Different Requirements Make Hoa Management Is A Complex Subject

Posted by Diamond Community Services on April 16th, 2018

There are different aspects to cover in home and community association management. This makes the job a difficult and complicated one and this is the primary reason why small and large communities rely on expert professionals providing such services. To start with, the administrative areas of community management must be carefully dealt with. Ideally, a professional company will have a dedicated department to look after the administrative needs and it is so important that most homeowners association will come in contact with them at first. The job that involves this specific area includes keeping track and to organize all mail outs of the association. These mails include annual meeting notices along with communications sent to individual homeowner. They also answer and direct the calls to the proper person and book association clubhouses and even keep a track of the homeowner insurance wherever necessary. Apart from that they regulate and control association access such as pool keys or gate remotes.

Updating The Website

Another important part of HOA management that is covered by the admiration department is the upgrade the website of the association. Apart from that they will approve user registrations for the new websites. There are different databases in which the information of the association needs to be updated and this job is also looked after by the administration department. If there are any new board members introduced under the Division of Corporations then it is the job of the administrative departments to collect information about the new member and arrange for a proper background screenings. They also do it for the new owners and tenants to your property especially they are candidate for board of directors. All the incoming mails are also handled by them including the returned mail from the owners who are yet to update their new mailing address.

The Accounting Department

Another important segment of homeowners association management is the accounting department. The job of the accounting department does not involve only handling and collecting homeowners payments but also to process then as and when required. They will speak with the homeowners about their respective accounts and forward the results of such communication to the board members. The report will include the payment plan that is proposed. After having a discussion with the board members and the final decision taken they will communicate the same to the collections attorneys of the association who might suggest a few updates and requirements. Apart from collections they also look after the payments to the vendors and also track the updates on these vendors’ insurance. It is their primary job to assist the association in keeping a proper and precise book of accounts and reconcile the bank statements of the association.

The Management Department

Reliable and trustworthy homeowners association management companies will also have a dedicated management department to look after the specific areas of association management. These are the people who will work directly with the board of directors. Their primary job is to enforce all of the documents of the association after conducting proper and timely inspection on a monthly basis. They inspect and follow up the board member and homeowner reports and also investigate on any information in a report that may be left by any anonymous person. After these thorough inspections relevant work orders are generated and are also assigned to the respective vendors of the association. If there are any violations found by the homeowner they send mails to the homeowner after proper discussion and having the approval from the board of directors. They make arrangements for board meetings with the members, homeowners and even meet with the vendors to make sure that all work orders are followed as it should be and in a timely and acceptable way.

Jobs That Are Exempted

However, there are a few specific jobs that the managers cannot do. These exempted jobs include interpreting the law, dictating the budget of your association, spending any money without the approval of the board and approving or denying applicants without the approval of the board members. They also cannot waive late fees, attorney’s fees, use the community pool or deny or approve any architectural applications. They are also barred from engaging in an owner versus owner dispute and enforce any rule that does not exist on the bylaws. Ideally, these companies and professionals are the ones that work on maintaining proper human relations to create an atmosphere of harmony and peace within the community taking away all the hassles from such management.