Management Transition | Sycamore Hill HOA

Dear Neighbors,

On behalf of the Board of Directors, we wanted to share that to announce that Capitol Management has been selected as the community's full-service management company.You may have already received an introductory letter from Capitol Management, and we want to share the background behind this decision.

Our Process

The Board began this evaluation in April with a thorough review of professional management options. After careful consideration, the field was narrowed to three companies, each of which was invited to interview with the Board. Following those interviews, the Board determined that Capitol Management was the strongest fit for our community's needs.

Why Capitol Management

Several factors guided our decision:

Enhanced resident portal. Capitol offers a more capable portal, giving homeowners easier access to information, documents, and services. With this we can digitize many manual processes like ARB applications. The new portal also includes the ability to reach tenants with homeowner consent, which our community has not previously been able to do. Known renters make up almost 20% of our community, and we feel it’s important to share community alerts with them regarding parking, emergencies, and pool notifications.
Redundancy and continuity. A full-service firm provides a team rather than a single point of contact, with trained backups available whenever our community manager is out of the office.
Digitized records. Capitol will digitize more than a decade of paper records currently stored in the clubhouse. This will preserve our records securely and make them easier to access, and it will free the clubhouse to once again host community events and rentals.
Reduced employment burden on the Board. Our prior arrangement required the Board to oversee an employee without human resources infrastructure to manage the role properly. As volunteers, Board members are not positioned to carry this responsibility. Moving to a full-service company allows the Board to return its focus to governance, planning, and the long-term interests of the community.
Text messaging. Capitol's platform includes text communication, which offers us another way to reach residents.

Next Steps

We will share additional details about the transition and what residents can expect, at the upcoming Annual Meeting on October 26 at 7pm in the HOA Clubhouse. We encourage you to attend and bring any questions.

Thank you for your continued trust and engagement. We are excited about this next chapter and are confident it will serve our community well.

Sincerely,

The Board of Directors

Frequently Asked Questions: Transition to Capitol Management

The Sycamore Hill HOA Board of Directors has selected Capitol Management as our new full-service property management company. We understand that a management transition naturally raises questions, so we have put together the following FAQ to explain why the change was made, what will change, and what residents can expect.

Why is the HOA changing management companies?

The HOA's financial management contract was approaching renewal. As part of the renewal process, the Board issued a Request for Proposal (RFP) seeking proposals for both financial-only management and full-service management.

The Board received six proposals, narrowed the field to three based on cost and overall fit, and conducted interviews with the remaining companies. After completing this process, the Board selected Capitol Management.

The Board's decision was based on several factors, including:

Enhanced resident portal: Capitol offers a more robust online portal that will give homeowners easier access to information, documents and services. It will also allow us to digitize more manual processes, such as ARB applications.
Improved communication: Capitol's platform includes text messaging capabilities, giving the HOA another way to communicate important community information and alerts.
Better communication with renters: With homeowner consent, Capitol's system can allow the HOA to communicate directly with known tenants. Renters make up nearly 20% of our community, and the Board believes it is important that residents—including renters—receive timely information about parking, emergencies, pool updates and other community matters.
Redundancy and continuity: A full-service management company provides a team rather than relying on a single individual. This means there are trained resources available to support the community when the primary community manager is unavailable.
Digitization of HOA records: Capitol will digitize more than a decade of paper records currently stored in the clubhouse. This will help preserve our records securely, make them easier to access, and free up clubhouse space for community events and rentals.
More appropriate employee support: Under our previous structure, the HOA was directly responsible for overseeing an employee without the benefit of a dedicated human resources infrastructure. As a volunteer Board, we determined that a professional management company was better positioned to provide the employment, HR and operational support needed for the onsite management role.
Long-term operational improvements: The Board believes the new structure will provide better systems, documentation, communication and continuity while allowing the Board to focus on governance, financial oversight and long-term planning for the community.

How long has the Board been considering this change?

The Board's discussions regarding management options have been ongoing since April. The Board conducted a formal proposal process, reviewed multiple companies, evaluated costs and services, and interviewed the finalists before making its decision.

Will we still have a full-time onsite manager?

Yes. The HOA will continue to have a full-time onsite manager. The primary difference is that the onsite manager will now be supported by Capitol Management's larger management team and infrastructure.

It is worth noting that having a full-time onsite manager is a significant level of onsite service for a community of our size and is not the typical structure for an HOA of this size compared to other communities. The Board believes that retaining this onsite presence is valuable to our residents while also providing the additional support, systems and resources of a full-service management company.

This structure gives our community the benefit of a familiar, full-time onsite presence while also having access to a broader management team, professional HR support, additional resources and backup coverage when needed.

What is happening with our current onsite manager?

As part of the proposal process, the Board asked prospective management companies whether they would be willing to employ our existing onsite manager.

The Board recognized that the HOA is governed by a volunteer Board and does not have the HR infrastructure typically available to a professional management company. There was no formal employee handbook, dedicated HR department or formalized employee review process in place.

As part of the transition, Capitol Management offered our existing onsite manager an opportunity to join its organization. This allows the community to retain the familiarity and onsite presence residents are accustomed to while providing the manager with the support and resources of a professional management company.

I heard that our onsite manager's hours are being reduced and health benefits were being taken away. Is that true?

No. There is no reduction in the onsite manager's hours as part of this transition.

The HOA will continue to provide fully paid health insurance during the transition/probationary period with Capitol Management. Following that period, the manager will have the opportunity to participate in Capitol Management's company-provided benefits.

Will there be changes to how residents contact the HOA?

Yes, there will be some changes, but the goal is to make it easier for residents to get assistance.

Capitol Management will provide a new resident portal and additional communication options. More information about how to access the portal, submit requests and contact the management team will be provided as we continue this transition.

Will residents have to create a new account?

Yes. You can create a new account here: capitolcorp.cincwebaxis.com/cinc/home

Will my HOA assessment payment process change?

Yes. Homeowners will need to set up their portal account and update their payment information.

Want to pay via your bank?

Payee:
Sycamore Hill HOA c/o Capitol Property Management
PO Box 98550
Phoenix, AZ 85038
Account number can be found in your HOA Portal

Will I still be able to visit the onsite manager in person?

Yes. The community will continue to have a full-time onsite manager available to assist residents. Additional information about office hours and how to contact the management team will be provided to the community if there is any change.

What will happen to ARB applications?

One of the goals of the new resident portal is to move more of our currently manual, paper-based processes online.

ARB applications are expected to be one of the processes that can be handled digitally through the new system.

What will happen to the HOA's paper records?

Capitol Management will digitize more than a decade of HOA records currently stored in the clubhouse.

This will improve the security and accessibility of those records while also allowing the HOA to reclaim clubhouse space currently being used for storage.

Will this mean more community events or clubhouse rentals?

The goal is to make more of the clubhouse available for its intended purpose as a community amenity.

Once the records have been digitized and the space is reorganized, additional clubhouse availability can be evaluated.

Will the new management company increase our HOA dues?

The Board is currently working on the upcoming budget and will evaluate all expenses as part of that process. The community has spoken that they feel an on site manager is important to them and the Board aims to provide that service.

The Board's goal is to responsibly manage the community's finances while maintaining appropriate services and keeping assessments as stable as possible.

Will this change our current HOA rules, covenants or architectural requirements?

No. Changing management companies does not change the HOA's governing documents, rules or architectural requirements. Capitol Management will administer the community's existing policies on behalf of the HOA Board.

Does the management company make decisions for the HOA?

No. The Board of Directors remains responsible for governing the HOA and making decisions on behalf of the community. Capitol Management will provide management, administrative and operational support to the Board and community.

When will Capitol Management officially take over?

The transition occurred on October 1, 2026.

What should residents expect during the transition?

There may be a short period during which systems, records and accounts are transferred to Capitol Management. We will provide residents with information about any actions they need to take, including portal registration, payment changes or updated contact information.

Our goal is to make the transition as seamless as possible and minimize disruption to residents. There will be a 60 day grace period on paying HOA dues.

How will residents be notified about important changes?

The Board and Capitol Management will communicate additional transition information through email.

Residents should watch for communications containing instructions about the new portal, payments, contact information and other transition-related items.

What is the Board's goal with this change?

The Board's goal is to create a management structure that provides better systems, stronger continuity, improved communication, better record keeping and appropriate professional support for the community and its onsite manager.

We appreciate residents' patience as we work through the transition and look forward to the improvements this new structure will provide for Sycamore Hill.