What does ASPM-SanDiego do for my community?

Our primary goal is to provide the Board with our expertise and guidance by providing innovative solutions that help improve residents’ quality of life in the community and increase property market values.

As your Association’s manager, ASPM staff may only act solely at the direction of the HOA’s Board of Directors. The Board makes all HOA business decisions; ASPM is tasked with implementing those decisions and assists the Board in enforcing the HOA’s governing documents.

Finances. One of our most critical responsibilities is the monthly and annual preparation of balanced and fiscally accurate financial reports. We provide and track all accounting activities for your Association, such as budget planning, accounts receivable, accounts payable, taxes, audits and general ledger preparation, and procure financial investment advice.

Inspections & Vendors. Our focus is on eliminating deferred maintenance, which is the greatest challenge facing HOAs throughout Southern California. We inspect the common areas on a schedule mandated by our contract with the Association. We anticipate needed repair projects, identify scopes of work and procure proposals for these projects.  We supervise the Association’s vendors, contractors  and maintenance services as requested by the Board. 

Reports & Meetings. We prepare financial, administrative, maintenance, and operational reports, records, and other documents for Board review at Association Meetings. 

Compliance & Legal. We assist Board Members with all corporate compliance issues, including preparation of corporate filings with Federal, State, and local laws and codes. We work with and support the Association’s legal counsel in all civil, collection, and compliance proceedings. We assist in resolving community and neighbor complaints and concerns, work with the Board to implement community guidelines and rules, and enforce the Association’s governing documents.

Customer Service. We provide 24/7 customer service to residents. We provide a ‘voice’ for residents to convey concerns to the Board, and we follow up on requests or concerns as directed by the Board. 

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Finance FAQs

Why was I charged a late fee? 

Assessment payments not received in full by the late fee date shown on your statement are subject to a late fee.

What are the most common reasons for a late fee? 

  • Homeowners using their bank’s bill pay services are setting the payment date too late or do not include the HOA account number on the check.  
  • Homeowner is mailing their check to the ASPM office instead of the Seacoast Commerce P.O. Box.
  • Homeowner is paying the old assessment amount.
  • Homeowners owning multiple units are mailing one check for all units.

Can my late fee be reversed?

The Board needs to approve this request.  Owner can submit a late fee reversal request in writing to the Association’s Community Manager.

  • Requests are reviewed in your Association’s next scheduled Board Meeting. 
  • Any credit approved by the Board will be processed within ten business days

When can I expect an approved refund?

Any refund approved by the Board will be processed within ten business days.

How can I access my account information? 

Owners can access account information through the Association’s secure portal at aspm.cincwebaxis.com by going to Account Info, then My Profile. In your HOA’s website, you can:

  • Access your account history and balance. 
  • Submit work orders and check on their status. 
  • Submit ACC Requests and check on their status. 
  • Access Association Calendars, Directories and Documents 

How can I update the names on my account?

Please send the updated name request with a copy of the current recorded deed to support the name changes on the account to AccountsReceivable@aspm-sd.com

How can I pay my MONTHLY assessments?  

To set up a payment you have 4 options.  For options 2-4, below or to view your current account balance and transaction history, log in to aspm.cincwebaxis.com:

  1. ACH: (Recommended – Free) Recurring Statement total deducted from your bank account the 5th day of each month. Download the form from aspm.cincwebaxis.com; complete it and submit to info@aspm-sd.com.  Submittals received after the 25th of the month will be processed the following month. 
  2. e-Check: ($1.99 per transaction, merchant fee) for one-time or recurring payment options.
  3. Credit Card: (3.35% interest*, merchant fee) for one-time or recurring payment options. 
  4. Seacoast Commerce Bank P.O. Box (address below): Mail in check and stub payable to your Association. Include your account number in the memo line. 

Multiple units in the same HOA require separate checks for each unit and must include the account number in the memo line of each check.

How can I pay my SPECIAL assessments?  

To set up a payment from options 2-4, below, or to view your current account balance and transaction history, log in to aspm.cincwebaxis.com:

  1. ACH: (Recommended – Free) Recurring Statement total deducted from your bank account the 5th day of each month. Download the form from aspm.cincwebaxis.com; complete it and submit to info@aspm-sd.com.  Submittals received after the 25th of the month will be processed the following month. 
  2. e-Check: ($1.99 per transaction, merchant fee) for one-time or recurring payment options.
  3. Credit Card: (3.35% interest*, merchant fee) for one-time or recurring payment options. 
  4. Seacoast Commerce Bank P.O. Box (address below): Mail in check and stub payable to your Association. Include your account number in the memo line. 

Multiple units in the same HOA require separate checks for each unit and must include the account number in the memo line of each check.

How do I pay for Clubhouse Rental, Fobs, Keys, Parking passes?

Payment for these amenities is required prior to receiving them. Log in to aspm.cincwebaxis.com to make your payment by credit card or e-Check.  

Where do I send my Assessment payment?

(Association’s Name)
c/o Seacoast Commerce Bank
PO Box 981210
West Sacramento, CA 95798-1210

Please make your check payable to your Association and include your HOA account number on the check.

Where can I find my account number? 

Your account number is printed in the upper righthand corner of your billing statement (Example: 1129 – 12345, viewable in the Association’s secure portal at aspm.cincwebaxis.com).

Why hasn’t my payment been processed? 

Checks mailed to the Seacoast Commerce P.O. Box MAY TAKE UP TO 10 BUSINESS DAYS for processing.  Please plan your mailing date accordingly to avoid late fees.

If your payment does not appear on your account history after 10 business days please email proof of payment to AccountsReceivable@aspm-sd.com. This includes a copy of either the front and back of your cancelled check or your bank’s proof of electronic payment.  

How are credited payments reflected in my Statement?

There will be parentheses ( ) around credited payments or balances.

How can I update my mailing address?

To update your mailing address please contact your HOA’s property manager.

How can I update my phone or email address?

You may update your phone number or email address in your account at aspm.cincwebaxis.com by going to Account Info, then My Profile.

Why didn’t I receive my statement?

Contact your HOA’s property manager to verify your account information is correct.

How can I get a copy of my statement?

You may obtain a copy of your statement by emailing your HOA’s property manager. 

Billing Statements are sent via email or US Postal mail on the 10th day of the month for the next month’s assessments.  

Unprocessed payments may not be reflected in the Statement balance. Remit payment for next month if the current month’s assessment has already been paid.

Owners are encouraged to select e-Statements in their web portal account settings to save you time and save the Association the cost of mailing statements.

Can I request a payment plan to pay the delinquent balance on my account?

The Board needs to approve this request. You may submit a request in writing by emailing your HOA’s property manager, including a proposed payment plan. Your request will be reviewed in your Association’s next scheduled Board Meeting. You will be notified of the Board’s decision in writing within 15 days of the meeting.

How do I obtain a copy of an HOA document?  

You may download a copy by visiting your Association’s web portal at aspm.cincwebaxis.com. If you cannot locate or download a specific document on the website, please contact your HOA’s property manager. 

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HOA Management FAQs

What is the best way to reach someone at ASPM?

  1. Via your Association’s website: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. The website allows you 24/7 access to contact your HOA’s manager directly, submit requests, view or download HOA documents and forms, make or schedule online payments, and allows you to view and manage your personal account online.
  2. Complete a Customer Service Request
  3. Call us at 1+ 858 430 5700
  4. Email us at info@aspm-sd.com 

Most non-emergency phone and email inquiries are responded to within two hours during normal business hours, or the next business day if requested after hours.

How do I find the manager for my community?

You may contact your HOA’s manager directly by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. You may also call ASPM Front Desk Support at 1+ 858 430 5700, or email info@aspm-sd.com for non-emergencies, along with your address and community name, and we will be happy to assist you.

How can I contact my management team?

You may contact your HOA’s manager directly by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. You may also call ASPM Front Desk Support at 1+ 858 430 5700, or email info@aspm-sd.com for non-emergencies, along with your address and community name, and we will be happy to assist you.

How do I determine whether the HOA is responsible for my repairs?

The CC&Rs typically determine maintenance and repair responsibility. Your community’s CC&Rs are available to registered users by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. You may also call ASPM Front Desk Support at 1+ 858 430 5700, or email info@aspm-sd.com for non-emergencies, along with your address and community name, and we will be happy to assist you..  

I need access to my community facilities or parking information, who do I call?

You may contact your HOA’s manager directly by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. You may also call ASPM Front Desk Support at 1+ 858 430 5700, or email info@aspm-sd.com for non-emergencies, along with your address and community name, and we will be happy to assist you. You may also submit a Customer Service Request.

How do I obtain a parking permit?

You may contact your HOA’s manager directly by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. You may also call ASPM Front Desk Support at 1+ 858 430 5700, or email info@aspm-sd.com for non-emergencies, along with your address and community name, and we will be happy to assist you. You may also submit a Customer Service Request.

Will my HOA reimburse me for towing costs?

You may contact your HOA’s manager directly by logging into your Association’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. Submit your request with an attached invoice to your management team with a detailed explanation. Your request will be reviewed at the next scheduled Board meeting.

How do I obtain a remote/FOB or a pool/common area key?

These may be requested and purchased with a debit or credit card in your HOA’s website at: aspm.cincwebaxis.com/ or by downloading the ASPM mobile app from the App Store. These may be mailed to you after receipt of payment, or a non-contact pickup may be arranged. Prices vary by community. 

How do I obtain a mailbox key?

Contact your local mail carrier or post office to coordinate lock replacement.

Why do I need an Architectural Application, and how do I obtain one?

The HOA’s Board is responsible for preserving consistency in design and style to protect the aesthetic standards of the community.

How do I rent my community’s clubhouse?

You may login to your Association’s website at: aspm.cincwebaxis.com/ or download the ASPM mobile app from the App Store. The website provides registered users with access to complete and submit all HOA application forms. 

Where can I obtain a copy of my HOA’s Insurance Declaration page?

You may login to your Association’s website at: aspm.cincwebaxis.com/ or download the ASPM mobile app from the App Store. The website provides registered users with access to all HOA forms and governing documents. You may also contact your HOA’s manager through the HOA’s website to obtain a copy, call 1+ 858 430 5700, or or email at info@aspm-sd.com along with your contact information and community name.

Who decides the community guidelines and rules and regulations?

The CC&Rs for your Association establish many of the use restrictions for your home and your community. The Board of Directors is empowered to further outline these restrictions through the development of community guidelines and rules and regulations. Additionally, many rules are developed to ensure compliance with local ordinances or requirements.

How can I get a copy of my community’s guidelines and rules and regulations? 

Your community’s guidelines are available to registered users through your community’s website. You may login to your Association’s website at: aspm.cincwebaxis.com/ or download the ASPM mobile app from the App Store. You may also contact your HOA’s manager through the HOA’s website to obtain a copy.

How do I report a violation?

If your concern pertains to rules violations (such as parking, property maintenance, or nuisance issues), please submit your concerns in detail to your management team through your HOA’s website. You may login to the website at: aspm.cincwebaxis.com/ or download the ASPM mobile app from the App Store. You may also call us at 1+ 858 430 5700, or email us at info@aspm-sd.com along with the address, community name, and your contact information.

If you feel comfortable doing so, contacting your neighbor directly often resolves many issues utilizing a polite, non-confrontational approach. If there appears to be an issue in which the Police Department should be involved, please contact your local law enforcement agency immediately. 

I have a property emergency, who do I call?

In case of fire, call 911 and leave the building. If you have a flood or plumbing leak, contact your HOA Manager 24/7 at 1+ 858 430 5700. After normal business hours, the Manager on Call will promptly respond.

Should I call the police?

If you believe there is an issue of personal safety or a property emergency (fire, theft, vandalism), please contact the local authorities. After you have reported the information to the police, please contact us. Clearly, some issues are simply rule violations and the police will not respond. In this context, however, it is better to be safe and rely on common sense.

You may call us at 1+ 858 430 5700, or email us at info@aspm-sd.com along with the address, community name, and your contact information. Note that non-emergency calls and emails received after close of business will be answered the next business day.

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Maintenance & Janitorial FAQs

How do I make a maintenance or janitorial request?

You may submit a Maintenance or Janitorial Request or contact your management team through your HOA’s website. Your management team will contact you to review your request and schedule the appropriate repair. Some requests may require Board approval. Sometimes, maintenance items may not be the responsibility of your Association. If that is the case, the management team will assist you in determining the appropriate resolution of your request.

Why does ASPM have a maintenance and janitorial division?

Our product is customer service, and properties often require maintenance repairs that contractor vendors either aren’t interested in because the jobs are too small, or they take the jobs but tend to charge higher rates. We believe that when we are allowed to manage, maintain, and clean your properties we’re able to deliver dependable, higher quality service more quickly and affordably than clients are provided from an outside vendor that we are less able to hold accountable.

What are the goals of the maintenance and janitorial division?

The goals are twofold: 1) to eliminate deferred maintenance throughout the communities we manage, and 2) to work with the Board to create and implement a regular maintenance schedule that addresses repairs in a timely fashion.  This will improve the quality of life for residents and maximize residents’ return on their investment.

What are the core competencies of the maintenance division?

Below is a partial list, but is not limited to:

  • Concrete (sidewalks, walkways, driveways, stairs)
  • Masonry (stucco, retaining walls, block walls)
  • Carpentry (rough and finish)
  • Drywall 
  • Light Electrical
  • Light Plumbing
  • Power Washing
  • Welding

Do you have a general contractors license?

Yes. ASPM is licensed and has over 100 combined years of experience in the building trades.

What is your goal with the HOA, Board of Directors, and residents?

To create an intimate working relationship with the board and community. We are committed to building a lasting partnership. 

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Escrow FAQs

Where can I obtain an Escrow Demand and documents for a resale? 

Visit Homewisedocs.com to initiate the process. 

Where can I obtain a condo questionnaire for a refinance? 

Visit Homewisedocs.com, whom we will work with to provide all the independent, third-party information about your property and the Association required by the Escrow company. 

Escrow has closed, when will my account be updated?

Please verify with your escrow company that the documents have been sent to ASPM.  Once ASPM has received the documents, the account will be updated within 5-7 business days. 

I am buying a home and have questions about the HOA. 

Please refer all questions or concerns to the seller or sellers’ agent so they can forward the request by email to escrow and management. 

Escrow is closing soon; can you please provide the current account balance? 

Please email your request to escrows@aspm-sd.com

How do I get a lien release for escrow? 

Please email your request to escrows@aspm-sd.com

I have a unit that is currently on the market and I need HOA information. 

Please email your request to escrows@aspm-sd.com

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Data Administration Property Transitions

ASPM Onboarding 

When does the transition process start?

As soon as ASPM receives a signed contract, our division teams get to work immediately to begin the integration process for your Association. Having clients fully integrated into our cloud-based software suite ensures our teams and your Association of the foundation we want for a successful partnership from day one. 

Once a contract is signed, our goal is to have your HOA fully integrated and operational within thirty (30) business days. Data not received or incomplete data may delay the integration process. 

What does the transition process look like?

ASPM will promptly reach out to a designated point of contact within your current management company to receive the transfer of data necessary to set up new bank accounts, and get your Association up and running within our system. Once ASPM receives the required information, your Association goes through a setup process in CINC, ASPM’s dedicated property management software, and Microsoft Office365. An active association with ASPM becomes immediately accessible in a transparent, easily-accessible and collaborative system.  

What information do you need? 

ASPM has created a thorough list of integration requirements that covers everything an Association needs in order to be “up and running” in our system. These documents include banking and financials, homeowner lists, governing documents, and all historical data for the Association, both physical and digital. For a full list of requirements, please contact info@aspm-sd.com  

How is information transferred?

ASPM utilizes Dropbox to facilitate all digital document transfers. Once a signed contract is received, ASPM will send a request for records to your current management company and will include a Dropbox link. Both the Board of Directors and the exiting management company will receive Dropbox folder invites and links. Physical documents are reviewed, scanned, and then sent to our storage vendor, Corodata.  

ASPM Offboarding 

When does the exit transition start?

As soon as a formal termination is received, ASPM will begin preparing your Association for Offboarding. Once a request for records from your new management company or the Board of Directors is received the ASPM team will prepare the required documents and information for transfer. 

How is information transferred to our new management company?

ASPM utilizes Dropbox to facilitate all digital document transfers. Once a request for records is received, ASPM will open a Dropbox folder. The Board of Directors and your new management company’s point of contact will receive Dropbox folder invites and links. Physical documents that are located with our storage vendor, Corodata, are either delivered to your new management company or transferred in ownership.  

Do we need to do anything else before leaving ASPM?

ASPM and your new management company will work closely to ensure a smooth transition for the Association. Any additional actions needed on the part of the Board to continue the transition will be communicated.  

Do we need to cancel our payments to ASPM?

Homeowners on ACH through ASPM, recurring credit card payment, and recurring e-Check payments, do not need to take any action to cancel their payments. Once your Association is deactivated in our system, our Finance team will cancel your payments and close your website access, ensuring your new management company will be ready to receive payments going forward.  

Homeowners on automatic BillPay through their bank are advised to cancel their payments, effective the designated end date for ASPM. 

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Please contact us by calling 1+ 858 430 5700 should you require further information.