What to Expect at Your Annual Property Management Meeting
With New Year’s celebrations in the rearview mirror, we at Peacock are taking some time for one of our essential January traditions- self-reflection. 2019 was undoubtedly a busy year, from taking on new properties to construction projects, to maintenance evaluations and everything in between. And while we’re grateful for the challenges and growth that 2019 brought, we are also looking ahead to the future.
One of the most important parts of our new-year reflection is taking what we’ve learned and channeling it into our plans for the year to come. We take stock of what went well and opportunities for improvement- ensuring that we are always doing our best. This process isn’t limited to just our internal affairs, either. We also want to take the time to reflect with each of our clients, which is just one of the many reasons as to why we set up annual meetings with our properties.
Annual meetings are a way for us at Peacock to ensure we are offering high-quality property management that continues to meet the unique needs of you and your investment. While it can sometimes be challenging to set the time aside, it is an essential facet of our partnership with any association or property owner. And fear not, we at Peacock get the ball rolling months in advance, so you have plenty of time to prepare.
At Peacock, we do whatever we can to meet your needs- including creating a meeting schedule that works for you.
At Peacock, one of our differentiating qualities is our dedication to always being prepared. This means that from construction projects to annual meetings, we are always thinking and planning ahead. Planning your annual meeting with Peacock Properties may seem like a daunting task, but luckily, we do everything in our power to make it an easy process. We handle the bulk of the planning ourselves, so you don’t have to worry!
In each Declaration of Trust, created at the beginning of a partnership, there is a section dedicated to the scheduling and requirement of this annual meeting. This guarantees the presence of your specific property manager, as well as specifying the frequency of the session(s). Standardly, Peacock will reach out to the trustees two to three months ahead of when the meeting should be taking place to solidify a date. Once chosen, Peacock Properties will send out multiple meeting announcements, provide ballots (if elections are due), proxy forms, create an agenda, and gather financial information. You may be familiar with our process already, as you likely went through these steps with Peacock yourself in the past few months, however, it’s important to understand what is going on behind the scenes. Some associations choose to take on parts of this process themselves, preferring to develop their own agenda or distribution documents. While this is an entirely viable option, we at Peacock don’t want to add any more to your plate than necessary- which is why we’re willing to do it all!
The agenda for the meeting is based on a reflection of the past year. Meetings may include, but are not limited to, a combination of the following:
• Reviewing completed service tickets and projects from the previous year
• Status check of open service tickets and projects
• Going over budget and finances
• Board elections
• Discussing maintenance needs
• Inspection Reports
Although these points offer a reference for what may be included in a standard annual meeting with your property management company, they are not all-encompassing. Concerns or topics outside of the above are still fair game, as our desire for these meetings to be dually beneficial is contingent on the agenda containing items specific to each association or property needs. A successful meeting is one that both Peacock and the property owner walk away happy from- knowledgeable about what has been accomplished thus far in the year and with goals for the future.
While most property management companies offer these reflective annual meetings, there are none quite like Peacock. At Peacock, our dedication to offering top notch presentation skills begins with our hiring and training process. presentation Every member of the Peacock team is professional, courteous, responsive, and wants to help owners maintain their homes. This is something you’ll witness firsthand not only at your annual meeting but throughout your partnership with Peacock.
We are committed to making your life, as a property owner or condo association, easier. To do so, our excellent team is at your disposal at annual meetings to ensure we’re doing all that we can to meet your needs. So whether you’re the owner of a townhome in Cambridge, a condo association for a complex in Beacon Hill, or somewhere in between- Peacock Properties is here to make property ownership easier.