Ask the Business Partners
Ask the Business Partners – By Bill Butler
As it appeared in the March/April issue of Orange County CAI’s OC View magazine (Pgs. 24 & 26)
http://www.mlppubsonline.com/publication/?i=105624
There was an article in the O.C. View that was a compilation of suggestions offered to business partners from some seasoned community managers. The article was most helpful and in fact, I made it part of our company’s training manual for new sales consultants. In the spirit of that communication, the following is a smattering of suggestions offered by some of the notable business partners in Orange County CAI that makes them eager to jump through hoops for you, the community managers.
Since the proliferation of smart phones and email, I really appreciate it when a manager’s email has their phone number in their signature below the body of the email. This is helpful not only when I am in the field and replying to an email but also when I am following up with email at my desk and need to call!
I really appreciate getting an opportunity to bid on a new project, even with short notice. It is extremely helpful to get very detailed information about the community and the scope of work. If the information is lacking or late in arriving, so is the resulting report.
In my line of work, I offer different service options, depending on the scope of work, and it is helpful to know which level you and/or the board want. If there is any doubt, I am happy to explain the differences.
Mike Graves, SCT Reserves
We appreciate the opportunity to submit bids for projects in the communities you manage. We also understand how many phone calls and emails you receive in a day from vendors, homeowners and board members. After we bid a project and follow up on the status, it would really help us to know the outcome of the bid process. If we know that the job was postponed, rebidding or awarded to another vendor it frees up our resources to serve you on other projects. Some community managers send individual letters and that is really great, but even a quick email would be sufficient.
April Pigott, AV Builder
With the majority of information being sent electronically by photo and video, it seems that property walks are becoming obsolete. Property walks are very beneficial for the vendor and manager to be “on the same page”. I also know that in my experience as a property manager, it is much easier to understand exactly what is happening at a property and communicate more knowledgeably and accurately to the Board of Directors.
Mike Perlof, New Way Landscape
Here are some things a community manager can do to make us jump through any hoop of any size at any time:
Most reputable business partners strive to earn your trust. It fosters a strong sense of loyalty when we are treated with integrity and respect.
Communication is extremely valuable, particularly when it relates to proposals. We always appreciate it when a manager calls to question a proposal that seems out of line for some reason; either too high or too low. Mistakes happen and it is always nice to be able to correct an error and not just have our bid tossed.
For many smaller companies, word-of-mouth is the only effective advertising that they can afford. We know that the management community is a tight-knit group so if we do a good job for you, please let your peers and boards know. If we don’t, please let us know.
We encourage community managers to invite us to board meetings when large or complex projects are being considered. Our background and experience will help board members to better understand the project and the different options available to them. We love it when community managers call upon us to help educate their boards.
Kimberly Weiss, Three Phase Electric
Many community managers have a stable of valued business partners in each trade and we work diligently to be included in that group. One mistake that some managers make is to invite too many contractors to bid on a project. If we arrive at a job walk and see anywhere from 6 to 12 other contractors there, it is dispiriting and it discourages contractors from spending too much time on putting a quality bid together.
It is very helpful to know when the board may be making a decision on proposals. It enables us to follow up with the community manager and get jobs out of our files that were not awarded to us.
I am always impressed when I receive a “thank you” note from a manager who won a prize in the drawing at industry events. Most business partners spend thousands of dollars supporting these types of events each year and this little courtesy means a lot.
Jack Rush, O’Connel Landscape
Remembering to include gate codes with your bid requests is very valuable; as is spelling out the street names and including any prefixes, such as Camino or Caminito. In trying to be thorough, managers may send a map but the map only includes cross streets and no street address or city. This makes finding the community a bit challenging and costs managers time when contractors have to call for directions or additional information.
Providing a comprehensive scope of work and/or specifications makes it possible for contractors to present bids that are truly “apples to apples”. When there is a clear set of bidding documents, it reduces the possibility of a bunch of unanticipated and expensive change orders during the work.
Confirming the license and insurance information of potential contractors before starting the bid process will save community managers time. We have been in situations where the manager and the board went through the whole process only to find out that the contractor chosen did not have the proper license to perform the work.
Julie Villelli, ProTec Building Services
A couple of things that always endear me to community managers is their attention to the payment schedules and their support when things go not quite as expected.
Those managers who truly understand the challenges facing small businesses realize that cash flow is hugely important. In many instances, the contractors have had to pay their labor and material costs long before an invoice is even sent to the manager. If the payment terms are net 15 or 30 days but it takes 60 to 90 days to actually deliver a check, this puts the business partner at a severe hardship. Having funds readily available and board members willing to sign checks promptly really helps!
Everybody knows that “stuff” happens. When it does, it is great when a community manager stays calm and works with the business partner to come to a quick, fair and amicable solution. After all, were all in the same business….serving our clients!
Bill Butler, PrimeCo Painting and Construction
From my perspective the main ingredient here is communication. If I feel that the manager does not have time for me or that I am just another vendor then things start to change from my end and I tend to slow the process down until we start to communicate. In addition, it is difficult to do my job correctly when there are several sources trying to discuss an issue with me and this invariably slows the process down and in some cases causes the process to stop completely. More times than I care to count I am contacted by board members, managers, attorneys, and even residents concerning a banking issue and things get messy in a hurry. If we can establish a reasonable set of communication guidelines i.e. who should I speak with, when, where etc then the process is much smoother and the bank’s comfort level is improved.
Larry Hooper, Association Banking
One thing that would lessen the workload on community managers and board members is to limit the number of candidates for a particular job. If you invite eight or nine potential contractors or consultants to participate in a bid, it automatically increases the manager’s workload by about 300%, assuming that you normally invite only three. My experience has been that when you invite too many contractors to interviews with board members, the board members quickly become overwhelmed by all of the information and it frequently leads to analysis paralysis. I understand community managers trying to share the wealth (opportunities) but the entire process is much more manageable when the community manager does some initial screening and invites three to four final candidates to participate and to meet with the board of directors. I’m confident that most contractors would agree with this time-saving suggestion.
Mike Kiss, Summit Consulting and Architecture
PrimeCo Exec Earns CAI Distinction
CAI Educated Business Partner
March 5, 2012, Oceanside, CA —Bill Butler, director of business development for PrimeCo Painting & Construction, recently earned the CAI Educated Business Partner distinction from Community Associations Institute (CAI).
CAI members earn the distinction by taking a two-part course, Business Partner Essentials, and passing a subsequent exam. The online course was developed by CAI, a 31,000-member association dedicated to building better communities.
Created by industry leaders, the course introduces critical aspects of working with community associations and important elements of being a successful CAI Business Partner.
“We are committed to providing the best possible service to our community association clients,” says PrimeCo President, Brett Musgrove. “Education is a big part of that commitment. Our key employees need to understand not only our business, but also the nature of the community association business, and this CAI course is part of that training.”
Butler is the first PrimeCo employee to earn the Educated Business Partner distinction and one of the first in California.
Headquartered in Oceanside, PrimeCo serves large condominium complexes throughout Southern California by offering wood replacement, siding replacement and painting of exterior surfaces. Learn more at www.primecopainting.com.
Visit www.caionline.org/bpcourse to learn more about Business Partner Essentials.
Working in partnership with 59 domestic chapters, one international chapter and housing leaders in other nations, CAI provides information, education and resources to associations and the professionals who support them. Visit www.caionline.org or call (888) 224-4321.
http://cai.caionline.org/eweb/DynamicPage.aspx?WebCode=EducatedBP
PrimeCo Awarded Paint Contract-Renaissance Capri
Renaissance Capri, La Jolla
PrimeCo Painting and Construction, has been awarded the contract to paint various components of the exteriors of Renaissance Capri, a 188-unit condominium community in La Jolla.
The current project is part of a three-phase renovation plan that will result in the entire community being repainted and having damaged wood replaced.
The condominium community is near the University Town Center and is professionally managed by Courtney Parvis, of The Prescott Companies in Carlsbad.
Board President Rob Campbell was assisted by board members Bill Boric, Janis Dean and Judy Thickston during the contract negotiations and contractor selection process.
Saber Guennoun, of Dunn-Edwards Paint, assisted the community with paint specifications and color selection.
PrimeCo’s Octavio Partida will serve as the project manager for the community, assisted by on-site foreman Erasmo Garcia.
This phase of the renovation plan is expected to take about a month, according to Bill Butler, director of business development for PrimeCo.
http://www.sddt.com/construction/notebook.cfm?PublicationDate=2012-02-10
PrimeCo gets Alhambra Regency contract
Contract Awarded – Alhambra Regency – Alhambra, CA
Bill Butler, Director of Business Development, is pleased to announce that his firm, PrimeCo Painting and Construction, has been awarded the contract to paint exterior surfaces of Alhambra Regency, a 60-unit, mixed use community located along Main Street, in Alhambra.
The painting is part of a renovation project being done by general contractor, AV Builders of San Diego, according to CEO Tony Madureira. Robert Canup, also of AV Builders, is serving as their jobsite superintendent. The construction management on the project is being performed by John Van Blerck and Robert Detro of JVB Construction Management, located in Poway.
Larry Ratliff, manufacturer’s representative for BASF, was responsible for the development of paint specifications to meet some unique requirements of the building’s exterior components, including waterproofing of the masonry surfaces.
PrimeCo’s project manager, Rigo Tovilla, Jr., is responsible for overseeing their work and is being assisted by on-site foreman Edgar Lorenzo.
PrimeCo Painting has been providing services to condominium communities, apartment owners and commercial building owners in Southern California for over 18 years. Located inOceanside, the firm can be reached at (800) 881-8067 or by email at bill@primecopainting.
http://www.sddt.com/construction/notebook.cfm?PublicationDate=2012-01-06
PrimeCo awarded Pointe Surfside Contract
Contract Awarded – Pointe Surfside, Huntington Beach
Chris Erickson, sales consultant for PrimeCo Painting and Construction, with offices in Oceanside and Costa Mesa, is pleased to announce that his firm has been awarded the contract to provide wood replacement services for Pointe Surfside, a 102-unit condominium complex located in Huntington Beach, CA . The HOA community is under professional management by Jan Standish of Golden West Property Management, located in Cypress, California.
The community is undergoing replacement of major wood components as a part of an enhancement project. Architect, William McCulloch, has been retained by the homeowners association to oversee the wood replacement project as the construction manager. Rudy Rodriguez of Garden Grove provided the community with structural engineering and consultation. Board president, Janet Cabourne was assisted by board members Michael Carralero, Mary Whaley, Patricia Enna and Gus Zakka in the vendor selection and contract negotiations. The anticipated cost of the project is roughly $160,000 and is expected to take approximately two months to complete.
Octavio Partida, PrimeCo’s project manager, advises that the wood replacement will be done under the supervision of lead carpenter, Abe Salah. Edwin Scott of Frazee Paint assisted the community and PrimeCo with paint product selection.
PrimeCo Painting has been providing services to condominium communities, apartment owners and commercial building owners in Southern California for over 18 years. Located inOceanside, the firm can be reached at (800) 881-8067 or by email at bill@primecopainting.
http://www.sddt.com/construction/notebook.cfm?PublicationDate=2012-01-13
PrimeCo gets contract for Tustin complex
Contract Awarded – Sycamore Gardens, Tustin, CA
Bill Butler, director of business development for PrimeCo Painting and Construction, headquartered in Oceanside, is pleased to announce that his firm has been awarded the contract to paint exterior surfaces and to provide wood replacement services for Sycamore Gardens, a 100-unit condominium complex located in Tustin, CA . The HOA community is under professional management by Esther Denn, of eDenn Property Management, located in Laguna Hills, California.
The painting is part of a renovation project being done by the community that includes replacement of wooden architectural elements on the buildings. Board president, John Woodbridge was assisted by other board members, including John Garay, in the vendor selection and contract negotiations.
PrimeCo’s project manager, Rigo Tovila Jr. and on-site foreman Steven Tovilla, will be responsible for the success of the painting project. The paint specifications and color palette were developed by Pamela Esparza of Vista Paint.
Jason Pearson, PrimeCo’s construction manager, advises that the wood replacement will be done under the supervision of lead carpenter, Vicente Castellanos.
PrimeCo Painting has been providing services to condominium communities, apartment owners and commercial building owners in Southern California for over 17 years. Located inOceanside, the firm can be reached at (800) 881-8067 or by email at bill@primecopainting.
PrimeCo gets North Coast Village contract
Contract Awarded – North Coast Village, Oceanside
PrimeCo Painting and Construction has been awarded the contract to paint exterior components of the residential units of North Coast Village, a 550-unit condominium located between the harbor and the pier in Oceanside.
The community is professionally managed by long-time, on-site manager Joe Valenti, who assisted the board of directors with vendor selection and negotiations and will be responsible for oversight of the renovation project.
Dunn-Edwards products were selected by the board for the painting. Saber Guennoun and Julie Myers, of Dunn-Edwards, assisted the community with the product specifications and color selection. Salvador Plata is the on-site foreman for PrimeCo, under the direction of project manager, Octavio Partida, according to Bill Butler, director of business development.
http://www.sddt.com/construction/notebook.cfm?PublicationDate=2011-09-30
PrimeCo awarded Coco Palms contract
Contract Awarded – Coco Palms, Fullerton, CA
PrimeCo Painting and Construction has been awarded the contract to perform wood replacement and painting of the exteriors of the residential units and common-area buildings for the Coco Palms Homeowners Association.
The 114-unit condominium community is located in Fullerton and is professionally managed by Joyce Gill and Meredith Gill, of J.L. Gill Property Management Company, located in Anaheim, CA.
The community was constructed prior to 1978 and therefore required testing for lead-based paint under the new EPA regulations. Testing was performed through Derek Russell of Patriot Environmental Laboratory Services, of Garden Grove.
Board President Sue Babcock was assisted by fellow board members during the contract contractor selection and negotiation process.
Dunn-Edwards’ paint products were selected by the board for the painting project. Keisha Sanker and Jeff Platta of Dunn-Edwards assisted the community with the product specifications and color selection. Painting will be done by PrimeCo with Mario Tovilla serving as the on-site foreman, under the direction of project manager, Rigoberto Tovilla Jr. The wood replacement portion of the job will be overseen by construction manager, Jason Pearson, assisted by on-site foreman, Reynaldo Acevedo.
http://transcript.com/news/article.cfm?SourceCode=20110729tua&_t=PrimeCo+awarded+Coco+Palms+contract
PrimeCo wins condo contract
Contract Awarded – Crosspointe Village – Stanton, CA
PrimeCo Painting and Construction announced it has been awarded the contract to paint exterior surfaces and to provide wood replacement services for Crosspointe Village, a 495-unit condominium complex in Stanton, Calif.
The community is under professional management by Karen Holthe of Anaheim, Calif.-based Cardinal Property Management, according to Cardinal’s president, Farrah Esquer.
Mike Kiss of Summit Consulting in San Diego has been retained by the homeowners’ association to oversee the project. Board President Jeff Gollin was assisted by board members Jim Glenn, Marisa Patterson and Dan Moyer in the vendor selection and contract negotiations.
PrimeCo’s project manager Rigo Tovila Jr. and on-site foreman Edgar Lorenzo will be responsible for the painting project, according to Bill Butler, director of business development.
The paint specifications and color palette were developed by Leslie Giordano of Vista Paint.
Jason Pearson, PrimeCo’s construction manager, said the wood replacement will be done under the supervision of lead carpenter Reynaldo Acevedo.
http://www.sddt.com/construction/notebook.cfm?PublicationDate=2011-07-15
PrimeCo gets contract for S.D. condos
Contract Awarded – Alameda HOA – San Diego, CA
PrimeCo Painting and Construction, of Oceanside, has been awarded a contract to provide wood replacement services and to paint the exteriors of Alameda, an 87-unit condominium community in San Diego, according to Nicole Gregory, sales consultant for the painting contractor.
Alameda is managed by Sula Early, of Elite Property Management in the Rancho Bernardo area.
Alameda board president Clark Ray was assisted by board members Laurie Lasslo, Linda DeMele, Kathy Stuart and Phil Bridgham during the contract negotiations and contractor selection process.
In addition to painting, the condo will be receiving a facelift with the replacement of aged wood components.
Glidden Paint’s products were selected by the board for the project.
Char Garrow and Chris Jones assisted the community with the product specifications and color selection.
The wood replacement will be overseen by lead carpenter, Antonio Galvan, according to construction manager, Jason Pearson.
Painting will be done with Erasmo Garcia serving as the on-site foreman, under the direction of project manager, Octavio Partida and his assistant, Ricardo Garcia, according to Bill Butler, director of business development for PrimeCo.
http://transcript.com/Construction/notebook.cfm?PublicationDate=2011-05-06
PrimeCo to begin painting Ridge View condos
Contract Awarded – Ridge View Maintenance Assn. – Irvine, CA
PrimeCo Painting and Construction, has been awarded the contract to paint the exteriors of Ridge View Maintenance Association, said Bill Butler, director of business development.
The 86-unit condominium community is located in Irvine and is professionally managed by Michelle Benson, of Total Property Management, also located in Irvine.
Board President Ray Lamoureux was assisted by board members Bill Schilt, James Coleman, Dan Sanford and Ray Roschmann during the contract negotiations and contractor selection process.
Paint committee members Lucie Greville and Tina Gilmand worked with representatives of Dunn Edward’s Paint to come up with a color palette that would provide a more contemporary appearance to the community.
PrimeCo’s Rigo Tovilla, Jr. will serve as the project manager for the community, assisted by on-site foreman Juan Pablo Camacho.
http://www.sddt.com/Search/article.cfm?SourceCode=20101119tud
PrimeCo wins Grossmont contract
PrimeCo, of Oceanside, has been awarded the contract to paint the exteriors of the Grossmont Terrace apartment community, a 60-unit complex located in El Cajon.
PrimeCo wins Plaza Camino contract
PrimeCo Painting and Construction, of Oceanside, announced that the company has been awarded the contract to paint the exterior surfaces of the Westfield Plaza Camino Real in Carlsbad, according to Nicole Gregory, sales consultant for the company.
PrimeCo gets Branches contract
PrimeCo Painting and Construction has been awarded the contract to paint exterior components of the residential units at The Branches, a 173-unit condominium community located in Ladera Ranch, according to sales consultant, Chris Erickson.
