Frequently Asked Questions
Receive answers to some of the most common questions we are asked at CAMCO.
Choosing a Management Partner
What does a community association management company do?
A community association management company serves as the professional operations partner for HOAs, condominiums, cooperatives, and planned unit developments. At CAMCO, that includes daily property operations; financial management, such as budgeting, assessments, reserve planning, and banking coordination; Board of Directors support; homeowner communications; vendor and contractor oversight; covenant enforcement and architectural review; developer services for new communities; and 24/7 emergency response. CAMCO supports over 400 communities with more than 50,000 doors across Greater Philadelphia, South Central Pennsylvania, South Jersey, Delaware, and Maryland.
How do I choose the right HOA management company?
Boards should evaluate five things: accreditation, scale and tenure, technology, financial oversight capacity, and cultural fit. CAMCO recommends asking prospective firms whether they hold AAMC accreditation (the highest designation from the Community Associations Institute), how long their community managers have been with the firm, what software platform they use for accounting and communication, how they support reserve planning and audits, and how many communities each manager handles. CAMCO is AAMC accredited, averages over 11 years of community manager tenure, operates on Vantaca with integrated AI tools, and maintains a portfolio ratio of roughly five communities per manager, below the industry average of six to eight.
What is AAMC accreditation and why does it matter?
AAMC, or Accredited Association Management Company, is the highest recognition awarded by the Community Associations Institute (CAI). It is the gold standard credential for firms in the community association management industry and is held by only a small number of companies nationally. Earning the accreditation requires meeting strict financial management and reporting standards, maintaining required fidelity and liability insurance, operating under the CAI Professional Manager Code of Ethics, and having at least 50 percent of qualifying managers hold a CAI manager credential (CMCA, AMS, LSM, or PCAM), with the senior manager holding the PCAM designation. CAMCO has held AAMC accreditation for more than two decades, a meaningful signal for boards conducting fiduciary due diligence.
How large is CAMCO and where does it operate?
CAMCO is the largest community association management company in Pennsylvania, managing over 400 communities comprising more than 50,000 doors across Greater Philadelphia, South Central Pennsylvania, South Jersey, Delaware, and Maryland. Five regional offices in Ft. Washington, Newtown, Columbia, and Harrisburg, Pennsylvania, plus Cherry Hill, New Jersey, support clients throughout this service area. CAMCO was founded in 1975 and has served community associations continuously for over 50 years.
What types of communities does CAMCO manage?
CAMCO manages a full range of community types: single-family homeowner associations, condominium associations, high-rise condominiums, cooperative housing, 55+ active adult communities, planned unit developments, and mixed-use and commercial associations. The firm also provides specialized developer services for new communities during construction and transition phases.
Fees, Contracts, and Getting Started
What does an HOA management company charge?
Community association management is typically priced as a monthly management fee based on the community’s size, complexity, and scope of services, rather than as a percentage of assessments. Fees reflect the number of units, amenities, staffing requirements, inspection frequency, and specialized needs such as high-rise life-safety coordination or active-adult lifestyle programming. CAMCO provides transparent, detailed proposals on request and is happy to walk any board through pricing in context.
Use the Request a Proposal form here to start the conversation.
How long is a typical management agreement?
Management agreements in Pennsylvania and New Jersey typically run for one to three years. CAMCO’s standard agreements are written in plain language with clearly defined scope, fee schedules, and notice provisions. The firm’s retention rate and average client relationship length, with many communities having partnered with CAMCO for over 20 years, reflect a focus on long-term partnership rather than lock-in.
How does the transition from our current management company work?
CAMCO has a structured onboarding process refined over hundreds of transitions. It covers document and records retrieval, banking and vendor transitions, software and data migration into Vantaca, homeowner communications, and a formal handoff between outgoing and incoming teams. Most transitions are completed within 30 to 60 days, with continuous service to residents throughout.
Technology and Transparency
What technology should a modern HOA management company use?
Boards today should expect integrated property management software with real-time Board reporting, online homeowner portals, electronic payments, digital document storage, and automated workflows for work orders, violations, and architectural requests. CAMCO operates on Vantaca, an industry-leading cloud-based platform, supplemented by HOAi for AI-driven financial insights and Cami, an AI assistant that provides residents 24/7/365 text-based support for account balances and general inquiries. CAMCO also offers VantacaPay for payment processing and Vantaca Vendor Pay for faster, more secure vendor payments.
How transparent is CAMCO’s financial reporting to boards?
Every CAMCO managed community receives real-time Board access to financial reports, bank balances, invoice details, and contract records through the Vantaca Board Portal. Standardized monthly financial packages are delivered on a consistent schedule. A dedicated internal Budget Team supports boards through the annual budget cycle, with drafts prepared in late summer, Board review through fall, and a target approval date of November 1. CAMCO’s Banking Coordinator has transitioned approximately 90 percent of community funds from retail brokerages to higher-yield institutional relationships, generating an average of 80 or more additional basis points in reserve income annually.
Service, Education, and Awards
What makes CAMCO different from other management companies?
Three things. First, over 50 years of continuous service, with relationships, reputation, and results that compound over decades. Second, a shared leadership model: every community is supported by an integrated team of managers, accountants, and support staff rather than a single overworked manager. Third, technology leadership: CAMCO was an early adopter of Vantaca, HOAi, and Cami, and continues to invest in tools that improve transparency and responsiveness for boards and residents.
What industry recognition has CAMCO received?
CAMCO’s recognitions include: largest community association management company in Pennsylvania; more than 40 CAI Keystone Gold Star Communities, the most of any firm in the region; multiple consecutive years on the Philadelphia Forum 100 list of fastest growing companies; multiple years as a Philadelphia Business Journal Best Places to Work; the Soaring 76 list of fastest growing Philadelphia companies; and Titan 100 recognition. CAMCO managed associations have also earned individual CAI Keystone Excellence awards for Community Management, Community Leadership, and Education, a track record few firms in the region can match.
Login and Contact Information
How do I change my Owner’s Portal password?
Go to the left side of the Owner Portal dashboard and click “My Contact Info”. Then click the “Password” tab at the top of the screen. Enter the new password of your choice and click “Update”.
How can I change my contact information – email, address, phone?
Go to the left side of the Owner Portal dashboard and click “My Contact Info.” You can change your email address, phone, and mailing address, and communication preferences from this screen.
How can I change my communication and billing preferences?
Go to the left side of the Owner Portal dashboard and click “My Contact Info.” Choose from Paper or Email options based on your preference.
Where can I find the contact names of Boards, Committees, and Community Members?
Go to the left side of the dashboard and click “Directory.” Note, some Associations do not have the Directory option enabled. You can select each category to see Board Member, Committee, and Homeowner contacts. You will not see email or phone numbers if the owner does not specifically enable this information to be posted.
How can I add/remove contact information on the Community Directory?
If your Association has the Directory feature enabled, you may update this to show your email and phone number so that other members can see this information. By default, the system automatically hides contact information, but not names and property addresses. To hide or unhide your information, visit the left side of the dashboard on your Owner’s Portal and click “My Contact Info.” Check/Uncheck the boxes next to Directory Preferences.
Making Payments
Can I pay my assessments online?
Yes! Once you are logged in, select the “Make a Payment” button on the main Dashboard screen to be directed to the payment processing service.
What are my payment options?
Below is a summary of the options offered through our Owners Portal:
Auto Draft: Auto Draft or ACH Direct Debit allows you to enter your checking/savings account information and the Association will automatically deduct your fees on the 5th of every month. If the 5th falls on a weekend or holiday, it will be scheduled on the next available business day. The draft amount will be changed automatically if there is an increase in the recurring amount. ACH Direct Debit is applicable to all monthly recurring assessments, utility and usage fees and charges (if any) imposed against the Unit by the governing documents of the Association. If you currently have a balance on your account, you must first make a one-time payment using the “One-time eCheck” or “Credit Card” options prior to signing up for Auto Draft.
One-time eCheck Payment: You can authorize the Management company to process a one-time payment using the bank account and routing number that you provide.
Recurring eCheck: You can setup a recurring payment on a monthly or quarterly basis. With recurring eChecks, you control the date that your payment is made. Note, the assessment amount will not automatically update according to the Association’s assessment amounts. If there is a change in the amount due you will need to adjust the payment.
Credit/Debit Card: These payments are processed through Paylease/Zego, a third-party processor. Paylease/Zego is integrated with your Owner’s Portal so you do not need another login. Please note, credit card transaction fees are applied for this type of payment and will appear in the total charge.
If I want to mail in a check, where do I send it?
Check must be written payable to the name of your association.
Your account # must be written on the memo line of check.
Mail Payments to:
(Name of your Association)
C/O CAMCO
P.O. Box 11995
Newark NJ 07101-4986
Community Requests
How can I submit a work order request for Association repairs to my property or the common area?
Go to the left side of the Owner Portal dashboard and click “My Items” from the menu. Select “Submit a Request” at the top of the screen. Next select “General Request”. Then in the box below labeled “Choose a Request Type”, select “Work Order” from the drop-down menu. Enter the description of the issue. Be sure to provide as much detail as possible, including specific location or area of concern. Pictures are encouraged and can be attached using the upload feature. Please submit separate requests for each individual item being reported if there is more than one.
How can I submit a request for an architectural/exterior/in-unit alteration to my home?
Go to the left side of the Owner Portal dashboard and click “My Items” from the menu. Select “Submit a Request” at the top of the screen. Next, select “ARC Request”. You can select the general category of “Area of Work” from the drop-down menu. Fill in brief details of the project in the appropriate box. You can download and fill out your Association-specific alteration request form. Once completed, you can re-upload this document using the Select files option. The request will then be sent to the Board or ARC Review Committee as necessary.
How can I rent my Association’s (available) clubhouse/room/pool area?
Go to the left side of the Owner Portal dashboard and click “My Items” from the menu. Select “Submit a Request” at the top of the screen. Next select “General Request”. Then in the box below labeled “Choose a Request Type”, select “Amenities Reservation”. You can enter the details of your request (date, time, etc.) into the description box and upload any community-specific forms required.
How can I request a fob, key, parking tag, entry code etc. for my Association?
Go to the left side of the Owner Portal dashboard and click “My Items” from the menu. Select “Submit a Request” at the top of the screen. Next select “General Request”. Then in the box below labeled “Choose a Request Type”, select “Access Request”. Enter the specifics of what you are looking for and the request will go directly to your community management team.
What if I have a question for my Community Management Team?
Go to the left side of the Owner Portal dashboard and click “My Items” from the menu. Select “Submit a Request” at the top of the screen. Next select “General Request”. Then in the box below labeled “Choose a Request Type”, select “General Question” from the drop-down menu. Enter your question(s) and they will be routed directly to Management.
Community Information
How do I see recent Association communications?
Go to the left side of the Owner Portal dashboard and click “My Items.” This screen will give you an overview of all recent general messages sent from the Association within the past 30 days. You will also see any outstanding work orders, violations, or architectural requests specific to your unit. Click on the subject line to open an item for review. You can use the “Type a Message” box at the top of the screen to send a message to the Management Team.
Where can I find my Association’s Governing Documents and/or Rules and Regulations?
Go to the left side of the Owner Portal dashboard and click “Documents.” There will be a folder titled “Governing Documents” that will have all your Association’s governing documents. Click on the folder name to see all documents and/or sub-folders available. Please note, if your Association uses another platform, documents may not be located on the Owner’s Portal. Please check with your Association Manager for further details.
Where can I find forms for my Association?
Go to the left side of the Owner Portal dashboard and click “Documents.” There will be a folder titled “Forms” that will have all your Association’s pertinent forms. Click on the folder name to see all documents available.
Where can I find all other information relating to my Association?
Go to the left side of the Owner Portal dashboard and click “Documents.” All other documents relating to your Association will be found in folders here. Remember to click the folder name to open the document folder.
Where can I find upcoming events for my Association?
Go to the left side of the Owner Portal dashboard and click “Calendar & Events.” You can switch the view of the calendar from Day, Week, Agenda, or Month to provide all upcoming events.
Sales
I am selling my home. How can I order a resale package and/or questionnaire from the Association?
When a settlement date is scheduled, a 3407 or 5407 Resale Certificate must be provided. You can order this by going to www.homewisedocs.com Register as a new user if you never used this website before. After registering you would order for the sale of a unit, and search by the association name. You will need to order a PA Compliance package for resale packages and Questionnaire for Mortgage lenders. Contact resales@camcomgmt.com with any questions.
Association Documents
What are the Governing Documents of an Association?
Property owners associations derive their basic legal authority for their existence, activities, and actions from state statutes (laws) and certain legal documents:
- Articles of Incorporation
- Declaration of Covenants, Conditions and Restrictions
- By-Laws
- Board Resolutions
- Rules & Regulations
What are the Articles of Incorporation?
- Bring the corporation into existence
- Define the basic purpose and powers of the corporation
- Indicate there will be a board of directors and may, identify the initial board
What are Declaration of Covenants, Conditions and Restrictions?
The underlying document of a property owners association, apart from state law, is the Declaration, also referred to as Covenants, Conditions, and Restrictions (CC&Rs). The Declaration is the constitutional law of the association. The Declaration defines the limits and inclusions of ownership for the owners and the association. As a legal entity the association is better prepared to pursue certain business needs, such as entering contracts, raising funds, filing liens, and collecting fees in a foreclosure.
The Declaration may contain:
- Definitions of the physical elements of the property
- The method for determining the share of interest in the common area for each property owner
- A list of the responsibilities for the association and individual owners and permitted uses of common areas and individual units
- Responsibilities for care of the association and the common areas
- Restrictions on the use or enjoyment of properties in the association and common areas
What are Bylaws?
The Declaration forms the constitutional foundation of the association; Bylaws define the laws and operating procedures of the association. Bylaws detail the framework for governing the association that is authorized in the Declaration. They address the association’s structure, the board, the officers, definition of a quorum, ability to enter into contracts, etc. Bylaws provide reliable guidance for board members at meetings in addition to:
- Requirements of membership meetings
- Voting rights of property owners
- Procedures for electing the board of directors
- Procedures for the board of directors to elect officers
- General powers and duties of the board
What are Board Resolutions and Rules & Regulations?
Board Resolutions are formal policies, procedures and decisions that are adopted and approved by the Board of Directors. Rules and regulations are the operational and behavioral laws that apply directly to association members and may govern the lots, units, and common areas. They may state acceptable and/or unacceptable conduct for all owners, guests, visitors and tenants. Good rules serve the interests of the entire association and protect the common areas. Some common examples of rules are below:
- Architectural controls
- Lawn and holiday decoration restrictions
- Home maintenance standards
- Noise complaint policies
- Home occupancy limits
- Parking rules and guidelines
- Pet size and quantity limits
- Short-term rental restrictions
- Trash and recycling rules