Community Management Tips and Articles

A major part of HOA management is conducting the annual meeting.  Annual meetings require significant work.  To avoid any slip-ups, HOA Boards should follow some simple guidelines:

• Nothing can take the place of careful planning, such as establishing the pre-meeting timeline.  Proper scheduling means more than setting the meeting date.  For example, the Board may need to set up a nominating committee and provide notices well before the meeting date.

It’s a good idea to plan backwards from the annual meeting date.  The bylaws governing HOA management will dictate what needs to take place prior to the annual meeting.  The Board needs to document all the required tasks in the governing documents then schedule and plan them accordingly.

Whatever the governing documents identify as deadlines, the Board can send additional notices in newsletters and other mediums.  Frequent reminders to save the date will help improve attendance.

• Various states have laws governing HOA annual meetings.  It’s up to the HOA management team to understand state requirements regarding formats, schedules, notices, postings, agendas, time frames, distribution methods and more.

• Expert annual meetings require professional input.  For example, the HOA’s management company and attorney should help oversee meeting notices and elections.  This level of expertise can ensure the HOA abides by all state laws and regulations.

In addition, communications to homeowners prior to the meeting as well as the election ballots must be clearly written.  If they contain mistakes, elections might be contested and, even worse, result in litigation.

• Board members must be very careful not to discuss and resolve issues amongst themselves via e-mail prior to the annual meeting. Some states even cite this practice as a violation.

This restriction does not include hot button issues affecting the neighborhood.  Rather than wait until the annual meeting when tempers might flare, good HOA management involves educating homeowners early about the issue and hopefully diffusing the situation as much as possible.

• Proper HOA management at the annual meeting requires an accurate check-in process for attendees.  This process is critical because of specific voting requirements.  For example, how will the Board determine who voted by mail and in person?  Can homeowners delinquent on their assessments vote?  If not, how will delinquency status be determined?

• The HOA Board along with its professional consultants must decide what’s appropriate and legal to include on the annual meeting agenda.  For example, the Board must eliminate agenda items that don’t meeting confidentiality or privacy criteria.  Those discussion topics should be scheduled for closed sessions.

• Depending on the neighborhood and HOA management style, the Board may decide to hold an event in conjunction with the annual meeting.  A gathering before or after the meeting, like a pot luck, ice cream social, speaking engagement, meet and greet of board candidates, etc., may help improve community relations.

By following these suggestions, an HOA Board can conduct a productive meeting for all attendees.  One of the most important recommendations for HOA management is to always incorporate positive items on the annual meeting agenda.  Ideally, everyone should come away feeling good about their involvement with their neighborhood.  It is always recommended to acknowledge the good stuff, including accomplishments of individuals and committees.

AAM works with many of the largest homebuilding and community development companies in the United States such as Del Webb/Pulte, Shea Homes and Meritage Homes. Founded in 1990, AAM employs 370 people and manages more than 440 homeowners associations in the United States.

The company is a member of the Alliance Management Network, an invitation-only coalition of HOA management professionals dedicated to furthering industry professionalism, as well as a number of other HOA management services-related groups. AAM is dedicated to delivering total peace of mind to the Boards of Directors and homeowners in the communities it manages.

About the Author
Susan Williams is Vice President, Business Development and Marketing at AAM Community Management, one of America's most-respected Homeowner Association (HOA) management companies.  Learn more about HOA Management by visiting http://www.AssociatedAsset.com/.

When selecting a community association management company, homeowner associations (HOAs) want a well respected partner…one that has earned a reputation for honesty and integrity.  These attributes provide a solid and necessary foundation.  Without this base, no other qualifications really matter.

Once the HOA finds candidates with these characteristics, it can further evaluate each community association management company on the following top five considerations:

1. Commitment – Any true partner to the HOA must be committed to developing and maintaining a long-term relationship.  This dedication must be obvious in the level of personal service the company has a history of providing and the corporate culture it’s known for within the industry.

The community association management company must also demonstrate a pro-active approach in every project and task it undertakes.  In addition, the company needs to be committed to assuming personal ownership for all responsibilities and issues.  Commitment also means the community association management company  always puts the best interests of the HOA first and treats every member with respect.

2. Clients – A well qualified management company will have long-term client relationships and first-rate references.  A significant percentage of its current client base will have been with the company for several years.  This repeat business speaks volumes about the level of services the community association management company provides.

Other factors about a management company’s client base to evaluate include size and growth.  Is the company’s client base growing or stagnant?  When’s the last time they added a new community?  How many communities have they added in the past year?

Also, the HOA should evaluate the range of associations the company serves.  In other words, is the focus broad or narrow?  A full-range of association management would include master-planned communities, active adult communities, traditional neighborhoods, condominium properties and more.  The HOA should select a management company with experience in its community type.

3. People -- The services of the community association management company will only be as good as the experience and expertise of the people providing them.  Therefore, to deliver the highest standards, the company’s people must be highly trained and motivated.  In certain positions, professional credentials are required.  In particular, HOAs should evaluate the management company’s executive team, community managers, human resource department, accounting personnel and support staff.

For example, do key personnel hold college degrees and/or professional certifications?  Is the working environment a positive one?  Do employees seem to like working for the company?

4. Education – Education and training is a priority for both the community association management company’s internal staff and the HOA’s board members. The management company must invest regularly in staff training for everyone involved in managing the community. 

Education keeps personnel current on all issues, legislative updates and best practices concerning association management.  By providing all the necessary training, support and tools for communities, HOA management companies can improve neighborhoods and make them better places to live.

5. Processes – Streamlining projects within the community requires proven processes.  An experienced community association management company will have established processes ready to deploy when they’re brought on board.  Using these processes, the transition to the new management company should go smoothly and the HOA should begin seeing value from the relationship right away.  With an efficient framework in place for managing the HOA’s business, a skilled community association management company creates unmatched peace-of-mind for board members.

AAM works with many of the largest homebuilding and community development companies in the United States such as Del Webb/Pulte, Shea Homes and Meritage Homes. Founded in 1990, the company employs 370 people and manages over 400 homeowners associations in the United States.  AAM is dedicated to delivering total peace of mind to the Boards of Directors and homeowners in the communities it manages.

About the Author
Susan Williams is vice president, business development and marketing for Associated Asset Management, a community management firm that does business in Arizona, New Mexico and Florida.  Learn more about Community Association Management by visiting http://www.AssociatedAsset.com/.

Vigilant association management can help address the security requirements of all neighborhoods, especially non-gated communities. By creating awareness, developing programs and bringing neighbors together, management companies and homeowner association (HOA) boards have taken the necessary first step in recognizing crime happens everywhere. No community, regardless of location, is immune.

Community association management companies can assist HOA boards and members in protecting themselves and their personal property.  The following suggestions represent some of the best ways non-gated communities should address security.

• The community should never let its guard down.  In some ways, a non-gated community may cause members to be more watchful.  Sometimes, gated communities create a false sense of security among residents.  Association management companies and board members need to encourage the community never to take a laissez faire attitude when it comes to security.

Getting a gate code is pretty easy. Think about all the service personnel coming into and out of the neighborhood – pizza deliveries, home repairs, housekeepers and more.  Even if a security guard is present around the clock, preventing unauthorized access isn’t guaranteed.

Therefore everyone in the community needs to stay alert and report any strange activity to law enforcement.

• Association management companies and HOA boards must stress good homeowner and community security practices.  Burglaries are common crimes in communities across the country.  According to the National Crime Prevention Council, 60% of all burglaries committed are done through unlocked doors and windows. 

Therefore homeowners must continually be reminded to lock all accesses to their homes.  In fact, some insurance companies may not cover losses if the burglar broke in through an unlocked entry.  This simple measure can help prevent a potential crime.

What about landscaping?  Are common grounds landscaped carefully so it would be difficult to hide an intruder?  Have guidelines been developed for homeowners so they can create landscaping with safety in mind?

What about lighting?  Same as with landscaping, both common grounds and individual properties should consider lighting dark areas. 

The association management company can set up communication vehicles so all members remain in the loop regarding community security.  A website and newsletter, for example, can keep homeowners up-to-date on the latest best practices for safety.

• Association management companies and HOA boards should offer homeowners advice on what to do when they’re on vacation.  Leaving a home vacant for any length of time can make it a target for burglars.  However, homeowners can take some measures to thwart potential break-ins while they’re away. 

Publishing suggestions can help reduce risk and put homeowners’ minds at ease. For example, homeowners should use light timers and vary the light locations during the night. They should not put “vacation holds” on any deliveries, but have a neighbor pick up mail and deliveries instead. 

The association management and board can offer materials on a variety of topics, including crime prevention and personal safety.  They can also refer members to educational sources.

• The association management company and HOA board may consider surveillance and monitoring equipment, if economical.  Costs for video and wireless technologies have been coming down recently.  As a result, this form of protection has become a viable option for many non-gated communities. In addition to the HOA using it for the community, homeowners can buy systems for their residences and watch surveillance footage on their televisions.

Security alarms are common systems today.  Although they may be a lower priority for law enforcement’s response, they can act as a deterrent.  Anything that can give a homeowner an edge against crime should be considered.  Some of these systems offer medical alerts as well, a potentially life-saving feature for elderly homeowners.

Finally, a non-gated community may opt to hire a security company that has guards patrol the neighborhood during regular intervals.  These guards may be armed, unarmed or be accompanied by dogs.  The HOA’s budget will determine what security measures are affordable.

• The association management company can help the community establish a neighborhood watch program.  Criminals certainly don’t want to have hundreds of eyes watching them. And that’s just what a watch program does.  Neighborhood watch programs are cost effective ways to cut crime.  They also help neighbors get to know each other so strangers will be more easily identified.

Law enforcement can be invited to community meetings to help provide expertise.  They can discuss security issues specific to a particular community, as well as recommended solutions. 

The absolute best way to prevent crime in any community is for members to always be aware of what’s happening around them.  Homeowners need to be proactive and never become lax about safety issues.  Association management companies and boards must continually remind HOA members that crime has no boundaries and can happen anywhere and to anyone.

AAM works with many of the largest homebuilding and community development companies in the United States such as Del Webb/Pulte, Shea Homes and Meritage Homes. Founded in 1990, the company employs 370 people and manages nearly 400 homeowners associations in the United States.  AAM is dedicated to delivering total peace of mind to the Boards of Directors and homeowners in the communities it manages.

About the Author
(insert name) is (insert title) for Associated Asset Management, a community management firm that does business in Arizona, New Mexico and Florida.  Learn more about Association Management by visiting http://www.AssociatedAsset.com/.
 

Productive community management means homeowners will become vested not only in their own properties, but in the neighborhood as a whole.  The homeowners association (HOA) plays a critical role is this management. Bringing homeowners together for the good of the neighborhood is more important than ever.

Even though neighbors may live physically close together in HOAs, they aren’t necessary close as people.  In fact, many neighbors don’t even know each other’s names.  Busy schedules often make socializing in the community difficult.  So, it’s the board’s community management job to convince homeowner’s of the benefits of connecting.

To build a sense of community, the HOA can use several community management tactics, including the following:

• Use neighborhood common areas – By leveraging clubhouses, recreational facilities and other common areas, HOA boards can bring together members in an informal way.  Places to go with amenities available make it easier for homeowners to venture out and meet other HOA members.  Promoting these casual interactions is one of the easiest community management efforts a HOA board can make.

• Promote open communication – The board must exhibit strong communication skills to be successful with its community management.  However, the communication must go both ways.  In other words, the board must be open to the ideas, thoughts and concerns of the members.  The board should not just communicate to its members.

• Schedule fun events – The goal behind these community management events is to help neighbors get to know each other.  Especially in large neighborhoods, neighbors may not know their immediate neighbor’s names.  By organizing enjoyable events, the HOA board can promote a sense of unity. 

• Try to make community involvement appealing – Persuading members to volunteer time and energy on behalf of the HOA will always be difficult.  However, it’s a crucial part of the board’s community management directive.  The board needs to clearly show why everyone needs to contribute to the HOA and what happens if not enough volunteers come forward.

• Effectively communicate the HOA’s rules – Good community management requires that every member understand the rules.  Without effective communication of the rules, the HOA will likely experience member conflicts and confusion over policies.  These misunderstandings can lead to member involvement, but it might end up being in a dysfunctional sort of way.

• Create a welcoming committee -- Some HOA boards have had great success with community management by creating a welcoming committee.  This committee meets new members soon after they move into the neighborhood.  The committee can bring the new homeowners a small gift, welcome kit and other community resources.  The goal of this meeting is to make new members feel welcome and hopefully persuade them to become actively involved.

Creating a sense of community takes hard work on the part of the entire neighborhood.  The HOA board isn’t solely responsible for community management.  Every homeowner has a vested interest in making sure the community is as well run as it can be.

AAM works with many of the largest homebuilding and community development companies in the United States such as Del Webb/Pulte, Shea Homes and Meritage Homes. Founded in 1990, the company employs 370 people and manages over 400 homeowners associations in the United States.  AAM is dedicated to delivering total peace of mind to the Boards of Directors and homeowners in the communities it manages.

About the Author (Text)
Susan Williams is Vice President, Business Development and Marketing at AAM Community Management, one of America's most-respected Homeowner Association (HOA) management companies.  Learn more about Community Management by visiting http://www.AssociatedAsset.com/.

When a homeowner association (HOA) board hires a HOA management company, it often can mean the difference between success or struggles for a community.  A management company can perform a number of important responsibilities on a daily basis. 

Some of the benefits a HOA management company provides include:

• Clarity – Management companies help ensure the HOA’s rules, regulations and policies are clearly defined and communicated to members.  They also make sure these rules make sense and are easy to follow.

• Consistency – A good HOA management company enforces rules and policies with consistency.  The management company makes sure there’s no perception of unfair treatment or favoritism among members.  It will also deal with any problems as soon as they surface. 

• Legal Knowledge – A HOA management company is often very knowledgeable regarding legislation affecting homeowner associations. The company will understand how the HOA’s policies, and enforcement of the policies, best conform to the law.

• Varied Expertise – A HOA management company will have diverse professionals on staff, including experts trained in property management, finance, accounting, human resources, marketing and more.

• Vendor Management – Management companies are experienced in building solid vendor relationships.  They know how to keep issues from escalating.  And, vendors may be more inclined to work with professionally managed HOAs because they know the chances are high the community will be well run.

• Neighborhood Commitment – Homeowners need to feel the management company is maintaining a safe, well managed neighborhood that’s meeting their expectations.  It’s in the HOA management company’s best interest to make all the members within the community satisfied with their services.

• Open Communication – A HOA management company can open the lines of communication among members.  It’s important everyone within the community feel comfortable voicing their concerns and ideas.  A professional management company can bring more to the table than just enforcing HOA rules.

What Type of Community Should Hire a HOA Management Company?

Often, size dictates whether a HOA hires a management company.  A smaller community may opt to be self-managed, whereas a larger HOA may find it impossible to conduct business without the help of a trained professional. 

Although size is one criterion, it’s not the only deciding factor.  A better way to decide whether to hire a professional HOA management company is to consider the following:

• Does the HOA manage many buildings, amenities and properties?
• Does the HOA have a lack of volunteers to manage the association?
• Do the volunteers lack the skills and expertise to do the necessary HOA management work?

Some HOAs may find they need to supplement their volunteer work with an outside professional management company.  For example, maybe the HOA management company will handle some of the accounting functions and board member volunteers manage homeowner communications.

However responsibilities are delegated between the board and management company, the focus should always be on maintaining property values and a sense of community.  This is what will attract buyers to the neighborhood – and keep current members happy and involved.

AAM works with many of the largest homebuilding and community development companies in the United States such as Del Webb/Pulte, Shea Homes and Meritage Homes. Founded in 1990, the company employs 370 people and manages over 400 homeowners associations in the United States.  AAM is dedicated to delivering total peace of mind to the Boards of Directors and homeowners in the communities it manages.