Category: Articles

When it comes to effectively managing a homeowners’ association (HOA), hiring a professional HOA management company can provide numerous benefits. This article will explore the top 10 benefits of hiring an HOA management company and how they help run day-to-day operations smoothly and effectively.

1. Expertise and Experience

When you partner with a professional HOA management company, you harness industry-specific expertise and abundant hands-on experience. Professional HOA management companies have years of experience managing diverse communities and navigating varying scenarios and challenges effortlessly. Their track record shows proficiency in meeting unique community needs, from high-rise condominiums to lifestyle communities and everything in between. Entrusting your community to these seasoned professionals means turning HOA management from a daunting task into a seamlessly handled operation. Their wisdom, earned through years in the field, empowers your HOA Board to operate effectively, ensuring compliance, stability, and satisfaction. Their expertise and experience translate into a well-managed community of harmony, progress, and satisfaction for all residents.

2. Efficient Financial Administration

Entrusting your HOA’s financial administration to a professional management company isn’t just strategic—it’s transformative. Financial administration is pivotal yet challenging, involving complex budgeting, sensitive payment collections, and intricate expense handling. Partnering with a proficient HOA management company streamlines these processes, elevating your association’s financial efficiency to new heights.

HOA management companies don’t just manage—they employ sophisticated, proven systems to ensure your HOA’s finances are impeccably maintained. They expertly navigate budget management, ensuring every penny is accounted for and wisely allocated. Beyond budgeting, these experts adeptly handle payment collections, including the delicate task of overdue assessment collection. An external, unbiased party provides a buffer between Board members and residents, reducing potential conflict over overdue fees. This impartial stance instills fairness and transparency, as residents see that there’s no personal agenda.

Additionally, an HOA management company accurately tracks and manages expenses, closely monitoring your association’s financial health. They provide transparent financial reports, enabling the Board to make informed decisions based on accurate, up-to-date information. Partnering with an HOA management company transforms financial administration into a smoothly functioning system. Their expertise and procedures ensure your association’s finances are managed efficiently, on time, and with transparency, benefiting the entire community.

3. Legal Resources

A professional HOA management company, like AAM, is knowledgeable about legislation affecting homeowner associations and ensures policies conform to the law. While having a board member well-versed in HOA laws is ideal, it’s not always the case. Without adequate legal knowledge, the association risks potential legal issues. Hiring an HOA management company bridges this expertise gap with managerial excellence and informed legal opinions.

HOA management professionals know the law and stay updated on changes, court decisions, and trends that could impact your community. This knowledge acts as a compass, guiding your Board’s decisions to be both effective and legally compliant. Even the most knowledgeable community manager may encounter unfamiliar legal terrain. In such cases, HOA management companies have a significant edge with access to legal resources and professional contacts.

This access allows them to address legal issues swiftly and competently, providing the right guidance when needed. Engaging an HOA management company means acquiring a partner who ensures your community operates within the law. They protect residents’ interests and help build a harmonious, legally compliant community. Their legal expertise is your association’s asset, paving the way for confident decision-making and sound governance.

4. Technology Solutions

One noteworthy benefit of hiring an HOA management company is gaining access to their state-of-the-art Technology Solutions. These strategic integrations are designed to streamline operations, enhance transparency, bolster resident communication, and improve the overall community living experience. At AAM, we have developed a library of technology and resources to help transform complex processes into efficient, user-friendly ones. Our suite of tools serves as a beacon of innovation in community management, automating tasks and making information readily available.

Technology promotes accessibility, ensuring that residents have what they need, when they need it, right at their fingertips. This can transform the HOA living experience, making it more convenient and satisfying. By hiring an HOA management company, such as AAM, your community doesn’t just gain a service provider—it acquires a partner that leverages technology to amplify efficiency, responsiveness, and care, setting the stage for a harmonious, well-managed community.

5. Effective Vendor Management

An HOA management company acts as a strategic ally to the Board, relieving them of vendor management responsibilities. They’re not just administrators—they’re connectors, building relationships with vendors to deliver timely, high-quality services that maintain your community. Effective vendor management involves negotiating favorable contracts, ensuring vendors meet high standards, and addressing issues promptly and professionally.

These tasks are crucial since vendor service quality directly impacts your community’s functionality and aesthetic appeal. An experienced HOA management company uses its extensive vendor contacts to meet your community’s needs. Effective vendor management can reduce repair and replacement costs over time through consistent maintenance and expert service from trusted vendors. All of this is efficiently managed under the expert oversight of your HOA management company.

6. Enhanced Community Appeal

Partnering with an HOA management company helps preserve and enhance your community’s aesthetics and appeal. With their expertise, they implement strategies that improve your neighborhood’s look, functionality, and overall desirability. They are the driving force behind well-maintained landscapes, homes, and common areas that residents enjoy daily.

A well-managed community attracts potential homeowners, fostering a sustainable and thriving environment. This promotes pride among current residents and can significantly increase property values, benefiting everyone. An HOA management company understands your community’s unique needs and works to highlight and enhance it. They make your community not just a collection of homes but a highly sought-after living destination.

7. Transparent Communication and Community Engagement

Effective, consistent communication is the cornerstone of a thriving HOA community. By enlisting an HOA management company, communities can access comprehensive, diversified communication strategies encompassing traditional and digital mediums—from newsletters and community bulletins to dynamic websites and homeowner portals. These multi-functional platforms deliver important updates, share community achievements, and foster a transparent environment, sharing Board decisions and initiatives, thereby cultivating trust among members. Moreover, this open communication encourages active engagement within the community.

Residents become more aware of their roles within the community narrative and, consequently, are more inclined to participate constructively. This understanding minimizes friction and resistance to new projects, allowing for smoother operations and harmonious living. Finally, an HOA management company ensures the community stays abreast of the evolving communication landscape. Continuously adapting and upgrading their communication tools to align with residents’ preferences ensures that important information is accessible, relevant, and engaging. An HOA management company helps transform your association from a residential area into an engaged, informed, and vibrant community.

8. Strategic Support and Training for Board Members

Board members are the backbone of any HOA, and their contributions are pivotal in shaping the community’s success. As such, the guidance and support they receive become vital for making informed and strategic decisions. HOA management companies fill this role impeccably, offering guidance to Board members based on years of industry knowledge, extensive experience, and specialized expertise. An HOA management company acts as a trusted advisor to your Board, offering insights and recommendations on various issues, including financial management, legal compliance, community engagement, HOA vendor management, and more.

By leveraging their in-depth understanding of HOA operations and best practices, they equip the Board members with the knowledge, tools, and resources required to navigate the complexities of association management. Furthermore, HOA management companies can offer training and education opportunities to Board members, ensuring they stay current with the latest developments in the HOA industry. This could include changes in state or local regulations, emerging trends in community management, new technological solutions, and more.

With such a support system, Board members are empowered to make decisions with greater confidence and clarity. They can effectively fulfill their roles and responsibilities, streamline decision-making processes, and easily navigate potential challenges or disputes. This leads to a smoother functioning HOA and increases community members’ satisfaction.

9. Professional Contacts and Resources

With the complexities of an HOA, the need for a diverse range of professional services is inevitable. An HOA management company has access to an expansive network of trusted professionals, from legal experts and financial accountants to maintenance specialists, insurance brokers, and landscape artists, providing a key advantage for your community. The well-established connections with these professionals ensure your community has multiple options available when high-quality, specialized services are needed. Whether it’s navigating legal complexities, ensuring financial health, or maintaining the physical appeal of the community, the HOA management company has the right contacts to address these needs promptly and proficiently.

10. Time and Stress Savings

Partnering with an HOA management company provides two of the most sought-after commodities—time savings and invaluable stress alleviation. Outsourcing the intricate, time-consuming day-to-day HOA management tasks and governance to seasoned professionals can benefit Board members and the community enormously. An HOA management company is a reliable professional who skillfully navigates the association’s operations. They shoulder administrative responsibilities, from financial management to vendor coordination, dispute resolution, and legal compliance. Their thorough management ensures the seamless operation of the association, leaving no task pending or overlooked.

By transferring these extensive duties to the HOA management company, Board members can reclaim time spent juggling these tasks. This newfound time can be directed toward their personal lives, core responsibilities, and strategic decisions that shape the community’s future. But the benefits continue beyond time savings. Delegating these tasks also drastically reduces the stress of managing an HOA. Board members no longer have to split their attention between their personal commitments and the often overwhelming demands of the HOA.

With a competent HOA management partner, Board members can have peace of mind knowing their association is in capable hands. By leveraging the expertise of an HOA management company, Board members can rediscover the joy and satisfaction of their role—shaping a vibrant, thriving community free from the stress of daily operations and governance. They can focus more on what matters most: creating a community they and their fellow residents are proud to call home.

In Conclusion

In conclusion, partnering with an HOA management company like AAM opens many opportunities to elevate your community living experience significantly. Leveraging our deep expertise in community management, robust financial administration capabilities, legal resources, comprehensive maintenance services, and commitment to enhancing community appeal, we strive to be an indispensable asset for your HOA. We empower Board members to make well-informed decisions, ensure residents enjoy impeccably maintained common areas, and streamline your HOA operations to deliver unparalleled efficiency.

Choosing AAM means offloading HOA management’s vast responsibilities and intricate complexities onto a dedicated team of industry veterans. Every community is unique, with distinct needs, values, and aspirations. At AAM, we understand this and are committed to providing personalized solutions that align with your community’s unique vision and goals. With our tailored approach and strong partnership, your HOA can thrive and become an even more desirable place to call home.

Don’t let your community settle for anything less than the best. Contact us today and start your journey towards a better-managed, prosperous community.

• Why HOA Boards Benefit from Working with a HOA Management Company
• When to Hire a Professional HOA Management Company
• HOA Management Co.
• How to Get the Most from Your HOA Management Company

As a homeowner or Board Member living in an HOA, you may have heard the terms Resolutions and Amendments but may not fully understand the differences between the two. These terms refer to how homeowner associations document decisions made by the Board of Directors, and it is essential to understand the nuances of each to navigate the complexities of community association management with ease.

• HOA Resolutions vs. Amendments: Defining the Terms
• When to Use HOA Resolutions vs. Amendments
• Types of Resolutions
• The Process: How to Implement HOA Resolutions and Amendments
• What should be included in each?
• Examples of HOA Resolutions and Amendments
• HOA Resolutions and Amendments: FAQs

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Resolutions vs. Amendments: Defining the Term

HOA Resolutions 

HOA Resolutions memorialize decisions made by the Board of Directors to address specific issues or clarify the Governing Documents and are an essential tool for managing any community association. They provide additional guidelines, procedures, or rules and regulations to help the community’s day-to-day operations. The Board typically passes these resolutions by a majority vote to address matters such as budget approval, rule establishment for common areas, or HOA rule violations.

In summary, a Resolution is a document created for the Board of Directors to memorialize the policy decisions of the Board. It contains information on the purpose of the Resolution, what action follows, and where the Board’s authority to make that decision comes from (e.g., a specific section of the CC&Rs). Resolutions validate and support the Board’s policies.

HOA Amendments

HOA Amendments are changes made directly to the Governing Documents, such as the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), Bylaws, or Articles of Incorporation. These changes require a more formal and rigorous process than resolutions, often involving a majority vote from the community membership or the Board of Directors.

To approve an Amendment, the HOA must follow a strict process as provided for in the applicable Governing Document that typically involves a period of notice and an opportunity for members to comment on the proposed changes. This formal process ensures that all members have a say in the changes being made to the documents, and it helps to promote transparency and fairness in the decision-making process.

When to Use HOA Resolutions vs. Amendments

Resolutions do not need to be used for every decision the Board makes. Instead, they help formalize and clarify community procedures and internal workings and provide transparency in the Board of Directors’ decisions.

At AAM, our focus is on customer-centric efficiencies. Clarity and ease of access to information are essential for effective community management. Maintaining a comprehensive and organized record of Resolutions ensures that the Board and management team can quickly locate approvals when needed rather than having to sift through extensive meeting minutes. This approach saves time and promotes transparency and accountability, reinforcing the trust our communities place in us.

Opt for Resolutions When:

• Clarifying ambiguous language in policy documents.
• Establishing new rules or procedures not explicitly mentioned in the Governing Documents but that are not in conflict with the Governing Documents.
• Addressing specific issues or concerns raised by Members.
• Memorializing approvals regarding assessment increases, annual budgets, and procedural changes as may be allowed in the Governing Documents, such as increasing the number of Board members.

Choose Amendments When:

• Making changes to the CC&Rs, Bylaws, or Articles of Incorporation.
• Updating the Governing Documents to comply with new laws or regulations.
• Outdated restrictions the Board may seek to amend covenants or change rules would be a desire to modernize existing rules and covenants.
• Altering existing rules or restrictions that impact property rights.

Types of Resolutions

• Administrative Resolutions, also referred to as Procedural Resolutions, pertain to internal processes and procedures. These encompass guidelines for Board meetings, elections, and applications for architectural changes. It is crucial for both the Board and community members to adhere to these procedures consistently.

• Policy Resolutions have a direct impact on the rights and responsibilities of property owners. Boards typically use Policy Resolutions to clarify vague provisions within the Governing Documents or to approve the creation of policies allowed by the Governing Documents, such as a Fine Policy or Collection Policy. Many times, the CC&Rs only give a limited amount of information — not enough to support or help the Board make a decision. This is where a Policy Resolution can be helpful and effective. Policy Resolutions can take various forms, including resolutions pertaining to the visual aesthetics of homes within the community, how common facilities must be used, pet restrictions, and more.

• Special Resolutions deal with an individual situation. Boards have the option to utilize this tool in order to introduce a new regulation that is not currently covered by the Association’s operating guidelines or to address a specific situation on an individual basis. For instance, a Board might adopt a special resolution related to a decision concerning a violation or behavior of individuals at meetings (e.g., Code of Conduct) or common areas. Guidance from the HOA attorney is recommended for these types of Special Resolutions.

The Process: How to Implement HOA Resolutions and Amendments

The Road to Resolutions 

1. Identify the policy or change that requires a resolution.

2. Discuss the proposed policy or change during an Open Board meeting.

3. Vote on the policy or change and document it in the meeting minutes, ensuring it passes by the required majority.

4. Draft and sign the Resolution memorializing the Board action and notify the community members.

The Path to Amendments 

1. Determine if the proposed change requires an amendment to the Governing Documents.

2. Seek legal counsel to ensure compliance with laws and regulations.

3. Present the proposed Amendment to the community members for discussion.

4. Hold a vote or written consent process (check the Governing Documents for language that may allow the Association to utilize the written consent process or voting by absentee ballot or in person) and ensure the Amendment passes by the required majority, as stated in the Association’s Governing Documents.
5. Record the Amendment or file it with the appropriate governmental agency if applicable.

6. Publish the Amendment on the community’s website, app, and/or shared portal.

What should be included in each?

What should be included in Resolutions: 

An HOA Resolution is a formal decision made by the HOA Board to address specific topics or to clarify the Governing Documents. It provides additional guidelines, rules and regulations, or procedures that help in the community’s day-to-day operations.

As such, it requires a less formal process and should include the following elements:

1. A clear statement of the policy or decision that the Resolution is addressing.

2. The specific action that the Board is taking to address the issue or concern.

3. The effective date of the Resolution.

4. A record of the vote by the HOA Board of Directors (i.e., a majority of the Board during a duly called Board meeting).
5. Information on the purpose of the Resolution.

6. Where does the Board’s authority to make that decision come from?

What should be included in an Amendment:

An HOA Amendment is a formal change made directly to the Governing Documents, such as the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), Bylaws, or Articles of Incorporation.

As such, it requires a more formal process and should include the following elements:

1. A clear statement of the proposed change.

2. The rationale for the change.

3. The specific section or sections of the documents that will be affected.

4. The specific language of the proposed Amendment.
5. A description of the voting process and the required majority for approval.

6. The effective date of the Amendment.

Examples of HOA Resolutions and Amendments

Resolutions and Amendments can cover a wide range of topics, depending on the community’s specific needs. Here are some examples of HOA Amendments and Resolutions:

Examples of HOA Resolutions: 

• Approving the annual budget and setting the monthly assessments for homeowners.
• Establishing rules for using common areas, such as swimming pools, clubhouses, or parks.
• Addressing violations of HOA rules or Bylaws.
• Designating the responsibilities of the Board members and officers of the HOA.
• Creating policies such as a Fine Policy related to compliance issues or a Collection Policy to give guidance on steps to take if an owner becomes delinquent in paying assessments.

Examples of HOA Amendments: 

• Changing the restrictions on the use of property, such as adding or removing restrictions on leasing restrictions and short-term rentals.
• Modifying the terms for Board members and Officers of the Board.
• Adding a resale reserve fund fee or working capital fee.
• Updating the CC&Rs to reflect changes in state or federal laws.
• Annexing additional property into the Association.

HOA Resolutions and Amendments: FAQs

What is the main difference between HOA Resolutions and Amendments?

Resolutions provide additional guidelines or rules, while Amendments directly change the Governing Documents.

Do both Resolutions and Amendments require a vote from the community? 

Resolutions generally require a vote from the HOA Board of Directors, while Amendments typically require a majority or some super-majority vote from the community members.

Can an HOA Resolution override an existing Amendment?

No, Resolutions cannot override Amendments since Amendments are changes to the Governing Documents themselves.

How often should an HOA update its Governing Documents? 

There is no fixed timeline or requirement for updating Governing Documents.

Conclusion

HOA Resolutions and Amendments are critical in maintaining harmony within a residential community. Understanding the differences between the two can help you quickly navigate their complexities and ensure the documents remain up-to-date and relevant to the community’s needs and concerns. Whether you’re clarifying ambiguous language or making significant changes, Resolutions and Amendments provide a framework for community management that benefits everyone involved.

Suppose you’re a homeowner who is part of an HOA. In that case, it’s important to familiarize yourself with your HOA’s Governing Documents, including the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), Bylaws, and Articles of Incorporation. If you need help determining which method of change, Resolution, or Amendment is appropriate for your situation, please do not hesitate to contact AAM. As an expert HOA Management company, we are here to provide guidance and address your questions or concerns. Being informed and actively participating in your community can make it sustainable and a great place to call home.

As a Board member of an HOA, you have an important responsibility to ensure that the association is running smoothly and effectively. Your fiduciary duty is to make decisions that reflect the best interests of the community and its membership. In this article, we will provide 10 tips for successful HOA Board members that will help you fulfill this duty and ensure the success of your community.

Tip #1: Be Consistent

Consistency is key to the success of any community association. By consistently enforcing rules, maintaining Board meeting expectations, and communicating regularly with residents, you can establish a fair and level playing field for all. This consistency will build trust among residents, who will feel confident that the Board is making impartial and consistent decisions. Remember that consistency is key to maintaining a successful community and ensuring that your HOA operates smoothly.

Tip #2: Be Open Minded

An open-minded approach is crucial for HOA Board members. They must be willing to adapt, change, and consider alternative perspectives rather than rely solely on past practices. By listening to the residents and working collaboratively with them, the Board can find agreeable solutions that promote positive changes for the association. This approach demonstrates their commitment to enhancing the HOA and building trust with residents.

Tip #3: Be Prepared

Preparation is essential for successful HOA Board meetings. As a Board member, reviewing meeting agendas and related materials beforehand and communicating any questions or concerns to your HOA management company is crucial. This allows you to fully understand the topics to be discussed and make informed decisions during the meeting. While your presence is important, being prepared is critical to the effective operation of a community association. By demonstrating a commitment to preparation, you can help ensure that Board meetings run smoothly and effectively, building residents’ confidence and trust.

Tip #4: Be Knowledgeable

As a member of the HOA Board, rely on your management company as a resource to stay informed on association issues. At AAM, we emphasize the importance of staying informed about legislative changes and legal matters that could affect your community. Additionally, you can attend Board training seminars, access resources provided by the Community Associations Institute (CAI), and subscribe to Google alerts for industry articles to stay informed. By leveraging these resources, you stay informed and make well-informed decisions that best serve your community’s interests.

Tip #5: Be Able to Ask for Help

Savvy members of the HOA Board comprehend when it is prudent to seek external support. Collaborating with a seasoned HOA management company helps protect the community and Board from potential legal risks and liabilities. A reputable HOA management company can furnish invaluable assets, such as accounting, budgeting, and vendor management, to assure the association’s prosperity. Furthermore, they can offer counsel in strategic planning, regulatory compliance, and crisis management. By partnering with a dependable management firm, Board members can concentrate on their obligations as fiduciaries while ensuring the community functions efficiently and effectively.

Tip #6: Communicate Effectively

Efficient communication is pivotal to the success of an HOA. As a Board member, it is imperative to communicate with clarity and expedience to residents, vendors, and fellow Board members. Ensure that you are responsive to emails and phone calls and provide residents with regular updates. Valuable communication methods include regular updates, maintaining a community website, frequent meetings, and promptly addressing inquiries and concerns. By emphasizing effective communication, you can nurture trust among residents and guarantee that the community operates with proficiency. Collaborating with an HOA management company and a community manager can simplify communication with homeowners.

Tip #7: Understand Your Governing Documents

As a Board member, understanding the association’s governing documents, including the CC&Rs, bylaws, and rules and regulations, is essential. This knowledge empowers you to make well-informed decisions that align with and support the best interests of your community. By familiarizing yourself with governing documents, you ensure you operate within set parameters and adhere to community association regulations. By demonstrating a commitment to understanding and following the governing documents, you can build trust and confidence among residents and support the success of the HOA.

Tip #8: Develop a Strategic Plan

A well-crafted strategic plan can help you prioritize resources and allocate funds efficiently, while also addressing the community’s long-term needs. By committing to strategic planning, you build resident confidence and support the ongoing success of your HOA.

Tip #9: Build Relationships with Vendors

As a member of the HOA Board, one recognizes the indispensability of vendors towards the association’s progress. The significance of building positive relationships with vendors, including landscapers, maintenance crews, and other service providers, cannot be overemphasized. Establish a rapport with the vendors makes it easier to work collaboratively and resolve any issues that may arise.

Tip #10: Foster a sense of Community

Building a strong sense of community is crucial to the success of an HOA. As a Board member, you can play a pivotal role in fostering this sense of community by organizing social events, creating community spaces, and encouraging resident involvement in association activities. This may entail hosting festive occasions and inspiring residents to participate in association undertakings such as committees or charitable work. By prioritizing community-building initiatives, you can assist in cementing a feeling of inclusion among the residents, which can cultivate a constructive and helpful atmosphere within the HOA. This can, in turn, lead to a more fruitful and cohesive community.

As a Board member, your role is vital to the success of your community association. By practicing consistency, being open-minded, prepared, knowledgeable, and seeking assistance, you can fulfill your fiduciary duty and ensure community success. Remember, the success of an HOA depends on the efforts and collaboration of all Board members, management, and residents. By following these tips, you can contribute to your community’s success and positively impact the lives of your fellow residents.

The role of an HOA Community Manager encompasses two primary responsibilities: to carry out policies set by the Board and to manage the Homeowners Association’s daily operations.

What is an HOA manager?

An HOA (Homeowners Association) Manager is responsible for overseeing the day-to-day operations of a community association, which typically includes managing the community’s finances, enforcing rules and regulations, and addressing resident concerns. They work with the HOA Board of Directors to create and implement policies, manage maintenance and repairs, and organize community events. A professional HOA management company typically employs Community Managers, but occasionally, the HOA Manager is an employee of the community association.

Responsibilities of an HOA Manager

Some of the specific duties of an HOA manager may include the following:

• Preparing and managing the Association’s annual budget and delivering financial reports
• Coordinating with vendors and contractors for repairs and maintenance requests
• Communicating with residents, addressing homeowner concerns, and assisting in dispute resolution
• Enforcing the Association’s rules and regulations
• Preparing and distributing agendas and minutes for board meetings
• Act as a point of contact for the board of directors and the community
• Play a significant role in special projects

The Community Association Manager oversees a wide range of tasks. Below, we will examine each of these tasks and how they contribute to the overall management of an HOA.

HOA Managers Provide Expert Advise to the Board

A manager advises the Board by providing recommendations and information based on expertise, governing documents, and HOA management experience.

To better understand the responsibilities of HOA Board members and how they work with managers, check out our article on HOA Board Member Roles.

Act as a Liaison

The HOA Manager is a liaison between the Board and the community, ensuring the Board stays informed of resident concerns. They are available to assist residents on behalf of the Board. Since most HOA Managers drive their communities and work on numerous tasks, they may not always be available by phone or email. However, diligent HOA management companies generally expect that their Managers respond to homeowner inquiries within one business day for phone calls and two business days for emails. While the Manager is a valuable resource for the Association and Board, they are unavailable or on-call 24/7.

Communicate Efficiently

The manager can answer questions and provide information about the HOA. An effective manager will communicate with the residents of the community in a variety of ways, including:

• Meetings: Managers may hold regular meetings with residents to discuss community issues and project updates and address any resident concerns or questions.

• Newsletters: Many Managers will publish regular newsletters to keep residents informed about community events, projects, and important dates or deadlines. These newsletters can be sent by mail or email or posted on the community’s website. Some community associations even print newsletters for HOA members at Board meetings. The decision of disbursement is always the Board’s decision.

• Email or phone: Managers will often have an email address or phone number that residents can use to contact them directly with any concerns or questions.

• Website: Some managers will also maintain an HOA website where residents can find important information, documents, and forms related to the community.

HOA Managers must establish clear, consistent communication with residents to build trust and ensure they feel informed and engaged. It can also help answer a lot of routine questions homeowners have, allowing the HOA Manager to focus on the strategic management of the HOA.

Monitor Vendor Management and Performance

Community Managers are responsible for monitoring the performance of HOA vendors and contractors, not supervising them. Residents should contact the Manager with any issues regarding vendors and contractors, who will forward the concerns to the Board for further action under the terms of the contract.

The Manager will also provide the Board with information on the condition of the community’s common areas and buildings and recommend any necessary repairs or maintenance. They will also coordinate with vendors and contractors to ensure that these tasks are completed promptly and cost-effectively.

Offer Guidance on Community Issues

The Manager will inform the Board of any issues or concerns within the HOA and guide how to address them. They may also offer suggestions for policies or procedures to prevent similar problems from arising. However, please note that the Manager does not set Association policies or rules. If anyone disagrees with a particular policy or rule, it is recommended to send a letter or email to the Community Manager, who will forward it to the Board to review.

Performs Community Inspections

The Manager performs site inspections to ensure that the community property and common areas are properly maintained and that all residents follow the community’s rules. The inspections may include checking the condition of buildings, landscaping, and amenities and ensuring proper maintenance. The Manager may also check for compliance with parking, noise, and pet regulations, among others. These inspections aim to ensure that the Association is well-maintained and that all residents follow the regulations to maintain the property values and appeal of the HOA. However, inspections alone cannot ensure everything is in top condition. The assistance and cooperation of the Association as a whole are greatly appreciated as well. If you encounter any potential maintenance issues, please do not hesitate to inform the Manager.

Provide Financial Management

The HOA Manager reviews the Association’s financials, including income, expenses, and reserves, and reports regularly to the Board. They will also make recommendations for budgeting and financial planning. When selecting an HOA management company, ensure they have tenured employees with accounting experience as a resource for the Manager to answer any questions about HOA finances.

Will Source Expert Opinions

Managers have a broad range of expertise and skills but are not engineers, architects, insurance agents, attorneys, or accountants. The community association manager may offer opinions on various topics, but they should source expert opinions in a variety of situations, including:

• Legal matters: If a legal issue arises that affects the Association, such as a dispute with a resident or a violation of state or local laws, the manager should seek the advice of an attorney who specializes in HOA law.

• Financial matters: If the manager is unsure how to handle a financial issue, such as creating a budget or investing reserve funds, they should consult a financial advisor or accountant. Typically, the HOA management company will have staff accountants who can quickly help with any of the above. Still, it is common practice for a management company to source financial experts for HOA audits, reviews, and compilations.

• Maintenance and repair issues: When dealing with complex maintenance or repair issues, such as issues with the community’s infrastructure or the destruction of common areas or building systems, the manager should seek the advice of a qualified contractor or engineer.

• Insurance matters: If the HOA is facing a claim or needs to renew or negotiate an insurance policy, the manager should seek the advice of an insurance broker or agent.

• Compliance with state and local laws: If the manager is unsure how the board of directors should comply with state or local laws, such as those related to zoning or building codes, they should seek the advice of a lawyer or other legal expert.

How Managers Work with the Board of Directors

Managers work closely with the Board members and residents to ensure the seamless operation and management of the Association. The Board of Directors is responsible for making decisions about association policies, budgets, and long-term planning and enforcing the community’s rules and regulations.

The specific ways in which Managers work with the board, and residents may vary depending on the HOA and its particular needs, but some key aspects of this relationship include:

• Communication: HOA managers should communicate clearly and consistently with the board and Association members. This includes regular updates on HOA issues, responding to resident concerns and questions, and informing the board of significant developments.
• Decision-making process: HOA managers typically work with the board to make decisions in the community’s best interest. This may involve providing information and recommendations to the board and helping to facilitate board meetings and voting processes.
• Planning and budgeting: HOA managers work with the board to create and implement budgets and plan for long-term maintenance. This includes providing accounting reports, making budget recommendations, and keeping track of the community’s financials.
• Rules enforcement: HOA managers work with the board to enforce the community’s CC&Rs, including issuing warnings, fines, or legal action when necessary. They also work with the board to create and update policies and procedures.
• Maintenance and repair: Work with the board to plan maintenance and repair projects, including hiring vendors and overseeing the work.
• HOA events: HOA managers may work with the board and residents to organize Association events.

Overall, the HOA manager’s role is to support the board members and residents. They provide the information and resources they need to make informed decisions and maintain a well-functioning community association.

The Skills and Qualifications of an Association Manager

The qualifications and skills of an HOA manager can vary depending on the size and complexity of the community association. However, here are some standard qualifications and skills that a management company desires for this role:

Education

Some Managers have a college degree in a related field, such as business administration, property management, or real estate. Some may also only have professional certifications, such as the Certified Manager of Community Associations (CMCA), Association Management Specialist (AMS), or local certifications like Arizona’s Certified Arizona Association Manager (CAAM).

Experience

Some managers have experience in community association management or related fields, including property management, real estate, or construction.

Knowledge of State Laws and Regulations

A solid understanding of state and local laws, including zoning, building codes, and homeowner association regulations, is essential.

Communication and interpersonal skills

They need strong communication and interpersonal skills to effectively engage with the board, community members, vendors, and contractors.

Leadership and management skills

They should have strong leadership and management skills to effectively manage the community association’s day-to-day operations.

Organizational and time-management skills

They should have strong organizational and time-management skills to successfully manage multiple tasks and meet deadlines.

Financial skills

They should understand financial management, including budgeting, accounting, and financial reporting.

Problem-solving skills

They absolutely should be able to identify and solve problems promptly and competently.

Any manager should have a combination of education, experience, knowledge, and skills suitable for managing an HOA. If you know someone with these skills, management companies always look for new managers; visit our CAREERS page.

In summary, an HOA Manager plays a crucial role in an HOA’s smooth operation and management. They oversee various tasks, including managing the community’s finances, enforcing CC&Rs, and addressing resident concerns. They are a point of contact for the Board of Directors and the homeowners. Ultimately, they implement policies established by the Board and oversee the daily operations of the Homeowners Association.

We hope this article clarifies the Community Manager’s role in your HOA.

• HOA Board Member Roles

When selecting vendors to perform work or other services for an HOA, all Board Members must be involved throughout the bidding process. Before obtaining bids, the Board should thoroughly review the Association’s governing documents to ensure that the bid selection process complies with the rules and regulations. Once that is established, it is recommended that the Board request and review at least three bids for each project or scope of work. As a best practice, bid proposals should be evaluated based on the overall value of the association and not solely on cost. Also, when interviewing vendors, it is advised to consider their overall demeanor, professionalism, and accountability. Lastly, all service and contract agreements should be put in writing.

What is an RFP

An RFP stands for Request for Proposal. It is a document created by an organization, such as a Homeowners Association (HOA), to solicit vendor bids for particular services or products. The RFP outlines the bid specifications the HOA is looking for in a vendor and provides details about the project and the expectations for the vendor. The proposals that the HOA receives back from the RFP are used to help the HOA compare contractors and make an informed decision when selecting a vendor that best meets the needs of the Association.

Understanding the HOA Vendor Selection Process

The HOA vendor selection process can be challenging. Many associations utilize their professional management company to manage vendor recruitment and oversee the process, entrusting the Community Manager to handle the project professionally. Experienced professional Community Managers will consider Board expectations and make recommendations regarding the qualification process. In our experience, Board members and/or Committee members are becoming more involved and want to participate in the qualification and vetting processes.

All maintenance and service contract bids require certain specifications and requirements to uphold the communities’ standards. This is particularly true in large-scale projects or services such as landscaping, painting, roofing, and asphalt (to name a few). However, it is not uncommon to receive proposals from contending vendors that do not compare “apples to apples.” Therefore, identifying bid specifications is the key to executing a successful Request for Proposal (RFP).

Defining Bid Specifications for Successful RFPs

The term “specification” refers to describing the definitive requirements to be provided. This information may include requirements for inspecting, testing, preparing materials, equipment, supplies, service delivery, and insurance. If the job is extensive, hiring a project manager to prepare the bid so that nothing is missed can prove beneficial. Clearly communicating community needs to vendors is crucial, as their priorities in proposals often differ from the Board’s. The goal is to get comparable bids and ensure all parties are on the same page, making the decision process much easier for everyone involved.

When creating proposals for an HOA Board of Directors, it is critical to ensure that bid specifications are adequately defined. Doing so has a two-fold benefit: it helps ensure that all stakeholders are involved in the process and that the selection process complies with the Association’s rules and regulations. Additionally, it allows Board members to select the best vendor possible by evaluating proposals based on value rather than cost. This can help the Association get the best value for their investment and ensure that the vendors meet the Association’s standards and expectations.

For HOAs, in particular, a detailed and specific Request for Proposal (RFP) is essential to ensure that the organization can get the services it needs efficiently and cost-effectively. With a clear understanding of the bid requirements, vendors can provide more accurate quotes and services that enable the HOA to compare submissions more effectively and make an informed decision.

Below are some examples of HOA services that the Board may want to submit formal RFPs for:

Legal
Accounting
New Management Company
Landscaping
Pool maintenance
Pest control
Security
Construction
Waste management
IT
Janitorial
Parking lot maintenance
Electrical
Asphalt
Painting
Tree trimming
Roofing
Fencing

Steps for Creating RFP Specifications

1. Establish the Need: Before creating an HOA RFP, you should assess the project’s need, scope of work, and desired outcomes. Then, determine the timeline, budget, contact person, and other relevant information.
2. Define the Objective: Clearly define the project’s objectives. This should include the desired outcomes, the project’s goals, and the timeline for completion. Leverage the HOA management company’s industry expertise by asking them for advice on which services to include in the RFP.
3. Identify Potential Vendors: Research potential vendors that can meet the project’s objectives. Ask for referrals from other HOAs or organizations that have done similar projects. Utilize your HOA management company’s resources and contacts to identify qualified vendors to participate in the RFP process.
4. Create an RFP: Create an RFP that includes all relevant project information, the timeline, the budget, the desired outcomes, and other necessary details. Have your professional management company review the RFP drafts to ensure they meet the project’s clear and concise requirements.
5. Communicate the RFP: Once the RFP is created, communicate it to potential vendors. A community Manager can also assist here. Allow sufficient time for vendors to respond to the RFP.
6. Review Responses: Carefully review vendor bids. Evaluate each response based on the project’s objectives, timeline, budget, and other factors. Community Managers are trained to determine the criteria to use in the selection process. Some HOAs create a scoring system to help rate each vendor.
7. Select the Best Vendor: The HOA’s Board members make the final decision during an RFP process to select the vendor that best meets the project’s objectives.
8. Get a Written Contract: Once the Board has selected, they should request a written contract outlining the project’s details, including services provided, payment terms, timeline, and other expectations. This will help to ensure that both parties are on the same page. 

When selecting a vendor, it is important to consider the following:

• Expertise in the Field – Look for companies that specialize in the needed services and have a proven track record for delivering quality work.
• Cost – Review at least three bids for each project and consider value over cost.
• Licensed & Insured – Ensure the vendor has a valid business license and carries the necessary insurance coverage required by the Association.
• Quality – Ask for references from previous clients and review their past work.
• Communication – Look for easily reachable vendors who can quickly respond to questions and concerns.
• Reliability—Look for companies that have been in business for a long time and have a good reputation for dependable and timely services.
• Flexibility – Choose vendors to work around the Association’s specific needs and requirements.

Create an Evaluation System for Reviewing Bids

In most cases, a bid evaluation system will help ensure that the vendors meet the Association’s standards and expectations. The bid evaluation should include a review of the work that will be performed, the perceived quality of the work, the timeliness, the overall value, and the cost.

Create a Vendor Evaluation Form

The form should include questions that assess the vendor’s qualifications, experience, customer service excellence, and overall value for the HOA.

Develop a Scoring System

Utilize a scoring system to rate each vendor based on the criteria from the evaluation form. This system should consider the HOA’s needs, goals, and budget.

Establish a Selection Committee

A selection committee of HOA representatives will review each evaluation form and determine which vendor is best suited for the HOA.

Finalize the Selection Process

After all bids and vendors have been evaluated and scored, the selection committee will decide which one best meets the HOA’s needs. The HOA should contact the chosen vendor to discuss obtaining a contract and other details.

Monitor the Vendor’s Performance

Once the project has started, monitoring the vendor’s performance over time is important to ensure they meet the HOA’s expectations. This should include feedback surveys, customer service reviews, and other performance evaluation methods.

Example of a Bid Scoring System

• Price: 0-2 points for low pricing, 0 points for mid-range pricing, and -2 points for high pricing
• Quality: 2 points for high quality, 1 point for mid-range quality, and 0 points for low-quality
• Experience: 2 points for extensive expertise, 1 point for some experience, and 0 points for no experience
• Reputation: 2 points for a strong reputation, 1 point for some reputation, and 0 points for no reputation
• References: 2 points for multiple references, 1 point for some references, and 0 points for no references
• Delivery 2 points for on-time delivery, 1 point for some on-time delivery, and 0 points for late delivery

In addition to vendor selection, the Association should have safety protocols to protect both the vendors and the residents. This includes having a safety plan to address hazardous conditions, properly labeling hazardous materials, and having safety equipment on hand.

The last step in the selection process is establishing a complaint-resolution policy to ensure that disputes between the Association and its vendors are handled promptly and efficiently. This policy should include a timeline for resolving the dispute and how the parties will communicate.

In conclusion

Following the steps mentioned above will help to ensure that the vendor bid selection process is fair and transparent and that the Association is getting the best value for its investment.

Bid specifications should be comprehensive and detailed, as it is the only way to ensure that all potential service contractors can provide the HOA-required services. By creating a thorough and accurate RFP, the HOA Board can make an informed decision and select the best provider for the job.

Professionalism, accountability, and experience should be paramount when selecting any vendor. AAM has over 33 years of professional community management experience with seasoned and trained management professionals, which can help facilitate bidding. If your HOA is looking for new management services from a reliable and tenured management company, consider AAM.

Understanding the significance of HOA reserve funds is crucial for effective homeowners’ association management. These funds, unlike daily operating funds, are set aside for essential repairs and replacements within the community. This guide covers the importance of HOA reserve funds, smart investment strategies, and ensuring financial preparedness for the future.

HOA Reserve Funds: Why They Matter and Smart Investment Strategies

Managing an HOA requires understanding and effectively handling reserve funds. These funds cover major repairs and replacements of common areas, distinct from daily operating expenses.

Why Are Reserve Funds Essential?

Reserve funds ensure long-term financial stability, maintaining common areas like roofs, elevators, pools, and parking lots without sudden financial burdens. They also help preserve or enhance property values, keeping the community attractive and functional.

How Much Reserve Should an HOA Have?

Determining the right reserve fund amount can be challenging. A comprehensive Reserve Study estimates major repair and replacement costs. The Study assumes a conservative interest yield of 1-3% on reserve balances.

Every HOA has unique needs, so reserve fund requirements vary. A reserve study every 3 to 5 years helps the board allocate appropriate funds and anticipate potential cost spikes.

The Risks of Underfunded HOA Reserve Funds

An underfunded reserve fund poses significant risks to an HOA. Unexpected costs may force sudden dues increases or less efficient funding solutions. This could cause financial stress for community members and potential discord within the community.

Investing HOA Reserve Funds: Key Considerations

Choosing the right reserve fund investment requires considering return reliability, risk level, investment duration flexibility, and competitive interest rates. CDs offer guaranteed returns, low risk, and FDIC insurance up to $250,000 per depositor per insured bank. Their flexible investment durations and generally higher interest rates are additional benefits.

A Well-Designed HOA Investment Policy

For HOAs with substantial reserves, developing an investment policy is beneficial. This policy should outline financial goals, risk tolerance, and cash management procedures, including guidelines for permissible investments and approved financial institutions.

An effective investment policy should focus on Safety, Liquidity, and Yield (SLY). Before formulating the policy, review your association’s documents for any specific requirements.

Need Assistance with Reserve Funds? We’re Here to Help

If you want to learn more about managing your community association’s finances and making smart investment decisions, contact us. Our experienced team can help you navigate the complex world of HOA finances and ensure the long-term financial health of your community.

OA demands can easily rope Board members into a full-time job. On the flip side, HOAs must find the right balance of value and cost when they turn to an outside provider. So, how do you know when it is time to hire a professional management company? Consider these major benefits:

Minimizing Stress and Reducing Demands on Board Members.  

Consider turning over responsibilities like handling owner calls, complaints, unpaid assessments, website updates, communications, compliance, and financials to a community management company if your Board members are maxed out. Hire an HOA management team to help alleviate the tedious day-to-day operations of an association.

Accessing Technology Efficiencies and Easier Processes.  

Suppose your Board members do not have time to stay on top of communications, reporting, or task management. In that case, it might be time to find a management partner that can provide secure and innovative technology to significantly increase the efficiency of vital HOA needs. HOA Management companies invest heavily in tools, software, and security protocols to ensure the ultimate homeowner experience. Reliable management companies offer Board portals, mobile apps, community websites, electronic voting, and messaging services.

Acquiring and Maintaining the Required Level of Industry Expertise. 

Hire a professional HOA Management company to create a symbiotic relationship with the Board of Directors still at the helm. A professional management company will know the ins and outs of collecting unpaid assessments, legal matters, maintenance issues, etc. Additionally, a reputable management company invests in SSAE-18 audits to confirm its internal controls mitigate client risks.

These three benefits alone create an attractive scenario and help decide on whether or not to hire an HOA management company somewhat easier. However, HOA Board members also need to know that it will not be a hands-off relationship. Hiring a professional HOA Management company is meant to be a symbiotic relationship, but with the Board of Directors still at the helm. However, your management partner will help streamline operations and improve productivity.

Homeowner Association Boards interested in partnering with a professional HOA management company should consider AAM. Feel free to contact us for a free quote, call us at 833.745.6446, or fill out a quick request HERE. 

• HOA Management Co.
• 10 Benefits of Hiring an HOA Management Company
• How to Get the Most from Your HOA Management Company

HOA Preventative maintenance refers to the routine maintenance tasks performed on the Association’s physical assets and mechanical equipment components. It helps extend the life of the different assets and equipment within the community’s property, decreases repair costs, and prevents the likelihood of equipment failure and unplanned downtime. 

Why is Preventative Maintenance so Important?

Many associations offer impressive amenities and services. Examples include large recreation centers, buildings, clubhouses, fitness centers, swimming pools, rooftops, and other specialty facilities.  Maintaining the value and aesthetics of the association amenities and the facility equipment is an important part of the management company’s services. A comprehensive Preventive Maintenance Program is a key component to a successful partnership.

Reactive vs. Proactive Maintenance

Reactive Maintenance is when maintenance on equipment is not performed adequately until the equipment breaks or fails. This strategy has several adverse results:

• It reduces the life expectancy of the assets and mechanical equipment components.
• It makes it difficult to effectively budget for repairs and maintenance, resulting in unexpected repairs or costly replacement costs.
• It creates additional expenses, such as after-hours service fees.
• Unexpected amenity closures typically result from repairs, and extended closures may occur while waiting for parts.
• It could cause last-minute closure notifications to owners, disrupting their plans and triggering frustration.

Proactive maintenance routinely addresses concerns and ensures equipment upkeep to prevent major failures. This strategy includes regular inspections and performing routine maintenance tasks, which have many positive results:

• It helps to extend the life expectancy of the assets and mechanical equipment components.
• Reduces unexpected amenity closures for needed repairs.
• Allows owners to receive timely notifications for scheduled upcoming closures.

Who is responsible for HOA Preventative Maintenance?

Preventive maintenance for master-planned communities, condominiums, and high-rise buildings is handled differently.

• Large master-planned communities typically have onsite staff responsible for preventative maintenance, and the onsite maintenance staff handles some items, inspections, and maintenance. In contrast, other items are scheduled to be inspected and maintained with the appropriate vendor. The maintenance staff should follow the Association’s preventative maintenance schedule and regularly meet with the onsite manager to report findings and address areas of concern. The onsite manager ensures that preventative maintenance inspections are performed.
• Preventative maintenance for condominiums and high-rise buildings will be a little different. Owners are responsible for items inside each unit, such as filter changes, cleaning condensation lines, and replacing batteries in fire alarms. Depending on the Governing Documents, the Association is responsible for the preventive maintenance of building equipment like roofs, exteriors, and plumbing.
• Condominiums with on-site staff would be responsible for preventative maintenance in the same manner as the master-planned community. If a condo has no on-site staff, the community manager would be responsible for the inspections and scheduling of vendors.

How to Create an HOA Preventative Maintenance Program 

When creating a preventive maintenance program, include all assets and mechanical equipment components and establish inspection and maintenance schedules. Below is a step-by-step process for creating an effective preventative maintenance schedule.

• Start by making a list of all the assets and mechanical equipment. This will be your inventory list.
• Next, compare your list with the component list in the Reserve Study. This is an excellent way to ensure you have included everything. In addition, you can check the Reserve Study to confirm if any new assets or equipment need to be included when the Reserve Study is updated.
• Create frequency-based inspection schedules from the inventory list. When determining inspection frequency, manufacturer recommendations and equipment age and condition should be considered.
• After completing the preventative maintenance schedules, the next step is to assign the tasks to the appropriate team members. This assigns responsibility and allows you to determine staff workload. 
  For inspections and services requiring a vendor, assign an on-site team member to schedule the inspection or service, confirm maintenance completion, and submit a vendor report.
• The final component of a preventative maintenance program is establishing a system for recording and maintaining the data from the inspections and services. Historical data is essential for future reference. This data specifies expenditure details, issues with equipment under warranty, and new assets needing inclusion in the next Reserve Study update. Keeping accurate records will save time and headaches later.

A successful HOA preventive maintenance program requires preparation, planning, and proactive scheduling. A professional management company can assist in creating a successful program customized to your Association’s assets. 

• HOA Management: How to Conduct Annual Meetings without a Glitch
• How to Change Your HOA Management Company
• Budgeting Tips for Master Planned-Communities

HOA Committees can be a valuable resource to the Homeowners and Board members they serve. They help complete specific tasks that might otherwise be overwhelming for a typical Board to take on as an additional responsibility. This article will explore the roles and responsibilities of Committees, the types of Committees an HOA can benefit from, and how to solicit volunteers to serve on Committees.

Roles and Responsibilities of Committees

Homeowner volunteers in the community make up the HOA Committees, and the Board of Directors appoints them.

Your HOA’s governing documents might include guidelines for forming a Committee. However, some documents may only address one type of Committee and have parameters for creating new ones.

Each Committee should maintain a charter outlining its members’ roles and responsibilities. Below are a few tips for creating charters for new Committees:

• Create an outline that provides structure and direction. The outline can be used when the Board passes a resolution to create the Committee.
• Have a statement of purpose – What is expected of the Committee? Clarify if they have the authority to make decisions or are gathering information and providing recommendations.
• Identify how many members should make up the Committee and how they will report to the Board.
• Will there be a Budget for the Committee? If so, clearly identify what the budget will be.
• How long will the service term be for volunteers?
• Identify a Committee name. (i.e., Social Committee, Decorating Committee, Safety Committee, etc.)
• List the Committee members’ names and identify their positions. The Chair and Co-Chair will take responsibility for the Committee’s actions and report to the Board. The Secretary will keep records and documentation of the Committee’s meetings, tasks, and progress. If there is a budget, the Treasurer will ensure the Committee stays within the budget limits.
• Encourage Committee members to exchange information and meet regularly to discuss the goals of the Committee.

Types of Committees

• Executive Committee: Made up of the Community’s Board of Directors.

• Non-Executive Committee: This committee is made up of homeowner volunteers. Depending on the governing documents or state statutes, certain Committees may exclude Board Members from positions. In other cases, the bylaws may require a Committee to have at least one Board member.

• Standing Committee (Continuous tasks): Architectural, Finance, Events, Social, Landscaping, Welcome, Block Watch, Communication.

• Special Committee (Specific project tasks): An advisory committee may be tasked with researching vendors to identify possible candidates to submit RFPs to. For example, the Playground Committee can be tasked with purchasing new playground equipment.

Over the years, Boards have created various Committees—such as Community Service, Block Watch, Beautification, and Communications—to serve specific community needs.

Most Common Committees

Below are the top five most common Committees within an HOA and some duties they could be charged with through the charter.

• Architectural Review: The Architectural Review Committee can review and approve exterior changes and ensure that all changes comply with the Design Guidelines and the CC&Rs.

• Financial Advisory: The Financial Advisory Committee could review and monitor the HOA’s finances to ensure the financial position remains strong and operates responsibly. Additionally, they may also be tasked with obtaining and reviewing a reserve study prepared by a third-party vendor contracted by the association.

• Welcome Committee: This group warmly welcomes new homeowners to the neighborhood. Members may also provide information about meetings, events, or neighborhood practices to keep new homeowners informed.

• Social Committee: The purpose of the Social Committee is to assist the Board in creating social and recreational events geared toward the community’s interests and needs.

• Landscape Committee: The primary role of the Landscape Committee is to keep the board abreast of the community’s needs. This may include conducting inspections on the grounds of the community to look for ways to enhance common areas and identify potential landscape improvements and possible maintenance concerns to make recommendations to the Board.

Can a Committee meet without notice of a meeting?

A review of that state statute, governing documents, or Committee charter will assist in determining if notice of the Committee meeting must be provided to all members of the Association. 

Soliciting Volunteers for the Committee

Now that the Board has identified the need to establish a new Committee, you must find reliable and helpful volunteers. Here are a few tips that will help you attract the right volunteers and make the Committee successful.

Consistent and clear communication is Critical.

There are many ways to communicate the need for Committee volunteers. Please use multiple communication channels to ensure the community receives this message. E-blasts, newsletter announcements, Board Meeting announcements, flyers, and good old-fashioned word of mouth are all great ways to share your message with the community.

Talk to active members

As a Board member, you probably notice which HOA members regularly attend Board meetings. Building relationships with attending members of your HOA meetings is good practice. Speaking with homeowners one-on-one will make them feel more connected and possibly encourage participation.

Consider creating an application

If your HOA is fortunate to have multiple people willing to volunteer for a Committee position, the Board can create an application. That way, the selection process is fair and open.

The form can ask for name, address, email, information, and whether the candidate served on any other Committees. Additionally, you can include a candidate information section allowing homeowners to share the skills and talents they bring to the table. For instance, someone with an accounting background might be helpful in a finance or budget committee.

Download the Application Example Here

Show appreciation

Reinforce the behaviors you want to be repeated. Show volunteers how grateful the Board is for their commitment, publicly acknowledge their efforts at Board meetings and in community newsletters, or highlight them on the HOA website. This reinforces the volunteers’ loyalty and can attract new volunteers.

Committees provide the perfect environment for members to engage and contribute to the community’s success. If your Board is overwhelmed with projects and tasks, AAM is ready to help with professional management services. We have the experience and processes to help you form the Committees your association needs. 

• Community Services: Why Homeowners Should Volunteer for the Board
• Why HOA Boards Benefit from Working with an HOA Management Company
• How to Increase HOA Homeowner Participation

HOA Board Members often handle complaints from fellow homeowners. Dealing with these issues can feel daunting, especially when the homeowner seems unreasonable or irate. Below are 6 Steps to Effectively Handle HOA Complaints to guide you through achieving a successful resolution.

1. Listen Generously & Pay Attention to the Details:

• Whether you communicate verbally or in writing, acknowledge the homeowner’s concerns and thank them for reaching out.

• Have the homeowner submit their concerns in writing for documentation purposes.

• Ask clarifying questions to ensure you have all the information you need to research and resolve the matter effectively.

• Don’t be dismissive; remember, you do not have to promise anything.

• Keep the homeowner advised when they may expect a decision regarding their complaint/concern.

2. Be Proactive: 

• Review federal and state laws relative to the complaint and your association’s governing documents (Declaration of Covenants, Conditions, and Restrictions; Bylaws, Rules and Regulations, Policies, etc.) to see if any of these address the complaint. 

• Don’t be afraid to check with the association’s attorney.

3. Share the Information & Collaborate:

• You are one of several individuals who comprise the Board of Directors, which acts as a whole. Add the complaint to the next meeting agenda and share it with the rest of the board.

• The Board should discuss and examine the matter to find the best solution.

• In some cases, further investigation is needed to work towards a resolution.

4. Deliver Results: 

• After the board has discussed and decided, it’s time to inform the homeowner. 

• Share the why, speak straight, let the homeowner know how the decision was reached, and remind them that the Board acts in the community’s best interest. 

5. Be Process Oriented: 

• Having a clear protocol for members to submit complaints.

• Outline a specific process in how the Board will investigate and respond. Defining a strategy from start to finish will help you consistently address homeowner grievances.

6. Use Your Community’s Management Company to Your Benefit 

• Professional management companies—like AAM, LLC—provide full-service management, which includes proficiency in addressing and resolving homeowner concerns. 

Successfully handling HOA complaints is a critical part of fostering a positive and harmonious community. By following these six steps—listening generously, being proactive, collaborating as a board, delivering results, establishing clear processes, and leveraging professional management resources—you can confidently navigate even the most challenging homeowner concerns. Remember, every complaint is an opportunity to demonstrate your leadership, reinforce trust, and strengthen the community you serve.