By Cliff Hockley & Pamela Hill
Bluestone & Hockley Real Estate Services
We recently surveyed our owners and were surprised to learn that many of them have no idea what an HOA /Community Association Manager does for them. The goal of this article is to help clarify this.
Property management companies’ partner with the association’s Boards of Directors in order to maintain or maximize property values, maintain a comfortable living environment for all owners and create the infrastructure for a successful association. This is a big responsibility and it’s prudent to use a professional specializing in community association management.
We have assembled a short list of some, but certainly not all, of the many things that community association managers do for clients.
The role of the manager and management company is to act as the agent on behalf of the association. There are many responsibilities delegated to the property manager which are typically of an administrative nature.
- Organization – Administrative services
- Serve as the primary contact for all association issues
- Respond to daily owner requests – via letter, email, phone and often now by text.
- Rule enforcement: the most common issues are rental caps, parking, security, pets, and excessive noise and other nuisances.
- Track property transactions
- Coordinate with real estate brokers and lenders during a sales transaction
- Maintain the website with association documents and details
- Facilitate Architectural Review requests – process applications for building alterations and review with the board and the architectural review committee.
- Make sure the property and the property owners carry the appropriate property and liability insurance.
- Accounting / Financials
- Prepare monthly financials and share with the board on a monthly basis
- Collection of monthly assessments
- Track special assessments
- Track property and ownership transitions
- Draft an annual budget and coordinate with Treasurer, Board, and Owners
- Tracking of delinquent assessments
- Coordinating with association Attorney regarding collections
- Review, approval, and payment of all association bills
- Attend staff, Board and subcommittee meetings
- Schedule and attend board meetings and subcommittee meetings such as landscape and building maintenance subcommittees
- Consult /guide board members to fulfill their duties
- Execute directives from the board
- Help document board activities – board meeting minutes and newsletters – web sites
- Help obtain financing for large projects
- Work with board and attorney regarding the update of CC & R’s (Covenants Conditions and Restrictions), Bylaws, and collection and enforcement resolutions.
- Coordinate day to day maintenance with the appropriate vendors
- Assist in the preparation of Annual Reserve Study update
- Coordinate scheduled service items outlined in the yearly Maintenance Plan
- Make sure the building services are being bid out and completed
- Ensuring trash enclosures and other shared areas are policed
- Coordinate the maintenance porters
- Pool chemical servicing and maintenance
- Exterior Lighting
- Private roads
- Marina maintenance
- Obtain bids for major projects
Being a community manager can be a difficult job because of the many details, and often a community manager is the property rule enforcer for the association. Despite what many homeowners think, property management companies do not set any policies or rules pertaining to homeowner associations, nor do they determine the penalties for non-compliance. Rather, the management company’s responsibility is to enforce the community policies and regulations as outlined in the Association’s Declaration, Bylaws, Amendments and Resolutions agreed upon by the Board of Directors on behalf of the HOA.
It’s difficult to keep everyone happy when you are the Property manager. Our goal is to communicate as clearly and as often and possible to reduce miscommunication and encourage a cooperative living environment. As you can see from the task list above, it is a huge assignment.
Learn more about our condominium and HOA management team HERE!