IMC Charleston

The Mission of IMC Charleston is to be the premier community management firm in the Lowcountry. IMC Charleston performs all duties to what we truly believe to be in the best interests of our clients, while remaining a viable company. We incorporate proven, professional, hands-on management techniques with the highest level of integrity.

IMC Charleston maintains a staff of well-trained professionals who work hard to provide top-notch service for our clients at a fair and competitive price. IMC Charleston is a people-oriented organization that provides individual opportunity, rewarding challenges, and personal satisfaction to all members of the firm.

Our Story

IMC Resort Services was founded in 1996 by Ron Fenstermaker.

The company was built on a foundation of responsiveness, sound accounting and integrity. Craig Fenstermaker joined the team in 2001 with a background in insurance. Bryan Dorshimer brought a background in management around the same time and Garrett Hamilton came aboard soon after with a deep knowledge of bookkeeping and accounting.

IMC has been performing community association management services in the Lowcountry since 1996 and we are highly respected in our profession. We are excited about bringing our knowledge and experience to the Charleston area. Together, we employ some of the best people in the business and carry a wide range of management credentials. Our team approach to community management is hands down the most efficient way to manage communities and is highly revered by our clients.

IMC is a truly professional organization and is very active in Community Associations Institute (CAI), the only national organization of professionals in our industry. All of our managers are required to participate in training, continuing education and certification through CAI. We welcome you to visit the CAI website at www.caionline.org if you are not already familiar with this organization.

IMC Resort Services and IMC Charleston currently manage over one hundred (100+) associations comprised of condominiums, townhomes, single family homes, mixed-use and commercial properties. Our clients vary in size from 5 members to 924 members and everything in between and the budgets for these properties range from $100,000 to $4,000,000 annually.

The procedures and management methods established by IMC Resort Services have been passed on to IMC Charleston in an effort to provide the best association management to the Charleston, South Carolina area.

The following lists our Management Objectives and Responsibilities with respect to our Residential & Commercial Association Management Services.

• COLLECTION OF ASSOCIATION FEES                                                          
• We receive association fee payments daily. Each day, these payments are opened, reviewed, processed, copied and deposited at the bank. We also offer recurring e-check to all property owners at no additional cost.

• ASSOCIATION ACCOUNTING 
  We perform all necessary accounting for each association. We use the accrual method of accounting. Financials are prepared, reviewed by our staff, and transmitted to all Board members on or about the 20th of each month or as contracted. Reports include a Balance Sheet, Revenues and Expenses (P&L), Trial Balance, Monthly Check Register, Budget Variance Report (monthly and year-to-date) and an Aged Receivable Report. Other reports are available on request. We reconcile all bank accounts each month.

• INVOICE PROCESSING 
  We receive and process all vendor invoices for the association and are diligent about paying them in a timely fashion. This includes receiving the invoices, reviewing them with the budget, printing and signing the checks and mailing same.

• BUDGET DEVELOPMENT & BUDGET VARIANCE REPORTING 
  We are as active in your budget preparation as you want us to be. Normally, we will completely prepare your budget for review by the Board of Directors or a Budget Committee. We do, at the very least, review any budget prepared by others and offer our comments. Our accounting software prepares a "Budget Variance Report". This report is reviewed monthly for variances and explanations are provided on request. In addition, we are particularly sensitive to funding any budgeted reserves.

• AGED RECEIVABLES / DELINQUENT NOTICES 
  In the first week of each month, we review, in detail, the aged receivables for the previous month. We attempt to contact each owner, as well as mail out delinquent notices and accounts receivable histories. Once we reach each delinquent owner, we spend time with them reviewing their balance and payment history.

• COLLECTIONS PROCESSING 
  In line with a Board of Directors approved procedure, we remain involved with all accounts turned over to an attorney for collections. This involves running up to date account histories monthly, intercepting payments that must go to the attorney for anyone who is in collections, plus corresponding with the collections attorney and the Board of Directors to resolve collections issues.

• PROCESSING ATTORNEY'S BILLS 
  Our office receives all bills for services from the association's attorney. Invoices for association business are charged to the Association and paid in a timely fashion. Invoices for services that are related to collections are identified, reviewed, processed for payment and billed to the appropriate owner's account.

• CORRESPONDENCE 
  We correspond with owners regarding matters such as accounting, collections, enforcement of association covenants, warnings, fines, and new owner packets. We work with the Board of Directors on an "as requested" basis and the collections attorney as noted earlier. In addition, our office directs and handles all incoming calls from Board Members, vendors, owners, attorneys, rental agents and the real estate community.

• INTERNET / WEB ACCESS 
  IMC Charleston provides a full-service website to both its potential and existing customers. Each property owner has access to information related to governing documents, community updates and their specific account by logging into the homeowner portal. In addition, all of our office personnel can be reached via e-mail.

• REAL ESTATE TRANSACTIONS / CLOSINGS 
  We receive requests from Realtors and closing attorneys for information needed to make closings happen at the properties we manage. We respond both accurately and promptly.

• BOARD MEETINGS 
  We assume the responsibility for organizing all Board meetings. This includes notification of all appropriate parties (i.e., Board members, guests, etc.), arranging teleconferences, providing facilities, and preparing an agenda. As well as, at the request of the board, we are able to provide personnel to take, edit, copy and distribute minutes to Officers and Directors.

• ANNUAL MEETING COORDINATION/PREPARATION 
  Preparing for an annual meeting involves preparing proxies, tracking proxies (including follow-up calls to obtain a quorum) and accurate verification of attendance. Additionally, ballots for Board Member positions and elections are provided and supervised by IMC Charleston. Coordination of these meetings involves arranging the site, seating arrangements and refreshments, attendance by IMC Charleston. personnel for greeting, sign-in and at request of the board, minute taking. Post meeting responsibilities entail transcription, editing, copying and mailing the minutes with handouts to the ownership.

• FIELD / ON-SITE TASKS 
  An IMC Charleston staff member visits each of our properties at least once a week to review the service of all vendors and to detect and report any deficiencies in those services. This report is maintained in our office, as well as at Board meetings. A chronological, property-specific maintenance log is maintained for each of our properties for future reference. Whenever possible, three (3) bids are obtained for all services over $1,000 and contracts are maintained in our office. A member of the IMC Charleston team is always on call (24 hours a day, 7 days a week).

• MISCELLANEOUS SERVICES 
  In addition to the accounting services previously listed, we are required to assist auditors in their efforts, including providing facilities, all requested records and further assistance as required. 

• We arrange to have each association's tax returns filed each year. 
• We store at least two (2) years records of each association.
• We maintain current files for vendors, each unit/owner and general association business.
• We maintain the Minute Book of each association.
• We provide the administrative labor required to complete all of the above mentioned association business.
• We provide the resources to assist Board / Committee members with the compilation of quarterly newsletters and distribute them either by mail or email to all owners.