We frequently get questions from homeowners who aren’t sure exactly why a Homeowner’s Association (HOA) would need the services of a property management company. It’s not difficult to understand why this subject would need clarification: Doesn’t an HOA board essentially perform property management duties?
HOA boards are volunteers. While they do dedicate considerable time to property management efforts, they can’t be expected to handle the daily — sometimes complex and time-consuming — management and maintenance issues most communities experience. It would be a full-time job!
Our goal is to provide a concise, straightforward overview of common HOA property management responsibilities. Hopefully, the following information will help you understand how both HOAs and property management companies function so that you can receive the best possible property protection.
Does the property management company belong to the HOA?
An HOA property management company isn’t part of the Homeowner’s Association; it is a firm contracted by a Homeowner’s Association board to help manage the day-to-day affairs of the property. An HOA property manager provides the HOA board with the support it needs to execute its directives.
What role do HOA property management companies play?
Although the HOA contracts the property management company to provide a support function, the relationship between the property management company and the HOA board differs considerably from that of most vendors and clients.
While most suppliers or vendors operate according to a specific set of parameters and within a contracted timeframe, the property management company acts as essentially a representative for the HOA. Because the property management company has a fiduciary duty to the HOA, the company must serve the HOA’s best interests.
The objective of all HOA property management companies is to maintain the highest possible standards for all the homeowners and assure optimal property values for the long term.
How does the management company provide operational support?
HOA management companies typically provide the following types of services as part of their service contracts:
- Managing HOA board meetings: The management company arranges and records board meetings, which includes preparing the agenda, informing members of the meeting, providing the materials to board members before the meeting, attending the meeting, recording minutes, consulting during the meetings, transcribing the minutes after the meetings, implementing actions, and performing election duties as required.
- Managing vendor services: On behalf of the HOA, management companies collect quotes from various vendors for repairs and maintenance. They also serve as main contact points for contractors and vendors. HOA property management typically includes coordinating various services from different vendors across industries. These might include companies that provide landscaping services, janitorial services for gyms and sports complexes, security services, and pool maintenance.
- Ensuring compliance with the rules and regulations: The HOA property management company dedicates considerable effort to assuring adherence to community standards. The services range from maintaining the community’s aesthetic quality, ensuring all community members follow the rules of the common areas, making notes of any security or safety concerns, and relaying those concerns to the board.
- Managing community relations. Creating and preserving harmony amongst the neighbors is among the highest priorities for HOA property management companies. The members of the HOA board are volunteering their time and effort for the betterment of their community, but they need additional support to handle the daily issues among homeowners. HOA property management companies act as intermediaries between neighbors during disputes, organize events for the community, execute the board’s vision, and facilitate positive relationships between neighbors.
At So Cal Property Enterprises, we are committed to delivering stellar support and services to our clients. Our exhaustive suite of services helps clients maintain beautiful, comfortable, and organized communities.
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