As a homeowner in an HOA, you probably receive a constant influx of information about your homeowners association, your HOA board of directors, your rights and responsibilities as a homeowner and the management company that helps facilitate it all. It’s hard to keep straight who does what and why it’s important.
In this article, we’ll clearly articulate the roles and responsibilities of your community association manager as they work to make your HOA an enjoyable place to live.
The management company’s overarching role
Your management company (and, by extension, your community manager or management team) were hired by your HOA to help facilitate the operations of your homeowners association. Your management company has no direct ability to make decisions about the governance of any aspect of your association. Decision-making powers are granted exclusively to your HOA board of directors. Though your management company provides input and guidance, the board of directors is in complete control of your association.
That said, when your HOA’s policies are updated or the board or association needs to communicate with the membership, your manager is the one that makes it happen. Your community manager, along with the rest of the HOA management company, provide the back-end administrative support that helps your community run efficiently and effectively.
The hub of HOA communications
As mentioned, facilitating your community’s communications is an important function performed by your management company. This includes social media announcements, updating the community’s website and member and board portals, as well as drafting letters to the membership and the HOA’s annual statement of information. Some of these information pieces are required by law, but all are crucial to keeping the membership informed and engaged.
Education & efficient governance
Part of your community manager’s job is to provide materials and support to facilitate smart decision making by your HOA’s board of directors. This involves detail-oriented tasks like board meeting agenda preparation and distribution, board meeting minute-taking and dissemination, and vendor vetting and comparison. Additionally, your manager is on standby to answer questions from the board and membership about the fine details of HOA management. This may include simple, plain-language explanations of complex legal statues or in-depth training sessions on relevant topics like accounting for HOA funds.
Advice and guidance
Though it’s ultimately the board’s responsibility to decide the best course of action, the management company can offer insight based on experience, legal considerations and HOA management best practices. This professional perspective is a huge benefit to HOA boards. Additionally, like the members of the board, the management company also has a fiduciary duty to the association – the guidance offered must align with the best interest of the HOA.
Day-to-day operations
Much like you manage the many details of your personal household, community managers take on the responsibility of handling the daily minutiae that applies to a shared community. Your manager is in charge of ensuring that the vendors do a great job for your community and deliver on their SOWs. They pay the utility bills for your association. They walk the grounds regularly to take note of needed repairs, then, after receiving approval from the board, prioritize next steps and work with vendors to schedule those repairs. Your manager is also on hand to answer your questions and respond to your calls and emails.
Community-building
Successful HOAs create a sense of community that strengthens connections between neighbors. Part of your HOA manager’s job is to brainstorm and facilitate events that serve the membership and support the community’s vision. Your community manager must receive approval from the board to plan any events, but once the board gives the go-ahead, your manager can organize and execute events that encourage you to take advantage of common areas and enjoy your community’s amenities. If you have an idea for an event or initiative in your community, speak with your manager. They’ll put your request on the agenda for the next board meeting, which is the first step in planning any community-wide event. Once approved by the board, they’ll help bring your idea to life.
Community managers are tasked with a wide range of responsibilities that support your HOA. What we’ve listed above are “typical” duties, but great managers go above and beyond to exceed your expectations. Their experience, professionalism, guidance and creativity are an important ingredient in making your community a great place to call home.
Want to know how the Keystone team works hard to support your community? Contact us today and let’s talk.