Updated on December 5th, 2024
If you have never owned a home that has a governing homeowners association (HOA), it can be difficult to sort out who is responsible for what. While collaboration among everyone involved is what helps to drive a community forward, it’s helpful to clarify responsibilities and align goals.
The HOA board and the HOA management company are two separate entities. The HOA board is comprised of elected volunteers who own property in the community. The HOA management company is contracted by the homeowners association to help bring the community’s vision to life.
This article will explain the rules and expectations for each group to give you a clearer understanding of the relationship between the two. It will also provide examples of how everyone can work together to help homeowners love where they live.
Role of the HOA Board
Members of the board are volunteers elected to act in the best interest of the homeowners association. Though there are numerous responsibilities the board takes care of, the two main duties are preserving the property value and facilitating the enjoyment of the community.
Preserves Property Value
The HOA board serves as a fiduciary, which means they’re entrusted with making the decisions that affect the values of the properties in the community. One of the board’s primary responsibilities is to protect, preserve, and enhance the value of the physical property governed by the community association.
Facilitates the Enjoyment of the Community
This involves setting the rules and regulations for residential conduct, including the usage of common spaces, landscaping standards, and anything else that affects the overall residential environment of a community.
Read More: HOA Management 101: The Role of the Board.
Role of the HOA Management Company
The services provided by the HOA management company ensure the HOA is working in accordance with the state and national laws that protect homeowners. It’s a team of professionals offering tailored support through expert guidance and day-to-day facilitation.
Expert Guidance
As experts regarding the laws that affect property values in a particular area, HOA management companies offer professional, unbiased direction and recommendations to help homeowners associations make the most prudent and effective decisions to preserve and enhance the value of the property.
Day-to-Day Facilitation
While the HOA board establishes the rules for the community, the management company implements the rules. This can range from issuing notices to homeowners for minor infractions to acquiring independent bids for service providers that affect the community.
The HOA management company does not have the final say in how rules are written; they simply ensure residents follow the HOA regulations and HOAs follow legal regulations.
Collaboration Between the Board and HOA Management Company
The management company is the board’s closest and most trusted business relationship. They always have the best interest of the HOA top of minds and are always working to protect and increase property values in the community through:
Common Area Maintenance
Every property has a different layout and amenities for homeowners to enjoy. But it’s up to the board of directions to ensure rules are followed and everything remains well-maintained. This includes everything from pool areas to gym facilities and landscaping to the clubhouse.
While collectively, as a community, it’s best to work together to keep common areas looking great, the responsibility and financial upkeep falls to the board of directors’ decision-making.
How a HOA management team can help: To work within the set budget outlined by the community, an association manager can work with HOA boards to ensure they have enough funds to carry out any requests. Additionally, they can help prioritize projects and get quotes from vendors to find the right fit for the job.
Enforcement of HOA Governing Docs
CC&Rs are what guide a community and keep everyone aligned with the rules and regulations necessary to maintain the space. The guidelines are written (and revamped, as necessary) by the board of directors and must be reviewed periodically for accuracy.
CC&Rs address issues such as homeowner parking and trash collection, as well as architectural improvements and interior paint and structural guidelines as well.
How a HOA management team can help: An association manager can review CC&Rs for legal language and assist a HOA board of directors with voter approval and homeowner communication. There are specific requirements when adjusting new rules and regulations for a community, which must be followed to ensure approval.
Promote Community Engagement
A board of directors also leads community engagement among homeowners to socialize and participate in conversations regarding the betterment of the community. The more people are involved, the more likely they will be invested in preserving the property’s value.
The board of directors handle budgets for community activities such as holiday parties, BBQs, educational events, and more.
How a HOA management team can help: A HOA manager can poll homeowners for events they are most interested in and help coordinate activities. They can also provide guidance on how to encourage the creation of sub-committees to boost participation among the community.
Facilitating the Right Fit
Homeowners’ association boards and management companies have two completely different roles in managing a community. By better understanding who does what, it opens up opportunities for how each can best support the other.
However, there are various factors that determine when a relationship is a good fit. Here are a few ways to maintain a strong connection:
Defined Roles and Responsibilities
Setting expectations and clarifying the responsibilities ensures there’s alignment toward the same community vision. When new board members are introduced, it’s beneficial to recap the roles and rules.
Clear and Consistent Communication
The key to any good business relationship is communication. Although the board of directors and HOA management company may be working toward the same goals, challenges will arise. Having a partnership where both parties engage in timely, respectful interactions can help resolve problems more quickly and prevent the same from happening in the future.
Instilled Trust and Transparency
Often, the HOA management company has a presence onsite to become more familiar with the property, homeowners, and the board of directors. Anyone in the role to keep the confidentiality of the board members’ decisions, and work with transparency regarding issues and problems that arise.
Having the right support from an HOA management company makes all the difference.
At Keystone, our support teams provide tailored services and solutions to help communities thrive.
Looking for a new HOA management partner? Contact our team today.