ASSOCIATION BOARDS
Eclipse brings a suite of services that can be customized to support the needs of any community association. Rather it be a large neighborhood with a full range of amenities or a small condo with just a handful of units, we partner with your board to support you every step of the way.
Professional, customized support
Ohio is known as the “Heart of it all” – but when it comes to community associations, it is the volunteer board members that are the lifeblood of every neighborhood. Board members provide the local guidance that help community associations realize their full potential.
Leading a community association requires commitment and engagement, but it shouldn’t feel like a part-time job. Fielding homeowner concerns, negotiating vendor contracts, architectural reviews, managing budgets…at times the list can feel endless. At Eclipse, we are here to take care of the day-to-day and support our board members every step of the way!
Our Services
Select any of the items below to learn more about the services we can provide to our partner communities:
Our professional management team will ensure that your Board members are always well prepared to make the important decisions required to run your community. Concise agendas, accurate minutes, and detailed supporting documentation is provided by management to ensure your Board is equipped to take action. We also handle annual owner meetings as prescribed by most association governing documents.
Our team provides comprehensive financial management and reporting services for your community association. Assessments are invoiced and collected promptly via check, automatic bank draft, or debit / credit card payment via our secure online portal. Vendors working on behalf of your association will appreciate receiving prompt payment for authorized services. Because transparency is at the heart of all we do, Board members have full access to all accounts payable documentation via our online portal. Our management team will assist the Board with preparation of an annual budget and ensuring that projections are kept up to date.
Collection of money due is essential in order for a community association to function smoothly. Unfortunately, many management companies do not take the extra effort to ensure delinquency procedures are followed. This can ultimately make it difficult to collect money owed to the association and unfairly shifts the burden to other owners. Eclipse will follow your established process or work with your legal counsel to develop a new process to ensure timely collection of all funds owed to the association.
Our team works to match your community with vendors that provide excellent service at a reasonable cost. Routine and emergency maintenance services are provided using third-party contractors that are vetted prior to the need arising. Records such as tax identification, liability insurance, and workers compensation insurance coverages are maintained for each vendor as necessary. Eclipse does not accept any type of “kickback” from our vendor partners, and that is put in writing in each of our management agreements. We always work to remain unbiased in our vendor relationships.
When a need arises, we prepare specifications and solicit bids from multiple vendors suitable for the work at hand. Those bids are then presented to the Board for review and selection. In several instances Eclipse has been able to reduce costs by over 30% while simultaneously increasing the quality of service!
Regular inspections are conducted to ensure that owners are maintaining compliance with the covenants of your community. Our staff works to collaborate with owners through the compliance process to promote harmony and maintain strong property values.
Our team facilitates the review of architectural change requests from start to finish. Owners can submit via paper, email, or through our online portal. Review of documents is quick and easy for board members, allowing applications to be turned around quickly.
Maintaining accurate records is made easier through our use of electronic filing, storage, and retrieval system. All important association records are scanned and cataloged to provide quick access to management and Board members. Robust cloud-based backup and security ensures that your records are always preserved and safeguarded from unauthorized access.
Every community has certain key indicators that help measure owner satisfaction, financial condition, vendor performance, and similar metrics. Our community managers have access to a powerful suite of tools to analyze data and identify trends. We leverage those tools by identifying what is important to your community and focusing on that data over time. The end result is a community that can report its successes in real and measurable ways!
Eclipse will coordinate with the appropriate contacts when the association requires expertise that extends beyond normal management duties. This often includes attorneys, insurance agents, accountants, and other similar service providers.
Our approach is inclusive and we avoid nickel and dime charges for our services.
We also offer a unique financial management package for otherwise self-managed associations that would like to leverage professional invoicing, convenient payment options, timely vendor payments, and transparent financial reporting.
How we serve our communities is what sets us apart
RESPONSIVE
Your board and homeowners deserve first-class service! Eclipse is dedicated to providing focused, personal service to each owner in your community. Many requests can be handled in real time through our powerful online portal, but personal service remains our first priority. Help is just a phone call or text message away!
PROFESSIONAL
An attractive, well maintained community promotes strong property values and prevents costly surprises. Eclipse partners with you on everything from the day to day tasks to large capital improvement plans and projects. Independent contractors are vetted to ensure they provide quality work at a reasonable cost.
TRANSPARENT
Eclipse utilizes technology that allows the board to keep tabs on what is happening in their community in real-time. Board members can log in and review association financial data, vendor invoices, maintenance issues, etc. as they are processed. With us you are always in the know!
Held to the highest standards..
Eclipse Community Management has achieved recognition from the Community Associations Institute as an Accredited Association Management Company (AAMC). The AAMC credential is more than a corporate achievement – it’s a mindset, an attitude, and an ongoing commitment that inspires superior performance and company-wide professionalism. It symbolizes a corporate culture that is based on knowledge, expertise, customer service, and uncompromised integrity.
Equipped with best in class software..
Eclipse has invested in software that enables a streamlined, mobile-friendly experience for our management team, board members, and homeowners alike. Our software partner, AppFolio, is a recognized leader in the property management industry. AppFolio is built on two decades of trust and currently provides software support to over 20,000 management companies who in turn support over eight million homes. Below is a sampling of the features available to our community associations through this software partnership:
Reporting
Our software reporting tools provide the visibility you need into the health of your association, right at your fingertips, on your schedule. Easily adjust and sort columns and fields to tailor the format to what works for you. Drill down into specific items within a report to get even more detail to help make decisions.
Show owners upcoming activities at a glance, from board meetings and planned maintenance to community events and socials. Associations can streamline communication by removing the need for additional tools to track events, projects, and key dates, all while empowering your owners to be informed about what is happening in their association.
Email / Text Messaging
Our team can easily send texts and emails to owners, board members, and vendors right through our software. Additionally, we can send texts and emails in bulk to entire communities so we can quickly share important documents and association information. All communications are also stored in a system of record for easy retrieval.
Architectural Review
Owners enjoy a seamless experience from the minute they submit an architectural request through approval and completion. Submitting requests along with supporting files, such as images and blueprints, is quick and easy. Questions can be answered through in-app communication, keeping everything in one convenient place.
Violations
Our mobile violation system allows managers to log new violations and track the status of previous violations in one mobile-friendly system. This allows enforcement of your governing documents to be fair, consistent, and reliable. It also helps identify areas of the community that may benefit from additional clarification of community expectations.
Maintenance
Owners can easily submit common area maintenance requests within the online portal or directly from the smartphone app, from anywhere, at any time. Community Association Managers can quickly track and resolve requests, assign vendors if needed, and automatically keep the homeowner informed of the progress toward resolution.
Shared Documents
Our software allows the team to share important documents with board members and homeowners directly through their online portal. In a few clicks, we can share documents like CC&Rs, meeting minutes, and financial reports for owners to access whenever they need them. In addition, documents can be easily organized.
Mailing Service
Our fully integrated mailing service allows us to efficiently create USPS mailings to keep your owners informed. Addresses are verified to reduce return rates, and then mailings are processed through a specialty print provider that offers quick turnaround times. Mailing indicia allows tracking via USPS integration throughout the delivery process.
Approval Flow
Managing multiple email communication threads outside of the regular meetings is a challenge for many community association board members. Our software portal allows us to upload details for any pending decision, then prompts board members to review, discuss, and ultimately decide on a course of action on that specific topic.