Boise City Property Management-General Info and Common Questions

Agency- We recognize that BCPM has a fiduciary responsibility to our clients. This requires us to perform with care and loyalty in all of our duties and responsibilities that we carry out on behalf of the HOA.

Insurance- BCPM maintains the following insurance policies, commercial liability, fidelity bond, workman’s compensation, errors & omissions.  See certificates in portfolio.  

Employees- Dave Hunt, General Manager, 3 yrs; Patti Kari, Senior Property Manager, 3yrs; Tracy Strickland, Office Manager, 3yrs; Lesly Leon, Property Manager, 1yr; Justin Strickland, Maintenance Supervisor, 3yrs; Tom Kari,  Information Systems Manager, 3yrs; Rachel Pullium, Accounting/Financial Records, 1yr; Other part time employees as needed.

Business Organization- Boise City Property Management is an LLC organized under the State of Idaho and registered with the Secretary of State. 

Business Office- BCPM is located at 5513 N. Glenwood St. Ste. A. Boise, ID 83714. Our office hours are 9:00 am to 4:30 pm. Methods of Communication; e-mail, hard line telephone, cell phones, Fax, text messages, USPO, website, (Available 24/7 for emergencies).

Record Keeping- Hard paper files, Folders, Board book, electronic files, and offsite storage and offsite data backup systems. Old files and archives can be stored in professional storage facilities or for less cost in private storage by BCPM.   

Venders, Support Individuals & Suppliers- We choose our Vendors based on price, quality of service and insurance requirements (all vendors must carry liability and workmen’s comp) and are licensed per Idaho Board of Occupational Licenses.  We have an arrangement with some vendors for a price reduction to our clients based on the volume of work we hire them for.  We bid out all major projects.  If any Association has a preferred vendor they want us to use we are happy to do so provided they carry the appropriate insurance.   

BCPM Preferred Vendors:
Forever Green Landscape- Steven Tyler 208-941-9488
Eccles Painting- Art Eccles 208-830-0804
Strickland Contract Services (SCS)- Justin Strickland 208-841-2185 SCS is our sister company.  It is owned by one of our partners.   

BCPM receives no compensation for using any of our vendors.  The benefit to our clients is a reduction in rates. 

Member Accounting 

Membership List- All members are entered into our software.  This list is treated like all other sensitive information; it is treated with confidentiality.  It is available to HOA officers when needed. 

BCPM uses Village Management Systems Software (VMS).  There are over 100 various reports available.  Some of the reports available are: balance sheet, income/expense statement, owner list by address, aging delinquency report, and budget comparisons.  Some examples of these reports are available for review in our portfolio under sample documents.  

Sale of Residences- Once there is a sale the Title Company sends the documents directly to BCPM.  All sales are then entered into the VMS software.  Hard copies of all documents are kept in a file for each owner as well.  Once a new owner is entered into the software they are charged appropriately and mailed a welcome letter.  The previous owner’s status is then changed to previous owner, all documents and information for this owner is retained.

Member Accounting- Each member has their own ledger within the VMS software.  Assessments are billed per the Boards directives.  Each owner is billed accordingly and mailed a statement of account with a coupon or if the association requests they can use annual coupons instead. 

Each month late fees are applied to delinquent accounts.  The late fee is determined by the Board and per the CC&R’s.  The collection process is initiated for accounts over 30 days past due.

It is the goal of BCPM to be available to all owners.  Account inquires are responded to promptly.  We are here to serve the entire HOA.

Collections- If an account is delinquent the owner is first sent a reminder letter requesting payment and the initial late fee is charged to the owners account.  Subsequent delinquency letters are sent after a payment is not received and late fees continue to accrue.  If payment is not able to be recovered within 90 days then an intent to lien letter is sent to the owner and only then if payment is not received or payment arrangements are not made within 30 days, then a lien is filed on the property.  After this process collections are turned over to Vial Fotheringham, LLP for collections.  The collection fees are charged to the owner and collected from the owner.  The HOA will receive all funds owed rather than a percentage of the balance.   

Contract Management

Vender Relations- We meet with vendors when necessary at the property to outline and discuss work to be done.  We have a clear agreement in writing before work is to begin.  Communicating often in person, by phone, fax and e-mail, helps insure a good working relationship and satisfactory work.

Request for Proposals/BID’s- On larger projects BCPM will acquire three bids.  We begin with BCPM’s vendor list.  If there are not three vendors that provide the services required then BCPM will look to our contact list of vendors.  We would also look to the Board if there is a company that has been successful at the property in the past we would ask them to give a bid as well.

Contract Monitoring- Using reliable vendors that have a history of successfully completing projects helps insure the integrity of the project. BCPM regularly reviews its contracts so that your community manger is familiar with all aspects of the contract.  BCPM verifies completion of satisfactory work before approval for payment is given. 

Premises Inspection 

Process- Bi-monthly inspections are performed.  The following are inspected: all common areas, yards, driveways, parking, landscaping, fences, buildings for alterations, damage, or maintenance issues, mailboxes, signs and anything else the board may deem important or that CC&R’s require.   

Compliance letters are available in our portfolio under sample documents. 

Frequency- Inspections are done bi-monthly.  Patti Kari and Dave Hunt will be the point people on compliance issues and HOA esthetic quality control per the CC&R’s and Board directives.

Covenant Enforcement

Process- BCPM will look to the CC&R’s and the Board for guidance on the proper procedure for your association.  Bi-monthly inspections are performed.  The following are inspected: all common areas, yards, driveways, parking, landscaping, fences, buildings for alterations, damage, or maintenance issues, mailboxes, signs and anything else the board may deem important or that CC&R’s require. 

Compliance letters are available in our portfolio under sample documents.

Meeting Facilitation

Member Meetings- BCPM will attend 1, 1 ½ hour Annual Member Meeting which is included in the agreement.  BCPM will prepare and send the agenda for the meeting.  BCPM will also assist the Board with the meeting in any capacity the Board sees fit.  BCPM will answer any questions regarding management issues.

Board Meetings- BCPM will attend 4, 1 ½ hour Board Meetings per year which is included in the agreement.  BCPM will be available in any capacity that the Board deems necessary.  BCPM will prepare and send the agenda as well.  The BCPM office is available to the Board for their meetings. 

Committees- The capacity in which a committee serves is at the Boards discretion.  BCPM will facilitate committee functions.  BCPM encourages clear communication by the Board and committee.  BCPM will give written directives to the committee per the Board and stay in regular contact with the committee chair person.

Management Reporting

Standard Reports- BCPM provides monthly an income statement with year to date information and a balance sheet.  BCPM will provide any other reports that are specifically requested.   

Special Reports- If a special report is needed it can be prepared through our software company.  Based on the specific requirements of the report other professional services may be required to modify or create a specific report.  BCPM works closely with a local CPA firm and law firms that specialize in HOA law.

Samples- Please see our portfolio under sample documents.

Budgets and Capital Reserves

Budgets- BCPM first looks to the previous year’s budget if it is provided.  BCPM would also consult the Board about any special projects or upcoming expense increases.  We also look at the previous income and expense reports to determine the projected years expenses and income.  Then a budget is created based on the information collected.  The budget is then submitted to the Board for approval or modifications.

Capital Reserves- BCPM recommends a reserve study for all condominiums.  If one is already completed this is used to determine the reserves required to maintain the property.  If there is not a Reserve Study, BCPM will work with the Board to evaluate the property and its projected replacement and maintenance costs and dates for replacement.  Then money will be designated for the capital reserve fund based on this analysis.  Capital reserves are kept in a separate reserve account or CD’s at the Boards direction.  The time a reserve study covers is usually identified in the reserve study for individual components.  

Clerical & Support

Response- BCPM has regular office hours.  All BCPM employees are available by email, text, and cell phone.  If a message is necessary then inquires should be answered within 24 hours.  All Board members can contact their Community manager 24/7 for emergencies.  

Emergencies and After Hours Calls- Your community manger is available for emergencies 24/7.  BCPM has in-house maintenance that is also available 24/7 for emergencies.   

Clerical Support- We have full time clerical staff available.  We consider clerical personnel as members of our team that supports all of our clients.   

Newsletters & Other Publications

Newsletters- A newsletter can be prepared by BCPM.  If the Board has prepared a newsletter BCPM can distribute.  BCPM does not have a sample that is the product of BCPM therefore we would use a standard newsletter format or one provided by the Board. 

Website 

Website Services- The web site provided is developed as part of the VMS software.  It was developed by Team Soft Solutions.  It is maintained by Tom Kari and Tracy Strickland.  It can not be used without the VMS software therefore ownership belongs to BCPM.

Website Content- Tracy Strickland enters the data to be posted.  The information posted will vary and depend on Board directives.  Generally neighborhood events, annual reports, budgets and minutes are posted by routine practice.  But, other documents can be posted per Board orders.  BCPM can easily provide a demonstration of the web site. 

Homeowners can update their information, set up direct deposit of their dues, view all of the association news, view their balance and last payment received and also view any documents that have been posted, such as the end of year statement or the annual budget.  The web site is a great way to communicate with each other.  For example if a homeowner has a current email address entered, every time a payment is posted to their account they are sent notification that the payment has been received.  The system also sends notifications if an event is posted to the community calendar or if a new document is posted and so forth. 

Board members have an additional feature so that they are able to view specific documents that are sensitive or confidential, that are intended only for the Board. 

The website is a secured by a SSL Certificate which enables encryption of sensitive information during online transactions.  Main drive of server is setup in RAID1 configuration (mirrored settings/disks)-duplicates data across every disk in the array (2 disks), providing full redundancy.   Data drives (3 disks) configured in RAID 5 (striped disks with parity)-combines three or more disks in a way that protects data against loss of any one disk; the storage capacity of the array is reduced by one disk.  login.bcpm.biz (HOA website) and the majority of documents are on these data drives.  Website www.bcpm.biz is backed up by Network Solutions daily.  VMSHOA data file is on the server main drive (RAID1) and is backed up on multiple drives and on the internet once a week.

Website Access- Owners have access to the web easily.  Log on to www.bcpm.biz and choose the HOA tab, then enter the account number and password.  This information is sent to every owner in the welcome letter.   

Training and Development

Training & Development- Our community manager’s are trained and certified through Community Association Institute (CAI).  And are required to take on going training and all managers are HUD certified.  BCPM senior management has over nineteen (19) years of experience in the real estate and property management industry, including ten (10) years of property management for the U.S. Department of Justice.  BCPM’s senior member is a licensed real estate broker.