03/20/2020
Good Morning:
We are taking steps to make sure we can continue to service our communities and clients and maintain the health and safety of our associations as our nation deals with the COVID-19 pandemic.
Over the past week, we have been working diligently to help identify the best way for our communities to handle the risks associated with the virus, while still being able to legally conduct business as an association. Below are some parameters that we have established as a company and for our clients.
Until further notice we are cancelling on site office visits for association members.
-What this means for you-
All on site community offices will be closed to the public with signs posted advising of the closing. On site staff for the time being will still report to the office on an as needed basis, however, the site office doors will be locked. If there is not a need to attend the on site office, those managers and site staff will report to MMG main offices as needed to conduct association business. Functions that would generally be handled by on site office staff will be conducted electronically or through mail or limited drop off.
Until further notice we will not be holding in person community meetings.
- What this means for you-
Business should still be able to conducted as usual with the associations. We will be partnering with an on-line meeting service provider to offer "public" meetings to our community members to remain consistent with the law. For our associations with pending voting meeting or general counsel annual meetings, proxy voting will be encouraged. For our 55+ associations, we will be offering available call in conference lines as well to assist with any technology limitations that exist. As we fine tune the meeting and conference information, our office will be reaching out to the boards for training on the products and sending instructional information to the communities.
We expect the on-line meeting options to be finalized by tomorrow morning. We will reach out at that time with next steps.
At this point our site services (Janitorial and Technicians) will continue as normal on schedule to the communities. Unless required by priority or emergency, site work will be limited to exterior common element components, and internal unit repairs will be limited. Additional services by crews- Our Janitorial crews have been equipped with disinfecting supplies and we have updated their scope to include additional efforts in disinfecting our properties, including but not limited to- wiping down door k***s, door trim, mailboxes and other commonly used components of the building during their regularly scheduled visits to our properties in addition to their normal cleaning scope. This may extend their time on site, and could alter their schedule slightly. Any changes to schedule will be be communicated as necessary to Point of Contacts or janitorial liaisons.
MMG offices will remain open to internal staff only. We have stopped any in office visits from the public, and have limited association payments to our drive-through window. If the need should arise to limit staff from attending the office, rest assured that we are equipped to handle remote access to nearly all necessary software and modules including our phone systems. We are continuing to work with our IT department on mobilizing other functions now as well to be prepared to continue to fully function remotely if necessary.
Best regards,
Metropolitan Management Group
