Eclipse brings a suite of services that can be customized to support the needs of any homeowner or condominium association. Rather it be a large neighborhood with hundreds of homes or a small condominium with just a handful of homeowners, we tailor our services to support the community every step of the way. From the very beginning, our company was established to focus specifically on homeowner and condominium associations. Everything we do is tailored to making living in a community association enjoyable!
Here are some of the key characteristics of our association management service:
HOA management involves overseeing the day-to-day operations of a community. This includes coordinating maintenance of common areas, enforcing rules and regulations, overseeing all aspects of financial management, and facilitating communication between residents and the association.
Our professional management team will ensure that board members are always prepared to make the important decisions required in your community. Concise agendas, accurate minutes, and detailed supporting documents are provided by management to ensure your Board is equipped to act. We also handle all aspects of the annual meetings required of all Ohio community associations.
Our team provides comprehensive financial management and reporting services to ensure that the financial state of the association is always clear. Because transparency is at the heart of all we do, board members have full access to all accounting reports in real time through the Eclipse Owner Portal. A subset of reports is made available to all owners monthly through the Eclipse Owner Portal.
Our management team will assist the board with the preparation of an annual budget. Once adopted by the board, the budget is made available to all owners. The budget will also be incorporated in the financial reports to allow comparison of actual versus budgeted figures.
Collection of money due is essential in order for a community association to function smoothly. Assessments are invoiced and collected promptly via check, automatic bank draft, or debit / credit card payment via the Eclipse Owner Portal. Unfortunately, many management companies do not make 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 established for the community. Our staff works collaboratively with owners 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 the Eclipse Owner Portal. Review of documents through the portal 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 systems. All pertinent association records are scanned and cataloged to provide quick access to these references as it may be necessary. Robust cloud-based backup and security ensures that your records are always safeguarded from loss or unauthorized access.
Eclipse provides a robust online owner portal that allows owners to review or update information in real time. The portal also serves as the gateway for the board to access both personal and community information. The portal experience is provided to all associations without additional cost.
Eclipse maintains the ability to communicate with all homeowners via USPS mailings, email, or text messaging. An association calendar of events is maintained to show important meeting dates, amenity open and close dates, etc.
Owners not paying on time can cause your community to suffer cash flow challenges or even be ineligible for loan approvals. Our team works hard to collect income due!
When your amenities and common property are not properly maintained, their lifespan is shorter. We help to identify needs so that a proactive approach can be taken.
Failure to enforce lowers curb appeal and soon, property values. Systematic, timely enforcement of your declaration promotes values and pride of ownership.
A poorly funded reserve increases the risk of a special assessment. We help our communities plan for future needs to ensure that capital projects are covered.
Apathetic owners are often the result of poor communication. We help inform owners of the value provided by their association and why their participation is vital to success.
Communities operate most effectively where there is a consistent, reliable source of information. We help to communicate important information to all owners by USPS mail, email blast, or text message.
Eclipse has invested in best in class software that enables a streamlined, mobile-friendly experience for our management team, board members, and homeowners alike. Our software partner, Vantaca, is a recognized leader in the association management industry. Vantaca is built on two decades of trust and currently provides software support to over 400 management companies who in turn support over five million homes.
Below is a sampling of the features available to our associations through this software partnership:
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.
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.
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.
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.
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 clarification of community expectations.
Owners can easily view the availability of any community amenity, review and consent to reservation requirements, submit any necessary fees or deposits, and book the amenity reservation as easily as booking a hotel room.
Eclipse has established relationships and robust software integrations with the two largest banks in the community association industry:
The relationship between our company and our banking partners allows partner communities to receive benefits including the elimination of most fees, competitive rates on savings accounts, and access to loans and other financial services as needed.
Reserve account interest is maximized using money market accounts, certificates of deposit, and the Certificate of Deposit Account Registry Service (CDARS).
Eclipse has established working relationships with over 1,200 vendors across all trades as well as other service providers that specialize in meeting the unique needs of community associations. Rather it be landscapers, general maintenance providers, or specialty services like tuckpointing and foundation repair, we have vendors in place that we can call upon. All vendors are vetted to ensure a W-9, liability insurance, and workers compensation insurance is in place.
Because vendors are essential to the success of our community associations as well as our company, we make every effort to ensure that interaction with our team is efficient. Vendors are encouraged to email invoices directly to our accounts payable team. Incoming invoices are coded automatically within our software and then submitted for review and approval within a few minutes of receipt.
Once the approval process is complete, payment is issued via mailed check or eCheck direct deposit. This entire process happens at no cost to the association or the vendor. This is a strong satisfier for the vendors, and we believe it leads them to compete for work within communities that are managed by Eclipse.
Eclipse makes it easy to transition to our management services. Through over 150 successful transitions we have refined a clear pathway to make the process as smooth as possible. We provide a dedicated transition manager that works to ensure everything is on track and moving forward.
Our team stands ready to support your community association. Reach out to us to explore what it’s like to be a community that eclipses the rest..
