Name: AMS | Association Management Services NW
Address: 15350 SW Sequoia Pkwy Ste 200, Portland, OR, 97224, United States
Telephone: (503) 598-0552

Can you provide examples of your experience with large capital projects, master loans, and serial monthly special assessments, including prepayments of serial monthly assessment?

Yes. AMS currently has several properties with full rehab projects to targeted rehab projects. The costs range from $500,000 to $6.5 million. We currently have 28 out of 144 Associations with serial monthly assessments. Our Accounting Team has this process perfected. They also provide detailed monthly financial updates.

How will you handle the management transition and transfer of records if we decide to use your services? How will we access historical records?

Upon signing of the Management Contract, AMS sends a timeline request for documents to the current management company. AMS staff will then begin working through the documents. They will also meet with the Board or a designee of the Board to get a better understanding of operations. This includes basic day-to-day processing information, review current …

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Resale certificates come with different prices. What will your fee be?

The owner and/or person requesting the resale certificates pays for them. There is no cost to the association.

Do you have a CPA on staff?

AMS does not have a CPA on staff; but, we require all staff accountants to have a Bachelor’s Degree and specific experience requirements. AMS works with a variety of CPA firms in the coordination of tax returns, audits, etc.

When can the association expect to receive financial statements?

Financials are provided before the 20th of the month.

Can we continue to use our current vendors?

Yes. All communities AMS manages may keep relationships with current vendors. We require vetting of vendors to ensure proper licenses, bonds, and insurance. We use a third-party processing company, NetVendor. They screen backgrounds, licensing and insurance requirements. This adds another layer of protection for the Board and to the Community.

What software system do you use for property management?

Caliber is our software system, which is an HOA Management-specific software. Administrative and accounting team members both use this system.

What are the provisions of your bonding against fraud?

AMS carries Employee Dishonesty coverage in the amount of $1 million per occurrence. This covers any fraudulent actions by our staff. It also covers financial losses incurred by contracted clients.

Can Board members be listed on bank signature cards?

Board Members are signers on all Reserve accounts, CDs, money markets, etc. Corporate Officers for AMS are signers on the day-to-day operating account.

Can we retain our banking relationship with Columbia Bank, Pacific Continental and US Bank, etc.?

AMS uses Alliance Bank for day-to-day operations. The Board can keep relationships with other banks. AMS has associations with many bank accounts at all banks listed.

What are the hoa assessment payment options for Owners?

Owners may pay by check, automatic bill pay from their bank or sign up for automatic payment through AMS. Owners may also pay online via the community website. There is also an option to set up credit card payments as well.

How many hours of phone calls/emails per month are we allowed before extra work charges apply?

There are two contract options. The first one is an “all-in contract”. It does not track time and only bills for items outlined as services or items “outside of contract”. The second is a standard contract with built-in hours included. Accounting services do not track time. If an Association uses more hours than stated in …

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Is there an extra fee for site visits during the week?

Time for site visits would be applied to the number of contracted management hours.

If we wanted the property manager to have some regular, onsite office hours, what extra charges, if any, would apply?

Association Business Managers work on-site on an as-need basis. If staffing or a project requires it, they will be on-site more often. If regular hours were necessary, the fee would depend on the number of hours required.

How do you help us maintain/decrease costs?

AMS reviews all documents after transition. These include the CC&Rs, Bylaws, Reserve Study, Budget, and Insurance. AMS reviews these documents to ensure uniformity and that the Community functions optimally. AMS also evaluates all contracts and expenses to look for potential savings based on scale or relationships.

Have you raised fees for your managed properties without prior notice?

No. Any increase in fees is outlined in the management contract. Increases outside of the management contract would need to be negotiated with a new signed contract. The Contract/Fee Schedule details any changes in the amount of fees charged.

What is the property manager’s involvement with the Association’s Reserve Study?

The Manager works with the Board and the Reserve Study Analyst to identify and ensure all components are included. The Manager provides all the financial information and past maintenance costs to the Analyst as needed. It is also the Manager’s responsibility to initialize the service for Board review for any upcoming budget seasons.

How do you assign a manager to our account? If our assigned manager is out of the office, will we receive the same level of service until his or her return?

AMS considers the needs of the community and a manager’s ability to transition a new property into his or her portfolio. AMS attempts to choose a manager whose personality melds well with a Board and its Membership. If a manager is unavailable, a team member familiar with the HOA will respond to any needs or …

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What is the turnover for property managers?

Turnover for managers at AMS is low by industry standards. The average tenure at AMS is seven years for Association Business Managers. Many managers have been with the company for ten years or more. We have attracted qualified, skilled managers to our team. Two highly-experienced individuals have filled new management positions within the past year. …

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How long have your team members managed community associations?

Our managers have tenures ranging from three to sixteen years. We are proud of the experience our association business managers have. AMS has been managing homeowner associations in Oregon and Washington since 1985.

What is your manager to property ratio?

The average manager portfolio covers 8-14 properties. Each portfolio depends on the size, scope of the contract, and length of time managed by AMS.

What are your hoa owner communication options?

Owners can call anytime with questions and maintenance requests. In Oregon, call (503) 598-0552 and in Washington, call (360) 891-8060. They may also call the direct number of any employee. AMS has a 24-hour return call policy on any communication. Since we have a team atmosphere, a knowledgeable team member is always available to provide …

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What are AMS’ credentials?

AMS is one of only a handful of association management companies in the Portland/Vancouver area that has attained the AMO accreditation from the Institute of Real Estate Management (IREM). AMS joins 537 AMO firms worldwide that hold this distinguished accreditation. Association Business Managers attend Community Association Institute (CAI) classes and are required to obtain their …

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How long has AMS managed community associations?

AMS has been managing community associations in Washington since 1988 and in Oregon since 1997. We are part of the TMG Family of Companies. Our Family of Companies manages community associations (AMS Association Management Services NW), commercial properties, and rental properties involving single-family homes and apartment communities, as well as property sales (TMG Property Management …

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How should the board proceed if it learns of a violation of the HOA governing documents?

It is generally the best practice for the association to act each time an owner violates the governing documents. When HOAs ignore minor owner violations, it signals that repeated minor violations, or more significant violations, will be tolerated. This generally leads to more problems in the end.