On the board of your co-operative housing association?
Our team eagerly looks forward to working with you to manage the day-to-day operations of your co-operative housing development.
Eager to meet the needs of a new market, we have combined our many years of experience in the not-for-profit, financial management and residential leasing & management sectors to create Filament Community Management!
BACKGROUND
Within the Ottawa area there are over 50 cooperative housing developments comprising over 3,500 units. We understand that co-operative housing communities truly come in all shapes and sizes and that the members of a co-op are also just as varied! We are enthusiastic to tailor our skill set to the growing needs of the diverse members and boards of directors within housing co-operatives in the Ottawa area.
Housing co-ops are member-owned and controlled businesses that can provide an affordable alternative to home ownership while providing control over one’s housing. In these democratic communities, residents make decisions on how the co-op operates, including the election of a Board of Directors to manage the business of the co-op.
We are here to act as the foremost ally of the Board of Directors! Our small & friendly team is designed to provide personalized service on a day-to-day basis.
FINANCIAL MANAGEMENT
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Budgeting and financial planning
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Housing charge collection
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Accounts payable and accounts receivable management
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Comprehensive monthly board reporting package
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Audit preparation
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Arrears management (notices, reports to the board, implementing evictions/expulsions)
MAINTENANCE MANAGEMENT
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Work order administration
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Repairs response (confirmation of receipt of work order, initial assessment within 24 business hours)
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Work with committees to develop and implement preventative maintenance and inspection programs
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Ensure the co-op is free of hazards and is notified of any regulatory infractions (fire codes, ESA rules…)
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Working with committees where applicable to maintain community features such as: playgrounds, park, parking, gardens, pools or laundry facilities
More than coming in when things break, we preform regular property inspections (including move-in and move-out inspections) and design custom maintenance schedules to keep on top of routine maintenance at properties. Preventive maintenance work goes along way in avoiding larger breakdowns.
LEGAL REQUIREMENTS
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Assisting with by-law and policy development and amendments
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Maintaining co-op files and corporate documents
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Meeting corporate and program reporting requirements
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Managing internal and external correspondence
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Ensuring adherence to legislation
VACANCY MANAGEMENT
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Processing new member applications
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Managing co-op waiting list
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Vacancy and marketing reports to the board
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Arranging interviews and unit showings (in association with committee where applicable)
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Credit and landlord checks
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Preparing units between members
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Administering membership/tenancy documentation
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Arranging new member welcome and orientation (in association with committee where applicable)
SUPPORTING BOARD GOVERNANCE
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Supporting the board in making sound decisions
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Assisting with the planning of and preparation for board meetings
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Ensuring minutes are taken and circulated promptly
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Assisting with orientation of new directors and identifying training opportunities
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Helping to organize annual planning sessions
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Ensuring good two-way communication between the board and members/tenants
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Helping to organize and prepare the members/tenants for meetings
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Providing advice to the board and membership/tenants on their respective governance roles
If your co-op has its own management staff or committees in place, we are more than happy to work with them; otherwise we can implement or provide the support needed to meet the needs of the co-ops day-to-day management requirements.