HCMC provides comprehensive support to Boards, empowering them with guidance and access to licensed vendors for projects of any scale. Our seasoned Property Managers offer expertise across various real estate domains, ensuring informed decision-making and smooth project execution.

Through our financial management HCMC optimizes community income and minimize expenses through meticulous collection of dues and common charges, accurate disbursement, and reporting services. Our transparent communication ensures Board members are informed every step of the way, with real-time updates available through our monthly financial reports. Annual budgets are prepared to guide property operations, aiming to meet costs and identify savings. Our rigorous accounts payable process ensures detailed review before payment and safeguarded by authorized signatories. Residents receive detailed monthly statements, with options for automatic payments and transparent reporting. And our year-end reports provide comprehensive insights for accountants, detailing all fiscal transactions. Our long-term planning for maintenance and improvements which proactively identify upcoming projects and expenses help keep budget projections in line with expenditures.

Our property managers conduct weekly physical inspections, ensuring detailed upkeep of common areas and individual units. Reports are shared through an online portal for easy access by Boards and owners, facilitating transparency and accountability. Maintenance tasks are promptly addressed, with additional inspections during extreme weather conditions.

HCMC conducts seasonal maintenance services that consist of bi-annual maintenance schedules which cover essential tasks like gutter cleaning and plumbing winterization, and the like, ensuring year-round property readiness. Our personnel oversee common area lighting, exterior furniture setup, and storage, ensuring a seamless transition between seasons. Our firm also conducts an annual review and comprehensive property inspection which includes all aspects from roofs to foundations, with detailed reports and recommendations provided for necessary repairs or improvements.

Our 24/7 emergency hotline, which is manned by our own HCMC personnel ensures immediate response to critical situations, with onsite support until resolution. Emergency services are deployed as needed to safeguard property and residents.

• HCMC will provide the billing of community maintenance, common charges, and/or dues.
• HCMC will send out notices to owners for all monthly payments, assessments, and late fees, and keeping records of these payments for the Community.
• Delinquencies are reported to Board or Community attorney for collections when necessary.
• HCMC provides electronic bill pay option to all unit owners and quarterly billing option.
• HCMC will maintain community checking/savings accounts, handle deposits and payments of all the Community invoices.
• Send periodic email and/or hard copies of correspondence as directed by Board.
• Maintain updated owner directory for the Board.
• Review and submit all subcontractor invoices (i.e. landscaper, irrigation etc.) for approval and payment. HCMC reviews all vendor invoices prior to Board approval, for their accuracy and to confirm work was completed according to contracts.
• HCMC will present copies of all invoices and payments to the Board Treasurers and/or President for approval and payment.
• Preparation of monthly financial report to be sent to members of the Board, which shall include all financial activity for the month, a Month and a Year-to-Date Actual vs. Budget Profit & Loss statement, monthly statements of all Condominium operating and reserve bank accounts.
• Preparation of monthly management report to be sent to members of the Board for Board meetings which will include all routine matters and inquiries, emergency matters, and Unit Owner complaints and requests, minutes of previous meetings, etc.
• Provide, and collect all necessary information/documents pertaining to sale of units, refinancing existing mortgages: right of first refusal, flip tax, dues, any outstanding debts to condominium. As well as all administrative processing fees.
• Provide, and collect all necessary information/documents pertaining to Rental of units, handle collection of forms/fees/leases/reimbursements for rentals, including collection of appropriate security deposit and rental fee.
• Provide necessary information to accountant for preparing annual financial statements and tax returns.
• Assist attorney with legal matters.
• Provide long-term planning for maintenance and/or capital improvement projects.
• Assist in preparation of annual operating budget. Advise the Board regarding maintaining adequate reserve funds for large projects by informing the Board of upcoming expenses.
• Review and process annual vendor contracts for Board approval: Irrigation, Lawn/Tree Care, Grounds Maintenance, Pest Control, etc.
• HCMC will assist Board with obtaining and maintaining that the Community insurance is in full force and effect, including workers’ compensation, disability, and unemployment insurance. As well as ensure that all contractors servicing the Community provide copies of their current license and insurance.
• HCMC will attend, host, and run the Community’s Annual Meeting. HCMC will also assist the Board’s Treasurer in presenting the financial statements and Board’s budget for the current year and answer any general questions that may arise. As well as assisting with any annual voting.
• Assist the Board in updating the Rules & Regulations as necessary and distribute same to the Community members.
• Enforce all Rules & Regulations as well as By-Laws, as directed by the Board. Violations of the Rules & Regulations by an owner or renter to be reported by HCMC. Will notify the Board of Managers and Owner.
• Meet with the Board in person and/or via conference call, for Board meeting.

• HCMC will inspect & review all common areas monthly, by conducting either weekly or bi-weekly site inspections, according to your community needs. 
• Areas reviewed shall generally include, but are not limited to, the following: All community common grounds: roadway, parking lot, basement, electrical breaker panels, boilers, hot water heater, decking, irrigation, lawn/tree care, spring/fall clean-ups, ground maintenance etc. 
• All Reports are sent to all Board members after visits. 
• HCMC will notify Board Members & Service Vendors of any maintenance items that require attention. Example: Down trees, leaks, electrical issues, etc. repairs can be quoted and performed upon approval by HCMC or licensed subcontractors. 
• HCMC will follow up on any other matters, including violation of the By-laws or Community Rules and Regulations, that is discovered during weekly inspections. In such event HCMC will notify the Board and owner/appropriate parties of any failure to comply with By-laws, Rules and Regulations. Example: unauthorized visitors parking in parking lot etc. HCMC shall advise parties of private property or consult board regarding decision to authorize tow truck. 

• HCMC emergency contact numbers will be readily available during severe weather, alarm service, water, and fire damage response 24/7, 365 days a year. 
• Should your community experience an emergency, you will receive an immediate site visit by a qualified technician or Property Manager who is able, equipped and resourced to evaluate emergency conditions and contact the appropriate vendor or emergency personnel. 
• Our representative will remain on site until any situation is fully remedied or secured for further service. 
• We will report to the Board during the emergency.
• HCMC includes up to 3 emergency responses per contract year at no additional cost. 

• HCMC shall obtain multiple bids for submission to the Board together with its recommendations for Major Repairs and Capital Improvement Projects.
• All improvement or contracting projects will be reviewed by HCMC’s Construction division.
• General site visits of any project assigned to an outside contractor to be performed by the property manager during the bi-weekly Condominium check at no additional charge.
• HCMC can provide both Construction and Project Management services for any size project.
• HCMC can assist with building permit expediting, meetings with architects, building inspections, multiple bids with various trades etc.
• HCMC has a full service general contracting division and can provide individual unit/homeowners pricing on any home improvement projects if they wish.
• HCMC can provide services, to be billed to each owner specifically, such as faucet repairs, installing chandelier, outlet replacement, furniture assembly/manipulation, cleaning of cobwebs, power-washing, housecleaning, etc.

• HCMC will assist the community in obtaining and completing a comprehensive inspection of the property covering everything from roof to foundation.
• HCMC has completed an inspection for its clients that included a detailed summary of observations with comprehensive recommendations for appropriate remedy or repair. Said inspection includes, but is not limited to:
• Roofs: worn, splitting or missing shingles, mold/mildew, flashing, chimney, and chimney caps.
• Gutters and leaders: fasteners, flow, drainage, and debris.
• Siding & Trim, Outside Beams, Electrical Closets: water penetration, mold/mildew, wood rot, weathering, separation, failure, and paint condition.
• Decks & Rails: Inspect condition of all individual unit decks (including for stability, wood rot, warping, splitting, severe weathering and stain condition
• Plumbing: hose bibs/outdoor water source operation and leaks.
• Foundation: visible cracks, leaks, failure, rot, and grading problems.
• Walkways, Driveways & Parking Areas: loose/uneven pavers, cracks, or other necessary repairs and/or gravel replacement in driveways and parking areas, weathering, and surface failure; landscape and parking area lights.
• Grounds: Check for evidence in lawns/shrubs/trees of infestations, rot, rodent activity.
• Common area electrical, lighting, switches outlets.
• Common area plumbing, fixtures, operation, flow, drainage, and leaks.
• Painted Surfaces: settling, cracks, splits, separation, and water damage

Please contact our community division at community@hcmcny.com or 631-898-2034 with any questions or to obtain a proposal for our management services.