billing, collections, financials, and a direct supervisor if needed?

Absolutely. Each community is assigned a dedicated manager who acts as your main point of contact for daily operations. We also utilize a team-based support model, so you’ll have direct contacts for accounting, billing, collections, and administrative tasks. If needed, a supervisor is always available to assist with escalations or unresolved matters.

Q: Will we be able to meet our local rep in person if needed?

Modern Community Management is 100% remote — we are “Remote by design, local by delivery.” While we don’t offer in-person meetings to keep costs low, we have vendor partners based in and around California, who are familiar with the area and can be on-site when needed. 

Q: What is the average response time for emails and calls? Is there a policy to contact clients within 24 business hours?

Yes — and we actually exceed that standard. Our average response time is under 4 hours, often much faster.

If a call is missed, we typically follow up within minutes. Emails are also addressed well before the 24-hour window. We provide real-time support, so your HOA won’t feel like it’s waiting in line — responsiveness is a core strength of our service model.

Q: How do you assign property managers, and how many HOAs does each manager oversee?

 We assign managers based on location, size, and complexity to ensure a strong fit. Each manager supports a limited portfolio of 10–15 HOAs, including a mix of service plans:

This structure allows our team to stay proactive, responsive, and never overextended — even smaller HOAs receive high-quality attention.

Q: Can you walk us through your response expectations for maintenance issues and homeowner inquiries?

Homeowner inquiries and maintenance requests are typically addressed the same day.

Emergency issues are escalated immediately.

Non-urgent issues are tracked, scheduled, and communicated to the board or point of contact.

All inquiries are acknowledged within one business day, and we maintain follow-ups until resolution.

Q: What is your protocol for handling after-hours or emergency situation

We offer 24/7 emergency response. Homeowners can call our main line at any time — after-hours calls are routed to a live operator who triages the issue and notifies the appropriate vendor or team member.

As promised, emergency response is available round-the-clock to ensure your community is protected no matter the hour.

Q: Do you offer real-time access to financial reports and budgets for board members?

Yes. Board members have secure online portal access to real-time financials, budgets, documents, and homeowner data. Reports are updated monthly, and historical data is always available for reference.

Q: How do you adapt services for smaller HOAs with limited budgets and unique needs?

We specialize in small HOAs, typically ranging from 2 to 50 units, and understand their distinct needs: smaller budgets, fewer board members, and streamlined operations. Our services are built from the ground up for small communities — simple tools, clear communication, and flexible plans that cover what you need without unnecessary extras or inflated pricing.

Q: What long-term planning support do you offer for reserve studies or capital improvement projects?

We coordinate and support reserve studies, ensure they remain updated, and help develop capital improvement timelines. We assist with budgeting for large projects and can recommend reliable vendors familiar with your community type and scale.

Q: Can you provide examples of how you’ve saved costs for similar-sized communities?

 Yes. We’ve helped communities:

Q: Will your company facilitate the transition between our current management company and yours, including the moving of our accounts and working with our residents on transitioning to a new billing system?

 Absolutely. We handle the entire transition process from start to finish — including: