Community Associations

The landscape of community associations living has changed significantly in the last few decades. Today, living in a professionally managed community has become a lifestyle choice for homeowners in the Puget Sound area. Homeowner and condominium associations are no longer a rarity but common features of many communities. These changes have led to more regulations from the State of Washington as well as more sophisticated homeowners who recognize the value of professional community association management.

Our goal is to exceed our clients’ expectations through outstanding customer service, attention to detail, and professional expertise.

Why Protocol? Because we care, and property management is our passion.

At Protocol, we understand that the successful management of condominium and homeowner associations requires a strong team effort among the Board of Directors, homeowners, vendors and property management company.

When choosing the right property management company for your condo or homeowner’s association there are a number of questions to ask to assess the property management company is the right fit for your board and residents. Protocol differentiates itself from others with the following set of qualities.

• Leadership & Experience: We have an experienced team with knowledge in all facets of homeowner and condominium management and the laws relating to condominium and homeowner associations in Washington to help guide your community to a successful future. In addition, we have proven operation practices in the areas of preventative maintenance, vendor and contract audits, and financial transparency and budgets that have been developed through 25 years of experience.
• Supplier Relations: With our buying power and long-term relationships with quality suppliers, Protocol is able to obtain discounts for your community purchases and routine maintenance items.
• Communication: Protocol gives your association individualized attention during each phase of management.  We also have the state of the art property management system in place that allows you to communicate with a professional who can answer your questions or respond to your requests in a timely fashion.
• Willingness to Listen: Protocol is a property management company with the ability to really listen and collaborate with your Board toprovide comprehensive programs or selected services to meet the specific needs of each association.

Service Areas

We manage condominium and homeowner associations up to 200 units in King County and Snohomish County of Washington State. Our Association Managers generally have a lower per unit workload than most other management companies, allowing them to devote a higher percentage of time and better quality of service to each association.

We are members of Community Associations Institute (CAI). Not only are we knowledgeable in the practices and procedures of CAI, but also with other essential bodies of governing communities such as Governance, Landlord-Tenant Law, Fair Housing Law and other resources.

Services Provided

The community association management services we provide include:

Site Management:

• Visit the community to conduct inspections and site visits
• Oversee the maintenance and repair of common areas
• Provide recommendations on the short-term and long-term maintenance and replacement of major items
• Solicit and compare bids for CAM and reserve projects
• Work with engineers, consultants, and other professionals chosen by the community association
• Manage on-site maintenance and repairs
• Create and update preventative maintenance calendars
• Supervise vendors and workers performing work at the community
• Negotiate bids and contracts with vendors
• Assist the condo or homeowner association in processing insurance claims

Financial Reporting:

• Create annual budgets per the requirements of the Association Board
• Coordinate and manage reserve studies for the replacement of major building components
• Post and collect association dues and special assessments from association members
• Provide online access for homeowners to review their account ledgers and pay dues
• Provide real-time access for associations to review their daily financial activity
• Prepare monthly and annual profit and loss statements, balance sheets, and supplemental reports explaining variances, outstanding accounts receivables, and outstanding accounts payable
• Reconcile bank statements monthly
• Serve notices as required by the Association Board
• Collect on delinquencies and late fees
• Oversee payroll disbursement for any on-site staff
• Enter vendor invoices and pay them according to the policies of the Association
• Provide complete and accurate records to the auditor during annual audits

Administration:

• Attend board meetings to discuss current operations and long-term projects of the Association
• Maintain financial records for a minimum of seven years to assist with audits
• Maintain records of repairs and maintenance
• Maintain records of meeting minutes and written correspondences
• Maintain records of property information and homeowner contact
• Create and distribute correspondences such as meeting minutes, newsletters, and notices to homeowners
• Enforce rules of the association and architectural control