One of the defining characteristics of a homeowners association (HOA) is that it is run by a Board of Directors. Comprised of residents from within the HOA, duly elected in a community-wide election, the Board is tasked with day-to-day administration, maintenance and upkeep, and preservation of property values. In short, the Board of Directors is charged with ensuring the association runs smoothly and frictionlessly, creating a place where homeowners enjoy living.
Needless to say, this work can be complicated. One way that a Board can keep up with this important charge is by working with a professional management company. For example, Kuester Management Group is pleased to be a top HOA management company in Charlotte NC, Huntersville NC, Wilmington NC, Myrtle Beach SC, and Fort Mill SC.
Whether your Board is actively working with a professional management team or you’re taking a DIY approach, there are a few tips to keep in mind as you pursue effective HOA management.
Tips and Strategies for Managing Community Associations
1) Create a statement summarizing your mission and purpose.
Different people will have different ideas about what the HOA can and should be doing. To get everyone on the same page, aligned around shared goals, create a mission statement. This might reflect priorities like a focus on safety, on environmental sustainability, or on fostering a sense of neighborliness. Refer to this statement often, using it to guide your efforts and endeavors.
2) Focus on engaging new members.
One of the most important ways to position your HOA for success is to ensure that all homeowners are engaged in the life of the community. Be diligent about welcoming new residents, providing them with ample information on the HOA’s work. Organize social events to foster community. Send out emails or social media posts to maintain consistent communication. And be zealous in encouraging homeowners to consider running for a Board position at some point!
3) Know the duties of each Board member.
Different HOAs are going to have varied bylaws, but generally, you’ll find that Board members occupy a few familiar offices, such as President and Treasurer. Make sure everyone knows what their lane is, perhaps even creating clear, written job descriptions. The Treasurer should be prepared to speak to the issue of the budget and financial reserves; the Secretary should be well-equipped to take meeting minutes; and so forth. Clearly-defined roles are crucial for a smooth and efficient Board.
4) Familiarize yourself with the governing documents.
There are a number of resources that can help you understand what you should and should not be doing as a Board member, foremost among them your association CC&Rs and other bylaws. Take the time for a deep dive into your HOA’s stated rules and policies, which can clarify the tasks you should be focusing on and the services you should be offering to residents.
5) Make communication a top priority.
We already mentioned the importance of clear, consistent communication, but it’s worth saying it again: Communication is the lifeblood of any healthy community. Effective communication not only engages members in the work of the HOA, but also helps prevent conflicts from arising. There are a wide range of communication tools you should be using, including:
- Violation notices
- Architectural change communications
- Updates and save-the-dates for community events
- Notifications about access hours for community facilities, like swimming pools
- Notices about special assessments that are required
- Reminders about community meetings
- General communication about community life
The bottom line: Making use of multiple communication channels can help you develop a harmonious community.
6) Don’t neglect regular meetings.
Along with communication, in-person meetings are essential for the success of your residential community. Boards must be dutiful in holding all kinds of meetings, and of providing ample advance notice. The kinds of meetings you should be planning include:
- Annual meetings of the whole membership
- Board meetings (usually monthly)
- Committee meetings
- Executive sessions
7) Focus on regular maintenance.
One of the most important tasks of the Board is to ensure that common areas are maintained throughout the entire community. Think in terms of sidewalks, parking lots, green spaces, clubhouses, playgrounds, tennis courts, swimming pools, and beyond. Make sure you scout out service providers who can help you with maintenance. Professional management services will often include the procurement, vetting, and oversight of these vendors.
8) Mind the budget.
Finally, a mission-critical job for the Board is developing a sound annual budget. This usually involves:
- Appointing a budget committee
- Setting meetings specifically dedicated to budget development
- Reviewing previous budgets
- Taking into account reserve funds, a key aspect of financial management in any HOA.
Prepare for Success with HOA Management
The bottom line: Leading and serving within a homeowners association requires a lot of work. Following these steps can at least give you a good running start. With questions about pursuing professional management in the Carolinas, reach out to Kuester Management Group directly.
