Serving on an HOA Board: Taming the Bull with Professional Management
Serving as a volunteer on an HOA Board can be rewarding, but it can also feel like you're wrestling with a wild bull at every turn. Managing an HOA is similar to running a small business where "employees" often want everyone to follow the rules—except themselves.
Effectively managing an HOA requires a significant investment of time and effort, along with expertise in areas like HOA law, governing documents, conflict resolution, compliance enforcement, and a basic understanding of construction trades. For many Board members, depending on their background, this can be overwhelming, and they may not even know where to begin.
Enter the professional Community Manager, a key partner in taming the challenges of HOA management and setting your community up for success. Below are a few simple steps to prepare your association to work with a manager.
1. Organize and Provide Association Records
For many self-managed communities or communities switching management companies, the first step when hiring a new HOA manager is a thorough review and organization of all association records. These records should be catalogued, organized, and handed over to the new manager upon hire. This includes a complete and up-to-date owner and vendor database. This crucial step allows the manager to properly introduce themselves to the community, outline the new processes for paying assessments, and provide contact information for any questions or concerns.
2. Communicate Community Details
Once records are transferred, the Board should brief the new manager on the community's history, current and future goals, any existing contractual obligations, upcoming projects, and the compliance and enforcement procedures. This context will help the manager effectively support the Board and community.
3. Set Realistic Expectations for the Transition Period
Transitioning to a professional HOA manager is a detailed and time-consuming process that can take several months. Board members often hire managers because they want to avoid turning their volunteer roles into full-time jobs, lack the experience to handle day-to-day business, or need help reaching specific goals. While a manager can help with all of this, it’s important for the Board to set realistic expectations during the transition. Don’t expect the new manager to solve all the community’s problems overnight!
4. Understand the Role of the HOA Manager
The HOA manager is not there to make decisions for the Board or the community. Instead, they act as an advisor and partner, helping the Board stay informed and organized. All decisions ultimately remain the Board's responsibility. However, your manager will ensure the association has proper insurance in place—just in case the Board makes a misstep!
Board members should stay engaged with all communications, promptly provide feedback or votes when needed, and review the materials provided. A manager’s job becomes much harder when the Board is unresponsive or doesn’t offer clear guidance.
The Payoff for the Board
All of this may sound like a lot of work, so what’s the payoff? It includes shorter, more efficient meetings; having a neutral third party handle difficult conversations; improved relationships with neighbors (since the manager handles unpleasant tasks like collections); assurance that the association is being run legally; proper planning and funding for community asset replacements; detailed monthly reports; more leverage with vendors—and much more.
By following these steps, the "angry bull" of HOA management can be tamed, leading to a successful and productive partnership with your HOA manager.
Effectively managing an HOA requires a significant investment of time and effort, along with expertise in areas like HOA law, governing documents, conflict resolution, compliance enforcement, and a basic understanding of construction trades. For many Board members, depending on their background, this can be overwhelming, and they may not even know where to begin.
Enter the professional Community Manager, a key partner in taming the challenges of HOA management and setting your community up for success. Below are a few simple steps to prepare your association to work with a manager.
1. Organize and Provide Association Records
For many self-managed communities or communities switching management companies, the first step when hiring a new HOA manager is a thorough review and organization of all association records. These records should be catalogued, organized, and handed over to the new manager upon hire. This includes a complete and up-to-date owner and vendor database. This crucial step allows the manager to properly introduce themselves to the community, outline the new processes for paying assessments, and provide contact information for any questions or concerns.
2. Communicate Community Details
Once records are transferred, the Board should brief the new manager on the community's history, current and future goals, any existing contractual obligations, upcoming projects, and the compliance and enforcement procedures. This context will help the manager effectively support the Board and community.
3. Set Realistic Expectations for the Transition Period
Transitioning to a professional HOA manager is a detailed and time-consuming process that can take several months. Board members often hire managers because they want to avoid turning their volunteer roles into full-time jobs, lack the experience to handle day-to-day business, or need help reaching specific goals. While a manager can help with all of this, it’s important for the Board to set realistic expectations during the transition. Don’t expect the new manager to solve all the community’s problems overnight!
4. Understand the Role of the HOA Manager
The HOA manager is not there to make decisions for the Board or the community. Instead, they act as an advisor and partner, helping the Board stay informed and organized. All decisions ultimately remain the Board's responsibility. However, your manager will ensure the association has proper insurance in place—just in case the Board makes a misstep!
Board members should stay engaged with all communications, promptly provide feedback or votes when needed, and review the materials provided. A manager’s job becomes much harder when the Board is unresponsive or doesn’t offer clear guidance.
The Payoff for the Board
All of this may sound like a lot of work, so what’s the payoff? It includes shorter, more efficient meetings; having a neutral third party handle difficult conversations; improved relationships with neighbors (since the manager handles unpleasant tasks like collections); assurance that the association is being run legally; proper planning and funding for community asset replacements; detailed monthly reports; more leverage with vendors—and much more.
By following these steps, the "angry bull" of HOA management can be tamed, leading to a successful and productive partnership with your HOA manager.