Qualified.

Capable.

Committed.

KPA Management.


CINC Transition Letter


July 2, 2021

Dear Homeowner:

KPA Management is transitioning to a partnership with CINC Systems, LLC, and Axos Bank to provide your community’s payment processing, banking and web services.  We will replace 2 software packages with one state-of-the-art software developed exclusively for Condominium and HOA management companies. With the CINC Systems, homeowners will be able to see and do more online.  CINC Systems will be replacing the online services previously offered by SenEarthCo (www.kpalink.com). We think you will see a positive impact from these partnerships, and we look forward to continuing to provide you with the highest level of service.

Our transition to CINC will take effect on August 1, 2021.  The transition period will occur for 2 weeks prior to this date through the end of August 2021.  Please note that during the transition period, you may experience a delay in some processes.  It is imperative that we briefly suspend transactions to bring your community’s data into the new system.  For example, online payments and homeowner balances will be temporarily unavailable while we verify homeowner balances in the new system.  Late fees will not be assessed for the month of ­­­­­­­­­­­­August 2021. Your account numbers will stay the same with the exception the dash has been removed (i.e., if my current account number is 100-1234, my new account number with CINC will be 1001234).

For your convenience, KPA Management in conjunction with CINC Systems, LLC will provide the following methods of payment:

  1. Online Payments: You will be able to make online payments using either e-check or credit cards.  To make your payments, please go to our website at https://kpa.cincwebaxis.com. This website has been specifically designed to allow you the convenience of making your payments online and accessing your account information.  On your first visit to the website, you will need to register.  Simply click on the “Register” button and complete the information required.  Once your registration request is reviewed and validated by KPA Management, you will receive an email with a link to set your password. You can then log in with your email address and new password to make payments and access information about your community.
  2.  Online Recurring Payments: Our website also allows you to set up automatic recurring payments.  To setup your recurring payments, log into your account and then click the Pay Assessments Link.  On the Pay Assessments page, you can choose to set up your recurring payments for e-checks or credit card by clicking on the New Recurring Echeck or New Recurring Credit Card link.  If you are currently enrolled in KPA’s ACH program in which your monthly assessments are automatically withdrawn, you do not need to sign up again with the CINC transition. All information has been saved into the new software program and your automatic payments will continue.
  3. Lockbox Service: You will be receiving new payment coupons in the mail.  The new address for mailing payments accompanied by a coupon is listed below.  When writing your check, please make sure to make it payable to your Association and include your account number on the memo line.
  4. If you would like to pay your assessments using an online bill payment service or your personal bank’s online payment service, you must delete and set up a new payee using the updated information below. This will ensure your payment is posted promptly.

                    Your Association Name

                    C/O KPA Management

                    P.O. Box 1377

                    Commerce, GA 30529

Please let us know if you have any questions regarding the transition to our new software or any of the features that will be available.

Sincerely,

Edward J.  Alrutz, CPM, CMCA, PCAM

President

KPA Management


Letter to Board Members

Dear Board Member:
I am reaching out to let you know that we have been actively monitoring the evolving situation with the coronavirus (COVID-19) and the potential impact to our customers, employees, partners and communities.

KPA Management’s employees will be doing their best to provide necessary services during this pandemic.  During this unprecedented time, we want to remind you to take advantage of the online services available through our owner’s portal at www.kpalink.com.

CONTACTING KPA
For the health, safety and well-being of our employees and customers, we will operate business through phone or email correspondence wherever possible. Our office will not be receiving customers until further notice. However, anyone in need of any assistance that requires an in person visit to our office must make an appointment in advance which we will try to accommodate. We are available Monday through Thursday 8:00 a.m. – 5:30 p.m. and Fridays 8:00 am – 1:00pm to assist you and emergencies after hours.
Our Community Managers and office staff will not be able to attend any meetings until further notice.

Our Community Support Team is available to take your call at 703.532.5005 and Email: info@kpamgmt.com . Of course you may contact your Community Manager and Administrative Assistant directly. Most of our employees will be telecommuting.

Office Visits: By appointment only.

We will continue to monitor this evolving situation and are here to assist our customers as best we can without unnecessary risk. We remain grateful for your support and thank you for trusting KPA with your community.

Sincerely,
Edward J. Alrutz, President
KPA Management


KPA SERVICES

Community Management is a full service we provide with tasks ranging from rules enforcement, staff supervision, policy implementation, and maintaining common elements. Our staff has the ability to identify and solve your maintenance issues quickly and effectively utilizing our network of carefully screened vendors—vendors who know the level of service and quality our clients expect. As part of our maintenance program, we provide regular site inspections of the community, present our findings to the Board, and assist in securing bids when maintenance work is needed.

Maintaining complete, accurate, and timely association financials is a cornerstone of our firm. We produce all the necessary financial information your association will need to make sound financial decisions.

From developing Pro-Forma operating budgets to reserve funding, our firm has the resources to protect and maintain the financial health of your association. As part of our services we provide the following financial reports on both an interim and annual basis:

  • Accounts Receivable Report
  • Balance Sheet
  • Profit and Loss Statement with Budget Comparison
  • Replacement Reserve Report
  • Bank Reconciliation of All Accounts
  • General Ledger
  • Monthly Check Register
  • Cash Disbursement Report

Administrative Assistant’s provide full administrative support services to our Community Managers. KPA provides correspondence and mailings for the communities, processing work orders, and managing resale documents and lender questionnaires.

Some associations already have an on-site manager and do not require full service management. KPA offers consulting services to those communities as well to include:

  • Preparing Requests for Proposals and Obtaining Competitive Bids
  • Performing Property and Architectural Inspections
  • Budget Preparation
  • Provide Expertise and Industry Insight
  • Customized Management Plans

We’re excited about offering KPAlink, an online association web service to provide Homeowners with the ability to access their respective account information in a secure environment. KPAlink is an essential tool for homeowners because it provides communication, up-to-date information about meetings, scheduled maintenance, snow removal and more. If you are a current homeowner and do not have access to KPAlink, please contact your administrative assistant for your community.


ABOUT KPA MANAGEMENT

KPA specializes in the management of community associations. Since our founding we have been a leader in the management of community associations, both the conversion of apartment communities and new construction. Our staff is comprised of seasoned professionals and our services are based upon the best practices within the community associations industry.

Qualified. Capable. Committed. KPA Management.

Please complete the following form so that a bid for management services can be prepared specifically for your association.


KPA Properties

We know that a well-maintained property produces the highest returns for owners – and we’re proud to offer a long list of satisfied owners as testimony to our maintenance programs.

We’re excited to offer CINC Systems, an online Association web service to provide homeowners with the ability to access their respective account information, governing documents, newsletters, and more in a secure environment.


Testimonials

“Thank you so much for the coordination of snow clearing services, and your emails with updates and encouraging words. I was delighted to come home from work this evening and not have to be concerned about finding a parking space or that tomorrow morning would be very dangerous because so much snow was removed! Seriously, what an absolute delight!”

–  Diane K.

“[Our community] is always so far ahead of the rest of the area in snow removal!  Much appreciated, especially on the rare days I telecommute!”

– Mark A.

“I just wanted to say what a fantastic job you have done keeping [the community] residents apprised during and after the storm.   I really appreciate the updates and how quickly the sidewalks and parking lots were cleared of that pesky white stuff. Great Job!!!”

– Julie

“Thanks for your hard work on the budget and tolerating the many questions.  I really appreciate what you do for us!”

– Donna S.

“It was one of the best, if not the best, BOD meeting I have attended where facts and scenarios for a complex topic were presented in a basic format that was easy to understand by everyone.  All line items and questions were covered and discussed openly and professionally.  I think that the “team” approach of Alison and KPA (Patrick, Jim and Andrea) was most effective and beneficial by all.”

– Cynthia F.

“I am sure I speak for the entire Board when I say how much we appreciate you and what you do for us. You work very hard on our behalf and we are grateful you are working our account.”

– Richard D.

“Thank you and can I just say you are THE BEST property manager I have ever dealt with. Your immediate attention to this situation is appreciated. Thank you for all your help.”

– Lynnie M.


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